Accessibility for People with Disabilities

Microsoft is committed to making its products and services easier for everyone to use. This Help file provides information about the following products and services, which make Microsoft Windows and Microsoft Word more accessible for people with disabilities.

Microsoft Word accessibility

Microsoft services for people who are deaf or hard-of-hearing

Access Pack for Microsoft Windows, a software utility that makes using Microsoft Windows easier for people with motion or hearing disabilities

Keyboard layouts for single-handed users

Microsoft software documentation on audio cassettes and floppy disks

More information about products and services for people with disabilities

Customizing Microsoft Windows

Products for people who are blind or have low vision

Note

The information in this section applies only to users who purchased Windows in the United States. If you purchased Windows outside the United States, your Windows package contains a subsidiary information card listing Microsoft support services telephone numbers and addresses. You can contact your subsidiary to find out whether the type of products and services described in this Help file are available in your area.


Microsoft Word Accessibility

In addition to Microsoft and Microsoft Windows accessibility products and services, the following features make Microsoft Word more accessible for people with disabilities.

Magnifying the view with the Zoom command

You can view your document at any magnification, from 25 to 200 percent. By default, Word displays documents at 100 percent, but you can magnify the view up to 200 percent. At 200 percent magnification, 12-point type is almost 0.5 inch high on the screen. You can zoom in normal, page layout, and outline views. In the Zoom Control box on the Standard toolbar, type a number for the percentage of magnification you want.

Enlarging toolbar buttons

To view enlarged buttons on toolbars, choose Toolbars from the View menu, and then select the Large Buttons check box.

Correcting mistakes and expanding text automatically

With AutoCorrect and AutoText, Word can fix common typing mistakes and misspellings and automatically expand text as you type. For more information, see AutoCorrect and AutoText: Reusing Text and Graphics.

Customizing the keyboard

Through Windows, Word supports Dvorak keyboard layouts that make the most frequently typed characters on a keyboard more accessible. For more information on the Dvorak keyboard layout, see Keyboard Layouts for Single-Handed Users.

Customizing the toolbars

You can add, delete, move, and regroup buttons on toolbars to best suit the way you work. You can also create new toolbars that contain buttons for the commands, macros, fonts, AutoText entries, and styles that you use most frequently.

Customizing the menus

You can add new menus and customize existing menus so that they contain the commands, macros, fonts, AutoText entries, and styles that you use most frequently.

Automating tasks with macros

A macro is a series of Word commands that you can group together as a single command. Macros can automate complex tasks and reduce the number of steps required to complete tasks you perform frequently. You can assign a macro to a toolbar, menu, or key combination, so the macro can be as convenient to use as any standard Word command.

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See also

Customizing and Optimizing Word

Recording and Running Macros

Accessibility for People with Disabilities


Microsoft services for people who are deaf or hard-of-hearing

Through a text telephone (TT/TDD) service, Microsoft provides people who are deaf or hard-of-hearing with complete access to Microsoft product and customer services.

You can contact Microsoft Sales and Service on a text telephone by dialing (800) 892-5234 between 6:30 A.M. and 5:30 P.M. Pacific time. For technical assistance you can contact Microsoft Product Support Services on a text telephone at (206) 635-4948 between 6:00 A.M. and 6:00 P.M. Pacific time. Microsoft's support services are subject to Microsoft prices, terms, and conditions in place at the time the service is used.

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See also

Accessibility for People with Disabilities


Access Pack for Microsoft Windows

Microsoft distributes Access Pack for Microsoft Windows, which provides people with motion or hearing disabilities better access to computers running Microsoft Windows. Access Pack for Microsoft Windows contains features that:

Allow single-finger typing of SHIFT, CTRL, and ALT key combinations.

Ignore accidental keystrokes.

Adjust the rate at which a character is repeated when you hold down a key, or turn off character repeating entirely.

Prevent extra characters if you unintentionally press a key more than once.

Enable you to control the mouse cursor by using the keyboard.

Enable you to control the computer keyboard and mouse by using an alternate input device.

Provide a visual cue when the computer beeps or makes sounds.

Access Pack for Microsoft Windows is included on the Microsoft Windows Driver Library in the file ACCESS.EXE. If you have a modem, you can download Microsoft Windows Driver Library components and application notes, including the following, from network services:

CompuServe

GEnie

Microsoft OnLine

Microsoft Download Service (MSDL), which you can reach by calling (206) 936-MSDL (936-6735) any time except between 1:00 A.M. and 2:30 A.M. Pacific time. Use the following communications settings:

For this setting	Specify
Baud rate	1200, 2400, or 9600
Parity	None
Data bits	8
Stop bits	1
Various user-group bulletin boards (such as the bulletin-board services on the Association of PC User Groups network)

People within the United States who do not have a modem can order the Access Pack for Microsoft Windows by calling Microsoft Product Support Services at (206) 637-7098 or (206) 635-4948 (text telephone).

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See also

Accessibility for People with Disabilities


Keyboard layouts for single-handed users

Microsoft distributes Dvorak keyboard layouts that make the most frequently typed characters on a keyboard more accessible to people who have difficulty using the standard "QWERTY" layout. There are three Dvorak layouts: one for two-handed users, one for people who type with their left hand only, and one for people who type with their right hand only. The left-handed or right-handed keyboard layouts can also be used by people who type with a single finger or a wand. You do not need to purchase any special equipment in order to use these features.

Microsoft Windows already supports the two-handed Dvorak layout, which can be useful for coping with or avoiding types of repetitive-motion injuries associated with typing. To get this layout, choose International from the Windows Control Panel. The two layouts for people who type with one hand are distributed as Microsoft Application Note GA0650. It is also contained in file GA0650.ZIP on most network services or GA0650.EXE on the Microsoft Download Service. For instructions on obtaining this application note see Access Pack for Microsoft Windows.

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See also

Accessibility for People with Disabilities


Microsoft software documentation on audio cassettes and floppy disks

People who have difficulty reading or handling printed documentation can obtain most Microsoft publications from Recording for the Blind, Inc. Recording for the Blind distributes these documents to registered members of their distribution service either on audio cassettes or on floppy disks. The Recording for the Blind collection contains more than 80,000 titles, including Microsoft product documentation and books from Microsoft Press. You can contact Recording for the Blind at the following address or phone numbers:

Recording for the Blind, Inc.
20 Roszel Road
Princeton, NJ  08540

Phone: (800) 221-4792
Phone outside the U.S.: (609) 452-0606
Fax: (609) 987-8116

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See also

Accessibility for People with Disabilities


Products for people who are blind or have low vision

There are numerous products available to help people who are blind or have low vision and use Microsoft Windows. For people with low vision there are screen-enlargement utilities, and for people who cannot use visual information there are screen readers that provide alternative output by synthesized voice or refreshable Braille displays. In addition, people with low vision can customize the Microsoft Windows display to suit their needs.

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See also

More information about products and services for people with disabilities

Customizing Microsoft Windows

Accessibility for People with Disabilities


Customizing Microsoft Windows

There are many ways you can adjust the appearance and behavior of Microsoft Windows to suit varying eyesight and motor skills without requiring any additional software or hardware. These include ways to adjust the appearance as well as the behavior of the mouse and keyboard. The specific methods available depend on which operating system you are using. Application notes are available describing the specific methods available for each operating system.

For information relating to customizing Windows 3.0 for people with disabilities, see Application Note WW0786; for Windows 3.1, Application Note WW0787; for Windows for Workgroups NT 3.1, Application Note WG0788; for Windows NT 3.1, Application Note WN0789. For information on obtaining application notes, see Access Pack for Microsoft Windows.

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See also

Accessibility for People with Disabilities


More information about products and services for people with disabilities

For more information on Microsoft products and services for people with disabilities, contact Microsoft Sales and Service at (800) 426-9400 (voice) or (800) 892-5234 (text telephone).

The Trace R&D Center at the University of Wisconsin-Madison produces a book and a compact disc that describe products that help people with disabilities use computers. The book, titled Trace ResourceBook, provides descriptions and photographs of about 2,000 products. The compact disc, titled Co-Net CD, provides a database of more than 17,000 products and other information for people with disabilities. It is issued twice a year.

You can contact the Trace R&D Center at the following address or telephone numbers:

Trace R&D Center
S-151 Waisman Center
1500 Highland Avenue
Madison, WI 537052280

Voice telephone: (608) 2632309
Text telephone: (608) 2635408
Fax: (608) 262-8848

For general information and recommendations on how computers can help specific people, you should consult a trained evaluator who can best match your needs with the available solutions. An assistive technology program in your area will provide referrals to programs and services that are available to you. To locate the assistive technology program nearest you, you can contact:

National Information System
Center for Developmental Disabilities
Benson Building
University of South Carolina
Columbia, SC 29208

Voice/text telephone outside South Carolina: (800) 922-9234, ext. 301
Voice/text telephone in South Carolina: (800) 922-1107
Voice/text telephone outside the U.S.: (803) 777-6222
Fax: (803) 777-6058

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See also

Accessibility for People with Disabilities


Annotating, Revising, and Routing Documents

Overview

Annotating Documents

Inserting an annotation

Viewing annotations

Going to an annotation

Deleting an annotation

Printing annotations

Inserting and listening to a voice annotation

Revising Documents

Marking changes with revision marks

Reviewing and incorporating revisions

Comparing two versions of a document

Routing and Protecting Documents

Protecting or unprotecting a document for annotations and revision marks

Routing a document to others

Merging revision marks and annotations


Overview of Annotating, Revising, and Routing Documents

Word provides three special features that make it easy to revise documents and incorporate comments from reviewers -- annotations, revision marks, and routing.

When you want reviewers to comment on a document, rather than make changes in the document itself, they can use annotations. Annotations are comments that a reviewer (or author) can add to a document in a separate annotation pane so that the comments do not disrupt the original text of the document. Annotation marks, consisting of the annotator's initials and a reference number, appear in the document in hidden text format. You can then review the annotations and paste them into the document or delete them. If you have installed a sound board and microphone on your system, you can also insert voice annotations.

When you want reviewers to make changes in the document itself and you want to keep track of your revisions, use revision marks. With revision marks, you can keep a record of every revision made and later accept or reject them. Each revision is labeled with the full name of the person who entered it and the date and time it was entered.

Routing is a feature that uses Microsoft Mail to send documents and forms to others for review or completion. You can send a document in two ways: a single document sent sequentially to a series of reviewers one after another or multiple copies of the same document sent to all reviewers at the same time. The recipients can then add annotations or revisions, or in the case of forms, they can simply complete the form and return it to you. Once the document is returned to you, all changes can be merged into one document.

Note

If you have a pen-equipped system, you can add pen annotations to a document by writing them directly in the document window with the pen. Word treats pen annotations like any other drawing object. To use pen annotations, you should first place the Pen Annotation button on a toolbar. From the Tools menu, choose Customize, and then select the Toolbars tab. In the Categories box, select Insert, and then drag the Pen Annotation button from the Buttons box onto any displayed toolbar. When you are ready to use pen annotations, click the Pen Annotation button, and then write your annotation directly in the document window.

  Pen Annotation button

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See also

Annotating, Revising, and Routing Documents


Inserting an annotation

Annotations are initialed and numbered comments that are written and appear in a special pane so that they do not affect the document text. It's a good idea to select the text or items you want to comment on before you insert an annotation. That way, when you (or a reviewer) view the annotation, the selection is highlighted, which makes clear to the viewer what the annotation refers to.

To insert an annotation

1.	Select the text or item you want to comment on, or position the insertion point at the end of the text or item you want to comment on.

2.	From the Insert menu, choose Annotation.

Word inserts an annotation mark (initials and a number) in the document in hidden text format and opens the annotation pane.

Word uses the reviewer's initials from the User Info tab in the Options dialog box (Tools menu).

3.	Type the annotation text in the annotation pane, and then do one of the following:

To close the annotation pane and return to the document, choose the Close button.

To keep the annotation pane open to add additional annotations, click in the document window, and repeat steps 1 through 3.

Using the keyboard     You can also quickly insert annotations by using the keyboard. Press ALT+CTRL+A.

Tip

Annotation marks are automatically displayed when the annotation pane is open. If the annotation pane is closed, you can display annotation marks and other nonprinting characters in the document by clicking the Show/Hide [image] button on the Standard toolbar. Click the button again to hide annotation marks.

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See also

Annotating, Revising, and Routing Documents


Inserting and listening to a voice annotation

Voice annotations provide a quick and easy way to add comments to a document. Instead of typing comments, you simply record a voice annotation. You must have a sound board installed on your computer to listen to voice annotations. To record annotations, you must also have a microphone

To insert a voice annotation

1.	Select the text or item you want to comment on, or position the insertion point at the end of the text or item you want to comment on.

2.	From the Insert menu, choose Annotation.

Word inserts an annotation mark (initials and a number) in the document in hidden text format and opens the annotation pane.

3.	At the top of the annotation pane, click the Insert Sound Object button.

  Insert Sound Object button

4.	Record the voice annotation. For instructions on recording and editing a sound object, see the documentation for the installed sound board.

If Word displays a message asking if you want to update the sound object, choose the Yes button.

5.	Do one of the following:

To close the annotation pane and return to the document, choose the Close button.

To keep the annotation pane open for adding additional comments, click in the document window.

Tip

To insert a combination text and voice annotation, insert the text annotation first. Then position the insertion point to the right of the annotation mark in the document and insert the voice annotation.

To listen to a voice annotation

1.	From the View menu, choose Annotations.

2.	In the annotation pane, double-click the sound symbol you want to listen to.

3.	Do one of the following:

To close the annotation pane and return to the document, choose the Close button.

To keep the annotation pane open and return to the document, click in the document window.

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See also

Annotating, Revising, and Routing Documents


Viewing annotations

You can view the annotations of all reviewers at once or of only one reviewer at a time. You view and edit annotations in the annotation pane. You edit annotation text as you would any other text in the document.

To view annotations

1.	Do one of the following:

From the View menu, choose Annotations.

Double-click an annotation mark in the document window. To display annotation marks and other nonprinting characters in the document, click the Show/Hide [image] button on the Standard toolbar.

2.	To view the annotations of a single reviewer, select the name of the reviewer from the Reviewers box at the top of the annotation pane. The default is All Reviewers, which displays the annotations of all reviewers.

3.	When you finish viewing the annotations, do one of the following:

To close the annotation pane and return to the document, choose the Close button.

To keep the annotation pane open and return to the document, click in the document window.

Note

If a reviewer selected text before inserting an annotation, the selected text is highlighted when you position the insertion point on the corresponding annotation in the annotation pane. Text that is highlighted is not selected. To quickly select the highlighted text so that you can modify it, press ALT+F11.

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See also

Annotating, Revising, and Routing Documents

Annotation pane


Protecting or unprotecting a document for annotations and revision marks

To allow users to comment on but not make changes to a document, protect it for annotations. To allow reviewers to make any changes in a document but keep a record of all changes, protect it for revisions. For maximum protection, you should also use a password when you protect a document. Otherwise, anyone can unprotect the document by choosing Unprotect Document from the Tools menu, and make changes that will not be tracked.

To protect a document for annotations or revision marks

1.	Open the document you want to protect.

2.	From the Tools menu, choose Protect Document.

3.	Do one of the following:

To allow reviewers to insert annotations but not change the contents of the document, select the Annotations option button.

To allow users to revise the document and to have the revisions tracked, select the Revisions option button. The reviewers cannot turn off the revision marking, and revisions cannot be accepted or rejected.

4.	To ensure that a document is protected against untracked changes, type a password. This prohibits anyone who does not know the password from unprotecting the document.

5.	Choose the OK button.

To unprotect a document for annotations or revision marks

From the Tools menu, choose Unprotect Document.

If the author has protected the document with a password, you must know the password to unprotect the document.

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See also

Annotating, Revising, and Routing Documents


Deleting an annotation

You can delete an annotation by deleting the corresponding annotation mark in the document window. Word automatically renumbers any remaining annotations.

To delete an annotation

1.	From the View menu, choose Annotations.

2.	In the document window, select the annotation mark that corresponds to the annotation you want to delete, and then press DELETE.

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See also

Annotating, Revising, and Routing Documents


Printing annotations

You can print annotations with the document or separately. If you print annotations only, Word prints the page number of the annotation mark, the reviewer's initials, the annotation number, and then the annotation text. If you print annotations with the document, Word prints this same information at the end of the document. Word prints the document with hidden text displayed so that you can see the location of the annotation marks.

To print annotations only

1.	From the File menu, choose Print.

2.	In the Print What box, select Annotations, and then choose the OK button.

To print a document with annotations

1.	From the File menu, choose Print.

2.	Choose the Options button.

3.	Under Include With Document, select the Annotations check box, and then choose the OK button.

4.	Select any other printing options you want, and then choose the OK button.

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See also

Annotating, Revising, and Routing Documents


Marking changes with revision marks

Revision marks help you and other reviewers see what changes have been made to a document since the last version. Word uses special formatting, such as underlining and strikethrough characters to show edited text. Word labels each revision with the reviewer's name and date and time the revision was made.

To turn on revision marking

1.	Open the document you want to revise.

2.	From the Tools menu, choose Revisions.

3.	Under Document Revisions, select the Mark Revisions While Editing check box.

If you want to hide the revision marks but continue tracking changes while you work, clear the Show Revisions On Screen check box.

If you want to hide the revision marks when you print your document, clear the Show Revisions In Printed Document check box.

4. To specify how revision marks are displayed, choose the Options button. Select the options you want, and then choose the OK button. For more information on these options, see Revisions tab.

5.	Choose the OK button.

When you (or a reviewer) begin revising the document, Word indicates all revisions according to the settings on the Revisions tab.

To turn off revision marking

1.	From the Tools menu, choose Revisions.

2.	Under Document Revisions, clear the Mark Revisions While Editing check box, and then choose the OK button.

Tip

The status bar shows whether revision marking is on or off. The letters "MRK" are bold when revision marking is turned on, and dimmed when the feature is turned off. You can also double-click the letters "MRK" at any time to display the Revisions dialog box.

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See also

Annotating, Revising, and Routing Documents


Reviewing and incorporating revisions

After a document has been edited with revision marking turned on, you can review the revision marks in a document and accept, reject, or ignore each change.

To help you track revisions from multiple reviewers, Word assigns a color to each reviewer. If there are more than eight reviewers, the revisions of some reviewers will appear in the same color because Word reuses the colors.

To review and incorporate revisions

1.	From the Tools menu, choose Revisions.

2.	Choose the Review button.

3.	Do one of the following:

To move to a revision mark, click the appropriate Find button to search forward or backward in the document.

Click a revision mark in the document.

For each selected revision mark, Word displays the reviewer's name, and the date and time the revision was entered.

4.	Do one or more of the following:

To	Choose this button
Accept a revision	Accept
Reject a revision	Reject
Leave the revision mark unchanged and move to the next or previous one	Find  or Find
Undo the last acceptance or rejection of a revision	Undo Last
Note

To automatically move to the next revision mark while reviewing the revisions, select the Find Next After Accept/Reject check box.

To accept or reject all revision marks

1.	From the Tools menu, choose Revisions.

2.	Do one of the following:

To accept all revisions, choose the Accept All button.

To reject all revisions, choose the Reject All button.

When Word displays a message asking you to confirm that you want to accept or reject all revisions, choose the Yes button.

3.	Choose the OK button.

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See also

Annotating, Revising, and Routing Documents


Comparing two versions of a document

For best results, you should turn on revision marking every time you create a document for which you want to track changes. However, if you forget to turn on revision marking for a document that has been edited, you can still find out what changed by comparing the new and old versions of the document. The two documents you are comparing must have different filenames, or if they have the same name, the documents must be in different locations. For more information, see Saving a copy of the active document.

To compare two versions of a document

1.	Open the edited version of the document.

2.	From the Tools menu, choose Revisions.

3.	Choose the Compare Versions button.

4.	In the Original File Name box, type or select the name of the original document, and then choose the OK button.

Word displays the edited document and marks inserted, deleted, and revised text with revision marks. The options for displaying revision marks are set on the Revisions tab in the Options dialog box (Tools menu). For more information, see Revisions tab.

5.	To accept or reject the revisions, choose Revisions from the Tools menu. For more information, see Reviewing and incorporating revisions.

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See also

Annotating, Revising, and Routing Documents


Routing a document to others

Routing is a feature that uses Microsoft Mail to send one or more copies of the same document to others for review. For example, you might want a limited group to review an important memo before you send it. You and those to whom you are sending a document must have installed Word and Microsoft Mail or another compatible mail package in order to use routing.

To route a document to others

1.	Open the document you want to route.

2.	From the File menu, choose Add Routing Slip.

3.	Choose the Address button. Select the names of the people to whom you want to route the document, choose the Add button, and then choose the OK button.

If you want to route the document to one recipient after another, use the Move up and down arrows to put the names in the correct routing order.

4.	In the Subject and Message Text boxes, type the subject and any message or instructions you want to send with the document. Each recipient will receive the same subject and message.

Word automatically appends instructions to your message that tells recipients to choose the Send command when they are finished.

5.	Under Route To Recipients, do one of the following:

To route one copy of a document to one recipient after another, select the One After Another option button.

To route multiple copies of a document to all recipients at the same time, select the All At Once option button.

6.	Select any other options you want, and then choose the Route button. For more information on the options, see Add/Edit Routing Slip command.

If you want to continue to edit the document before you route it, choose the Add Slip button, and continue to edit the document. When you are ready to send the document, choose Send from the File menu. Word displays a message asking you to confirm that you want to route the document.

The document is sent to the distribution list as an attached Word file. The recipients can add annotations or revisions to the document and then return the copy to you by choosing the Send command on the File menu.

If the document is being routed to one recipient after another, the Send command automatically routes it to the next person on the list before it returns to you. You will receive all the recipients' comments in one document after it has been routed to the last person on the list.

If you send the document to all recipients at the same time, you will receive multiple copies of the document. You can then merge all changes into one document. See Merging revision marks and annotations.

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See also

Annotating, Revising, and Routing Documents


Merging revision marks and annotations

If you have sent or distributed individual copies of a document to multiple reviewers, you can merge all revision marks and annotations into the original document so that you can review all changes in one document. Revisions made in a document cannot be merged into the original document unless they have been marked. To ensure that reviewers use revision marking, you should protect the document for revisions or annotations. For more information, see Protecting or unprotecting a document for annotations and revision marks.

To merge revision marks and annotations

1.	Open the document that has revisions you want to merge into the original document.

2.	From the Tools menu, choose Revisions.

3.	Choose the Merge Revisions button.

4.	In the Original File Name box, type or select the name of the original document you want to merge revisions into, and then choose the OK button.

Word merges the revisions marks and annotations into the document. You can now view the annotations and accept or reject the changes made. For more information, see Reviewing and incorporating revisions.

Note

If you have routed a document, double-click the document icon in the returned mail message to open the document. Choose OK when Word displays a message asking if you want to merge revisions. Word then displays the Merge Revisions dialog box with the name of the original file selected. Choose the OK button to merge the revisions into the original document. Repeat this process for every document you want to merge.

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See also

Annotating, Revising, and Routing Documents


Annotation command (Insert menu)

Inserts an annotation mark, which contains the reviewer's initials and reference number, into the document and opens the annotation pane in which you type the annotation. The annotation mark appears in the document in hidden text format.

To display annotation marks and all other nonprinting characters in the document, click the Show/Hide [image] button on the Standard toolbar. Click the button again to hide annotation marks.

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See also

Annotating, Revising, and Routing Documents


Annotations command (View menu)

Displays in the annotation pane the annotations that have been inserted into the document. Use this command to view or edit annotations. You can also open the annotation pane by double-clicking an annotation mark. To display annotation marks and all other nonprinting characters in the document, click the Show/Hide [image] button on the Standard toolbar. Click the button again to hide annotation marks.

If you select text or other items before inserting the annotation, Word highlights the selected text when the insertion point is positioned on an annotation in the annotation pane.

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See also

Annotating, Revising, and Routing Documents


Annotation pane

The area in which you insert, edit, and view annotations. Word does not display annotations in the document window. The annotation pane contains the reviewer's initials and reference number as well as the annotation text. You can leave the annotation pane open while you insert additional annotations in the document.

Reviewers box

Select the reviewer whose annotations you want to view. To view all annotations, select All Reviewers.

Insert Sound Object

  Insert Sound Object button

Inserts a voice annotation. You must have a sound board. To record voice annotations, you must also have a microphone. For information on recording and editing a voice annotation, see the instructions for the installed sound board.

Close

Closes the annotation pane.

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See also

Annotating, Revising, and Routing Documents


Revisions command (Tools menu)

Tracks revisions made to a document.

  Dialog Box Options

Document Revisions

Set the options for marking, viewing, and printing revision marks.

Mark Revisions While Editing

Marks any added, deleted, or moved text and graphics in the document. To set the options for displaying revisions marks, choose the Options button.

Show Revisions On Screen

Displays revision marks as you revise the document.

Show Revisions In Printed Document

Prints revision marks with the document.

Review

Selects each change in a document so that you can accept, reject, or ignore changes. See Review Revisions dialog box.

Accept All

Accepts all changes made to the entire document and removes all revision marks.

Reject All

Reverses all changes made to the entire document and removes all revision marks.

Compare Versions

Compares and marks where the open, edited document differs from the original document. See Compare Versions dialog box.

Merge Revisions

Merges revisions and annotations from a revised document into the original document. Useful when a document has been routed to several reviewers at once through Microsoft Mail. See Merge Revisions dialog box.

Options

Sets how Word displays different kinds of revisions -- for example, an underline for inserted text and a strikethrough for deleted text. See Revisions tab.

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See also

Annotating, Revising, and Routing Documents


Review Revisions dialog box

Revisions command (Tools menu)

Moves to each revision mark in a document so that you can accept, reject, or ignore each revision individually.

  Dialog Box Options

Description

Lists, for the selected revision, the name of the author, and the date and time the revision was made.

 Find      Find

Moves to the previous or next revision mark and selects it. To ignore a revision mark and move to the next revision mark, click one of the Find buttons again.

Accept

Accepts the selected revision and removes the revision marks for that selection.

Reject

Does not implement the changes made to the selection and removes the revision marks.

Find Next After Accept/Reject

Automatically finds and selects the next revision mark.

Show Marks/Hide Marks

Displays or hides revision marks in the document. If you hide revision marks, you can see how the document would look if you accepted all revisions.

Undo Last

Reverses the last acceptance or rejection of a revision.


Revisions tab

Options command (Tools menu)

Specifies how you want to display revision marks.

  Tab Options

Inserted Text

Select how you want to display text that you are adding to the document on the screen and in the printed document.

Mark

Select the format with which to mark new text.

Color

Select a color with which to mark new text.

By Author

Word assigns unique colors to the first eight authors who revise a document. If more than eight authors revise the document, Word starts over with the first color assigned.

Auto

Uses the default text color, which is set by double-clicking the Color icon in the Windows Control Panel.

Colors

Select a color with which to mark new text.

Deleted Text

Select how you want to display text that you are removing from the document on the screen and in the printed document.

Mark

Select the format with which to mark deleted text.

Color

Select a color with which to mark deleted text.

By Author

Word assigns unique colors to the first eight authors who revise a document. If more than eight authors revise the document, Word starts over with the first color assigned.

Auto

Uses the default text color, which is set by double-clicking the Color icon in the Windows Control Panel.

Colors

Select a color with which to mark deleted text.

Revised Lines

Select how you want Word to mark all lines containing revised text.

Mark

None

Clears revision bars.

Left Border

Marks the lines containing revised text with a revision bar in the left margin.

Right Border

Marks the lines containing revised text with a revision bar in the right margin. In normal view, the revision bars appear to the left of the text; in page layout view and in the printed document, Word displays or prints revision bars in the right margin.

Outside Border

Marks the lines containing revised text with a revision bar in the left margin of even-numbered pages and in the right margin of odd-numbered pages.

In normal view, the revision bars appear to the left of the text; in page layout view and in the printed document, Word displays or prints revision bars in the correct margin.

To use this option, you must have selected the Different Odd And Even check box on the Layout tab in the Page Setup dialog box (File menu). If this option is not selected, Word displays the revision bars in the left margin.

Color

Select a color with which to mark revised lines.

Auto

Uses the default text color, which is set by double-clicking the Color icon in the Windows Control Panel.

Colors

Select a color with which to mark revised lines.


Compare Versions dialog box

Revisions command (Tools menu)

Compares two versions of a document. Uses revision marking to mark where an edited document differs from the original document. The original document is not changed or marked. Revision marks are displayed in the edited document with the options you set on the Revisions tab in the Options Dialog box (Tools menu). See Revisions tab.

  Dialog Box Options

Original File Name

Select or type the name of the document you want to compare with the edited document. This box lists files of the type selected in the List File Of Type box.

List Files Of Type

Select the type of file you want to see in the Original File Name list.

Drives

Select the drive that contains the file you want to open.

Directories

Select the directory that contains the file you want to open.

Network

Opens the Connect Network Drive dialog box so that you can make a connection to a network drive. For more information, choose the Help button in the dialog box.

Open

Reads the original document and displays the revisions in the edited document.

Find File

Opens the Find File dialog box so that you can search for documents. For more information, see Find File command.


Add/Edit Routing Slip command (File menu)

Sends a document to reviewers to edit and to add annotations. To use routing, you and those to whom you are sending a document must have installed Word and Microsoft Mail, or a compatible mail package. The command name changes to Edit Routing Slip when you have an existing routing slip or a message has been sent to you with a routing slip.

  Dialog Box Options

From

Displays the name of the person sending the document

To

Choose the Address button to display the Address dialog box for entering recipient names that are displayed in the To box.

If a name on the list has already been sent a routed document, that name has an asterisk next to it and cannot be moved.

Move

Moves a selected name in the To box up or down, changing the order in which the document is routed to recipients. Use when you are sending a document to one person after another and the order of the names needs to change. Any recipient on the list can move the name of someone who has not received the document up or down in the list.

Address

Opens the Microsoft Mail Address Book where you can find and select recipient names to add to the To box.

Remove

Deletes the selected name in the To box.

Subject

Type the subject of the document you want to route.

Message Text

Type any message or instructions concerning the document you are routing. The document is attached following the message.

Route To Recipients

Specifies how the document is to be routed to the names listed in the To box.

One After Another

Sends the document to the names in the To box in order, one after another. When a reviewer finishes reviewing or revising the document and chooses the Send command from the File menu, the document is automatically sent to the next person in the To box.

All At Once

Sends a copy of the document to all the names in the To list at the same time.

Return When Done

Sends the document back to the original sender when the last recipient finishes revising or reviewing the document and chooses the Send command from the File menu.

Track Status

Allows the originator of the document to track who has the document when it is routed to one recipient after another. Word sends a message back to the originator of the document each time a document is forwarded to another person in the To list.

Protect For

Protects the document against untracked changes.

Annotations

Recipients can only add annotations to a routed document.

Revisions

Recipients can add annotations and make changes to a routed document. Any changes are tracked by revision marks, and revision marking cannot be turned off.

Forms

Recipients can enter information only in form fields. For more information, see Creating an online form.

Add Slip

Adds the routing slip to the open document.

Route

Sends the document and the routing slip in Microsoft Mail to the names in the To list.

Clear/Reset

Deletes the list of recipients and message text from the routing slip. To remove the routing slip from the document, choose the Clear button, and then choose the Add Slip button.

The Clear button changes to Reset after you have routed a document with a routing slip.

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See also

Annotating, Revising, and Routing Documents


Send command (File menu)

Sends a mail message with an attached Word document. This command opens a Send Note window in Microsoft Mail. The command is available only if you have installed Microsoft Mail version 3.0 or later.

If there is a routing slip attached to the document you want to send, Word displays a message asking you to confirm that you want to route the document with the routing slip or send a copy of the document without the routing slip.

For more information on the options in the Send Note window, press F1 while the Send Note window is open.

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See also

Annotating, Revising, and Routing Documents


Merge Revisions dialog box

Revisions command (Tools menu)

Merges revision marks and annotations from an open, revised document into the original document.

  Dialog Box Options

Original File Name

Select or type the name of the original document you want to merge revisions into. This box lists files of the type selected in the List File Of Type box.

List Files Of Type

Select the type of file you want to see in the File Name list.

Drives

Select the drive that contains the file you want to open.

Directories

Select the directory that contains the file you want to open.

Network

Opens the Connect Network Drive dialog box so that you can make a connection to a network drive. For more information, choose the Help button in the dialog box.

Open

Reads the original document and displays the revisions in the edited document.

Find File

Opens the Find File dialog box so that you can search for documents. For more information, see Find File command.


AutoCorrect and AutoText: Reusing Text and Graphics

Overview

Reusing text and graphics by using AutoCorrect

Creating an AutoCorrect entry

Changing an AutoCorrect name or entry

Undoing the automatic insertion of an AutoCorrect entry

Turning off AutoCorrect

Deleting an AutoCorrect entry

Reusing text and graphics by using AutoText

Creating an AutoText entry

Inserting an AutoText entry

Editing an AutoText entry

Deleting an AutoText entry

Renaming an AutoText entry

Printing a list of AutoText entries

Using the Spike

Moving text and graphics to the Spike

Inserting text and graphics using the Spike


Overview of AutoCorrect and AutoText: Reusing Text and Graphics

Word gives you three ways to store frequently used text, graphics, and other items and then quickly insert them into documents. You can use the AutoCorrect feature to correct and insert items as you type. With the AutoText feature, you can retrieve and insert an item by typing a few keystrokes or clicking the AutoText button. With both features, you can choose to insert text with or without its original formatting. The Spike is a tool that you can use to collect multiple items and then insert them as a group.

With the AutoCorrect feature, Word automatically replaces common misspellings and words that are complicated to spell. For example, if you always type "tehm" instead of "them," you can create an AutoCorrect entry named "tehm." Whenever you type tehm followed by a space or punctuation mark, Word replaces it with "them." You can also quickly insert frequently used text and graphics text with an AutoCorrect entry.

You can create AutoText entries (known as glossary entries in previous versions of Word) for text and graphics you use less frequently or don't want Word to insert automatically. For example, you can store a standard business letter closing or a logo for a company newsletter. The AutoText feature works like the AutoCorrect feature, but you decide when you want to make the replacements.

If you want to remove several items from one or more documents and insert them as a group elsewhere, use the Spike -- a multiple cut-and-paste tool.

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See also

AutoCorrect and AutoText: Reusing Text and Graphics


Creating an AutoCorrect entry

You can use the AutoCorrect feature to automatically correct words you often misspell or to insert text, graphics, or other items you use frequently. For example, you can create an entry called "bg" for the name "Beatrice Garcia." Whenever you type bg followed by a space or punctuation mark, Word automatically replaces "bg" with the name Beatrice Garcia.

To create an AutoCorrect entry

1.	From the Tools menu, choose AutoCorrect.

Make sure the Replace Text As You Type check box is selected.

2.	In the Replace box, type a name for the AutoCorrect entry -- for example, type asap

An AutoCorrect entry name can have up to 31 characters, and it must not contain any spaces.

3.	In the With box, type the text that will automatically replace the text in the Replace box -- for example, type as soon as possible

4.	Choose the Add button, and then choose the OK button.

Word also comes with a set of default AutoCorrect entries. To see the entries, scroll through the list.

Note

If you want to create an entry for a long passage of text, a graphic, or text that you want to save with its original formatting, first type the text in your document and then select it. To store paragraph formatting with the entry, include the paragraph mark in the selection. From the Tools menu, choose AutoCorrect. The selection appears in the With box.

To save the entry as plain text, select the Plain Text option button. An AutoText entry saved as plain text can have up to 255 characters, including spaces and punctuation. To save the text with its original formatting, select the Formatted Text option button.

In the Replace box, type a name for the AutoCorrect entry, and then choose the Add button.

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See also

AutoCorrect and AutoText: Reusing Text and Graphics

Editing and Proofing Tools


Changing an AutoCorrect name or entry

You can rename an AutoCorrect entry or change the contents of the entry. For example, if you create an AutoCorrect entry called "sc" for Swartz Company, and then find out that the Swartz Company is really Schwartz, Inc. you can quickly change both the name and entry.

To change an AutoCorrect name or entry

1.	From the Tools menu, choose AutoCorrect.

2.	Do one of the following:

To change the name of an AutoCorrect entry, select the name in the Replace list, and then choose the Delete button. Type a new name in the Replace box, and then choose the Add button.

To change the contents of an AutoCorrect entry stored as plain text, select the entry in the With list. Type the new entry in the With box, and then choose the Replace button.

When Word displays a message asking if you want to redefine the entry, choose the Yes button.

3.	When you finish changing entries, choose the OK button.

Note

If you want to change a long passage of text, a graphic, or an entry inserted with its original formatting, first make the changes you want in the document. Select the revised entry, and then choose AutoCorrect from the Tools menu. Type the existing AutoCorrect name in the Replace box, and then choose the Replace button. When Word displays a message asking if you want to redefine the entry, choose the Yes button. Choose the OK button to close the AutoCorrect dialog box.

__________

See also

AutoCorrect and AutoText: Reusing Text and Graphics

Editing and Proofing Tools


Undoing the automatic insertion of an AutoCorrect entry

If Word inserts an AutoCorrect entry that you don't want in your document, you can remove, or "undo," it.

To undo the automatic insertion of an AutoCorrect entry

On the Standard toolbar, click the Undo button.

  Undo button

__________

See also

AutoCorrect and AutoText: Reusing Text and Graphics

Editing and Proofing Tools


Turning off AutoCorrect

If you decide you don't want to use the AutoCorrect feature, you can turn it off.

To turn off AutoCorrect

1.	From the Tools menu, choose AutoCorrect.

2.	Clear the Replace Text As You Type check box, and then choose the OK button.

__________

See also

AutoCorrect and AutoText: Reusing Text and Graphics

Editing and Proofing Tools


Deleting an AutoCorrect entry

You can delete an AutoCorrect entry that you no longer need. You cannot reverse, or "undo," the deletion of an AutoCorrect entry.

To delete an AutoCorrect entry

1.	From the Tools menu, choose AutoCorrect.

2.	In the list under the Replace box, select the entry you want to remove.

3.	Choose the Delete button, and then choose the OK button.

__________

See also

AutoCorrect and AutoText: Reusing Text and Graphics

Editing and Proofing Tools


Creating an AutoText entry

You can create an AutoText entry that contains text, a graphic, or a combination of text and graphics -- for example, a company name and logo. If you want AutoText entries to retain paragraph formatting -- such as alignment, indents and line spacing -- include the paragraph mark ( [image]) at the end of the selection when you create the entry. To see paragraph marks, click the Show/Hide [image] button on the Standard toolbar.

To create an AutoText entry

1.	Select the text or graphics you want to store as an AutoText entry.

To store paragraph formatting with the entry, include the paragraph mark ( [image]) in the selection.

2.	Do one of the following:

On the Standard toolbar, click the AutoText button.

  AutoText button

From the Edit menu, choose AutoText.

3.	In the Name box, accept the default name or type a new name for the AutoText entry. An AutoText name can have up to 32 characters, including spaces.

By default, Word makes the AutoText entry available to all documents. To specify a template in which you want to store the entry, select a template name in the Make AutoText Entry Available To box.

4.	Choose the Add button.

__________

See also

AutoCorrect and AutoText: Reusing Text and Graphics


Inserting an AutoText entry

You can insert an AutoText entry in three ways -- by using the AutoText button, the AutoText command, or the keyboard. If you want to insert the AutoText entry quickly with its original formatting, use the AutoText button or the keyboard. If you don't remember the name of the AutoText entry, or if you want to preview its contents or insert it as plain text, use the AutoText command.

To insert an AutoText entry

1.	Position the insertion point where you want to insert the AutoText entry.

2.	From the Edit menu, choose AutoText.

3.	In the Name box, type or select an AutoText name.

4.	Do one of the following:

To insert the AutoText entry with its original formatting, select the Formatted Text option button.

To insert the AutoText entry without any formatting, select the Plain Text option button. The text of the AutoText entry is inserted with the formatting of the text that precedes the insertion point.

5.	Choose the Insert button.

Using the AutoText button or the keyboard     Position the insertion point where you want to insert the AutoText entry with its original formatting. Make sure that the insertion point is either at the beginning of a line or surrounded by spaces and then type the name of the AutoText entry. On the Standard toolbar, click the AutoText button.

  AutoText button

If you want to use the keyboard to insert an AutoText entry, press F3 or ALT+CTRL+V.

You can also type just enough letters to uniquely identify the name of an AutoText entry before inserting it. For example, if there are entries named "number" and "name," you can type nu and then click the AutoText button to insert the "number" AutoText entry.

Note

If you use a specific AutoText entry frequently, you might want to assign it to a toolbar button, menu, or shortcut key. For more information, see Customize command.

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See also

AutoCorrect and AutoText: Reusing Text and Graphics


Editing an AutoText entry

You can change the contents of an existing AutoText entry -- for example, you can change "Swartz Company" to "The Schwartz Corporation."

To edit an AutoText entry

1.	Insert the AutoText entry you want to edit into the document.

2.	Make the changes you want.

3.	Select the text or graphics you just edited.

To store paragraph formatting with the entry, include the paragraph mark ( [image]) in the selection.

4.	On the Standard toolbar, click the AutoText button.

  AutoText button

5.	In the Name box, type or select the original name of the AutoText entry, and then choose the Add button.

When Word displays a message asking if you want to redefine the AutoText entry, choose the Yes button.

Tip

You can use AUTOTEXT fields to update entries automatically in one or more documents. For more information, see AUTOTEXT field.

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See also

AutoCorrect and AutoText: Reusing Text and Graphics


Deleting an AutoText entry

You can delete an AutoText entry that you no longer need. You cannot reverse, or "undo," the deletion of an AutoText entry.

To delete an AutoText entry

1.	From the Edit menu, choose AutoText.

2.	In the Name box, type or select the AutoText entry name you want to delete.

3.	Choose the Delete button, and then choose the Close button.

__________

See also

AutoCorrect and AutoText: Reusing Text and Graphics


Renaming an AutoText entry

You can change the name of an AutoText entry. Renaming an AutoText entry can make it easier to remember or type when you need to insert it.

To rename an AutoText entry

1.	From the Format menu, choose Style.

2.	Choose the Organizer button.

3.	Select the AutoText tab.

4.	In the In box on the left, select the name of the AutoText entry you want to rename, and then choose the Rename button.

5.	In the Rename box, type the new name for the AutoText entry, and then choose the OK button.

6.	To return to your document, choose the Close button.

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See also

AutoCorrect and AutoText: Reusing Text and Graphics


Printing a list of AutoText entries

If you want to see the names and contents of all AutoText entries for the template attached to the active document, you can print the entries. Word prints entries in alphabetical order by AutoText name. Entries stored in the active template are printed first: entries stored in the global template, NORMAL.DOT, are printed second, and entries stored in add-in templates are printed third. AutoText entries are printed with their original formatting.

To print a list of AutoText entries

1.	From the File menu, choose Print.

2.	In the Print What box, select AutoText Entries, and then choose the OK button.

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See also

AutoCorrect and AutoText: Reusing Text and Graphics


Moving text and graphics to the Spike

If you want to remove several items from one or more documents and insert them as a group in another location or document, use the Spike -- a multiple cut-and-paste tool. The Spike collects, in order, each item you delete. The first item you collect appears at the top of the Spike entry, the second item follows it, and so on. Word separates each item with a paragraph mark.

To move text and graphics to the Spike

1.	Select the text or graphic you want to move to the Spike.

2.	Press CTRL+F3.

Word removes the selected text or graphic and adds it to the Spike.

3.	Repeat steps 1 and 2 for each item you want to collect in the Spike.

To insert the contents of the Spike, see Inserting text and graphics using the Spike.

Tip

To view the contents of the Spike, choose AutoText from the Edit menu and select Spike from the list of AutoText names. Word displays a portion or all of the contents of the Spike in the Preview box.

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See also

AutoCorrect and AutoText: Reusing Text and Graphics

Moving or copying text or graphics by using drag-and-drop editing


Inserting text and graphics using the Spike

When you insert text and graphics collected in the Spike, they appear in the same order that you added them to the Spike. Each entry appears in a separate paragraph. When you insert the contents of the Spike, you can choose to clear the Spike or save the collected items to use again.

To insert text and graphics and clear the Spike

1.	Position the insertion point where you want to insert the contents of the Spike.

2.	Press CTRL+SHIFT+F3.

To insert text and graphics without clearing the Spike

1.	Position the insertion point where you want to insert the contents of the Spike.

Make sure the insertion point is at the beginning of a line or surrounded by spaces.

2.	Type spike, and then click the AutoText button on the Standard toolbar or press F3 or ALT+CTRL+V.

  AutoText button

__________

See also

AutoCorrect and AutoText: Reusing Text and Graphics

Moving or copying text or graphics by using drag-and-drop editing


AutoText command (Edit menu)

Creates an AutoText entry from selected text or graphics you frequently use, or inserts a specified AutoText entry into a document.

This command is not available unless you select text or graphics, or have existing AutoText entries.

To quickly create or insert an AutoText entry, use the AutoText button on the Standard toolbar. See Creating an AutoText entry.

  AutoText button

  Dialog Box Options

Name

Type a name of a new AutoText entry, or select an existing AutoText entry that you want to insert or delete.

An AutoText name can have up to 32 characters, including spaces.

Make AutoText Entry Available To

Specify the template in which you want to store the AutoText entry. The default is All Documents, which makes the AutoText entry available to all documents created in Word. Word displays this box when you have text or graphics selected in the document.

Insert As

Determines whether Word inserts the selected AutoText entry with or without formatting. Word displays this option when you want to insert an AutoText entry into the document.

Formatted Text

Stores the entry with its original formatting.

Plain Text

Stores the entry with no formatting. When you insert an AutoText entry as plain text, it is inserted with the formatting of the text preceding the insertion point.

Preview/Selection

Displays the contents of the selected AutoText entry. The name of the box is Preview when you have an AutoText entry name selected in the Name box and changes to Selection when you have text or graphics selected in the document.

Insert

Inserts the contents of the selected AutoText entry at the insertion point.

Add

Adds or changes an AutoText entry. The Add button is not available until you type or select a name in the Name box.

Delete

Deletes the selected AutoText entry. The Delete button is not available until you type or select a name in the Name box.

__________

See also

AutoCorrect and AutoText: Reusing Text and Graphics


Formatting and Sorting Lists

Overview

Creating bulleted and numbered lists

Adding or removing bullets and numbers in a list

Interrupting a list

Converting bullets to numbers, or vice versa

Creating a multilevel list

Modifying bullet or number formats

Numbering headings

Modifying heading numbering formats

Sorting lists

How Word sorts

Sorting a list

Sorting information

Undoing a sort


Overview of Formatting and Sorting Lists

With Word, you can quickly create numbered and bulleted lists to make a document easier to read and understand. You can also create multilevel lists -- lists that can have multiple indent levels and can contain both numbers and bullets. Multilevel lists are useful for outlines and in legal and technical documents. You can number all headings in a document that are styled with the built-in heading styles in Word. If you add, delete, or reorder items in a numbered list, Word updates the numbering for you.

You can quickly arrange text by sorting items alphabetically, numerically, or by date. You can sort a list of single items, lists created with tab characters or commas, or rows and columns in tables. Word can sort an entire document or any selected portion of it. For more information about how Word sorts information, see How Word sorts.

_____________

See also

Formatting and Sorting Lists


How Word sorts

You can quickly arrange text by sorting alphabetically, numerically, or by date. Word sorts in ascending order (A to Z or 0 to 9) or descending order (Z to A or 9 to 0).

Word sorts items -- separated by paragraph marks -- according to the following rules:

Items beginning with punctuation marks or symbols -- such as !, #, $, %, or & -- are sorted first; items beginning with numbers are sorted next; and items beginning with letters are sorted last.

Uppercase letters are sorted before lowercase letters.

If two or more items begin with the same character, Word evaluates subsequent characters in each item to determine which item should come first.

If an entire field is the same for two items, Word evaluates subsequent fields specified in the sort options. For example, suppose you are sorting a mailing list in which you specify last names as the first sort field and first names as the second sort field. If Word finds two last names that are identical, it will then sort by the second sort field, or first names.

_____________

See also

Formatting and Sorting Lists


Adding or removing bullets and numbers in a list

You can quickly create numbered and bulleted lists to make a document easier to read and understand. A numbered list shows sequence, while a bulleted list separates items in a series to emphasize each point. If you add, delete, or reorder items in a numbered list, Word updates the numbers for you.

To add or remove bullets and numbers in a list

1.	Select the items to which you want to add or from which you want to remove bullets or numbers.

When you select a bulleted or numbered list, you cannot select the actual bullets or numbers.

2.	On the Formatting toolbar, do one of the following:

To add or remove bullets, click the Bullets button.

  Bullets button

To add or remove numbers, click the Numbering button.

  Numbering button

Note

When you press ENTER to start a new paragraph, Word carries over the list formatting to the next paragraph. For example, in a list whose items are numbered 1 through 5, Word displays a 6 when you press ENTER after the fifth item. To interrupt the list, see Interrupting a list.

_____________

See also

Formatting and Sorting Lists


Converting bullets to numbers, or vice versa

You can quickly change the bullets in a list to numbers, or you can change numbers to bullets.

To convert bullets to numbers, or vice versa

1.	Select the items that have bullets or numbers you want to change.

2.	On the Formatting toolbar, do one of the following:

To convert bullets to numbers, click the Numbering button.

  Numbering button

To convert numbers to bullets, click the Bullets button.

  Bullets button

Word replaces bullets with the default number format and replaces numbers with the default bullet style.

_____________

See also

Formatting and Sorting Lists


Creating a multilevel list

You may want to create a list that has more than one level -- for example, for an outline, a legal document, or a technical document. In Word, multilevel lists can have up to nine levels, and you can add bullets or numbers to any level.

Word comes with 14 predefined bullet and number formats to choose from, or you can create your own formats. See Modifying bullet or number formats.

To create a multilevel list

1.	From the Format menu, choose Bullets And Numbering.

2.	Select the Multilevel tab. Select the list format you want, and then choose the OK button.

3.	Type the list.

4.	Select the item you want to change, and then do one or more of the following:

To	Click	Press
Demote or subordinate selected items	The Increase Indent button on the Formatting toolbar.	ALT+SHIFT+RIGHT ARROW
Promote selected items or remove indents	The Decrease Indent button on the Formatting toolbar.	ALT+SHIFT+LEFT ARROW
Note

You can convert an existing list to a multilevel list. Select the list, choose Bullets And Numbering from the Format menu, and then demote and promote items as described in step 4 above.

_____________

See also

Formatting and Sorting Lists


Interrupting a list

As you create a list, Word continues the number or bullet format automatically until you interrupt the list.

You can interrupt a long list to create several shorter lists, or you can insert unnumbered paragraphs anywhere in a list. If you break a list into multiple lists, Word starts the numbering of each shorter list over again.

To interrupt a list

1.	Position the insertion point in the item from which you want to remove a bullet or number.

2.	To display the shortcut menu for lists, click the right mouse button.

3.	Choose Stop Numbering.

Tip

If you want to remove a number or bullet from only one item and then continue the list, select the item and then click the Bullets button or the Numbering button on the Formatting toolbar, You can also choose the Skip Numbering command on the shortcut menu.

  Bullets button

  Numbering button

_____________

See also

Formatting and Sorting Lists


Modifying bullet or number formats

You can customize the text that precedes and follows the numbers in a list. For example, you can create a number format that includes parentheses, such as (1), (2), and (3). You can also control the amount of space between the number or bullet and the text of each list item, the alignment of the list items, and the amount of space before and after the list.

If you change the bullet or number formatting for part of a multilevel list, the formatting for equivalent items in the list will also change. For example, if you change the formatting of an indented item, all other items with the same indent will reflect that formatting change.

You can save your changes to use again by defining them as a style. For information about creating styles, see Automatic Formatting and Styles.

To modify bullet or number formats

1.	Select the text that has the bullet or number format you want to change.

2.	From the Format menu, choose Bullets And Numbering.

3.	Select the tab for the type of list you want to modify.

4.	Choose the Modify button.

5.	Do one or more of the following:

To modify	Do this
Text that appears before or after a number	Type the text in the Text Before box or the Text After box.
The bullet or number format	Select a bullet or number format under Bullet Character, Number Format, or Bullet Or Number.
The font of a bullet or number, and the font of the text before or after a bullet or number	Choose the Font button, and then select the font you want.
The alignment of the bullet or number	Select either Left, Centered, or Right in the Alignment Of List Text box.
The amount of horizontal space between levels in the list	Type or select a measurement in the Distance From Indent To Text box.
The space between a bullet or number and the list item that follows it	Type or select a measurement in the Distance From Bullet/Number To Text box.
A particular level in a multilevel list	Select the level by scrolling in the Level box.
The hanging indents	Select or clear the Hanging Indent check box.
6.	Choose the OK button.

For more information, see Bullets And Numbering command.

Note

The contents of the Text Before and Text After boxes, which determine text that precedes and follows a list item cannot exceed one line, nor can it exceed a total of 31 characters. Word cuts off any text that extends beyond these limits.

_____________

See also

Formatting and Sorting Lists


Numbering headings

To create structure in a document, you can number all of the headings that are formatted with built-in heading styles. You can number all of the headings in your document or only the headings in a particular section.

If you want to number headings in an outline, see Numbering headings in an outline.

To number headings

1.	From the Format menu, choose Heading Numbering.

2.	Select the number format you want. For more information, see Heading Numbering command.

3.	Choose the OK button.

_____________

See also

Formatting and Sorting Lists


Modifying heading numbering formats

Word provides built-in heading styles that contain bullets, numbers, and customized text before and after the numbers. You can modify the format of these styles just as you would modify any other style. For information about modifying styles, see Automatic Formatting and Styles.

To modify heading numbering formats

1.	From the Format menu, choose Heading Numbering.

2.	Choose the Modify button.

3.	Select the heading level that you want to modify by scrolling through the Level list box.

4.	Do one or more of the following:

To modify	Do this
Text that appears before or after a number	Type the text in the Text Before box or the Text After box.
The bullet or number format	Select a bullet or number format under Bullet Character, Number Format, or Bullet Or Number.
The font of a bullet or number, and the font of the text before or after a bullet or number	Choose the Font button, and then select the font you want.
The alignment of the bullet or number	Select either Left, Centered, or Right in the Alignment Of List Text box.
The space between the indent and the bullet or number that follows it	Type or select a measurement in the Distance From Indent To Text box.
The space between a bullet or number and the list item that follows it	Type or select a measurement in the Distance From Bullet/Number To Text box.
The hanging indents	Select or clear the Hanging Indent check box.
The starting number for each new section	Select or clear the Restart Numbering At Each New Section check box.
The starting number for numbered headings	Select a starting number in the Start At box.
5.	Choose the OK button.

For more information, see Bullets And Numbering command.

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See also

Formatting and Sorting Lists


Sorting a list

With Word, you can quickly arrange text by sorting alphabetically, numerically, or by date. Word can sort either an entire list or any selected portion of it. You can sort a list before or after adding numbers to it; Word automatically renumbers the list if the order changes.

To sort a list

1.	Select the text you want to sort.

2.	From the Table menu, choose Sort Text.

If the list is in a table, the name of the command changes to Sort.

3.	Do one or more of the following:

If the list has a heading you don't want sorted, select the Header Row option button under My List Has.

Under Sort By, select Paragraphs or a field number. You can sort by as many as three fields, or criteria.

In the Type box, select the type of information to be sorted: text, numbers, or dates.

To change the field delimiter, choose the Options button, type or select the appropriate separator character, and then choose the OK button.

4.	Choose the OK button to start sorting.

Note

If you sort an entire document that contains tables, Word positions the tables in the sort order you've indicated, moving the entire table to the new position. When Word sorts the tables, it evaluates only the text in the first cell of each table.

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See also

Formatting and Sorting Lists


Undoing a sort

If using the Sort command does not produce the results you want, you can return the text to its original order.

To undo a sort

On the Standard toolbar, click the Undo button.

  Undo button

Note

If you sorted text and then performed other editing tasks, you can still reverse the sort by using the multiple undo feature. This will reverse both the sort and the editing tasks performed after the sort. For more information, see Undoing or redoing changes to text and graphics.

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See also

Formatting and Sorting Lists

Working with Tables


Bullets And Numbering command (Format menu)

Creates a bulleted or numbered list from a selected series of items in text or a series of cells in a table.

To add or remove bullets or numbers quickly, click the Bullets button or the Numbering button on the Formatting toolbar.

   Bullets button

   Numbering button

Select the tab for the options you want.

Bulleted tab

Formats bullet styles within a list.

Numbered tab

Formats number styles within a list.

Multilevel tab

Formats multiple-level styles within a list.

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See also

Formatting and Sorting Lists


Bulleted tab

Bullets And Numbering command (Format menu)

Formats bullet styles within a list.

  Tab Options

Select the bullet style you want.

Modify

Customizes the style, font, and position of bullets; and customizes the indents following bullets. See Modify Bulleted List dialog box.

Remove

Removes bullets from the selected text. To reapply bullets, use the Bullets button on the Formatting toolbar.

  Bullets button

Hanging Indent

Aligns the first line to the left; the rest of the paragraph hangs, indented from the first line.


Numbered tab

Bullets And Numbering command (Format menu)

Formats number styles within a list.

  Tab Options

Select the number style you want.

Modify

Customizes the style, font, and position of numbers; customizes the indents following numbers; and defines the text before and after numbers. See Modify Numbered List dialog box.

Remove

Removes numbers from the selected text. To reapply the numbers, use the Numbering button on the Formatting toolbar.

  Numbering button

Hanging Indent

Aligns the first line to the left; the rest of the paragraph hangs, indented from the first line.


Multilevel tab

Bullets And Numbering command (Format menu)

Formats multiple-level styles within a list.

  Tab Options

Select the number style you want for a multilevel list.

Modify

Customizes the style, font, and position of bullets and numbers; customizes the indents following bullets and numbers; and defines the text before and after numbers. See Modify Multilevel List dialog box.

Remove

Removes bullets and numbers from text you've selected. To reapply bullets or numbers, use the Bullets button or the Numbering button on the Formatting toolbar.

  Bullets button

  Numbering button


Modify Bulleted List dialog box

Bulleted tab (Bullets And Numbering command, Format menu)

Customizes the style, font, and position of bullets; and customizes the indents following bullets.

  Dialog Box Options

Bullet Character

Select the bullet style you want, or choose the Bullet button and then select a symbol.

Point Size

Type or select a size. If you select Auto, Word will use the font size associated with the paragraph mark. The sizes available depend on the printer and the selected font. If the size you type is not available on the current printer, Word chooses the closest available size.

Color

Type or select one of the 16 predefined colors. To use the default color, which is set by using the Color icon in the Windows Control Panel, select Auto.

To display color, you must have a color monitor; to print color, you must have a color plotter or a color printer.

Bullet

Choose the symbol you want from the available character sets. See Symbol dialog box.

Bullet Position

Indicates the position of a bullet relative to the margins and the text.

Alignment of List Text

Select the alignment you want for a list.

Distance From Indent To Text

Type or select the amount of space you want to appear between the left indent and first-level paragraphs.

Distance From Bullet To Text

Type or select the amount of space you want to appear between the bullets and the items in a list.

Hanging Indent

Aligns the first line to the left; the rest of the paragraph hangs, indented from the first line.

Preview

The Preview box shows the effects of the formatting and positioning you specify before you change it in the document.


Modify Numbered List dialog box

Numbered tab (Bullets And Numbering command, Format menu)

Customizes the style, font, and position of numbers; customizes the indents following numbers; and defines the text before and after numbers.

  Dialog Box Options

Number Format

Indicates the font and style of numbers and any text that appears immediately before or after numbers.

Text Before

Type any text you want to appear before each number -- for example, an opening parenthesis used to create a number format such as (1), (2), (3), and so on.

Number

Select the number style you want for a list.

Text After

Type any text you want to appear after each number -- for example, a closing parenthesis used to create a number format such as (1), (2), (3), and so on.

Font

Select the font you want for numbers in a list and for any text before or after the numbers. See Font tab.

Start At

Type or select the number you want numbering in a list to begin with.

Number Position

Indicates the position of numbers relative to the margins and the text.

Alignment Of List Text

Select the alignment you want for the list.

Distance From Indent To Text

Type or select the amount of space you want to appear between the left indent and first-level paragraphs.

Distance From Number To Text

Type or select the amount of space you want to appear between the numbers and the items in a list.

Hanging Indent

Aligns the first line to the left; the rest of the paragraph hangs, indented from the first line.

Preview

The Preview box shows the effects of the formatting and positioning you specify before you change it in the document.


Modify Multilevel List dialog box

Multilevel tab (Bullets And Numbering command, Format menu)

Customizes the style, font, and position of bullets and numbers; customizes the indents following bullets and numbers; and defines the text before and after numbers.

  Dialog Box Options

Number Format

Indicates the font and style of numbers or bullets and any text that appears immediately before or after them.

Text Before

Type any text you want to appear before each number -- for example, boilerplate text used to create a number format such as Item 1, Item 2, Item 3, and so on.

Bullet Or Number

Select the bullet or number style you want for a list.

Text After

Type any text you want to appear after each number -- for example, parentheses used to create a number format such as (1), (2), (3), and so on.

Font

Select the font you want for numbers or bullets in a list and for any text before or after the numbers or bullets. See Font tab.

Start At

Type or select the number you want numbering in a list to begin with.

Include From Previous Level

Indicate the number formatting from the previous level that you want to use for subordinate levels.

Number Position

Indicates the position of numbers or bullets relative to the margins and the list.

Alignment Of List Text

Select the alignment you want for a list.

Distance From Indent To Text

Type or select the amount of space you want to appear between the left indent and first-level paragraphs.

Distance From Number To Text

Type or select the amount of space you want to appear between the numbers or bullets and the items in a list.

Hanging Indent

Aligns the first line to the left; the rest of the paragraph hangs, indented from the first line.

Level

Scroll to the level number you want to change; Word displays a graphical representation of the level in the area under Level. When you change the alignment and indents of a level, the changes affect all list items at this level. Use the scroll bar to move different levels into the area under Level.

Preview

The Preview box shows the effects of the formatting and positioning you specify before you change it in the document.


Heading Numbering command (Format menu)

Creates a numbered list from a series of items that are formatted with the built-in heading styles, such as Heading 1, Heading 2, and so on.

Dialog Box Options

Select the number style you want for a multilevel list.

Modify

Customizes the font and position of numbers and any text that appears before and after them. See Modify Heading Numbering dialog box.

Remove

Removes bullets and numbers from selected text. To reapply bullets or numbers, use the Bullets button or the Numbering button on the Formatting toolbar.

  Bullets button

  Numbering button

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See also

Formatting and Sorting Lists


Modify Heading Numbering dialog box

Heading Numbering command (Format menu)

Customizes the font and position of numbers and any text that appears before and after them.

  Dialog Box Options

Number Format

Indicates the font and style of numbers and any text that appears immediately before or after them.

Text Before

Type any text you want to appear before each number -- for example, boilerplate text used to create a number format such as Item 1, Item 2, Item 3, and so on.

Bullet Or Number

Select the bullet or number style you want for a list.

Text After

Type any text you want to appear after each number -- for example, parentheses used to create a number format such as (1), (2), (3), and so on.

Font

Select the font you want for numbers or bullets in a list and for any text before or after the numbers. For more information, see Font tab.

Start At

Type or select the number you want numbering in a list to begin with.

Include From Previous Level

Indicate the number formatting from the previous level that you want to use for subordinate levels.

Number Position

Indicates the position of numbers relative to the margins and the list.

Alignment Of List Text

Select the alignment you want for a list.

Distance From Indent To Text

Type or select the amount of space you want to appear between the left indent and first-level paragraphs.

Distance From Number To Text

Type or select the amount of space you want to appear between the numbers and the items in a list.

Hanging Indent

Aligns the first line to the left; the rest of the paragraph hangs, indented from the first line.

Level

Scroll to the level number you want to change; Word displays a graphical representation of the level in the area under Level. When you change the alignment and indents of a level, the changes affect all list items at this level. Use the scroll bar to move different levels into the area under Level.

Preview

The Preview box shows the effects of the formatting and positioning you specify before you change it in the document.

Restart Numbering At Each New Section

Restarts page numbering at the beginning of each section. Word restarts numbering at 1 unless you typed or selected another option in the Start At box under Number Format.


Symbol dialog box

Displays a table of symbols from available character sets.

  Dialog Box Options

Symbols From

Type or select the font you want, and then select the symbol you want from the chart below the Symbols From box.


What's New in Fields

If you've had previous experience with fields in Microsoft Word, there are some changes you should be aware of. First, some fields you may have used in documents created in earlier versions of Word have been renamed -- they have the same result, but they're identified differently. Second, some fields you may have used before now behave differently or require different field codes to get the same results. Third, there are a number of new fields to go along with many of the new features in this version of Word.

The following sections go into detail on these changes and provide cross-references to other information that will help you use these fields in Word.

Fields with New Names

Modified Fields

New Fields


Fields with New Names

The following fields function the same in the current version of Word as they did in previous versions; only the names have changed.

Note

When you open a document from an earlier version of Word containing fields whose names have changed, the fields appear in that document with their old names; they have the same result as the fields with new names.

= (Expression)

This field is now called the = (Formula) field to reflect its use in calculating mathematical formulas. The codes and result for this field are the same as in previous versions of Word. However, there are new functions and table-cell referencing capabilities that make this field even more useful. Note that the = (Formula) field can be inserted with the Formula command on the Table menu.

EQ (Formula)

The functionality hasn't changed, but this field is now called the EQ (Equation) field to reflect the compatibility of mathematical equations designed with EQ field codes and those designed in Equation Editor. Note that if you double-click an EQ field in a document, Word changes the EQ field into an embedded Equation Editor object.

FTNREF

The new name for this field is NOTEREF. This field can now reference endnotes as well as footnotes.

GLOSSARY

The new name for this field is AUTOTEXT, which matches the name of the feature in the current version of Word. The codes and result for this field are exactly the same as in previous versions of Word.

IMPORT

This field is now called the INCLUDEPICTURE field, which correlates the codes and result of the field with the codes and result of INCLUDETEXT. Note that the \ d switch has been added to prevent storing graphic data in a document with an INCLUDEPICTURE field.

INCLUDE

This field is now called the INCLUDETEXT field, which correlates the codes and result of the field with the codes and result of INCLUDEPICTURE.

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See also

Modified Fields

New Fields


Modified Fields

The following fields in the current version of Word have been modified to enhance their capabilities or to provide more controlled behavior in complex layouts and with other fields.

= (Formula)

You can now use logical operators to compare strings, and you can specify table cells and ranges using the same style as that for Microsoft Excel (for example, "A1:C3" refers to the first three cells in the first three rows of a table). Also note that "above," "below," "left," and "right" can be used in functions to specify table cells.

FILENAME

The new \ p switch returns the path with the filename.

INCLUDEPICTURE

The new \ d switch prevents storing graphic data in a document.

INDEX

The new \ c switch builds an index with more than one column on a page (the maximum is four), while the \ f switch builds an index using only XE (Index Entry) fields of the specified entry type.

INFO

This field can now return the size of the document in bytes, using information in the Document Statistics dialog box (Summary Info command, File menu). For more information, see INFO and FILESIZE.

NOTEREF

The result of this field is automatically formatted with an endnote or footnote reference style.

REF

The new \n switch inserts the number of the paragraph marked by a bookmark instead of the bookmarked text. The new \ f switch includes and increments footnote, endnote, and annotation numbers.

STYLEREF

This field can now search for character styles as well as paragraph styles. The new \ n switch inserts the paragraph number instead of the paragraph itself.

SYMBOL

The new \  h switch inserts the symbol without affecting the line spacing of the paragraph.

TC (Table of Contents Entry)

The new \n switch suppresses the page number for that entry.

TEMPLATE

The new \ p switch includes the path with the template name.

TOC (Table of Contents)

There are six new switches you can use to customize the behavior of the TOC field:  \ a, \ c, \ l, \ n, \ p, and \ t. The \ a switch excludes labels and numbers from a table of captions. The \ c switch uses SEQ (Sequence) fields to build a table of captions. The \ l switch uses the entry level specified by TC (Table of Contents Entry) fields. The \ n switch excludes page numbers. The \ p switch specifies a separator character between the table entry and the page number. And the \ t switch uses user-defined style names for entry levels.

XE (Index Entry)

The new \ f switch specifies an entry type you can use to customize the result of the INDEX field.

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See also

Fields with New Names

New Fields


New Fields

The following new field types have been added to go along with the new features of Word.

Field name	Description
ADVANCE	Offsets text to the right or left, up or down, or to a specific horizontal or vertical position
BARCODE	Inserts a postal bar code
COMPARE	Compares two values and returns the numeric value 1 if the comparison is true or 0 (zero) if the comparison is false
DATABASE	Inserts the result of a database query in a Word table
FILESIZE	Inserts the size of the document in bytes, using information in the Document Statistics dialog box (Summary Info command, File menu)
FORMTEXT	Inserts a text box in a form
FORMCHECKBOX	Inserts a check box in a form
FORMDROPDOWN	Inserts a drop-down list in a form
MERGESEQ	Inserts a number based on the order in which data records are merged
PRIVATE	Stores data for documents converted from other file formats
SECTION	Inserts the number of the current section
SECTIONPAGES	Inserts the total number of pages in the current section
TA (Table of Authorities Entry)	Defines the text and page number for a table of authorities entry
TOA (Table of Authorities)	Builds and inserts a table of authorities
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See also

Fields with New Names

Modified Fields


General Switches for Fields

General switches are optional instructions that customize the format of a field's result or lock a field's result. You can use the following four general switches in fields:

Switch	Description
Format (\*)	Specifies Arabic or roman numerals and adds formatting such as capitalization to the field's result.
Numeric Picture (\#)	Specifies the number of decimal places, literal characters such as the dollar sign ($), and so forth for a numeric result.
Date-Time Picture (\@)	Formats a date or time result such as "4/14/94, Friday 12:35 pm," and so forth.
Lock Result (\!)	Prevents fields  included in the result of a BOOKMARK, INCLUDETEXT, or REF field from being updated.
You can use these general switches with all field types except the following:

AUTONUM	EQ (Equation)	TA (Table of Authorities)
AUTONUMLGL	GOTOBUTTON	TC (Table of Contents Entry)
AUTONUMOUT	MACROBUTTON	XE (Index Entry)
EMBED	RD (Referenced Document)
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See also

Field Types and Switches


Format (\*) switch

\* instructions

Specifies how to display the text result of a field. For example, the field {fillin "What is your name?" \* caps} displays the result with an initial capital letter, even if the name is typed in lowercase.

Instructions

Word has three categories of instructions for the Format switch:  case conversion, number conversion, and character formatting.

Case Conversion

Use the case-conversion category of instructions to specify whether characters in a result should be in uppercase or lowercase letters.

Instruction	Explanation
\* caps	Converts the first character of each word in the result to uppercase. For example,  {fillin "Type your name" \* caps} gives a result such as "Julie Tanner," even if the name is typed in lowercase.
\* firstcap	Converts the first character of the first word in the result to uppercase. For example, {comment \* firstcap} gives a result such as "Weekly report on sales."
\* lower	Converts all characters in the result to lowercase. For example, {filename \* lower} gives a result such as "memo31.doc." Does not change text formatted with small capital letters.
\* upper	Converts all characters in the result to uppercase. For example, {quote "word" \* upper} gives the result "WORD."
Number Conversion

Use the number-conversion category of instructions to specify how numerals in a result should appear.

Instruction	Explanation
\* alphabetic	Converts the result to alphabetic characters. The result has the case of the first character of "alphabetic." For example, {seq appendix \* Alphabetic} gives a result such as "B" instead of "2."
\* arabic	Converts numbers in the result to arabic cardinal form. For example, {page \* arabic} gives a result such as "31." When the Number Format setting in the Page Number Format dialog box (Page Numbers command, Insert menu) is other than arabic, the "\* arabic" switch overrides the dialog box setting.
\* cardtext	Converts numbers in the result to cardinal text form. By default, an initial capital letter is used. For a different case, add another format switch that specifies capitalization. For example, {= sum(A1:B2) \* cardtext} gives a result such as "Seven Hundred Ninety." The field {= sum(A1:B2) \* cardtext \* lower} gives a result such as "seven hundred ninety."
\* dollartext	Converts numbers in the result to cardinal text, inserts "and" at the decimal place, and displays the first two decimals (rounded) as Arabic numerators over 100. For example, {=9.20 + 5.35 \* dollartext} gives the result "Fourteen and 55/100."
\* hex	Converts numbers in the result to hexadecimal numbers. For example, {quote "458" \* hex} gives the result "1CA."
\* ordinal	Converts numbers in the result to Arabic ordinal form. For example, {date \@ "d" \* ordinal} gives a result such as "30th."
\* ordtext	Converts numbers in the result to ordinal text form. By default, an initial capital letter is used. For a different case, add another format switch that specifies capitalization. For example, {date \@ "d" \* ordtext} gives a result such as "Fourteenth." The field {date \@ "d" \* ordtext \* upper} gives a result such as "FOURTEENTH."
\* roman	Converts numbers in the result to roman numerals. The result has the case of the first character of "roman." For example, {seq chapter \* Roman} gives a result such as "XI." The field {seq chapter \* roman} gives a result such as "xi."
Character Formatting

Use the character-formatting category of instructions to apply any format available with the Font command (Format menu) to a field result; or to specify the previous result's format.

Instruction	Explanation
\* charformat	Applies the formatting of the field type's first character to the entire result. For example, {ref ch2title \* charformat} gives a result such as "Whales of the Pacific" because the "r" of REF in the field instructions is bold.
\* mergeformat	Applies the formatting of the previous result to the new result. For example, if you have scaled and cropped a picture you created in Microsoft Paintbrush, the "\* mergeformat" switch in the field {embed PBrush \* mergeformat} preserves the scaling and cropping when you update the field.
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See also

Field Types and Switches

Numeric Picture (\#)

Date-Time Picture (\@)

Lock Result (\!)


Numeric Picture (\#) switch

\# "instructions "

Specifies how to display the numeric result of a field. This switch is called a "picture" switch because you specify a pictorial representation for the field result. For example, the field {= SUM(ABOVE) \# $#,##0.00} displays a currency result such as "$4,455.70" because of the Numeric Picture switch "\# $#,##0.00." If the result of a field is not a number, this switch has no effect.

Note

Quotation marks are not required around simple numeric pictures that do not include spaces (for example, {marchsales \# $#,##0.00}). For more complicated numeric pictures and those that include spaces, you must enclose the entire numeric picture in quotation marks (for example, {= marchsales--febsales \# "$#,##0.00 'increase';$#,##0.00 'decrease'"}). When you add a Numeric Picture switch to a field using the Add To Field button in the Field Options dialog box (Field command, Insert menu), Word automatically encloses the numeric picture in quotation marks.

Instructions

Use any combination of the following instructions to build your numeric picture.

Instruction	Explanation
0 (zero)	Required digit placeholder. A zero in the numeric picture indicates that you want a digit to appear in that place in the result. If the result does not include a digit corresponding to a zero's position, a zero is displayed. For example, {= 4 + 5 \# 00.00} displays the result "09.00."
# (number sign)	Optional digit placeholder. Number signs in the numeric picture indicate that you want a digit to appear in that place in the result only if the result calls for it. If the result does not include a digit corresponding to a number sign's position, a space is displayed. For example, {= 9 + 6 \# $###} displays the result "$ 15."
x (truncate)	Truncating digit placeholder. Drops any digits to the left of the placeholder, and rounds up when placed to the right of the decimal point. For example, the field {= 3/4 \# .x} uses a truncating digit placeholder to the right of the decimal point that rounds the result up to one decimal place. The calculation yields .75, which is rounded to .8 in the field result.
decimal point	Indicates where to place the decimal point. For example, {= SUM(ABOVE) \# $###.00} displays a result with two digits to the right of the decimal point. The character you use as a decimal point must match the decimal character in your system setting. Typically, this is a period (.) in the United States and a comma (,) for many other countries. Use the International dialog box in the Windows Control Panel to set the decimal character for your system.
thousands separator	Separates series of three digits to display large numbers clearly. For example, {= NetProfit \# $#,###,###} displays a result such as "$2,456,800." The character must match the thousands separator character in your system setting. Typically, this is a comma (,) in the United States and a period (.) for many other countries. Use the International dialog box in the Windows Control Panel to set the thousands separator character for your system.
-- (minus sign)	Adds a minus sign if the result is negative, or adds a space if the result is positive or zero. For example, {= 10 -- 90 \# --##} displays the result "--80."
+ (plus sign)	Adds a plus sign if the result is positive, or adds a minus sign (--) if the result is negative, or adds a space if the result is zero. For example, {= 100 -- 90 \# +##} displays the result "+10."
positive; negative	Specifies different number formats for positive and negative results. For example, {= sales94 \# $#,##0.00;--$#,##.00} displays a positive result for the bookmark "sales94" in regular character formatting---such as "$1,245.65"---and a negative result in bold character formatting with a negative sign---such as "--$ 345.56."
positive; negative; zero	Specifies different number formats for positive results, negative results, and a zero result. For example, {= sales94 \# $#,##0.00;($ #,##0.00);$0} displays a positive result for the bookmark "sales94" in a format such as "$1,245.65," a negative result in parentheses, such as "($  345.56)," and a zero result as "$0."
'text ' (literal text)	Inserts literal text in the result. Enclose the text in apostrophes. For example, {= {price}*8.1% \# "$##0.00 '= sales tax' "} includes the text "= sales tax" in the field result.
`sequence` (sequence value)	Includes the value of a sequence, such as the current table number, in the result. Enclose the sequence name in accents grave (`). The result is displayed in Arabic format. For example, {= A1: D4 \# "###.00 'is the total of Table' `table`"} gives a result such as "456.34 is the total of Table 2."
character	Includes any other character (space, hyphen, asterisk, and so forth) in the result. For example, a percent sign (%) added to the Numeric Picture switch in a field such as {= netprofit \# "##%"} gives the result "33%."
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See also

Field Types and Switches

Format (\*)

Date-Time Picture (\@)

Lock Result (\!)


Date Time Picture (\@) switch
Date-Time Picture (\@) switch

\@ "instructions"

Sets the format for fields with a date or time result. This switch is called a "picture" switch because you specify a pictorial representation for the field result. For example, the field {date \@ "dddd, MMMM d, yyyy"} gives a result such as "Friday, November 25, 1994" because of the Date-Time Picture switch.

Note

Quotation marks are not required around simple date-time pictures that do not include spaces (for example, {date \ @ mm/yy}). For more complicated date-time pictures and those that include spaces, you must enclose the entire date-time picture in quotation marks (for example, {date \ @ "dddd MMMM d, yyyy', at' h:mm"}). When you add a Date-Time Picture switch to a field using the Add To Field button in the Field Options dialog box (Field command, Insert menu), Word automatically encloses the date-time picture in quotation marks.

Instructions

Use any combination of the following instructions to build your date-time picture.

M (month)

Displays the month in one of four possible formats using the letter "M." The letter "M" must be uppercase to distinguish months from minutes.

Type	To indicate
M	The month number without a leading 0 for single-digit months. For example, July is displayed as "7" in the field result.
MM	The month number with a leading  zero for single-digit months. For example, July is displayed as "07" in the field result.
MMM	The month as a three-letter abbreviation. For example, July is displayed as "Jul" in the field result.
MMMM	The full name of the month. For example, July is displayed as "July" in the field result.
d (day)

Displays the day of the month in one of two possible formats, or the day of the week in one of two possible formats, using the letter "d." The letter "d" can be uppercase or lowercase.

Type	To indicate
d	The day of the month without a leading zero for single-digit days. For example, the sixth day of the month is displayed as "6" in the field result.
dd	The day of the month with a leading zero for single-digit days. For example, the sixth day of the month is displayed as "06" in the field result.
ddd	The day of the week as a three-letter abbreviation. For example, Tuesday is displayed as "Tue" in the field result.
dddd	The full name of the day of the week. For example, Tuesday is displayed as "Tuesday" in the field result.
y (year)

Displays the year in one of two possible formats using the letter "y."  The letter "y" can be uppercase or lowercase.

Type	To indicate
yy	The year as two digits with a leading zero for years 01 through 09. For example, the year 1994 is displayed as "94" in the field result.
yyyy	The year as four digits. For example, the year 1994 is displayed as "1994" in the field result.
h (hours)

Displays the hour in one of four possible formats using the letter "h" or "H." A lowercase "h" counts the hour according to the 12-hour clock. An uppercase "H" counts the hour according to the 24-hour clock.

Type	To indicate
h	The hour (12-hour clock) without a leading zero for single-digit hours. For example, nine o'clock is displayed as "9" in the field result.
hh	The hour (12-hour clock) with a leading zero for single-digit hours. For example, nine o'clock is displayed as "09" in the field result.
H	The hour (24-hour clock) without a leading zero for single-digit hours. For example, 5 pm is displayed as "17" in the field result.
HH	The hour (24-hour clock) with a leading zero for single-digit hours. For example, 6 am is displayed as "06" in the field result.
m (minutes)

Displays the minutes in one of two possible formats using the letter "m." The letter "m" must be lowercase to distinguish minutes from months.

Type	To indicate
m	Minutes without a leading zero for single-digit minutes. For example, {time \@ "m"} is displayed a result such as "2."
mm	Minutes with a leading zero for single-digit minutes. For example, {time \@ "mm"} produces a result such as "02."
am/pm

Displays A.M. and P.M. in one of four possible formats. You set actual characters for A.M. and P.M. with the International dialog box in the Windows Control Panel. The following examples are based on settings of "AM" and "PM."

Type	To indicate
AM/PM	A.M. and P.M. shown in uppercase. For example, {date \@ "h AM/PM"} displays results such as "9 AM" and "5 PM."
am/pm	A.M. and P.M. shown in lowercase. For example, {date \@ "h am/pm"} displays results such as "9 am" and "5 pm."
A/P	Abbreviated A.M. and P.M. shown in uppercase. For example, {date \@ "h A/P"} displays results such as "9 A" and "5 P."
a/p	Abbreviated A.M. and P.M. shown in lowercase. For example, {date \@ "h a/p"} displays results such as "9 a" and "5 p."
'text ' (literal text)

Adds text to a date-time picture. Enclose the text in apostrophes. For example, {time \@ " 'Print Time:  ' HH:mm"} displays the text in the result, such as "Print Time:  12: 45."

`sequence name` (sequence value)

Includes the value of a sequence such as the current chapter number. Enclose the name of the sequence in accents grave (`). The result is displayed in Arabic format.  For example, {createdate \@ "M/d/yy 'is the creation date of Chapter' `chapter`"} gives a result such as "11/25/94 is the creation date of Chapter 2."

character

Includes any other character (space, hyphen, asterisk, and so forth) in a date-time picture. For example, the field {date \@ "HH:mm MMM-d, yy"} adds a colon and hyphen to the field result.

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See also

Field Types and Switches

Format (\*)

Numeric Picture (\#)

Lock Result (\!)


Lock Result (\!) switch

\!

Prevents any field included in the result of a BOOKMARK, INCLUDETEXT, or REF field from being updated unless the field result in the original location has changed.

For example,the field {includetext c:\\sales\\report14.doc \!} inserts the document "report14.doc,"  which contains a DATE and an EMBED field. If you update the INCLUDETEXT field, the "\!" switch prevents the DATE and EMBED fields from updating unless they have been updated in the original document"report14.doc."  This ensures that the text inserted by the INCLUDETEXT field matches the text in the document "report14.doc." To update the DATE and EMBED fields in both locations, you would update the fields in the original document "report14.doc." and then update the INCLUDETEXT field.

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See also

Field Types and Switches

Format (\*)

Numeric Picture (\#)

Date-Time Picture (\@)


Formatting Text Characters

Overview

Formatting characters

Applying or removing character formats

Changing text color

Changing the capitalization of text

Removing all character formatting

Copying character formatting

Finding text and formatting

Replacing text and formatting

Changing the default character formatting

Adjusting spacing between characters

Displaying, hiding, or printing hidden text

Displaying formatting information

Using symbols and special text effects

Inserting symbols

Creating a special text effect with WordArt

Creating or removing large initial, or dropped, capital letters


Overview of Formatting Text Characters

Characters are letters, spaces, punctuation marks, numerals, and symbols (such as @, *, and &). To change the appearance of characters, select the text and then apply one or more attributes, or formats.

You apply or remove formats by clicking a button on the Formatting toolbar, by pressing a key combination, or by choosing the Font command from the Format menu. You can apply character formats to any amount of selected text -- from a single character to an entire document. You can also copy character formatting and then apply that formatting to other text.

When you start typing a new document, the text appears in the font (typeface) and font size that are preset for Word. If you prefer a different look, you can choose the default font, font size, and other character formats you want Word to use.

If you want to use a particular pattern of character formatting throughout a document, use the styles feature in Word. See Automatic Formatting and Styles.

Displaying and printing fonts

A font is a collection of letters, numerals, symbols, and punctuation marks that have a particular design. The fonts and sizes that you can use depend on the fonts available on your printer and the fonts installed in your computer system. If the formatting on the printed page doesn't match what you see on the screen, you may be using a font that is not available on your printer.

Three kinds of fonts affect your work in Word: scalable fonts, printer fonts, and screen fonts. Scalable fonts can be printed on any printer that can print graphics. By using scalable fonts, such as TrueType fonts, you can ensure that what you see on the screen is what appears on the printed page. To display a printer font on your screen, a corresponding screen font in the appropriate sizes must be installed on your computer. If each screen font you use has a matching printer font, the screen display of the document will closely match the printed document.

To identify a font type, click the down arrow next to the Font box on the Formatting toolbar.

This icon	Indicates
	A TrueType font
	A printer font
If no icon appears to the left of the font name, the font is a screen font.

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See also

Formatting Text Characters

Printing


Applying or removing character formats

When you want to change the appearance of text, you select it and then apply the formats you want. If you choose a command without selecting text, Word changes the format of any new text that you type from that point on.

You can quickly apply or remove the most common character formats with the Formatting toolbar. To apply or remove all character formats from a selection of text or to apply or remove several formats at one time, use the Font command on the Format menu.

To apply or remove character formats

1.	Select the text you want to change, or position the insertion point where you want to begin typing text with new formats.

To change the format of a single word, click the word.

2.	On the Formatting toolbar, do any of the following:

To change the font or font size, select a font name or font size in the Font box or the Font Size box, or type a font name or font size and then press ENTER.

To add or remove bold, italic, or underline format, click the Bold, Italic, or Underline button.

Bold, Italic, and Underline buttons

Using the Font command     You can apply or remove other character formats, such as hidden text, color, superscript and subscript, and spacing between characters by using the Font command on the Format menu. See Font command.

Using the keyboard     You can format text quickly by using shortcut keys. See Using shortcut keys to format characters.

Tip

To repeat the last formatting action, select the text you want to format and then choose Repeat from the Edit menu. If you applied the formatting with the Font command, Word repeats all of the formats you selected in the Font dialog box. If you used the Formatting toolbar or shortcut keys to apply more than one format, Word repeats only the last format you applied.

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See also

Formatting Text Characters


Copying character formatting

Once you've formatted text to look the way you want, you can copy the formatting to other selected text.

To copy character formatting

1.	Select text that has the formats you want to copy.

2.	On the Standard toolbar, do one of the following:

To copy formats	Do this
To one location	Click
To several locations	Double-click
3.	When the mouse pointer changes to a paintbrush with an I-beam pointer, select the text you want to format.

  Format Painter pointer

If you are copying formats to several locations, release the mouse button, and then select additional text anywhere in the document. When you finish copying character formatting, click the Format Painter button again or press ESC.

Using the keyboard     You can copy the character formatting of selected text quickly by using shortcut keys. Select the text with the formats you want to copy and then press CTRL+SHIFT+C. Then select the text you want to change, and press CTRL+SHIFT+V.

Note

Word copies any character formatting you apply by using the Formatting toolbar, the Font command on the Format menu, or shortcut keys. Word copies styles in different ways, depending on the selection.

If the selection	Word copies
Includes a paragraph mark ( [image])	The paragraph style and any additional paragraph formats applied to the paragraph, plus the character style and any additional character formats applied to the first character in the selection.
Does not include a paragraph mark	The character style and any additional character formats applied to the first character in the selection.
Is a single paragraph mark	The paragraph style and any additional paragraph formats applied to the paragraph.
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See also

Formatting Text Characters


Removing all character formatting

You can quickly remove character formatting from selected text.

To remove all character formatting

1.	Select the characters whose formatting you want to remove.

2.	Press CTRL+SPACEBAR.

Word removes any character formats you applied with a character style, the Formatting toolbar, shortcut keys, or the Font command on the Format menu, leaving only the character formats that are part of the paragraph style applied to the text. Word does not remove character formats that are part of a paragraph style. See Automatic Formatting and Styles.

Note

You can remove an individual character format by using the Formatting toolbar, shortcut keys, or the Font command. See Applying or removing character formats.

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See also

Formatting Text Characters


Changing the default character formatting

When you start typing a new document, Word uses the font, font size, and other formats that are preset for the Normal style (the standard style for body text). Word applies the Normal style to text until you choose another style.

If you prefer a different look for text, you can change the default character formats that Word uses for the Normal style. Word then uses the new formats in all new documents that you create from the current document template.

To change the default character formatting

1.	From the Format menu, choose Font.

2.	Do any of the following:

To set a new default font, type or select a font name in the Font box.

To set a new default font size, type or select the new size in the Size box.

To set any other formats you want to include for the new default settings, see Font command.

3.	When you finish changing the default character formats, choose the Default button.

4.	When Word displays a dialog box asking you to confirm that you want to change the default font for the current template, choose the Yes button.

Word immediately applies the new formats in the current document. If Word later asks you to confirm changes, choose the Yes button again.

Word bases the defaults on the settings on both the Font and Character Spacing tabs. When you choose the Default button on either tab, Word uses the settings from both tabs for the new default settings.

Tip

To quickly change the default formatting, select text that has the formats you want. Choose Font from the Format menu, and then choose the Default button.

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See also

Formatting Text Characters


Displaying, hiding, or printing hidden text

You can use the hidden text format to hide notes, comments, or other information you don't want to print. Word also uses hidden text to hide table of contents entries, index entries, and annotations. Word displays hidden text on the screen with a dotted underline, but it does not print the underline.

To display or hide hidden text

On the Standard toolbar, click the Show/Hide [image] button.

  Show/Hide [image]  button

When you click the Show/Hide [image] button, Word displays all nonprinting characters, including paragraph marks and space marks.

You can display hidden text without printing it in normal view, outline view, and page layout view only if you've chosen to display hidden text. You see hidden text in print preview only if you've chosen to print hidden text.

Using the Options command     You can display hidden text without showing other nonprinting characters by clearing the All check box and then selecting the Hidden Text check box on the View tab in the Options dialog box (Tools menu). See Options command.

To print hidden text

1.	From the File menu, choose Print.

2.	Choose the Options button.

3.	Under Include With Document, select the Hidden Text check box, and then choose the OK button.

Tip

If you print hidden text, page breaks may be different from what you see on the screen. To view the document as it will be printed, make sure to display hidden text. Before compiling an index, or a table of contents that you create from table entry fields, make sure to hide hidden text and specify that you don't want hidden text to be printed.

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See also

Formatting Text Characters


Adjusting spacing between characters

You can adjust the amount of space between characters by using either the Spacing option or kerning. The Spacing option changes the spacing between selected characters by the same amount for all characters. With kerning, the spacing between characters depends on the font and the selected characters.

To adjust spacing between characters

1.	Select the characters whose spacing you want to adjust.

2.	From the Format menu, choose Font.

3.	Select the Character Spacing tab.

4.	Do one of the following:

To adjust	Do this
Spacing	In the Spacing box, select an option. To specify custom spacing, type a number between 0.25 and 14 in the By box.
Kerning	Select the Kerning For Fonts check box. In the Points And Above box, type or select the font size above which you want to kern text.  For example, to kern text 12 points and larger, type or select 11.5 in the Points And Above box.
For more information, see Character Spacing tab.

5.	Choose the OK button.

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See also

Formatting Text Characters

Character Spacing tab


Displaying formatting information

Word displays formatted text as it will look when printed. To check character and paragraph formatting, use the following procedure.

To display formatting information

1.	On the Standard toolbar, click the Help button.

  Help button

The mouse pointer changes to a question mark.

  Help pointer

2.	Click each character you want to check.

3.	When you finish checking the formatting, click the Help button again, or press ESC.

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See also

Formatting Text Characters

Formatting Paragraphs


Font command (Format menu)

Applies or removes character formats from selected text or from the insertion point forward as you type. Also allows you to change the default formats for the current document and all other documents that are based on the current template.

Dialog Box Options

Select the tab for the options you want.

Font tab

Changes font, style (such as bold and italic), font size, type of underline, color, and font effects (such as superscript and hidden text). Allows you to set new defaults.

Character Spacing tab

Defines settings for the vertical position of characters and the space between characters. Allows you to set new defaults.

To change font and font size quickly, select the font and font size you want from the Font and Font Size boxes on the Formatting toolbar.

To apply or remove bold, italic, or underline format quickly, click the Bold, Italic, or Underline button on the Formatting toolbar.

Bold, Italic, and Underline buttons

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See also

Formatting Text Characters


Font tab

Font command (Format menu)

Changes font, style (such as bold and italic), font size, type of underline, color, and font effects (such as superscript and hidden text). Allows you to set new defaults.

Tab Options

Font

Type or select a font name. Word lists the fonts available with the current printer driver and additional fonts installed in your system.

Font Style

Select a style. To use the default type style for a given font, select Regular.

Size

Type or select a size.  The sizes available depend on the printer and the selected font. If the size you type is not available on the current printer, Word chooses the closest available size.

Underline

Select a type of underline.

Single

Underlines all characters, including the spaces between words, with a single line.

Words Only

Underlines words but not the spaces between them.

Double

Underlines all characters, including the spaces between words, with a double line.

Dotted

Underlines all characters, including the spaces between words, with a dotted line.

Color

Type or select one of the 16 predefined colors.

To display color, you must have a color monitor; to print color, you must have a color plotter or a color printer.

If you select Auto, Word displays text in the color youve selected for window text in the Color dialog box of the Windows Control Panel. Auto prints text in black unless paragraph shading has been set to 80 percent or darker for the paragraph that contains the text.

Effects

Select the formatting options you want. You can select a combination of effects.

Strikethrough

Draws a line through selected text.

You cannot use the Strikethrough check box to work with strikethrough lines that were applied with the Revisions command on the Tools menu. For information about removing strikethrough lines or deleting text marked with strikethrough lines applied with the Revisions command, see Revisions command.

Superscript and Subscript

Reduces the font size and then raises or lowers the selected text above or below the base line, which is an imaginary horizontal line directly beneath a line of text. The amount the font is reduced and the amount the text is raised or lowered depends on the font. To set a custom position, see Character Spacing tab.

Hidden

Hides text that you don't want to display or print, such as notes or comments. For more information, see Displaying, hiding, or printing hidden text.

Small Caps

Displays lowercase characters as uppercase characters and reduces their size. The Small Caps option does not affect numbers, punctuation, nonalphabetic characters, or text typed in uppercase letters. A printer can print small capital letters only if a smaller font size is available for that font.

For more information about other ways to change text case, see Change Case command.

All Caps

Displays lowercase characters as uppercase characters; does not affect numbers, punctuation, nonalphabetic characters, or text typed in uppercase letters.

For more information about other ways to change text case, see Change Case command.

Preview

Shows the effects of the formatting you specify before you apply it to the document.

Default

Uses the options set on both the Font and Character Spacing tabs as defaults for the current document and all new documents based on the current template.

When you change the default formatting, Word saves the new settings in the current template and overwrites the old settings.


Character Spacing tab

Font command (Format menu)

Defines settings for the vertical position of characters, the space between characters, and relative font sizes. Allows you to set new defaults.

Tab Options

Spacing

Indicates how much spacing appears between characters. If you want to use the default spacing for the selected font, select Normal.

The Spacing option changes the spacing between characters by the same amount for all characters in a selection.

By

Sets custom spacing. Type a number between 0.25 and 14 in the By box. The default is 3 points for expanded spacing and 1.75 points for condensed spacing.

Position

Indicates where text will appear in relation to the base line, which is an imaginary horizontal line directly beneath a line of text. For a specific setting, type a number in the By box. To position characters on the base line, select Normal.

Text base line

By

Sets the number of points by which you want to raise or lower text in relation to the base line. In the By box, type a number between 0 (zero) and 63. The default is 3 points. Use decimals to indicate fractions; for example, type 0.25 in for one-quarter inch.

Kerning For Fonts

Automatically changes kerning, or the amount of space between characters. The amount of space depends on the characters selected.

Points And Above

Type or select the font size above which Word will adjust kerning automatically. You can use kerning only with proportionally spaced TrueType fonts or similar scaleable fonts larger than a minimum size; the minimum size varies depending on the font. In a proportionally spaced font, the width of each character varies -- for example, the letters "i" and "w" have different widths.

Preview

Shows the effects of the formatting you specify before you apply it to the document.

Default

Uses the options set on both the Font and Character Spacing tabs as defaults for the current document and all new documents based on the current template.

When you change the default formatting, Word saves the new settings in the current template and overwrites the old settings.


Changing text color

You can apply color to text. To display color, you must have a color monitor; to print color, you must have a color plotter or a color printer.

To change text color

1.	Select the text you want to change, or position the insertion point where you want to begin typing text with the new color.

2.	From the Format menu, choose Font.

3.	Select the Font tab.

4. In the Color box, select the color you want.

Word comes with 16 predefined colors. Auto, which is determined in the Color dialog box of the Windows Control Panel, is the default.

5.	Choose the OK button.

Tip

You can change the color of text throughout a document. See Replacing text and formatting.

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See also

Formatting Text Characters


Newspaper-Style Columns

Overview

Creating multiple columns

Creating columns of equal width

Creating two columns of unequal width

Creating more than two columns of unequal width

Starting a new column

Modifying columns

Changing column width and the space between columns

Changing between columns of equal and unequal width

Changing the number of columns

Adding vertical lines between columns

Keeping text or graphics together in a column

Balancing column lengths on a page


Overview of Newspaper-Style Columns

You can change the way your document looks by formatting all or part of it in newspaper-style columns. To determine how much of your document will be formatted into columns, you use sections. Each section can contain text formatted in a different number of columns, if you want.

Word applies column formatting to the section that contains the insertion point. If you have not divided the document into sections, the entire document is a single section, and column formatting affects the entire document. If you've already inserted section breaks in your document, position the insertion point anywhere in the section you want to format.

You can also select text and have Word create a new section to which column formatting will apply. When you select text, Word inserts a section break at the beginning and end of the selected text, and formats only the text in that new section into columns.

When you work in normal view, Word displays only one column at a time. By using page layout view or print preview, you can see the columns as they will appear on the printed page.

You may find it easier to use a Word table when you want to arrange and adjust columns of text and numbers. For more information, see Working with Tables.

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See also

Newspaper-Style Columns


Creating columns of equal width

You can quickly format text in multiple columns. When you use the Columns button, Word changes the text to the number of columns you want.

In normal view, Word displays one column at a time. In page layout view or print preview, Word displays the columns side by side.

To create columns of equal width

1.	In page layout view, do one of the following:

If your document has only one section and you want to format the entire document in columns, position the insertion point anywhere in the document.

If you want to format only part of your document in columns, select the text you want to format in columns.

If your document has more than one section, position the insertion point in the section where you want to format the text in columns.

2.	On the Standard toolbar, click the Columns button, drag to the right to select the number of columns you want, and then release the mouse button.

  Columns button

Using the Columns command     You can specify exact measurements for the width of any column by using the Columns command on the Format menu. See Columns command.

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See also

Newspaper-Style Columns


Creating two columns of unequal width

You can change the width of individual columns to accommodate different kinds of information -- for example, a two-column newsletter that has a wide column for graphical information and a narrower column for text. Word provides two preset formats in the Columns dialog box for creating columns of unequal width. In both formats, Left and Right, the wide column is twice as wide as the narrow column.

In normal view, Word displays one column at a time. In page layout view or print preview, Word displays the columns side by side.

To create two columns of unequal width

1.	In page layout view, do one of the following:

If your document has only one section and you want to format the entire document in columns, position the insertion point anywhere in the document.

If you want to format only part of your document in columns, select the text you want to format in columns.

If your document has more than one section, position the insertion point in the section where you want to format the text in columns.

2.	From the Format menu, choose Columns.

3.	Under Presets, select Left or Right, and then choose the OK button.

Using the Columns command     You can specify measurements for columns of unequal width by using the Columns command on the Format menu. See Columns command.

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See also

Newspaper-Style Columns


Creating more than two columns of unequal width

If you prefer not to use the preset formats, you can specify the number of columns of unequal width you want and control the width and spacing of each column separately.

In normal view, Word displays one column at a time. In page layout view or print preview, Word displays the columns side by side.

To create more than two columns of unequal width

1.	In page layout view, do one of the following:

If your document has only one section and you want to format the entire document in columns, position the insertion point anywhere in the document.

If you want to format only part of your document in columns, select the text you want to format in columns.

If your document has more than one section, position the insertion point in the section where you want to format the text in columns.

2.	From the Format menu, choose Columns.

3.	In the Number Of Columns box, type or select the number of columns you want.

4.	Clear the Equal Column Width check box.

5.	Under Width And Spacing, type or select a measurement in the Width box or Spacing box for each column.

The Spacing box adjusts the space to the right of the column.

The Preview box shows the columns as they will appear on the page.

6.	Choose the OK button.

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See also

Newspaper-Style Columns


Changing column width and the space between columns

You can use the horizontal ruler to modify the width of columns and the space between columns. If column widths are equal and you change the width of one column, Word automatically changes the width of all columns and adjusts the spacing between the columns. If column widths are unequal, Word changes only the column or spacing you are adjusting. Word automatically adjusts the width of the columns so that the text fits between the margins.

In normal view, Word displays one column at a time. In page layout view or print preview, Word displays the columns side by side.

To change column width and the space between columns

In page layout view, drag a column marker on the horizontal ruler to adjust the column width or the space between columns.

  Column marker

Using the Columns command     You can specify exact measurements for the width of columns and the space between columns by using the Columns command on the Format menu. See Columns command.

Note

When you modify columns of unequal width, you cannot drag a column marker beyond the marker of an adjacent column. Instead, you must first drag the column marker of the adjacent column to make it narrower.

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See also

Newspaper-Style Columns


Changing between columns of equal and unequal width

You can easily change the width of columns between equal and unequal widths.

To change between columns of equal and unequal width

1.	In page layout view, position the insertion point in the section that contains the columns you want to change.

2.	From the Format menu, choose Columns.

3.	Do one of the following:

To change from columns of unequal width to columns of equal width, select the Equal Column Width check box.

To change from columns of equal width to columns of unequal width, clear the Equal Column Width check box, and then type or select the measurements in the Width and Spacing box for each column.

4.	Choose the OK button.

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See also

Newspaper-Style Columns


Changing the number of columns

You can quickly change the number of columns in a single section, in a selection, or in an entire document.

To change the number of columns

1.	In page layout view, position the insertion point in the section that contains the columns you want to change.

2.	Do one of the following:

To change columns of equal width, click the Columns button on the Standard toolbar, and then drag to select the number of columns you want.

   Columns button

To change columns of unequal width, choose Columns from the Format menu. Type or select the number you want in the Number Of Columns box, and then choose the OK button.

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See also

Newspaper-Style Columns


Adding vertical lines between columns

To emphasize the separation between columns, you can add vertical lines between them. The lines are as long as the longest column on the page or, if the page contains more than one section, the longest column in the section. You can see the lines in page layout view or print preview.

To add vertical lines between columns

1.	In page layout view, position the insertion point in the section that contains the columns between which you want lines to appear.

2.	From the Format menu, choose Columns.

3.	Select the Line Between check box, and then choose the OK button.

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See also

Newspaper-Style Columns


Keeping text or graphics together in a column

When text reaches the bottom of a column, Word automatically starts the next column. If a column contains text or graphics that you want to treat as a single unit -- for example, a graphic and its caption or a heading and the paragraph following it -- you can keep these elements together.

In normal view, Word displays one column at a time. In page layout view or print preview, Word displays the columns side by side.

To keep text or graphics together in a column

1.	In page layout view, select the paragraph or graphic that you want to stay with the paragraph following it.

2.	From the Format menu, choose Paragraph.

3.	Select the Text Flow tab.

4.	Under Pagination, select the Keep With Next check box, and then choose the OK button.

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See also

Newspaper-Style Columns


Balancing column lengths on a page

At the end of a section or document, the text may not be evenly distributed among columns. You can balance the text among columns by inserting a continuous section break, which distributes the text evenly.

In normal view, Word displays one column at a time. In page layout view or print preview, Word displays the columns side by side.

To balance column lengths on a page

1.	In page layout view, position the insertion point at the end of the text in the columns you want to balance.

2.	From the Insert menu, choose Break.

3.	Under Section Breaks, select the Continuous option button, and then choose the OK button.

Note

In normal view or page layout view, a continuous section break appears as a double dotted line. If you want to begin a new page where you've inserted a continuous section break, position the insertion point after the continuous section break, and then insert a page break. For more information about inserting a page break, see Break command.

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See also

Newspaper-Style Columns


Starting a new column

You can start a new column wherever you want so that you can keep text together or more evenly distribute the columns on the page.

To start a new column

1.	In page layout view, position the insertion point where you want to start the new column.

2.	Do one of the following:

From the Insert menu, choose Break. Under Insert, select the Column Break option button, and then choose the OK button.

Press CTRL+SHIFT+ENTER.

A column break appears as a single dotted line at the bottom of the column. To see breaks, click the Show/Hide [image] button on the Standard toolbar.

  Show/Hide [image] button

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See also

Newspaper-Style Columns


Columns command (Format menu)

Changes the number of columns in a section. If the document has only one section, Word formats the entire document in the number of columns you specify. If you select text that you want to format in columns, Word inserts a section break at the beginning and end of the selected text, and then formats only the text in that new section into columns. The Columns command also controls other column options, including the width of the space between columns and whether or not a line appears between columns.

To quickly insert columns of equal width, click the Columns button on the Standard toolbar.

  Columns button

  Dialog Box Options

Presets

Select a column format.

One, Two, Three

Inserts one, two, or three columns of equal width.

Left

Formats the text in two columns. The left column is half as wide as the right column.

Right

Formats the text in two columns. The right column is half as wide as the left column.

Number Of Columns

Type or select the number of columns you want.

Line Between

Prints a vertical line in the space between columns. The line is as long as the longest column on the page or in the section. You can see the vertical lines between the columns in page layout view or print preview.

Width And Spacing

Sets the width of columns and the space between columns.

Col #

Displays the column number whose width and spacing you can change. Column 1 is the farthest left column, Column 2 is to the right of Column 1, and so on.

Width

Type or select a measurement for the width of the column.

Spacing

Type or select the amount of space you want between the column and the next column to the right.

Equal Column Width

Sets equal column width for all the columns in the section that contains the insertion point, for a selection, or an entire document. If you select the Equal Column Width check box, you can change only the measurement in the Spacing box; Word automatically calculates the column width.

Apply To

Select the portion of the document to which you want to apply column formatting.

Whole Document

Applies column formatting to the entire document.

Selected Text

Inserts section breaks before and after the selected text and graphics, and then applies column formatting.

This Point Forward

Inserts a section break before the insertion point, and then applies column formatting to all text and graphics after the section break.

Selected Sections

Applies column formatting only to the selected sections.

This Section

Applies column formatting only to the section containing the insertion point.

Start New Column

Starts a new column at the insertion point by inserting a column break.

Preview

The Preview box shows the effects of the chosen formatting before you apply it.

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See also

Newspaper-Style Columns


Menu Commands

To get information about individual menu commands

1.	 On the Standard toolbar, click the Help button.

  Help button

The mouse pointer changes to include a question mark.

  Help pointer

2.	Click the menu you want, and then click the command name for which you want information.

Word displays the Help window.


Converting File Formats

Overview

Opening a file created in another application

Saving a Word document in a different file format

Saving a document that was created in a different format

File formats that Word can convert

Improving compatibility with a document created in a different file format

For information about converting graphics, see Importing and Creating Graphics.


Overview of Converting File Formats

Word recognizes the file formats of many word-processing, spreadsheet, database, and page-layout programs. When you open a document created in another application, Word converts it to Word format, preserving as much of its original content and formatting as possible. You can also save a Word document in other file formats and preserve as much formatting as the other application can support.

If you need to move a document between Word and an application for which a specific converter is not available, you can import and export the document in plain-text format. Plain-text format retains the text of a document without most of the formatting. This format is also useful for sending and receiving a document on an electronic mail system.

For information about customizing conversions, using the capabilities of specific converters, and obtaining supplemental converters, see File Conversion Limitations and Options.

Transferring files between Macintosh and PC computers

You can transfer files between a Macintosh computer and a PC running DOS or Windows several ways. Common methods for transferring  files are file-transfer programs, transfer by telephone network or online service, or using a PC drive card in your Macintosh.

Many Macintosh computers have a 3.5-inch hard drive (SuperDrive or 1.44-megabyte drive). By using Apple File Exchange, Apple PC Exchange, or another third-party software such as DOS Mounter from Dayna Communications or AccessPC from Insignia Solutions with such a hard drive, you can store or retrieve files to or from a 3.5-inch DOS formatted disk without any additional hardware.

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See also

Converting File Formats


Opening a file created in another application

Word recognizes the file formats of many applications and automatically converts a document when you open it. If Word does not recognize the file format, Word displays the Convert File dialog box so that you can select the appropriate converter. For a list of the converters that are supplied with Word, see File formats that Word can convert.

To open a file created in another application

1.	On the Standard toolbar, click the Open button.

   Open button

2.	In the List Files Of Type box, select the type of file you want to open. If you do not know the type of document or file format, select All Files.

3.	In the File Name box, type or select the document you want to open. If the document you want to open does not appear in the File Name box, select a different drive or directory.

If you want to confirm the type of converter that Word will use when you open a file that was not created in Word, select the Confirm Conversions check box.

4.	To convert the document to Word Normal file format, choose the OK button.

If the converter you need was not installed during Word Setup, you can add it. See Installing or removing individual components of Word.

Note

You can change the way Word displays converted files. For more information, see Improving compatibility with a document created in a different file format.

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See also

Converting File Formats

Opening, Saving, and Protecting Documents


File formats that Word can convert

Word provides converters for the applications listed in the following table and for several text-only file formats. For information about specific converters, and for instructions on how to obtain supplemental converters that were not shipped with Word, see File Conversion Limitations and Options.

To convert several documents at the same time, use the batch conversion macro, BatchConversion, in the CONVERT.DOT template that comes with Word. For more information, see Supplied Macros.

File converters supplied with Word

File format	Comments
WordPerfect for MS-DOS	Version 5.x
WordPerfect for Windows	Version 5.x
Microsoft Word for MS-DOS	Versions 3.0, 4.0, 5.0, 5.5, and 6.0
Microsoft Excel BIFF	Versions 2.x, 3.0, 4.0, and 5.0 (Can be used only to open documents, not to save them.)
RFT-DCA
Microsoft Word for Windows	Version 2.x (Can be used to save, but not open, documents in this file format. No converter is required to open documents in Word 2.x for Windows format)
Microsoft Word for Windows and for the Macintosh	Version 6.0 (Converts Word documents for use by other Microsoft applications)
Microsoft Word for the Macintosh	Versions 4.x and 5.x
Microsoft Write for Windows
Lotus 1-2-3	Versions 2.x and 3.x (Can be used only to open documents, not to save them.)
Microsoft FoxPro and other dBASE formats	Versions 2.0 and 2.5 of FoxPro  Versions 2, 3, and 4 of dBASE (Can be used only to open documents, not to save them.)
Plain-text file formats supplied with Word

File format	Comments
Text Only	Saves text without its formatting. Converts all section breaks, page breaks, and newline characters to paragraph marks. Uses the ANSI character set. Select this format only if the destination application cannot read any of the other available file formats.
MS-DOS Text Only	Converts files the same way as Text Only format. Uses the extended ASCII character set, which is the standard for MS-DOS applications. Use this format to share documents between Word and applications not designed for Windows.
Text Only with Line Breaks, MS-DOS Text Only with Line Breaks	Saves text without formatting. Converts all line breaks, section breaks, and page breaks to paragraph marks. Use this format when you want to maintain line breaks -- for example, when transferring documents to an electronic mail system.
Text with Layout, MS-DOS Text with Layout	Preserves line breaks. Inserts spaces in a converted document to approximate indents, tables, line spacing, paragraph spacing, and tab stops. Converts section breaks and page breaks to paragraph marks. Use this format to convert a document to a text file format while preserving the page layout.
Rich Text Format (RTF)	Saves all formatting. Converts formatting to instructions that other applications, including compatible Microsoft applications, can read and interpret.
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See also

Converting File Formats


Saving a Word document in a different file format

You can save a Word document in a file format that can be read by earlier versions of Word or by other applications. When you save a Word document in another file format, it's a good idea to save it with a different name so that you'll still have the document in Word format as a backup. For a list of the file formats that are supplied with Word, see File formats that Word can convert.

To save a Word document in a different file format

1.	From the File menu, choose Save As.

2.	In the File Name box, type a new name for the document.

3.	In the Save File As Type box, select the file format you want, and then choose the OK button.

If a format in which you want to save a document does not appear in the Save File As Type box, you can add the converters you need. See Installing or removing individual components of Word.

Note

After you convert a document and then save or close the document or quit Word, Word displays two confirmation messages. When Word asks you to confirm that you want to save changes to the document, choose the Yes button. This message appears even if you did not alter the document before you converted it. When Word displays the Save Format dialog box, choose the button for the format in which you want to save the document.

Tip

If you save a document in a format other than Word or RTF, Word may not preserve the summary information. For details about the capabilities of specific converters, see File Conversion Limitations and Options.

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See also

Converting File Formats

Opening, Saving, and Protecting Documents


Saving a document that was created in a different format

You can open a document created in a different file format, work on it in Word, and then save the document either in Word format or in its original format.

To save a document that was created in a different format

1.	On the Standard toolbar, click the Save button.

  Save button

Word displays the Save Format dialog box.

2.	Choose the button for the format in which you want to save the document.

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See also

Converting File Formats

Opening, Saving, and Protecting Documents


Save Format dialog box

Confirms that you want to save the active document in a different file format.

Choose the button for the format in which you want to save the document.


Compatibility tab

Options command (Tools menu)

Determines how Word displays a document created in an earlier version of Word or in another word-processing program so that it more closely matches the behavior of the original document.

  Tab Options

Font Substitution

Displays fonts used in the active document that are not available on your system by using fonts that are available on your system. See Font Substitution dialog box.

Recommended Options For

Select the word-processing program you want to set options for, or select Custom to specify the individual options you want.

Options

Select the options you want Word to display in the active document. Selected options affect only the display of the document while you work with it in Word. The document is not changed permanently.

Combine Table Borders Like Word Version 5.x For The Macintosh

If a table contains two contiguous cells whose common border is formatted differently, the leftmost cell is displayed with the border width of the rightmost cell.

Don't Add Automatic Tab Stop For Hanging Indent

Ignores the automatic tab stop that Word 6.0 uses when creating a hanging indent.

Don't Add Extra Space For Raised/Lowered Characters

Prevents Word from inserting additional space between lines to accommodate raised or lowered characters.

Don't Add Leading (Extra Space) Between Rows Of Text

Displays text without leading between the lines. This is the same functionality that exists in Word versions 5.x for the Macintosh.

Don't Balance Columns for Continuous Section Starts

Prevents Words from balancing columns at the end of a section or document.

Don't Blank The Area Behind Metafile Pictures

Prevents Word from obscuring any text or graphics surrounding an inserted metafile. Selecting this option decreases editing speed.

Expand/Condense By Whole Number Of Points

Rounds the measurement of the spacing for characters with condensed or expanded spacing to the nearest whole number.

Print Body Text Before Header/Footer

Prints the main text layer before the header/footer layer, which allows Word to process PostScript codes in the main text layer in the same way as Word versions 5.x for the Macintosh. (This functionality is the reverse of the default order.)

Print Colors As Black On Noncolor Printers

Prints all colors as black, instead of using gray scale (different shades of gray), when you use a printer that does not print color.

Show Hard Page Or Column Breaks In Frames

If a frame contains a manual, or "hard," page break or column break, Word displays it.

Suppress Extra Line Spacing At Top Of Page

Prevents Word from adding extra line spacing at the top of a page. If the line spacing for the line at the top of a page is set for more than single spacing, Word ignores the extra spacing so that the top margin will not increase.

Suppress Extra Line Spacing At Top Of Page Like MacWord 5.x

Prevents Word from adding extra line spacing at the top of a page. If the line spacing for the line at the top of a page is set for more than single spacing, Word ignores the extra spacing so that the top margin will not increase.

Suppress Space Before After A Hard Page Or Column Break

Word suppresses the space in a paragraph formatted with the Space Before option that follows a hard page break or column break.

Swap Left And Right Borders On Odd Facing Pages

If a paragraph has a left border (not a box) and the Different Odd/Even Headers or Mirror Margins check box is selected, Word prints the border on the right on odd numbered pages.

Treat \" As " " In Mail Merge Data Sources

In a data source, converts a delimiter composed of a backslash and quotation mark (\") to two quotation marks (" "), so that Word can recognize quotation marks.

Use Larger Small Caps like MacWord 5.x

Applies small caps formatting in Word version 6.0 for the Macintosh the same way as Word versions 5.x for the Macintosh, which produces slightly larger small capital letters.

Wrap Trailing Spaces To Next Line

Automatically moves any spaces that trail into the margin after a word at the end of a line to the beginning of the next line.

Default

Saves the compatibility options you selected as the new default in the active template. Word will display every new document based on the active template with the new compatibility options you select.


Font Substitution dialog box

Displays fonts used in the active document that are not available on your system by using fonts that are available on your system.

  Dialog Box Options

Font Substitutions

Displays the fonts used to display text in the converted document that are not available on your system, and the fonts you select to replace the missing fonts with.

Missing Document Font

Lists the fonts used to display text in the active document that are not available on your system.

Substituted Font

Lists the fonts you select to replace the missing fonts with. The display of this font is substituted for the missing font. The name of the missing font remains the same in the active document, but the display of the font changes to the font you selected.

Missing Document Font

When you select a font in the Missing Document Font box, Word displays the font name in this box.

Substituted Font

Select the font you want to replace the missing font with. The name of the missing font remains the same in the active document, but the display of the font changes to the font you selected.

When the substituted font is listed as "Default," Word uses a font suggested by the system that best matches the missing font. Word displays near the bottom of the dialog box which font is being used for the default.

Convert Permanently

Word permanently replaces all missing fonts in the active document with the selected fonts in the Substituted Font box.


Improving compatibility with a document created in a different file format

When you convert a document, Word preserves as much of its original content and formatting as possible. In some cases, however, you may not always get the results you expect because some applications might have similar features that work in a slightly different way. For example, WordPerfect wraps blank spaces at the end of a line to the next line, but Word extends those spaces beyond the right margin.

You can control some of these differences by setting compatibility options so that Word more closely matches the behavior of another application or earlier versions of Word. If you do not have the same fonts used to display text on your system as the system on which the document was created, you can also specify which fonts you want Word to use to display the missing fonts.

To set compatibility options for a document with a different file format

1.	Open the document in which you want to set compatibility options.

2.	From the Tools menu, choose Options.

3.	Select the Compatibility tab.

4.	To view recommended options for displaying a converted document, select the file format of the file you are working with under Recommended Options For.

5.	Under Options, select or clear the options for the display of the document, and then choose the OK button.

For more information about the options, see Compatibility tab.

Important

Changing the options affects only the display of a document while you work with it in Word. It does not permanently change any formatting in the document. If you later convert the document to its original format, it will look just as it did before you converted it to Word.

To substitute fonts for documents with fonts not available on your system

1.	Open the document in which you want to substitute fonts.

2.	From the Tools menu, choose Options.

3.	Select the Compatibility tab.

4.	Choose the Font Substitution button.

Any fonts used in the converted document that are not available on your system are listed in the Missing Document Font box.

5.	In the Missing Document Font box, select the font you want to replace.

6.	In the Substituted Font box, select the font with which you want to replace the missing font.

If the substituted font is listed as "Default," Word uses a font suggested by the system that best matches the missing font. To see which font will be substituted, select a listed font and read the message near the bottom of the dialog box.

7.	Repeat steps 5 and 6 for each font you want to change the display, and then choose the OK button.

Important

Word does not replace the name of the missing font, but only changes how Word displays text on the screen by substituting a font that is available on your system.

If you want to permanently convert the missing fonts in the document, choose the Convert Permanently button.

Tip

If a document isn't converted the way you want it to be, you may be able to change some aspects of the conversion by editing the converter with the EditConversionOptions macro in the CONVERT.DOT template that comes with Word. For more information, see Supplied Macros.

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See also

Converting File Formats


Customizing and Optimizing Word

Overview

Customizing Word to fit the way you work

Customizing the Word screen

Changing the display and command settings in Word

Optimizing Word

Different ways to view a document

Customizing toolbars and toolbar buttons

Moving and resizing a toolbar

Creating a custom toolbar

Deleting a custom toolbar

Renaming a custom toolbar

Changing the width of a box on a toolbar

Adding or deleting a toolbar button

Moving or copying a toolbar button

Adjusting the space between toolbar buttons

Assigning a command or other item without a built-in button to a toolbar button

Restoring a built-in toolbar to the original Word settings

Modifying a toolbar button image

Copying a toolbar button image to another toolbar button

Restoring the original appearance of a built-in toolbar button

Creating a new toolbar button image

Customizing menus

Assigning a command or other item to a menu

Removing a command or other item from a menu

Restoring all built-in menus to the original Word settings

Adding a new menu

Renaming a menu

Deleting a menu

Using shortcut keys

Assigning a shortcut key to a command or other item

Removing a shortcut key from a command or other item

Restoring shortcut key assignments to the original Word settings

Working with Word settings and add-in programs

Saving changes to Word settings

Loading add-in programs

Removing, or unloading, add-in programs


Overview of Customizing and Optimizing Word

Customizing features in Word makes it possible to design your own menu commands, keyboard assignments, and dialog box default settings to suit the way you work or the document you're working on.

You can customize Word by:

Changing the appearance of the Word screen by hiding or displaying screen items such as toolbars, the menu bar, ToolTips, and so on.

Creating new toolbars or changing built-in toolbars to include commands you use regularly and remove the ones you rarely need.

Changing the settings that come with Word. For example, you can display hidden text, or you can automatically create backup copies of your document.

Adding and deleting items from toolbars and menus, and by assigning shortcut keys.

Using add-ins, or supplemental programs, to add functionality.

Optimizing Word so that it's faster and uses less memory.

When you add or delete toolbar buttons, shortcut keys, or menu commands in Word, Help topics do not reflect these changes.

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See also

Customizing and Optimizing Word

The Word Workplace


Customizing the Word screen

The Word screen contains toolbars, a menu bar, rulers, scroll bars, a status bar, and one or more document windows. You can customize what appears on the screen to suit the way you work or the document you're working on. For example, if you're working on a form that includes graphics, you may want to display the Standard, Formatting, Forms, and Drawing toolbars. For another document, you may want to hide all screen elements so that you can see more of the document on the screen.

You can also customize views and the toolbars themselves, and you can display or hide ToolTips, which are brief descriptions of toolbar buttons that appear when the mouse pointer pauses over a button.

To hide or display screen elements

Do one or more of the following:

To hide or display	Do this
Scroll bars	From the Tools menu, choose Options. Select the View tab, and then, under Windows, select or clear the Horizontal Scroll Bar check box or the Vertical Scroll Bar check box.
The status bar	From the Tools menu, choose Options. Select the View tab, and then, under Windows, select or clear the Status Bar check box.
The horizontal ruler	From the View menu, choose Ruler.
The vertical ruler	In page layout view or print preview, choose Ruler from the View menu.
All screen elements, such as toolbars, the title bar, and the status bar	To hide the screen elements, choose Full Screen from the View menu. To display the hidden screen elements, click the Full Screen button at the bottom of the screen.    Full Screen button
All nonprinting characters	Click the Show/Hide [image] button on the Standard toolbar.   Show/Hide [image] button
Individual nonprinting characters, such as tab characters or paragraph marks	From the Tools menu, choose Options. Select the View tab, and then, under Nonprinting Characters, select or clear the nonprinting characters you want to hide or display.
To change the display of toolbars

1.	From the View menu, choose Toolbars, and then do one or more of the following:

To	Do this
Display or hide toolbars	Select or clear the check box for the toolbar you want to hide or display.
Display or hide on-screen descriptions of buttons	Select or clear the Show ToolTips check box.
Display standard-size toolbar buttons or enlarged toolbar buttons	Select or clear the Large Buttons check box.
Add color to toolbar buttons	Select or clear the Color Buttons check box.
2.	Choose the OK button.

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See also

Customizing and Optimizing Word

The Word Workplace


Changing the display and command settings in Word

In addition to changing general Word screen settings, you can also change many other default settings to customize the way Word works. For example, you might want to:

Display hidden text, such as index entries.

Update all fields in a document before printing.

Automatically create backup copies of your documents.

Automatically save documents at specified intervals as you work.

Speed up scrolling by substituting picture placeholders for graphics.

Change the units of measurement.

To change the display and command settings in Word

1.	From the Tools menu, choose Options.

2.	Select the tab you want.

To	Select this tab
Modify the appearance of the application and document windows, such as the display of scroll bars, and the status bar	View
Modify Word settings, such as the default units of measurement and the display of three-dimensional (3-D) effects	General
Modify Word editing settings, such as typing to replace a selection, dragging selected text to a new location, and instructing Word to add or remove spaces during a cut-and-paste action	Edit
Specify options for printing documents, such as printing summary information about a document, and whether to update fields when printing	Print
Specify the types of revision marks you want for inserted text, deleted text, and revised lines	Revisions
Specify information about the primary user, such as the name, return address for envelopes, and initials used when inserting annotations	User Info
Determines how Word displays documents created in earlier versions of Word or in other word-processing programs so that it more closely matches the behavior of the original application	Compatibility
Identify the default storage location for documents, templates, and other items you create or use in Word	File Locations
Specify how Word saves documents, such as whether Word should always create a backup copy and prompt for summary information, or set password protection	Save
Specify the options Word uses to check spelling, such as identifying custom dictionaries and their languages	Spelling
Specify the rules Word uses to check grammar	Grammar
Set rules to enhance document formatting, such as automatic tab stops and spacing, and to specify that Word change all quotation marks to curly, or "smart," quotation marks	AutoFormat
3.	Select, clear, or type the options you want to change, and then choose the OK button.

To change the default unit of measurement

1.	From the Tools menu, choose Options.

2.	Select the General tab.

3.	In the Measurement Units box, select a unit of measurement, and then choose the OK button.

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See also

Customizing and Optimizing Word

The Word Workplace


Moving and resizing a toolbar

You can move a toolbar from its default position near the top of the screen to any location on the screen to better fit your working style and the layout of the document you are working on.

If you move a toolbar to the left or right edge of the screen, or to the bottom of the screen, it "anchors" itself to the new location. If you move a toolbar anywhere else, it becomes a floating toolbar. You can move and resize floating toolbars the same way you move and resize a document window.

To move and resize a toolbar

1.	Position the mouse pointer in an empty area on the toolbar, and then drag the toolbar to the location you want.

As you drag the toolbar, Word displays it as a dotted outline.

2.	Once you've moved the toolbar from the top of the screen, you can do any of the following:

To	Do this
Create a vertical toolbar	Drag the toolbar to the left or right edge of the screen. When the dotted outline becomes vertical, release the mouse button.
Create a horizontal toolbar	Drag the toolbar to the top or bottom of the screen. When the dotted outline becomes horizontal, release the mouse button.
Move a floating toolbar	Point to the title bar on the toolbar, and then drag the toolbar to a new position.
Resize a floating toolbar	Point to any edge of the toolbar. When the mouse pointer becomes a two-headed arrow, drag until the toolbar is the size you want.      Two-headed arrows
Return a toolbar to its original position	Drag the title bar to the top of the screen.
Note

You can also create a floating toolbar by double-clicking an empty area on the toolbar, and you can return a floating toolbar to the top of the screen by double-clicking its title bar.

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See also

Customizing and Optimizing Word

The Word Workplace


Renaming a custom toolbar

You can rename a custom toolbar so that the name better describes the toolbar's function.

To rename a custom toolbar

1.	From the File menu, choose Templates.

2.	Choose the Organizer button.

3.	Select the Toolbars tab.

4.	In the In box on the left side of the Toolbar tab, select the custom toolbar you want to rename.

5.	Choose the Rename button.

6.	Type the new name for the toolbar, and then choose the OK button. To return to your document, choose the Close button.

_____________

See also

Customizing and Optimizing Word


Changing the width of a box on a toolbar

You can change the width of a box on a toolbar, such as the Style box in which you select or type a style name.

To change the width of a box on a toolbar

1.	From the Tools menu, choose Customize.

2.	Select the Toolbars tab.

3.	On the toolbar, click the box you want to change.

4.	Point to the right edge of the box.  When the mouse pointer becomes a sizing arrow, drag until the box is the size you want.

  Sizing arrow

_____________

See also

Customizing and Optimizing Word


Adding or deleting a toolbar button

You can add buttons to a toolbar so that it contains the commands or macros you use most often. If you find that you rarely use a particular button on a toolbar, you can remove it to make the toolbar less cluttered or to make room for other buttons you use more often.

When you add or delete toolbar buttons,  shortcut keys, or menu commands in Word, Help topics do not reflect these changes.

To add or delete a toolbar button

1.	With the toolbar displayed, choose Customize from the Tools menu.

2.	Select the Toolbars tab.

3.	Do one or more of the following:

To	Do this
Add a button	In the Categories box, select the category from which you want to select a button to add. From the box to the right of the Categories box, drag the button or item to the position on the displayed toolbar where you want to add the button.
See a description of a button on the Toolbar tab	Under Buttons, Word displays the buttons for that category. To display the description of a button, click the button.
Delete a button	Drag the button off the toolbar and place it where there is no toolbar -- for instance, in the dialog box.
4.	Choose the Close button.

Tip

When you delete a built-in toolbar button from an individual toolbar, it is still available in the Customize dialog box. However, when you delete a custom toolbar button, it is permanently deleted. If you want to delete a custom button from a toolbar but save it for later use, create a toolbar for storing unused buttons, and then move the button you want to delete to this storage toolbar. You can then hide the storage toolbar.

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See also

Customizing and Optimizing Word


Moving or copying a toolbar button

You can move a toolbar button from one toolbar to another or copy a button to multiple toolbars. For example, if you print documents often, you can add the Print toolbar button to all toolbars.

To move or copy a toolbar button

1.	From the Tools menu, choose Customize.

2.	Select the Toolbars tab.

3.	Do one of the following:

To	Do this
Move a button	Drag the button to the new location on the same toolbar or to another displayed toolbar.
Copy a button	While holding down CTRL, drag the button to the new location on the same toolbar or to another displayed toolbar.
When you move a button, Word closes the space that the button occupied and readjusts the buttons in the new location to accommodate the new button.

When you copy a button, Word shifts other buttons to accommodate the copied button.

4.	Choose the Close button.

Tip

You can also move or delete a toolbar button without displaying the Customize dialog box by holding down the ALT key and then dragging the toolbar button to the new location. In addition, you can copy a button by pressing ALT+CTRL and dragging the button.

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See also

Customizing and Optimizing Word


Adjusting the space between toolbar buttons

You can organize toolbar buttons into groups or make them easier to find by increasing or decreasing the space between individual buttons.

To adjust the space between toolbar buttons

1.	From the Tools menu, choose Customize.

2.	Select the Toolbars tab.

3.	On the toolbar, do one of the following:

To insert space	Do this
In front of a button that is not followed by a space	Drag the button toward the right (downward for vertical toolbars) so that it overlaps about half of the next button.
In front of a button that is followed by a space and retain the space following the button	Drag the button to the right, past its original position but not past the next button.
To decrease the space between buttons, drag the button on one side of the space toward the button on the other side of the space, but not past this button.

4.	Choose the Close button.

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See also

Customizing and Optimizing Word


Assigning a command or other item without a built-in button to a toolbar button

You can customize Word toolbars so that they contain buttons for the commands, macros, fonts, AutoText entries, and styles you use most often. Word stores the changes you make to toolbars in the template attached to the document you are working on.

To assign a command or other item without a built-in button to a toolbar button

1.	With the toolbar displayed, choose Customize from the Tools menu.

2.	Select the Toolbars tab.

3.	In the Save Changes In box, select the template in which the command or other item you want to assign is stored.

4.	In the Categories box, select the category that contains the command or other item you want to add to the toolbar. The All Commands category and categories that appear below the dotted line (Macros, Font, AutoText, and Styles) do not have built-in buttons.

5.	From the box to the right of the Categories box, drag the item name to the toolbar you want to add it to. A button outline becomes visible to help you place the button on the toolbar.

When you choose an item that doesn't have a built-in button, a blank button appears on the toolbar and the Custom Button dialog box appears.

6.	In the Button box, do one of the following:

To place an image on the blank button, select an image.

To create a button with text on it, click the Text Button, and then type the text at the bottom of the dialog box.

7.	Choose the Assign button, and then choose the Close button.

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See also

Customizing and Optimizing Word

Recording and Running Macros


Restoring a built-in toolbar to the original Word settings

If you have customized a toolbar that came with Word, you can restore the toolbar to the original Word settings.

To restore a built-in toolbar to the original Word settings

1.	From the View menu, choose Toolbars.

2.	In the Toolbars box, select the toolbar you want to restore.

3.	Choose the Reset button.

If the Reset button has changed to Delete, you have selected a custom toolbar. You cannot reset custom toolbars.

4.	In the Reset Toolbar dialog box, select the template you want the change to take effect in, and then choose the OK button.

5.	To close the Toolbars dialog box, choose the OK button.

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See also

Customizing and Optimizing Word


Creating a custom toolbar

You can create a custom toolbar that contains the buttons you use most often. You can have a custom toolbar for a set of tasks or for a particular type of document you create -- for example, a toolbar with buttons for desktop publishing.

When you create custom toolbar buttons in Word, Help topics do not reflect these changes.

To create a custom toolbar

1.	From the View menu, choose Toolbars.

2.	Choose the New button.

3.	In the Toolbar Name box, type a name for the new toolbar.

4.	In the Make Toolbar Available To box, indicate the template where you want to store the toolbar, and then choose the OK button.

Word displays both a new, blank toolbar in its own toolbar window and the Customize dialog box.

5.	Select the Toolbars tab.

6.	In the Categories box, select the category that contains the buttons or other items you want to add to the new toolbar.

7.	From the box next to the Categories box, drag the button or other item to the new toolbar.

8.	When you finish adding buttons to the custom toolbar, choose the Close button.

Note

To view a description of a button or item, click the button or item in the second list box and read the text in the Description, Preview, or AutoText Content box.

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See also

Customizing and Optimizing Word


Deleting a custom toolbar

When you no longer need a custom toolbar, you can delete it. You cannot delete a toolbar that comes with Word. Once you've deleted a toolbar, you cannot cancel or undo the deletion.

To delete a custom toolbar

1.	From the View menu, choose Toolbars.

2.	In the Toolbars box, select the custom toolbar you want to delete.

3.	Choose the Delete button.

If the Delete button has changed to Reset, you have selected a toolbar that comes with Word. You cannot delete a built-in Word toolbar.

4.	When Word asks you to confirm that you want to delete the toolbar, choose the Yes button, and then choose the OK button.

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See also

Customizing and Optimizing Word


Copying a toolbar button image to another toolbar button

You can copy the image on a button included with Word or the image on a custom button to another toolbar button.

To copy a toolbar button image to another toolbar button

1.	With the toolbars displayed, choose Customize from the Tools menu.

2.	Select the Toolbars tab.

3.	Point to the button on the toolbar whose image you want to copy to another button.

4.	Click the right mouse button.

5.	From the shortcut menu, choose Copy Button Image.

6.	Point to the toolbar button you want to paste the copied image onto, and then click the right mouse button.

7.	From the shortcut menu, choose Paste Button Image.

8.	When you finish copying buttons, choose the Close button.

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See also

Customizing and Optimizing Word


Restoring the original appearance of a built-in toolbar button

If you have changed the image on a button included with Word, it is easy to restore it to its original appearance.

To restore the original appearance of a built-in toolbar button

1.	With the toolbar displayed, choose Customize from the Tools menu.

2.	Select the Toolbars tab.

3.	Point to the toolbar button you want to restore to its original appearance.

4.	Click the right mouse button.

5.	From the shortcut menu, choose Reset Button Image.

6.	When you finish restoring buttons to their original appearance, choose the Close button.

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See also

Customizing and Optimizing Word


Creating a new toolbar button image

You can copy an image from a graphics application and paste it onto a button. You should copy an image that is about the same size as the image on the built-in button so that it will be clear when it appears on the button.

To create a new toolbar button image

1.	In the graphics application you used to create the image you want to appear on the button, copy the image.

If the graphics application allows you to select the format for the image stored on the Clipboard, select either bitmap or picture format.

2.	Switch to Word.

3.	With the toolbar that contains the button whose image you want to change displayed, choose Customize from the Tools menu.

4.	Select the Toolbars tab.

5.	Point to the toolbar that contains the button whose image you want to change.

6.	Click the right mouse button.

7.	From the shortcut menu, choose Paste Button Image.

8.	Choose the Close button.

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See also

Customizing and Optimizing Word


Assigning a command or other item to a menu

You can customize Word menus so that they contain the commands, macros, fonts, AutoText entries, and styles you use most often.

When you change menus in Word, Help topics do not reflect these changes.

To assign a command or other item to a menu

1.	From the Tools menu, choose Customize.

2.	Select the Menus tab.

3.	In the Save Changes In box, select the template in which the command or other item you want to assign is stored.

4.	In the Categories box, select the category that contains the name of the command or other item you want to add to a menu.

5.	In the box to the right of the Categories box, select the name of the command or other item you want to assign to a menu.

6.	In the Change What Menu box, select the name of the menu to which you want to assign the command or other item.

7.	In the Position On Menu box, do one of the following:

To	Select
Automatically position similar menu items together	(Auto)
Position the item at the top or bottom of the menu	(At Top) or (At Bottom)
Position the item within the menu list	The item below which you want to add the new item
8.	In the Name On Menu box, accept the default name or type the name of the item you want to appear on the menu. If you want to designate a shortcut key for quick keyboard access to a menu, type an ampersand (&) in front of the letter you want to underline.

9.	Choose the Add button or Add Below button.

10.	When you finish assigning commands or other items to menus, choose the Close button.

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See also

Customizing and Optimizing Word

Recording and Running Macros


Removing a command or other item from a menu

You can remove commands, macros, fonts, AutoText entries, and styles from menus so that the menus contain the items you use most often. You can also remove the lines on menus that Word uses to visually separate groups of items.

When you remove commands or other items from menus in Word, Help topics do not reflect these changes.

To remove a command or other item from a menu

1.	Press ALT+CTRL+MINUS SIGN.

The mouse pointer changes to a heavy horizontal line.

  Remove Menu Item pointer

2.	Click the command or other item you want to remove.

Using the Customize command     You can also remove commands and other items from a menu by using the Customize command on the Tools menu. See Customize command.

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See also

Customizing and Optimizing Word


Restoring all built-in menus to the original Word settings

You can quickly return all built-in Word menus to which you have made changes to the original Word settings.

To restore all built-in menus to the original Word settings

1.	From the Tools menu, choose Customize.

2.	Select the Menus tab.

3.	In the Save Changes In box, select the template in which the changes were made.

4.	Choose the Reset All button. When Word asks you to confirm that you want to reset all menu assignments to the original Word settings, choose the Yes button.

5.	Choose the Close button.

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See also

Customizing and Optimizing Word


Adding a new menu

You can add new menus to Word for quick access to the items you use most often.

You can add as many new menus as you want, depending on the amount of memory available and the amount of space on your screen.

To add a new menu

1.	From the Tools menu, choose Customize.

2.	Select the Menus tab.

3.	In the Save Changes In box, select the template in which you want to store the new menu.

4.	Choose the Menu Bar button.

5.	In the Name On Menu Bar box, type the name you want to appear. If you want to designate a shortcut key for quick keyboard access to a menu, type an ampersand (&) in front of the letter you want to underline.

6.	Do one of the following:

To	In the Position On Menu Bar box
Position the menu first (leftmost) on the menu bar	Select First, and then choose the Add button.
Position the menu last (rightmost) on the menu bar	Select Last, and then choose the Add button.
Position the menu after another menu on the menu bar	Select the menu you want the new menu to appear after, and then choose the Add After button.
7.	When you finish adding menus, choose the Close button, and then choose the Close button again to close the Customize dialog box.

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See also

Customizing and Optimizing Word

The Word Workplace


Renaming a menu

You can rename a menu to better describe the commands found on that menu or to fit your personal preferences.

To rename a menu

1.	From the Tools menu, choose Customize.

2.	Select the Menus tab.

3.	In the Save Changes In box, select the template in which the menu you want to rename is stored.

4.	Choose the Menu Bar button.

5.	In the Position On Menu Bar box, select the menu you want to rename.

6. In the Name On Menu Bar box, type the new name.

7.	Choose the Rename button, choose the Close button, and then choose the Close button again to close the Customize dialog box.

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See also

Customizing and Optimizing Word


Deleting a menu

You can customize Word to fit your tasks by deleting menus you rarely use.

To delete a menu

1.	From the Tools menu, choose Customize.

2.	Select the Menus tab.

3.	In the Save Changes In box, select the template in which the menu you want to delete is stored.

4.	Choose the Menu Bar button.

5.	In the Position On Menu Bar box, select the menu you want to remove from the menu bar.

6.	Choose the Remove button. When Word asks you to confirm that you want to delete the menu, choose the Yes button.

7.	When you finish deleting menus, choose the Close button, and then choose the Close button to close the Customize dialog box.

Note

When you delete a menu, you lose any customized items on that menu. To save items you have customized, place them in a template you've set aside for saving customized items.

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See also

Customizing and Optimizing Word


 Assigning a shortcut key to a command or other item

You can assign shortcut keys to commands, macros, fonts, AutoText entries, styles, and special characters. For example, you can assign a shortcut key to a special character that doesn't appear on the keyboard, such as the copyright symbol or accented characters for other languages.

To assign a shortcut key to a command or other item

1.	From the Tools menu, choose Customize.

2.	Select the Keyboard tab.

3.	In the Save Changes In box, select the template in which the command or other item to which you want to assign a shortcut key is stored.

4.	In the Categories box, select the category that contains the command or other item to which you want to assign a shortcut key.

5.	In the box to the right of the Categories box, select the name of the command or item to which you want to assign a shortcut key.

In the Current Keys box, Word displays any shortcut keys currently assigned to commands or other items.

6.	In the Press New Shortcut Key box, type the shortcut key you want to assign to the command or other item.

Under the Press New Shortcut Key box, Word displays the commands or other items to which the shortcut keys you typed are currently assigned.

7.	If the shortcut key you typed is unassigned, or if you want to change the current assignment, choose the Assign button.

8.	When you finish assigning shortcut keys to commands or other items, choose the Close button.

Using the keyboard     Press ALT+CTRL+PLUS SIGN on the numeric keypad. The pointer changes to a command symbol. Select a command from a menu or click a toolbar button. Word displays the Customize dialog box, showing only the command you select. Follow steps 6 through 8 in the preceding procedure.

( [image])  Command Symbol

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See also

Customizing and Optimizing Word

Recording and Running Macros


Removing a shortcut key from a command or other item

You can remove shortcut keys from commands, dialog box options, and other items, freeing up those shortcut keys for other assignments.

To remove a shortcut key from a command or other item

1.	From the Tools menu, choose Customize.

2.	Select the Keyboard tab.

3.	In the Save Changes In box, select the template in which the command or other item you want to remove a shortcut key from is stored.

4.	In the Categories box, select the category that contains the item from which you want to remove the shortcut key.

5.	In the box to the right of the Categories box, select the item from which you want to remove the shortcut key.

6.	In the Current Keys box, select the shortcut key you want to delete.

7.	Choose the Remove button.

8.	When you finish removing shortcut keys, choose the Close button.

_____________

See also

Customizing and Optimizing Word

Recording and Running Macros


Restoring shortcut key assignments to the original Word settings

If you have changed shortcut keys, you can restore all shortcut key assignments to the original Word settings.

To restore shortcut key assignments to the original Word settings

1.	From the Tools menu, choose Customize.

2.	Select the Keyboard tab.

3.	In the Save Changes In box, select the template in which the shortcut key assignments you want to restore to the original Word settings are stored.

4.	Choose the Reset All button. When Word asks you to confirm that you want to reset all shortcut key assignments to the original Word settings, choose the Yes button.

5.	Choose the Close button.

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See also

Customizing and Optimizing Word


Saving changes to Word settings

When you make changes in the Options dialog box -- such as changing straight quotation marks to curly, or "smart," quotation marks -- Word saves them and applies them to any document you open, regardless of the template you use. However, when you make changes in the macros, AutoText entries, menus, shortcut keys, or toolbar categories, Word applies these changes only to the attached template.

If you want to save changes made to macros, AutoText entries, menus, shortcut keys, or toolbar categories in a particular template, you must first attach that template to the active document. If you want to save changes made to these categories so that they affect all templates, attach the NORMAL.DOT template.

To save changes to Word settings

From the File menu, choose Save All.

If you chose the Normal template in the Save Changes In box of the Customize dialog box (Tools menu), all changes you make are saved automatically.

If you chose a template other than the Normal template in the Save Changes In box of the Customize dialog box, when you quit Word, you will see a message that asks you to confirm changes. To save the changes to the current template, choose the Yes button.

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See also

Customizing and Optimizing Word


Optimizing Word

You can optimize Word to save memory, increase speed, and find documents easier. See your Windows documentation for additional suggestions.

To save memory

Do one or more of the following:

Decrease the number of open document windows and open files.

Use fewer fonts in the document.

Use normal view rather than page layout view.

To make documents as small as possible, don't use the fast save feature. From the Tools menu, choose Options, select the Save tab, and then clear the Allow Fast Saves check box. This saves disk space because files are saved in the most compact way possible. Saving takes somewhat longer because the entire document must be consolidated each time it is saved.

Check the SetTemp= line in the AUTOEXEC.BAT file for available disk space. (The drive specified in SetTemp= should have at least 2 MB of available space to perform such tasks as printing, importing graphics, and so on.) To check disk space, you can also run the DIR or CHKDSK command at the MS-DOS command prompt.

Consolidate space on your hard disk regularly to cut down on fragmentation. For more information, see the documentation for your disk defragmentation software.

To increase the performance of Word

Do one or more of the following:

Work in normal view rather than page layout view. Normal view is faster and still shows all fonts and most formatting. In normal view you can also use the Draft Font option for additional speed, but you will not see all fonts and formatting. In normal view, choose Options from the Tools menu, and then select the View tab. Select the Draft Font and Picture Placeholders check boxes.

Work with documents on your hard disk; don't work directly from a floppy disk. Instead, make backups to floppy disks.

To find documents easily

Do one or more of the following:

Keep all Word documents in a separate document directory so that you can back up documents easily and make them easier to find.

Make document names as descriptive as possible.

Use the File Find command on the File menu.

When you save a document, complete the Summary Info dialog box. By entering summary information such as author, title, and subject, you can later use this information to search for documents. To display the Summary Info dialog box the first time you save a file, choose Options from the Tools menu, and then select the Save tab. Under Save Options, select the Prompt For Summary Info check box, and then choose the OK button.

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See also

Customizing and Optimizing Word


Loading add-in programs

Add-ins are supplemental programs that add custom commands and custom features to Word. Add-ins have the following benefits:

Add-ins run faster than comparable WordBasic macros.

Add-ins allow existing C code to be used seamlessly in conjunction with Word.

Because add-ins have access to WordBasic, they allow external applications to "drive" Word for tasks such as generating reports.

You can obtain add-ins from independent software vendors, or you can write your own. To use an add-in, you must load the add-in program into Word. Add-in programs remain available until you quit the current Word session. If you want to load an add-in program each time you start Word, store it in the Word Startup subdirectory.

To load add-in programs

1.	From the File menu, choose Templates.

If the check box next to the name of an add-in is selected, the add-in is loaded for the entire Word session.

2.	Under Global Templates And Add-ins, select the add-in you want to load.

If the add-in you want does not appear in the list, choose the Add button. For more information, see Add Template dialog box.

3.	When you finish selecting add-ins, choose the OK button.

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See also

Customizing and Optimizing Word


Removing, or unloading, add-in programs

If you no longer want a particular add-in, you can remove, or unload, it any time during the work session. You can also remove it from the list that loads it automatically each time you start Word.

To remove, or unload, add-in programs

1.	From the File menu, choose Templates.

2.	Under Global Templates And Add-ins, do one of the following:

To unload an add-in and remove it permanently from the list, select the add-in and then choose the Remove button.

To unload an add-in but leave it in the list, clear the check box next to the name of the add-in.

3.	Choose the OK button.

_____________

See also

Customizing and Optimizing Word


Customize command (Tools menu)

Customizes toolbar button, menu command, and shortcut key assignments.

Select the tab for the options you want.

Toolbars tab

Adds or removes commands, macros, fonts, AutoText entries, and styles to or from built-in or custom toolbars.

Menus tab

Adds or removes commands, macros, fonts, AutoText entries, and styles to or from menus.

Keyboard tab

Customizes shortcut key assignments for commands, macros, fonts, AutoText entries, styles, and special characters.

_____________

See also

Customizing and Optimizing Word


Toolbars tab

Customize command (Tools menu)

Adds or removes commands, macros, fonts, AutoText entries, and styles to or from built-in or custom toolbars.

  Tab options

Categories

Select the category for which you want to change toolbar assignments for commands, macros, fonts, AutoText entries, and styles.

Buttons/Commands/Macros/Fonts/AutoText/ Styles

Select the button, command, macro, font, AutoText entry, or style you want to add to or delete from a toolbar.

Save Changes In

Select the name of the template in which you want to save the toolbar changes. If the changes are saved in the Normal document template, they will be available to any document based on the Normal template.

Description/Preview/AutoText Content

The Description, Preview, and AutoText Content boxes show a description or result of the options you selected before you apply them to a toolbar.


Menus tab

Customize command (Tools menu)

Adds or removes commands, macros, fonts, AutoText entries, and styles to or from menus.

  Tab options

Categories

Select the category for which you want to change menu assignments for commands, macros, fonts, AutoText entries, and styles.

Commands/Macros/Fonts/AutoText/Styles/Common Symbols

Select the command, macro, font, AutoText entry, or style you want to add to or delete from the menu.

Word requires additional information for commands you select in this box that end with a colon. When a list box appears above the Save Changes In box, type or select the required information. For example, when you select Format in the Categories box and Condensed in the Commands box, Word displays the Condensed box, in which you must type or select the amount of space by which you want to condense individual characters.

Change What Menu

Select the menu you want to add commands to or delete them from.

Position On Menu

Select where you want to position a command or other item on the menu, or select the current menu item you want to delete.

Name On Menu

Type the name of the item as you want it to appear on the menu. If you want to designate a shortcut key for quick keyboard access to a menu, type an ampersand (&) in front of the character you want to underline.

Add/Add Below/Rename

Adds the selected command, macro, font, AutoText entry, or style to the selected menu, or renames the selected item to the name you type in the Name On Menu box.

Remove

Removes the selected command, macro, font, AutoText entry, or style from the selected menu.

Reset All

Restores all menus and the menu bar to the original Word settings.

Menu Bar

Select the menus you want to add, remove, or rename. See Menu Bar dialog box.

Save Changes In

Select the name of the template in which you want to save the menu changes. If the changes are saved in the Normal document template, they will be available to any document based on the Normal template.

Description/Preview/AutoText Content

The Description, Preview, and AutoText Content boxes show a description or result of the options you selected before you apply them to a menu.


Menu Bar dialog box

Menu tab (Customize command)

Adds, deletes, or renames menus on the Word menu bar.

  Dialog box options

Name On Menu Bar

Type the name of the menu you want to add, delete, or rename. If you want to designate a shortcut key for quick keyboard access to a menu, type an ampersand (&) in front of the character you want to underline.

Position On Menu Bar

Select the position on the menu bar where you want to position the menu.

Add/Add After

Adds a new menu to the menu bar.

Remove

Removes the selected menu from the menu bar.

Rename

Renames the menu selected in the Position On Menu Bar box to the name you type in the Name On Menu Bar box.


Keyboard tab

Customize command (Tools menu)

Customizes shortcut key assignments for commands, macros, fonts, AutoText entries, styles, and symbols.

  Tab options

Categories

Select the category for which you want to change shortcut key assignments for commands, macros, fonts, AutoText entries, styles, and symbols.

Commands/Macros/Fonts/AutoText/Styles

Select the command, macro, font, AutoText entry, style, or symbol you want to add a shortcut key assignment to or delete a shortcut key assignment from.

Word requires additional information for commands you select in this box that end with a colon. When a list box appears above the Save Changes In box, type or select the required information. For example, when you select Format in the Categories box and Condensed in the Commands box, Word displays the Condensed box, in which you must type or select the amount of space by which you want to condense individual characters.

Press New Shortcut Key

Press the keys you want to assign to the selected command, macro, font, AutoText entry, style, or symbol.

If you want to include the ALT, CTRL, or SHIFT key when you create a shortcut key, you can use it only once, and it must be the first key in the combination. You can press the ALT, CTRL, or SHIFT key plus any other combination of numeric or alphabetic keys.

Currently Assigned To

Displays the current assignment, if one exists, for the shortcut keys you type in the Press New Shortcut Key box.

Current Keys

Displays the existing shortcut key assignments for the command, macro, font, AutoText entry, style, or common symbol you select in the Commands/Macros/Fonts/AutoText/Styles/Common Symbols box.

Assign

Assigns the shortcut key displayed in the Press New Shortcut Key box to the selected command, macro, font, AutoText entry, style, or symbol.

Remove

Removes the shortcut key you select in the Current Keys box.

Reset All

Restores original Word shortcut key assignments to commands, macros, fonts, AutoText entries, styles, and symbols.

Save Changes In

Select the name of the template in which you want to save the shortcut key changes. If the changes are saved in the Normal document template, they will be available to any document based on the Normal template.

Symbol

If you open this dialog box by choosing the Symbol command from the Insert menu, Word displays the symbol currently selected in the dialog box.

Description/Preview/AutoText Content

The Description, Preview, and AutoText Content boxes show a description or result of the options you selected before you apply them to a shortcut key.


Toolbars command (View menu)

Creates new toolbars, displays or hides selected toolbars, resets toolbars to the original Word settings, sets the color scheme for toolbars, and changes button size.

You can also display or hide toolbars by using shortcut menus. See Choosing a command from a shortcut menu.

Dialog Box Options

Toolbars

Select the check box next to the toolbar you want to display, hide, or change. For more information about specific toolbars, see Toolbars.

Color Buttons

Adds color to the toolbar buttons.

Large Buttons

Enlarges toolbar buttons so that they are easier to see.

Show ToolTips

Displays on-screen descriptions of a toolbar button when the mouse pointer pauses over it.

New

Creates a new toolbar. For more information, see New Toolbar dialog box.

Reset/Delete

Resets the selected toolbar to the original Word settings, or deletes a custom toolbar. For more information, see Reset Toolbar dialog box.

Customize

Adds buttons to or removes buttons from built-in toolbars. See Toolbars tab.

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See also

Customizing and Optimizing Word

The Word Workplace


New Toolbar dialog box

Toolbars command (View menu)

Names a custom toolbar and designates the template in which you want to store it.

  Dialog Box Options

Toolbar Name

Type a name for the new toolbar.

Make Toolbar Available To

Select the name of the template where you want to store the toolbar.


Custom Button dialog box

Customize command (Tools menu)

Creates images for commands, macros, fonts, AutoText entries, and styles assigned to toolbar buttons.

  Dialog Box Options

Assign To

Displays the name of the command, macro, font, AutoText entry, or style to which you want to assign a custom toolbar button.

Button

Select the button image you want to use.

Text Button Name

If you click the Text Button button image under Button, the Text Button Name box becomes active so that you can type the text you want to appear on the button.

Assign

Assigns the selected command, macro, font, AutoText entry, or style to the toolbar button image.

Edit

Creates a new image for a button. See Button Editor dialog box.


Button Editor dialog box

An image editor that you can use to edit the graphic image and colors displayed on a button.

A mouse or other pointing device is required to edit a button image.

Word displays an enlarged picture of the toolbar button you want to edit in the dialog box.

  Dialog Box Options

Picture

Click pixels in the display area to edit the button image.

Colors

Select the color you want to draw with from the palette. You can also quickly select any existing color in the Picture area by clicking a pixel that is the color you want with the right mouse button.

Erase

To erase pixels, draw using the Erase color.

Move

Select a button to move the button image up, down, left, or right one column or row at a time in the Picture area.

Preview

Displays the button image as it will appear in its Up, Down, and Disabled states on the toolbar. You can edit only the Up state; Word creates the Down and Disabled states automatically.

Clear

Clears the button image, leaving only the background color.


Options command (Tools menu)

Modifies Word settings that control screen appearance, printing, user information, editing, spelling, grammar, and other options.

Select the tab for the options you want.

View tab

Modifies the appearance of the application and document windows, such as the display of the style area, scroll bars, and the status bar.

General tab

Modifies Word settings, such as the default units of measurement and the display of three-dimensional (3-D) effects.

Edit tab

Modifies Word editing settings, such as typing to replace a selection, dragging selected text to a new location, and instructing Word to add or remove spaces during a cut-and-paste action.

Print tab

Specifies options for printing documents, such as printing summary information, and whether to update fields when printing.

Revisions tab

Specifies options for marking changes, such as the formatting of inserted text, deleted text, and revision lines.

User Info tab

Specifies information about the primary user, such as the name, return address for envelopes, and initials used when inserting annotations.

Compatibility tab

Specifies compatibility options, such as which word-processing program a document is compatible with and how Word works with fonts it does not recognize.

File Locations tab

Identifies the default storage location for documents, templates, and other items you create or use in Word.

Save tab

Specifies how Word saves documents, such as whether Word should always create a backup copy, prompt for summary information, or set password protections.

Spelling tab

Specify the options Word uses to check spelling, such as identifying custom dictionaries and their languages.

Grammar tab

Specifies the rules Word uses to check grammar.

AutoFormat tab

Sets rules to enhance document formatting, such as automatic tab stops and spacing adjustments, and specifies that Word change all quotation marks to curly, or "smart," quotation marks.

_____________

See also

Customizing and Optimizing Word


View tab

Options command (Tools menu)

Modifies the appearance of the application and document windows, such as the display of the style area, scroll bars, and the status bar.

 Tab options

Show

Displays document items on the screen.

Draft Font (outline and normal views)

Displays any character formatting as underlined and bold, and displays graphics as empty boxes.

Drawings (page layout view only)

Displays a box that represents each object created by using the drawing tools in Word. Speeds scrolling through and displaying the document.

Object Anchors (page layout view only)

Displays the anchor, which attaches an object to a paragraph.

Wrap To Window (outline and normal views)

Wraps the text from one line to the next within the document window.

Text Boundaries (page layout view only)

Displays dotted lines around page margins, text columns, objects, and frames.

Picture Placeholders (page layout, outline, and normal views)

Displays a box that represents each graphic. Speeds scrolling through and displaying the document.

Field Codes (page layout, outline, and normal views)

Displays field codes instead of field results.

Bookmarks (page layout, outline, and normal views)

Displays bookmarks and links inserted into the document; encloses them in square gray brackets.

Field Shading (page layout, outline, and normal views)

Identifies field results in the document. The field shading appears on the screen but is not printed.

Never

Never applies field shading.

Always

Always applies field shading.

When Selected

Shades field results when all or part of the field result is selected.

Window

Select the parts of the Word window you want to display.

Status Bar (all views)

Displays the status bar at the bottom of the screen.

Horizontal Scroll Bar (all views)

Displays the horizontal scroll bar.

Vertical Scroll Bar (all views)

Displays the vertical scroll bar.

Style Area Width (outline and normal views)

Displays or hides the style area, which shows the applied style names to the left of the text. To open the style area, type or select a positive decimal measurement -- for example, .5". To close the style area, type 0 (zero).

Vertical Ruler (page layout view and print preview only)

Displays the vertical ruler.

Nonprinting Characters (all views)

Select the special nonprinting characters you want to appear on the screen.

Tab Characters

Displays tab characters. ( [image])

Spaces

Displays the spaces between words as dots.

Paragraph Marks

Displays paragraph marks. ( [image])

Optional Hyphens

Displays optional hyphens ( [image]).

Hidden Text

Displays text in hidden text format with a dotted underline.

All

Displays all of the nonprinting characters listed in the box. You can also show all nonprinting characters by clicking the Show/Hide [image] button on the Standard toolbar.


General tab

Options command (Tools menu)

Modifies Word settings, such as the default units of measurement and the display of three-dimensional (3-D) effects.

  Tab Options

General Options

Sets general operating options.

Background Repagination

Repaginates documents automatically as you work.

Help For WordPerfect Users

Displays information or demonstrates a command when you press a WordPerfect for MS-DOS key combination in Word for Windows. If you select the Help Text option button, Help For WordPerfect Users displays information about the equivalent command in Word. If you select the Demo option button, Word demonstrates the command.

Navigation Keys For WordPerfect Users

Changes the functions of the PAGE UP, PAGE DOWN, HOME, END, and ESC keys to their WordPerfect equivalents.

Blue Background, White Text

Displays the text with white characters on a blue background.

Beep On Error Actions

Beeps when an incorrect action occurs.

3D Dialog And Display Effects

Displays dialog boxes with a three-dimensional look and in color.

Update Automatic Links At Open

Automatically updates any information that's linked to other files each time you open the document.

Mail As Attachment

Attaches documents to a mail message if an electronic mail program is installed on the computer.

Recently Used File List

Type or select the number of recently used filenames you want to display at the bottom of the File menu.

Measurement Units

Sets the default unit for measurements you type in dialog boxes and on the horizontal ruler. Select the standard unit of measurement you want to use as you work in Word.


Edit tab

Options command (Tools menu)

Modifies Word editing settings, such as typing to replace a selection, dragging selected text to a new location, and instructing Word to add or remove spaces during a cut-and-paste action.

  Tab Options

Editing Options

Sets editing options.

Typing Replaces Selection

Deletes selected text as soon as you start typing.

Drag-And-Drop Text Editing

Moves or copies selected text to a new location by dragging, without cutting, copying, or pasting.

Automatic Word Selection

Selects an entire word when part of the word is selected.

Use The INS Key For Paste

Uses the INS key to insert Clipboard contents into a document.

Overtype Mode

Replaces existing text, one character at a time, as you type.

Use Smart Cut And Paste

Removes unneeded spaces when you delete text, or adds spaces when you insert text.

Allow Accented Uppercase

For text formatted as French, allows proofing tools or the Change Case feature to suggest that Word add an accent mark to an uppercase letter.

Picture Editor

Select from the available applications the one you want to use as the picture editor.


User Info tab

Options command (Tools menu)

Specifies information about the primary user, such as the name, return address for envelopes, and initials used when inserting annotations.

  Tab Options

Name

Type the name you want Word to use as the author in the summary information for documents you create.

Initials

Type the initials you want Word to use for annotation marks.

Mailing Address

Once you've used the Create Envelope command, displays the return address used on envelopes when you print them.


File Locations tab

Options command (Tools menu)

Identifies the default storage location for documents, templates, and other items you create or use in Word.

  Tab Options

File Types

Select the file type for which you want to indicate a location.

Location

Displays the designated location for each file type.

Modify

Indicate the template location, directory, and drive you want to modify.  See Modify Location dialog box.


Modify Location dialog box

File Locations tab (Options command, Tools menu)

Modifies the location in your startup or WINWORD.INI file, or the Windows NT Registry.

  Dialog Box Options

Location Of Documents

Type the new location you want for your default storage location.

Directories

Select the directory that contains the files for which you want to search.

Drives

Select the drive that contains the files for which you want to search.

Create a new directory by typing in the path and the directory name.

Network

Opens the Connect Network Drive dialog box so that you can make a connection to a network drive. For more information, choose the Help button in that dialog box.


Full Screen command (View menu)

Hides all screen elements, such as toolbars, menus, scroll bars, title bars, the ruler, the style area, and the status bar. When you choose Full Screen, Word displays the Full Screen toolbar. You can also use the Full Screen feature in print preview by clicking the Full Screen button on the Print Preview toolbar.

To return the hidden elements to the screen, click the Full Screen button on the toolbar in the bottom-right corner of the screen.

  Full Screen button

_____________

See also

Customizing and Optimizing Word


Advanced Settings dialog box

Macro command (Tools menu)

Changes settings for advanced options in the Windows startup, WIN.INI, or custom .INI file. For more information, see GetPrivateProfileString$() or SetPrivateProfileString.

  Dialog Box Options

Categories

Type or select the category that contains the options you want to modify, or type your own category.

If you want to include a new category in a new or existing .INI file, type the category name, a space, and then the name of the new .INI file in parentheses.

For example, mysection (win.ini)

Startup Options

Select the startup options you want to modify. Word displays options for the category you select in the Categories box.

Option

Displays the option selected in the Startup Options box. If the option you want to change does not appear in the Startup Options box, type the name of the option. For a list of available options, see WINWORD6.INI Options (Windows).

Setting

Modify the current setting, or type the setting you want.

Delete

Deletes the selected startup option.

Set

Sets the option setting you specify or adds the new option and setting.


Reset Toolbar dialog box

Reset button (Toolbars command, View menu)

Restores the selected toolbar to its original Word settings in the selected template.

Dialog Box Options

Reset Changes Made To Toolbar Name For

Select the template in which you want to reset the selected toolbar to its original Word settings.


Modifying a toolbar button image

You can change the image on any toolbar button.

To modify a toolbar button image

1.	With the toolbar displayed, choose Customize from the Tools menu.

2.	Select the Toolbars tab.

3.	Point to the button on the toolbar whose image you want to modify.

4.	Click the right mouse button.

5.	From the shortcut menu, choose Edit Button Image.

6. In the Button Editor dialog box, modify the button image. For more information, see Button Editor dialog box.

7.	When you finish modifying the button, choose the Close button.

_____________

See also

Customizing and Optimizing Word


Definitions

Click the first letter of the word you want to look up, or press TAB to select the letter, and then press ENTER.

-A-

active document

active window

add-in

alignment

anchor

annotation

annotation mark

application Control menu

application window

arrow key

automatic link

automatic macro

automatic save

AutoText

-B-

background pagination

background printing

block (select)

body text

bookmark

bullet

-C-

cell

click

Clipboard

collapse

column break

Control Panel

crop

cut

-D-

data source

DDE (Dynamic Data Exchange)

default

delimiter

demote

destination document

device driver

dialog box

directory (folder)

document Control menu

document window

drag

drag-and-drop editing

drawing object

Drawing toolbar

drive

dropped capital letter (drop cap)

-E-

edit

embed

embedded object

endnote

endnote reference mark

expand

extend selection

-F-

field

field code

field name

field result

field type

file

file format

folder (directory)

font

font size

footnote

footnote reference mark

form

form field

format

Formatting toolbar (ribbon)

formula

frame

full screen view

-G-

global template (NORMAL.DOT)

gutter margin

-H-

hanging indent

header and footer

header row

header source

heading

heading style

hidden text

horizontal ruler

hyphen

hyphenation zone

-I-

icon

indent

index

insertion point

-J-

-K-

kerning

key assignment

-L-

landscape

leader character

line break

line spacing

link

list box

lock

-M-

macro

Mail Merge Helper

main document

manual link

master document

master document view

measurement

menu

merge

merged document

message

-N-

nonbreaking hyphen

nonbreaking space

nonprinting character

Normal document template (global template)

normal view

note reference mark

-O-

object

option

optional hyphen

outline view

overtype

-P-

page break

page layout view

pane

paste

path

portrait

position

PostScript

print preview

printer driver

promote

-Q-

-R-

read-only

read-write

record

repaginate

revision mark

ribbon (Formatting toolbar)

rule

ruler

-S-

scale

scroll bar

section

section break

select (block)

selection bar

separator character

session

side head

sidebar

sort

source file

special character

Spike

Standard toolbar

status bar

style

style area

subdocument

subscript

summary information

superscript

switch

-T-

tab stop

table

template

text box

title bar

toolbar

TrueType font

-U-

-V-

vertical alignment

vertical ruler

vertical selection

view

volume (drive)

-W-

watermark

widow and orphan

window

wizard

wordwrap

-X-

-Y-

-Z-

zoom


Add-in

A supplemental program that adds custom commands or custom features to Word. For example, you could write an add-in program that inserts drawings from an application that's not presently accessible from Word.


Alignment

The way text lines up horizontally or vertically on the page; also known as justification.

Alignment	Description
In a paragraph	Aligns text flush left, flush right, centered, or justified relative to the left and right indents (the left and right edges) of a paragraph.
At a tab stop	Aligns the left edge, right edge, center, or decimal point of the text at the tab position.
In a section	Aligns text vertically on the page relative to the top and bottom margins.


Anchor

A feature that connects a frame or framed object to a paragraph. A frame is always anchored to a paragraph. Locking an anchor to a specific paragraph ensures that the frame always appears on the same page as the paragraph to which it is anchored.

  Unlocked anchor

  Locked anchor


Annotation

A note or comment an author or reviewer adds to a document. Each annotation has an identifying mark, usually the annotator's initials and a number. Annotations appear in a separate annotation pane; double-click the annotation mark to open the annotation pane and read the comments.


Annotation mark

A mark, usually the annotator's initials and a number inside brackets, that identifies an annotation in a document. Word displays annotation marks when the annotation pane is open or when you select the Hidden Text check box, a View option in the Options dialog box (Tools menu).


Application Control menu

A menu that has commands for sizing and moving the Word window, switching to other applications, and closing Word.

To display the menu using the keyboard, press ALT+SPACEBAR.


Application window

A window that contains a running application, such as Word. The window displays the menus and provides the workspace for any document open in the application.


Arrow key

The UP ARROW, DOWN ARROW, LEFT ARROW, or RIGHT ARROW key. Each key can be used to move the insertion point or to select from a menu or a list of options.


Automatic link

A feature that Word uses to share information between files and applications. In an automatic link, information changed in one file is automatically communicated to a file to which it is linked. For example, if you link information in a Microsoft Excel spreadsheet to a chart in a Word document, a change made in the spreadsheet appears immediately in the Word chart.


Automatic macro

A macro that runs automatically in response to an event, such as the opening of a document. In Word, any macro name that begins with "Auto" runs automatically when needed. For example, with an automatic macro named AutoExec, you can automatically open the document you were last working on.


Automatic save

An option that protects your work by automatically saving a temporary copy of your document at specified intervals. An automatically saved copy of the document can be used to restore your work.

To automatically save documents, select the Automatic Save check box, a Save option in the Options dialog box (Tools menu), and then specify a time interval in minutes.

You must still use the Save command on the File menu to save the document normally when you finish working on it.


AutoText

A storage location for text or graphics you want to use again -- for example, a mailing address you use often, a standard contract clause, or a long distribution list for memos. Each selection of text or graphics is recorded as an AutoText entry and assigned a unique name. In previous versions of Word, AutoText entries were referred to as "glossary entries."


Background pagination

A feature that automatically calculates and inserts page breaks and tells the printer where to start each page in a document.

By default, Word updates page breaks whenever you pause while typing or editing, whenever you choose the Page Layout or Print Preview command, or when you print the document.


Body text

Text that is not a heading and has no level assigned to it. In outline view, Word displays a symbol to the left of body text.

  Body text symbol


Bookmark

A location or selection of text that you name for reference purposes. Word marks the location with the name you specify. Bookmarks are more than placeholders -- for example, you can use them to create and number cross-references.


Bullet

A mark, usually a round or square dot, often used to add emphasis or to distinguish items in a list. In Word, you can choose from an assortment of bullets by using the Bullets And Numbering command on the Format menu.

Example:

A bullet precedes each of the following three phrases:

Record a macro

Insert an annotation

Create a table


Cell

The basic unit of a table. In a table, the intersection of a row and a column forms one cell.


Click

To press and release a mouse button in one nonstop motion.


Clipboard

A temporary storage area for cut or copied text or graphics. You can paste the contents of the Clipboard into a Word document or into a file of another application, such as Microsoft Excel. The Clipboard holds the information until you cut or copy another selection of text or a graphic.


Collapse

In outline view, to hide body text and subheadings under headings. Collapsing a heading is the opposite of expanding. When you collapse body text and subheadings, you can focus on higher-level structure and fewer details. This makes it easy to reorganize a document.


Column break

A location in text where you designate the end of one column and the beginning of another. In page layout view and print preview, and when you print a document, text after a column break appears in a new column.

Word automatically breaks columns so that they fit on the page. You can also choose a specific location for a column break. A column break appears as a dotted line that contains the words "Column Break."


Control Panel

A Windows-based application that provides a visual way to modify your system while working with Windows. Each option that you can change is represented by an icon in the Control Panel window. These options include fonts, printers, port and network settings, keyboard and pointing-device settings, and screen colors. The settings in the Control Panel affect both Word and Windows.


Crop

To trim away the parts of a graphic you don't want to display, leaving the actual image in its original size. To crop a graphic, select it, hold down the SHIFT key, and then drag a sizing handle toward the center of the graphic.


Cut

To remove selected text or a graphic from a document so that you can place, or paste, it in another location in the active document or in another document.

Word places the cut information in a temporary storage area called the Clipboard. The Clipboard holds the information until you cut or copy another selection of text or a graphic.


Data source

A file that contains the text and graphics that vary with each version of a merged document -- for example, a list of names and addresses for a form letter you want to send to a list of clients -- or in any report in which you want to use information from a database.


DDE (Dynamic Data Exchange)

The ability of Windows-based applications to exchange information and commands with each other. For example, you can write a Microsoft Excel 4.0 macro that uses DDE to send commands to Word to print a particular document.


Default

A predefined setting. You can accept the default option settings that come with Word, or you can change them to suit your own preferences. For example, the default template Word uses when you create a new document is NORMAL.DOT, whose default settings include margins of 1.25 inches and no indents.


Delimiter

A character that separates items in a set of data. Among the delimiters used in Word are field delimiters and record delimiters.

In the following example from a data source record used when merging documents, the commas are field delimiters used to separate fields and the semicolon is a record delimiter used to separate records.

"Smith", "493 Harbor Drive", "Anytown", "WA";


Demote

In an outline, to change a heading to body text or to a lower heading level -- for example, from Heading 5 to Heading 6.


Destination document

A document that contains data, graphics, or other information created in another document or application. Using links, you can update information in a destination document each time the information changes in the source.


Device driver

A special file that tells your computer how to operate equipment such as a mouse or a printer. For example, a mouse driver makes the mouse pointer appear on the screen and translates mouse button clicks into actions.


Dialog box

A window that displays the available options when you choose a command. For example, in the Font dialog box, you can select such options as font size, font, style, and color.


Directory (folder)

A subdivision of a disk that works like a filing system to help you organize documents. For example, you can create one directory or folder called LETTERS for correspondence and another called REPORTS for monthly memos.


Document Control menu

A menu that has commands for sizing, positioning, splitting, and closing a document window.

To display the menu using the keyboard, press ALT+HYPHEN.


Document window

A rectangular portion of the screen in which you view and edit a document.

You can have multiple document windows open in the Word application window. Each document window can be divided into two parts, called panes.


Drag

To move text or a graphic or to select blocks of text by using the mouse. Position the mouse pointer on the text or graphic, and then press and hold down the mouse button while moving the mouse pointer to a new location.


Drag-and-drop editing

To drag a selection of text or graphics to a new location in a document by using a mouse.


Drawing object

A graphic created by using the tools on the Drawing toolbar in Word. You can create drawing objects such as squares, rectangles, polygons, lines, ellipses, and callouts. By combining shapes, you can create organizational charts, flow charts, maps, and other line drawings. To hide or display the Drawing toolbar, click the Drawing button on the Standard toolbar.

  Drawing button

Drawing objects are not visible in normal, outline, or master document view; to draw and modify drawing objects, you must be working in page layout view or print preview.


Drawing toolbar

A bar with tools you can use to create and position drawing objects such as squares, rectangles, polygons, lines, and ellipses. You can also add callouts to graphics.

To display or hide the Drawing toolbar, click the Drawing button on the Standard toolbar.

  Drawing button


Drive

The mechanism in a computer that turns a disk to retrieve and store information. Personal computers often have one hard disk drive labeled C and two drives labeled A and B that read floppy disks.


Dropped capital letter (drop cap)

A special format that sets off the first letter in a text paragraph for special emphasis; also called a large initial capital letter. In the following graphic, the letter "O" is a dropped capital letter.


Edit

To add, delete, move, or revise text and graphics.


Embed

To insert information created in another application -- such as a chart, an equation, or spreadsheet data -- into a Word document. Once embedded, the information -- called an object -- becomes part of the document.

When you double-click an embedded object in Word, you open the application in which the object was created, and the object is displayed and ready for editing. Any changes you make to the object are reflected in the Word document.


Embedded object

Information such as a chart, an equation, spreadsheet data, or some other type of object created in one application and inserted into another application. Both applications must support Windows and object linking and embedding, or OLE, a standard that Microsoft created to help applications share information.

When you double-click an embedded object in Word, you open the application in which the object was created, and the object is displayed and ready for editing. Any changes you make to the object are reflected in the Word document.


Endnote

A note of explanation or reference printed at the end of a section or document. You can view and edit endnotes by choosing Footnotes from the View menu.


Expand

In outline view, to display body text and subheadings under headings. Expanding a heading is the opposite of collapsing. When you expand body text and subheadings, you can focus on the details of a document.


Extend selection

To increase the size of a selection. When you extend a selection, it grows progressively larger each time you press the F8 key. To select a word, sentence, paragraph, section (if applicable), or entire document, press F8 repeatedly until the amount of text you want is selected. To reduce the size of a selection, press SHIFT+F8.

When you extend a selection, you can also enlarge or shrink the selection by using the arrow keys or any of the other keys that move the insertion point within text.


Field

A set of codes that instruct Word to insert text, graphics, page numbers, and other material into a document automatically. For example, the DATE field inserts the current date, and the TIME field inserts the current time. You can also use fields to insert variable data into merged documents, such as form letters.


Field code

A field that appears as special instructions enclosed by field characters: {}. For example, the field code {includetext c:\\letters\\richard.ltr} inserts the text of the file called RICHARD.LTR each time this field code appears in the document.

To see field codes in a document as you work, choose Options from the Tools menu, select the View tab, and then select the Field Codes check box. To display field results instead, press ALT+F9.


Field name

The name of a category of information in a mail merge data source -- for example, "City," "State," and "PostalCode" might be field names in an address list.

A field name can contain only letters, numbers, and the underscore character (_); it can have no more than 40 characters; and it should not include spaces.


Field result

Text or graphics inserted into a document because of the action of a field. For example, the result of the INCLUDE field {include c:\letters\richard.ltr} is the text of the file called RICHARD.LTR.


Field type

The name that identifies the action or the effect the field has in the document. Examples of field types are AUTHOR, COMMENTS, and DATE.


File

A document that has been created, then saved, under a unique filename. Word stores all documents as files.


File format

The format in which data is stored in a file. By default, Word stores documents in the Word Document format, which retains all formatting applied in the current version of Word.

Word can read, import, and save several file formats, including WordPerfect, RTF, and earlier versions of Microsoft Word for Windows. To change a file format, choose Save As from the File menu, and select the format you want from the list in the Save File As Type box.


Font

The complete collection of characters in a given typeface, including lowercase and uppercase letters, small capital letters (if available), accented characters, numerals, fractions, symbols, and punctuation. Arial and Times New Roman are examples of fonts.

Font name	Example
Arial	A
Times New Roman	A


Font size

In Word, the size (height) of text characters, measured in points. There are 72 points per inch.

Examples:

8 points

24 points


Footnote

A note of reference, explanation, or comment. In Word, you can place footnotes at the bottom of a page or immediately beneath text on a page by using the Footnote command on the Insert menu. To view and edit footnotes, choose Footnotes from the View menu.


Form

A document that contains fill-in blanks, or form fields, in which you type or enter information. For example, you can create an online form in Word that uses drop-down lists of choices from which users can select information in a job application or on a registration form.


Form field

In a form, a location where a particular type of data is stored -- for example, an address field.

In Word, you can insert drop-down, text, or check box form fields into a form by using the Form Field command on the Insert menu.


Format

An attribute that determines how text appears on a page. In Word, you can apply formats to control the appearance of various parts of a document.


Formatting toolbar (ribbon)

A bar with buttons and options you can use to apply commonly used text formats; previously known in Word as the ribbon.

To display or hide the Formatting toolbar, choose Toolbars from the View menu, and then select Formatting.


Formula

A mathematical statement or equation, such as 3x = 1/2y.

To print logical and mathematical symbols and formulas, use the Equation Editor. For more information about the Equation Editor, double-click the Help button on the Standard toolbar, and then type equation editor

  Help button


Frame

A box you add to mark an area of a document -- for example, a block of text, a graphic, or a chart -- so that you can easily change its position on a page.

When you move the frame to a new location, Word automatically makes room for the frame at the new location. When you position framed items in page layout view, you can see exactly how they will look on the page.


Full screen view

A view in which you see only a document on screen without rulers, toolbars, and other screen elements. In full screen view, you can choose commands with shortcut keys and display shortcut menus while you work.

To switch to full screen view, choose Full Screen from the View menu. To return to the previous view, click the Full Screen button in the bottom-right corner of the screen or press ESC. If you are in print preview, click the Full Screen button on the Print Preview toolbar.

  Full Screen button


Global template  (NORMAL.DOT)

A special document with default settings on which Word bases new documents. When you create a new document, Word bases the new document on the global (Normal) template -- NORMAL.DOT -- unless you choose a different one.

The Normal template is also where Word stores items that are available to all documents, including AutoText entries, macros, menu assignments, toolbar button assignments, and keyboard assignments.


Gutter margin

Extra space at the left edge of the page (or inside edge, if you selected the Mirror Margins option) to accommodate a binding. In the following graphic, the additional white space on the inside edge of each page is a mirror margin.

To set a gutter margin, choose Page Setup from the File menu, select the Margins tab, and then type or select a measurement in the Gutter box.


Hanging indent

A paragraph format in which the first line of a paragraph extends to the left of the remainder of the paragraph. Common uses for the hanging indent are bulleted or numbered lists.

  Text with a hanging indent

  Numbered list with a hanging indent


Header and footer

A header, which can consist of text and graphics, appears at the top of every page in a section. A footer appears at the bottom of every page. Headers and footers often contain page numbers, chapter titles, dates, and author names.

You can create, edit, and view headers and footers by choosing Header And Footer from the View menu.


Header row

The first row (record) in a mail merge data source. The header row contains the field names for the categories of information in the data source. The header row can also be stored in a separate document called the header source.

When you merge documents, Word replaces the field names in the main document with information stored in the data source. For example, the field name "city" is replaced with "Paris."


Header source

A document that contains the header row (header record) to be used with the data source specified for a mail merge main document. The header row contains the field names for the categories of information in the data source.

Using a header source is a convenient way to use the same set of field names with various data sources.


Heading

A title for a part of a document formatted with one of nine heading level styles in Word -- for example, a chapter title. In outline view, Word displays a symbol to the left of every heading.

  A heading with subtext

  A heading without subtext


Heading style

A format given to a heading. A heading style can be applied to text while you are working in any view except print preview. Word has nine different built-in heading styles, Heading 1 through Heading 9.


Hidden text

A character format that allows you to show or hide specified text. Word indicates hidden text on the screen by underlining it with a dotted line.

You can choose whether or not to view hidden text on the screen by selecting the Hidden Text check box, a View option in the Options dialog box (Tools menu). To print hidden text, select the Hidden Text check box, a Print option in the Options dialog box (Tools menu).


Hyphen

A punctuation mark, similar to a dash, used to connect the parts of a compound word or between syllables of a word, especially when divided at the end of a line. Word has three kinds of hyphens.

Hyphen	Description
Regular	Always hyphenates words, splitting words or syllables at the end of a line.
Optional	Allows you to choose where to hyphenate a word. If the entire word will not fit on one line, Word will split the word where you specify.
Nonbreaking	Inserts a hyphen between words or syllables that keeps the words or syllables on the same line.


Hyphenation zone

An unmarked area reserved within the right margin of a document. If a word falls into the hyphenation zone, Word determines whether or not a word should be hyphenated.

You can reduce the number of hyphens by making the hyphenation zone wider, and reduce the raggedness of the right margin by making the hyphenation zone narrower. To change the size of the hyphenation zone, type or select the measurement you want in the Hyphenation Zone box, an option in the Hyphenation dialog box (Tools menu).


Icon

A graphical representation of a file-level object -- for example, a disk drive, a directory or folder, an application, a document -- that you can select or open.

Examples:

  Microsoft Word icon

  MS-DOS icon

  Microsoft Excel icon


Indent

The distance between text boundaries and page margins. Positive indents make the text area narrower than the space between margins. Negative indents allow text to extend into the margins. A paragraph can have left, right, and first-line indents.

Indents can also be measured relative to columns in a section, table cells, and the boundaries of positioned objects.


Index

A list of names, places, and subjects, usually alphabetized, found in a document. Each entry lists the page number where the item is found in the document.


Insertion point

A vertical blinking bar on the Word screen that shows your location in a document and where the next text or graphics will be inserted. The insertion point also determines where Word will begin an action you choose, such as checking spelling or searching for designated text.

  Insertion point

  Italic insertion point


Kerning

Used to slightly reduce the spacing between pairs of letters to improve the overall appearance of text. The amount of adjustment depends on the font design and specific pairs of letters.

You can use automatic kerning only with proportionally spaced TrueType fonts or similar scalable fonts that are larger than a certain minimum size. The minimum size varies from font to font.


Key assignment

A key or combination of keys that performs a function. For example, F1 is the assigned key for opening Help. You can change current key assignments and assign commands, macros, fonts, AutoText entries, styles, and common symbols to keys.


Landscape

A term used to refer to horizontal page orientation; opposite of portrait, or vertical, orientation.

  Landscape

  Portrait


Leader character

A solid, dotted, or dashed line that fills the space taken by a tab character. For example, leader characters are often used in a table of contents to draw the reader's eye across the space between a chapter name and the page on which it begins.

Example:

Chapter 1.............................Page 5


Line break

A place in text where you want to end one line and start another without starting a new paragraph. Word represents a line break you insert with a newline character:

To create a line break, press SHIFT+ENTER.


Line spacing

The amount of space from the bottom of one line of text to the bottom of the next line. Word bases the line spacing on the font size of the text. For example, in single-spaced lines that contain 10-point text, the line spacing is approximately 10 points.

Word adjusts the line spacing to accommodate the largest font or the tallest graphic in that line.


Link

To insert a copy of information created in Word or another application into another document while maintaining a connection between the two documents. When the information changes in the source file, the changes are reflected in the destination document. You can choose to update linked information either manually or automatically.

When you link a Word document to another file, Word stores the link in the form of a field code that represents the source of the linked information.


List box

Any type of box containing a list of valid selections for an option. Some list boxes stay the same size; others drop down to display the list of items. In the following graphic, the list box contains the names of major cities.


Lock

When working with fields, to preserve the current result of a field or a link by preventing the field or link from being updated or changed. For example, after you update a form letter you send out on the first day of every month, you could lock the fields until the following month. A field is protected until you unlock it.

When working with master documents, a special type of file locking that makes it easier for several people to work simultaneously on a master document and its subdocuments. When you open a master document, Word opens the subdocuments that you created as read-write files. You can both view and edit these subdocuments. Word opens the subdocuments you didn't create as read-only files. You can view these locked subdocuments, but you cannot make changes to them until you unlock them.


Macro

A sequence of actions that is named and stored. When you run a macro, Word performs all the assigned actions in sequence. You can assign a macro to a key, a combination of keys, a toolbar button, or a menu.


Mail Merge Helper

A feature that helps you prepare merged documents, such as mailing labels, personalized form letters, and catalogs. The Mail Merge Helper merges the main document (which contains the text and graphics that remain the same from document to document) with the data source (which contains the information that varies from document to document).

To use the Mail Merge Helper, choose Mail Merge from the Tools menu.


Main document

When merging documents, the main document that contains the text and graphics that stay the same for each version of the merged document -- for example, a form letter.


Manual link

A feature that Word uses to pass information between files and applications. When you use a manual link, changes occur only when you request an update.


Master document

A Word document that takes some or all of its contents from one or more Word documents. With a master document, you can efficiently manage large projects with multiple documents and authors.


Master document view

A view that helps you organize and maintain a long document -- such as a book or a multipart report -- that is divided into several smaller documents called subdocuments. In master document view, you can work in a single document window and still see the overall organization of the subdocuments.


Measurement

A measured distance. Word uses the following measurement units.

Unit	Equivalents
Centimeter (cm)	2.54 centimeters = 1 inch
Inch (in or ")	1 inch = 72 points = 6 picas
Line (li)	1 line = 12 points =  1/6 inch
Pica (pi)	1 pica = 12 points = 1/6 inch
Point (pt)	12 points = 1 line =  1/6 inch


Menu

A list of commands that drops down from the menu bar. Word displays the menu bar across the top of an application window and lists the menu names, such as File and Edit.


Merge

To combine a main document with information from a data source by using the Mail Merge command (Tools menu). The main document contains the text, punctuation, spaces, graphics, and other information that you want to be the same in each resulting merged document, such as a form letter. The data source contains the information, such as names and addresses, that varies in each merged document.


Merged document

A document created by merging a main document and a data source -- for example, a form letter. The main document contains text that is the same in every copy of the letter. The data source contains the variable information, such as names and addresses, for each letter.


Message

A notice on the screen that informs you of a problem, suggests a solution, or asks for more information. Messages appear in the status bar at the bottom of the screen, in a message box, or as bold text in a document.

When Word displays a message, you can choose the Help button for immediate help, with the following exceptions:

  Field error messages that appear as bold text in a document

  Some low-memory messages


Nonbreaking hyphen

A hyphen used in hyphenated text when you want to prevent a line break in a hyphenated word -- for example, "forget-me-not."


Nonbreaking space

A space used when you want to prevent a line break between two words -- for example, to keep together an abbreviated title and a name, such as "M. Poirot."


Nonprinting character

Characters that are not letters, numbers, or punctuation marks -- such as tab characters, paragraph marks, and spaces -- that can appear on the screen but do not appear in a printed document.

You can control the display of nonprinting characters on the screen by setting options on the View tab in the Options dialog box (Tools menu) or by clicking the Show/Hide [image] button on the Standard toolbar.

  Show/Hide [image] button


Normal view

The view you see when you start Word. Used for most editing and formatting tasks, normal view shows text formatting and a simplified layout.

You can quickly switch to normal view by clicking the Normal View button on the horizontal scroll bar.

  Normal View button


Note reference mark

A number, character, or combination of characters that indicate that additional information is contained in a footnote or endnote. In the following graphic, the number 12 is a note reference mark.


Object

A table, chart, graphic, equation, or other form of information you create and edit, often with an application other than Word, and then insert and store in a Word document.


Option

A choice in a dialog box that you select to carry out a Word command. For example, in the Print dialog box, you can set the number of copies you want to print, a range of pages, and whether you want to collate the printed copies.


Optional hyphen

( [image])  Optional hyphen

A hyphen you insert to indicate where you want to break a word if a word needs to be divided at the end of the line.


Outline view

A view of a document that shows its structure. Outline view shows the headings of a document indented to represent their level in the document structure. Outline view makes it easy to move quickly through a document, change the relative importance of headings, and rearrange large amounts of text by moving headings.

You can quickly switch to outline view by clicking the Outline View button on the horizontal scroll bar.

  Outline View button


Overtype

An option for replacing existing characters one by one as you type. You can select overtype mode by pressing the INSERT key or by double-clicking "OVR" on the status bar. When you work in overtype mode, the letters "OVR" appear in black in the status bar at the bottom of the Word window.


Page break

The point at which one page ends and another begins. In page layout view and print preview, and in a printed document, text after a page break appears on a new page.

Page breaks can be inserted automatically or manually. When the current page is full, Word automatically starts a new page. These page breaks are called automatic, or soft, page breaks, and appear as a single dotted line across the page. You can also insert page breaks manually when you want a page to break at a particular place. Page breaks that you insert are called manual, or hard, page breaks, and appear as a dotted line that contains the words "Page Break."


Page layout view

A view of a document as it will appear when you print it. Items such as headers, footnotes, columns, and framed objects appear in their actual positions. You can also edit and format text in page layout view -- for example, you can drag framed objects to new positions.

You can quickly switch to page layout view by clicking the Page Layout View button on the horizontal scroll bar.

  Page Layout View button


Pane

Each document window can be divided into two parts, called panes. You can scroll within each pane to view different parts of a document at the same time.

In normal view and outline view, you can view and edit headers and footers, footnotes, and annotations in separate panes.


Paste

To insert cut or copied text or graphics into a document at the insertion point from the temporary storage area called the Clipboard.


Path

Information you type or select to find or point to a file or other information. For example, you might type or select c:\winword\winword.exe -- the drive name, directory name, and filename -- to identify the location for Word for Windows.


Portrait

A term used to refer to vertical page orientation; opposite of landscape, or horizontal, orientation.

  Portrait

  Landscape


Position

The specific placement of graphics, tables, and paragraphs on a page. In Word, you can assign an item to a fixed position on a page by adding a frame.


PostScript

A page-description language that offers flexible font capability and high-quality graphics. PostScript uses English-like commands to control page layout and to load and scale fonts on many printers.


Print preview

A view that shows how a document will look when you print it. You can view one or two pages at a time, magnify or reduce the size of the page on the screen, check page breaks, and make changes to text and formatting.

To display a document in print preview, choose Print Preview from the File menu.


Printer driver

A file with information Word needs to work with each of the printers supported in Word, including codes for controlling the printer, a list of the fonts available on the printer, and the dimensions of the characters in each font. These files have the extension .DRV.


Promote

In an outline, to change body text to a heading, or to change a lower heading level to a higher heading level -- for example, from Heading 6 to Heading 5.


Read-only

An option that allows you to view, but not make changes to, a document. You can designate that a Word document be read-only by choosing Open from the File menu, and then selecting the Read Only check box.


Read-write

An option that allows you to open, view, and make changes to a document. By default, you can make changes to any Word document unless you select the Read Only check box after you choose Open from the File menu.


Record

A row of information in a data source that Word inserts into another document when creating a merged document, such as a form letter.

Example:

Tony Cartone, 1234 Main St., Anytown


Repaginate

The ability of Word to calculate and insert page breaks at the correct locations in a document. By default, Word continually recalculates the amount of text on the page and adjusts automatic, or soft, page breaks.


Revision mark

Marks that show where you or others make deletions, insertions, and other editing changes in a document. Word can mark revisions in two ways: by marking revisions as you make changes or by marking revisions later when it compares two versions of a document.

To specify whether to show revision marks and how inserted, deleted, and changed text will appear, select the Revisions tab in the Options dialog box (Tools menu).

Revision marks can appear as follows:


Rule

A straight vertical or horizontal line between columns in a section, next to paragraphs, or in a table. You can assign a variety of widths to a rule. In Word, a rule is usually referred to as a border. The following graphic shows several types of rules.


Horizontal ruler

A bar displayed across the top of the document window. You can use the horizontal ruler to view and set paragraph indents, tab stops, page margins, and the width of columns.

To display the horizontal ruler, choose Ruler from the View menu.

In print preview and page layout view, Word also displays a vertical ruler that you can use to adjust top and bottom page margins and row height in tables.


Scale

To reduce or enlarge a graphic by dragging a handle or by typing dimensions in the Picture dialog box (Format menu).


Scroll bar

A graphical device for moving vertically and horizontally through a document with a mouse. Scroll bars are located at the right and bottom edges of a document window.

  Scroll bar


Section

A portion of a document in which you set certain page formatting options. You create a new section when you want to change such properties as line numbering, number of columns, or headers and footers. Until you insert section breaks, Word treats a document as a single section.


Section break

The point at which you end one section and begin another because you want some aspect of page formatting to change, such as a header or the number of columns. A section break appears as a double dotted line that contains the words "End of Section."


Select (block)

To indicate the text and graphics in a document that you want the command you choose to act on. For example, if you want to make text bold or copy it to a new location, first select (or "block") the text by holding down the mouse button and dragging the pointer over the text to highlight it. Then either choose a command or click a toolbar button to carry out the action.


Selection bar

An unmarked area to the left of each paragraph. By clicking in the selection bar, you can quickly select a line, a paragraph, or an entire document.

In a table, each cell has its own selection bar at the left edge of the cell. In the following graphic, a dotted line shows the location of the selection bar.


Separator character

A character -- such as a paragraph mark, comma, or tab character -- used to separate text or other elements in a document.


Session

When you start Word, you begin a session. When you quit Word, you end a session.


Side head

A heading that is positioned in the margin of a document, outside the usual text area. In the following graphic, the text on the left side of the page is a side head.


Sidebar

A short article that accompanies and presents information about a topic in a larger article. A sidebar is interesting in its own right, but may be too lengthy to fit within the main article. With Word, you can easily select and position paragraphs as a sidebar.


Sort

To arrange items in a selection into a new order. You can sort alphabetically, numerically, or by date.


Source file

A file or document that provides data, graphics, or other information to another document through a link. When you change information in a source file, you can update the linked information in the document to which it is linked, sometimes called a destination document.


Special character

A character or symbol that doesn't appear on the keyboard but can be displayed on the screen and printed, such as the copyright symbol ( [image]).

To insert a special character into a document, choose Symbol from the Insert menu, select the Special Characters tab, select the special character you want, and then choose the Insert button.


Spike

A special AutoText entry that allows you to cut and paste a collection of text or graphics when you want to remove multiple items from a document, and then insert them as a group in another location.


Standard toolbar

A bar with buttons that perform some of the most common tasks in Word, such as opening, copying, and printing files.

To display or hide the Standard toolbar, choose Toolbars from the View menu, and then select Standard.


Status bar

A bar at the bottom of the Word window that displays information about the current status of the document and application, such as the page and section number at the insertion point, and whether Word is in overtype mode or is recording a macro.


Style

A collection of formats -- such as font, point size, and indents -- that you name and store as a group. When you apply a style to selected text, Word applies all formatting instructions in that style at once. To apply a style, select the text you want to format, and then select the style name in the Style box on the Formatting toolbar.

Word has paragraph and character styles. A paragraph style controls all aspects of a paragraph's overall appearance, such as text alignment, tab stops, line spacing, and borders. A character style affects only selected text to which you apply any of the formats of the Font command (Format menu), such as the font and size of text, and bold and italic formats.


Style area

A vertical area along the left edge of the document window that displays the style name for each paragraph. You can display style names by typing or selecting a measurement in the Style Area Width box, a View option in the Options dialog box (Tools menu).


Subdocument

A Word document that is a subset, or subdocument, of a long document. Each subdocument is contained in and connected to the long document, which is called the master document. By dividing a master document into smaller subdocuments, you can more easily organize and manage the long document.


Subscript

Text that appears slightly lower than other characters in a line. Subscript is often used in scientific formulas. In the graphic above, the numbers "2" and "4" are in subscript format.


Summary information

Descriptions and statistics about a document, such as the title, author, comments, and revision number. You can view or change summary information with the Summary Info command on the File menu.


Superscript

Text that appears slightly higher than other characters in a line. Word automatically formats note reference marks in superscript. In the graphic above, the number "12" is in superscript format.


Switch

When working with fields, a special instruction that causes a specific action to occur. Generally, an option is added to a field to modify a result. For example, you can display a month in a DATE field as a number, as an abbreviation, or by its full name, depending on the switch.


Tab stop

A measured position for placing and aligning text at a specific place on a page. Word has four kinds of tab stops, each with a different alignment.

Button	Alignment
	Left Text extends to the right from the tab stop.
	Center Text is centered at the tab stop.
	Right Text extends to the left from the tab stop until the tab's space is filled -- then text extends to the right.
	Decimal Text before the decimal point extends to the left, and text after the decimal point extends to the right.


Table

One or more rows of cells commonly used to display numbers and other items for quick reference and analysis. Items in a table are organized into rows and columns.

In a table, the intersection of a row and a column forms one cell, in which you type text or insert graphics or data.

You can convert existing text into a table by choosing Convert Text To Table from the Table menu.


Template

A special kind of document that provides basic tools for shaping a final document. Templates can contain the following elements:

Text or formatting that is the same in every document of the same type, such as a memo or report

Styles

AutoText entries

Macros

Menu and key assignments

Toolbars


Text box

A box in a dialog box in which you type information needed to carry out a command. For example, when you choose the Find command from the Edit menu, you type the text you are searching for in the Find What box.

Example:


Title bar

A horizontal bar at the top of a window, dialog box, or toolbar that shows the name of the document, application, or toolbar.


Toolbar

A bar with buttons that perform some of the most common tasks in Word, such as opening, copying, and printing files. Some toolbars are available throughout Word, including the Standard and Formatting toolbars. Other toolbars, such as the Outlining toolbar, are available only when you perform a specific task. You can also create custom toolbars.

To display a list of toolbars that are available in Word, choose Toolbars from the View menu.

You may need to enlarge the Word window to the full width of the screen to see the entire toolbar.


TrueType font

A font (typeface) that appears in a printed document exactly the way it appears on the screen. TrueType fonts are scalable to any font size. Several of these fonts are installed automatically when you install Windows.


Vertical alignment

The placement of text on a page in relation to the top, bottom, or center of the page.


Vertical ruler

A bar displayed along the left side of the document window. You can use the vertical ruler to adjust top and bottom page margins and row height in tables.

Word displays the vertical ruler automatically in print preview and page layout view. To hide the vertical ruler, switch to a different view.

Word also has a horizontal ruler that you can use to indent paragraphs, set tab stops, adjust page margins, and change the width of columns in a table.


Vertical selection

A rectangular block of highlighted text or graphics.

To select portions of text in consecutive paragraphs without selecting entire paragraphs with the mouse, hold down ALTand then drag. You can also pressCTRL +SHIFT+F8, and then use the arrow keys.

  Normal selection

  Vertical selection


View

A display that shows certain aspects of the document. Word has six views: normal, outline, page layout, master document, print preview, and full screen,

To display a document in normal, outline, page layout, or master document view, or to use the Full Screen feature to hide all screen elements such as toolbars, menus, and scroll bars, choose the view you want from the View menu. To display a document in print preview, choose Print Preview from the File menu.

You can quickly switch to normal, outline, or page layout view by clicking the button on the horizontal scroll bar for the view you want.

  Normal View button

  Outline View button

  Page Layout View button


Watermark

Text or a graphic -- for example, a company logo -- that appears on every page of a document.

To repeat text or a graphic on every page, you must put them into the header or footer. They will be printed wherever on the page you place them; that is, they do not have to be confined to the area at the top or the bottom of the page.


Widow and orphan

A widow is the last line of a paragraph printed by itself at the top of a page. An orphan is the first line of a paragraph printed by itself at the bottom of a page. The default setting in Word prevents widows and orphans. To change the default setting, clear the Widow/Orphan Control check box, a Pagination option on the Text Flow tab in the Paragraph dialog box (Format menu).


Window

A rectangular area on the screen in which you view and work on documents. You can have more than one document window open at a time.


Wizard

A Word feature that asks questions and then uses your answers to automatically lay out and format a document, such as a newsletter or resume.


Wordwrap

As you type, the automatic adjustment of text between the right and left margins that starts a new line when necessary.


Zoom

Magnifying or reducing the view of a document. You can zoom in to magnify the document for a close-up look or zoom out so that the entire page shows on the screen at one time.


Active document

The document in which you are working. Most Word commands or actions you carry out affect only the active document -- for example, text that you type or graphics you insert appear in the active document. The title bar in the active window is highlighted.


Active window

The window in which you are working. The active window contains the insertion point or a selection of text or graphics. The title bar in the active window is highlighted.


Background printing

An option that allows you to continue working in Word while you print a document. By default, Word prints in the background, which uses memory. To speed up printing, clear the Background Printing check box, a Print option in the Options dialog box (Tools menu).


Exchanging Information with Other Applications

Overview

Embedding objects

Embedding an object

Embedding a selection from an existing file

Editing an embedded object

Converting an embedded object to a different file format

Converting an embedded object to a graphic

Linking information

Creating a link to another file or Word document

Updating a link

Locking or unlocking a link

Editing linked information

Breaking a link

Reconnecting or changing a link

Reducing the file size of a document that contains linked graphics

Switching between Microsoft applications


Overview of Exchanging Information with Other Applications

With the linking and embedding features available in Word, you can include information, or objects, created in other applications. The main difference between linking and embedding is where the data is stored. Embedded objects become part of the Word document. Linked information, on the other hand, is stored in the source file; the Word document stores only the location of the information in the source file but displays a graphic representation of the linked data.

Embedding an object

Embedding means inserting information  such as a chart, an equation, or spreadsheet data  into a Word document. Once embedded, the information, or object, becomes part of the Word document. When you double-click an embedded object in Word, you open the application in which the object was created; the object is displayed and ready for editing. When you return to Word, the Word document reflects any changes you've made to the object. You can embed an existing object, file, or selection, or you can create and embed a new object.

Linking information in another file or Word document

Let's say you are preparing a monthly report for the accounting department that must include up-to-date sales data. The sales department maintains this constantly changing data in a Microsoft Excel worksheet. You can link all or part of the sales worksheet to a Word document and specify that this document be updated automatically if the worksheet changes.

When you link a Word document to another file, Word stores the link in the form of a field code that represents the source of the linked information. You can choose whether or not to store a graphic representation of the linked information in the Word document you have linked to it.

You can create links between two Word documents or between a Word document and a file created in another application. Once you have established a link, you can quickly check for and retrieve new data, or you can specify that Word update the linked data as soon as it changes in the source file.

_____________

See also

Exchanging Information with Other Applications


Embedding a selection from an existing file

You can embed in a Word document a selection from a file created in another application.

To embed a selection from an existing file

1.	In Word, position the insertion point where you want to embed the selection.

2.	Switch to the source application, and then open the file from which you want to select information to embed in a Word document.

3.	Select the information you want to embed in the Word document.

4.	From the Edit menu in the application the selection was created in, choose Copy.

5.	Switch to Word, and then choose Paste Special from the Edit menu.

6.	Select the Paste option button.

7.	In the As box, select the first item with the word "object" in its name.

To display the embedded information as an icon in the Word document, select the Display As Icon check box.

8.	Choose the OK button.

Note

When you embed an object, Word adds an EMBED field to the document. If you see this field instead of the object you embedded, select the field and press SHIFT+F9, or choose Options from the Tools menu, select the View tab, clear the Field Codes check box, and then choose the OK button

_____________

See also

Exchanging Information with Other Applications


Embedding an object

You can include information created in other applications -- such as charts, graphics, and spreadsheet data -- in a Word document by embedding it. You can then edit and format the information, or object, while you are working in Word. To edit an embedded object created in another application, you must have the other application installed on your computer.

To embed an object

1.	Position the insertion point where you want to embed the object.

2.	From the Insert menu, choose Object.

3.	Do one of the following:

To embed a new object, select the Create New tab. In the Object Type box, select the type that describes the application in which you want to create the object, and then choose the OK button.

The contents of the list depend on which applications installed on your computer support linking and embedding.

To embed an existing object, select the Create From File tab. In the File Name box, type or select the name of the object you want to embed, and then choose the OK button.

If you do not see the file that you want to embed, select a different drive or volume, directory or folder, or choose the Find File button to search for the file you want.

To display the embedded object as an icon in the Word document, select the Display As Icon check box.

4.	To return to Word, do one of the following:

If the object was created in another application that is in a separate window, choose Quit or Exit from the File menu in that application. If a message appears asking if you want to update the document, choose the Yes button.

If the application temporarily replaces some of the Word menus and toolbars, click anywhere outside the embedded object.

Using the Paste Special command     If you are working in the source application, you can embed an existing object by using the Paste Special command on the Edit menu. See Paste Special command.

Note

An embedded object increases the file size of a Word document because the object is stored in the Word document. If you want to reduce the file size, see Converting an embedded object to a graphic.

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Exchanging Information with Other Applications


Editing an embedded object

You can modify an embedded object directly in the Word document. When you double-click an embedded object, it opens the original application so that you can edit the object. For certain applications, some of the menus and toolbars in Word are temporarily replaced by those in the original application. For other applications, a separate window opens, which contains the object in its original application.

To edit an embedded object directly

1.	Double-click the embedded object.

2.	Edit the object.

3.	Do one of the following:

If you are editing the object in a separate application window, choose either Exit or Quit from the File menu to return to Word.

If you are editing the object in an application that temporarily replaces the Word menus and toolbars, click anywhere outside the embedded object to return to Word.

Tip

You can use a shortcut menu to carry out common commands for editing an embedded object. Click the embedded object with the right mouse button, and then choose a command from the shortcut menu.

To edit an embedded object by using the Object command

1.	Select the object you want to edit.

2.	From the bottom of the Edit menu, choose the name of the object you want to edit, and then choose Edit.

If you see both an Edit command and an Open command, choose Open to edit the object in its own application window, or choose Edit to edit the object in the Word window (the Word toolbars and menus may change).

Note

Some embedded objects, such as video and sound clips, play when you double-click them, instead of opening an application for editing. To edit one of these objects, select it, choose the name of the object from the Edit menu, and then choose Edit.

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Exchanging Information with Other Applications


Converting an embedded object to a different file format

You can convert an embedded object to a different file format by selecting another application to be the object's source application. For example, suppose you receive a Word document that has a Microsoft Excel worksheet embedded in it. Whether or not Microsoft Excel is installed on your computer, you can specify which application you will use in the future to edit the embedded worksheet.

To convert an embedded object to a different file format

1.	Select the embedded object whose source application you want to change.

2.	From the Edit menu, choose the name of the object you want to convert, and then choose Convert.

3.	Do one of the following:

To permanently convert the embedded object to the file format you specify in the Object Type box, select the Convert To option button.

To temporarily activate all embedded objects of the selected type in the file format you specify in the Object Type box, select the Activate As option button.

When you edit the object, you use the file format you specified, but when you save the object, it is saved in its original file format.

4.	In the Object Type box, select the application whose file format you want to convert the embedded object to, and then choose the OK button.

Note

If you upgrade to a more recent version of an application after creating an embedded object with that application and then want to edit the object, you must first convert the object to the current version of the application.

Some applications can convert files created in older versions of the application to the newer version when you open the file. When you run the application's setup program, you may be able to specify whether files are converted when you open them.

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Exchanging Information with Other Applications


Converting an embedded object to a graphic

You can reduce the file size of a document containing an embedded object by converting the embedded object to a graphic. If you double-click the object after converting it to a graphic, Word opens a separate window and displays the Drawing toolbar so that you can edit it just as you would edit any other graphic.

To convert an embedded object to a graphic

Select the embedded object, and then press CTRL+SHIFT+F9.

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Exchanging Information with Other Applications


Reducing the file size of a document that contains linked graphics

When a Word document contains a link to a graphics file, you can reduce the size of the Word document by storing only the link. By default, Word stores in the Word document a "picture" of the linked graphic, which increases the file size of the Word document by the number of bytes in the picture.

To reduce the file size of a document that contains linked graphics

1.	From the Edit menu, choose Links.

2.	In the Source File box, select the link or links to the graphics files.

3.	Clear the Save Picture In Document check box, and then choose the OK button.

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Exchanging Information with Other Applications


Creating a link to another file or Word document

You can create a link to share information between two Word documents or between a Word document and a file created in another application.

To create a link between a Word document and a file created in another application, you must be running both applications and the file in the other application must support dynamic data exchange (DDE) or object linking and embedding (OLE).

To create a link to another file or Word document

1.	Make sure that you save the source file  before you link the information.

2.	In the application in which the information you want to link was created, open the source file and then select the information you want to link.

3.	From the Edit menu, choose Copy.

4.	Switch to the Word document, and then position the insertion point where you want to insert the linked information.

5.	From the Edit menu, choose Paste Special.

6.	Select the Paste Link option button.

7.	Under As, select the option you want, and then choose the OK button.

To create a link to another file or Word document without leaving Word

1.	From the Insert menu, choose Object.

2.	Select the Create From File tab.

3.	In the File Name box, type or select the name of the file to which you want to link.

4.	Select the Link To File check box, and then choose the OK button.

Using this procedure, you can create a link only to an entire file; you cannot link to a selection in a file.

Note

Word creates links as automatic links by default. Word updates automatic links each time you open the document and each time the data in the source document changes, whereas it updates manual links only when you specify. To change the way Word updates links, see Updating a link.

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Exchanging Information with Other Applications


Reconnecting or changing a link

You may lose a link if you rename or move its source file. If this happens, you must reconnect the link to its original source file or redirect the link to a different file. If you redirect the link to a different file, that file (the new source file) must have been created in the same application as the original source file.

To reconnect or change a link

1.	From the Edit menu, choose Links.

2.	Select the link you want to reconnect or change.

To select multiple links, hold down CTRL while you click on each link.

3.	Choose the Change Source button.

4.	In the File Name box, type or select the name of the file to which you want to reconnect or change the link, and then choose the OK button.

If you do not see the file you want to open, select a different drive, directory, or folder, or choose the Find File button to search for the file you want.

If you have other links to the same source file, make sure you change all links from the previous source file to the new source file.

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Exchanging Information with Other Applications


Updating a link

Word can update linked information in a Word document whenever the linked information in the source file changes. You can specify either automatic or manual updating for each link. Word updates automatic links whenever you open the Word document and any time the source file changes while the Word document is open. Word updates manual links only when you choose the Update Now button in the Links dialog box (Edit menu) or use the shortcut key, F9.

If you change any text or numbers in linked material while working in a Word document, the changes will be overwritten when Word updates the linked material. However, if you can change formatting -- such as bold or italic format or centered paragraph alignment -- Word retains the changes and applies them to the material when it is updated.

To control how links are updated

1.	From the Edit menu, choose Links.

2.	In the Links box, select the link to the information you want to update.

To select multiple links, hold down CTRL while you click each link.

3.	Do one of the following:

To update linked information every time a change occurs in the source file, select the Automatic option button next to Update.

To update linked information only when you choose to, select the Manual option button next to Update.

4.	Choose the OK button.

To update a link manually

1.	From the Edit menu, choose Links.

2.	In the Links box, select the link to the information you want to update.

3.	Choose the Update Now button.

For each selected link, Word reflects in the destination document any changes made in the source file since the last update.

4.	Choose the Close button.

Using the keyboard     You can quickly update links with shortcut keys. Select the links you want to update, and then press F9.

To update links each time a Word document is printed

1.	From the Tools menu, choose Options.

2.	Select the Print tab.

3.	Under Printing Options, select the Update Links check box, and then choose the OK button.

Note

Make sure that the computer's clock is always properly set. Word uses the date of the source files when it is updating links to determine which file is more recent.

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Exchanging Information with Other Applications


Locking or unlocking a link

You can lock a link to prevent Word from updating linked information that has changed in the source file. For example, if you link monthly sales data from a worksheet to a status report in Word, you would not want to update until the following month. To resume updating the link, unlock it.

To lock or unlock a link

1.	In the destination document, choose Links from the Edit menu.

2.	In the Source File box, select the link or links you want to lock or unlock.

3.	Do one of the following:

To lock the selected link or links, select the Locked check box.

To unlock the selected link or links, clear the Locked check box.

4.	Choose the OK button.

Using the keyboard     You can lock and unlock links by using shortcut keys. To lock links, select the link or links you want to lock, and then press CTRL+F11.

To unlock links, select the link or links you want to unlock, and then press CTRL+SHIFT+F11.

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Exchanging Information with Other Applications


Editing linked information

You should edit linked information in the source application so that the changed information is reflected both in the source file and in the destination document after you update the link.

To edit linked information

1.	Select the linked information you want to edit.

2.	From the Edit menu, choose the name of the link -- for example, Picture Link -- and then choose the Edit command.

Word opens the original (source) application.

3.	In the source file, make the changes you want, and then save the file.

Note

Word updates only text and graphics. All formatting -- including paragraph alignment, font, point size, and column width -- and other aspects of the linked information remain the same as long as the \* MERGEFORMAT switch remains in the field. For more information, see Format (\*) switch.

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Exchanging Information with Other Applications


Breaking a link

When you break a link, the linked information remains in the document; however, it can no longer be updated. Once you have broken a link, you cannot reconnect it.

You can prevent Word from updating linked information by locking the link. See Locking or unlocking a link.

To break a link

1.	From the Edit menu, choose Links.

2.	In the Source File box, select the link or links you want to break.

3.	Choose the Break Link button. When Word asks you to confirm that you want to break the link, choose the Yes button.

4.	Choose the Close button.

Using the keyboard     You can break a selected link quickly by using shortcut keys. Press CTRL+SHIFT+F9.

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Exchanging Information with Other Applications


Links command (Edit menu)

Displays and modifies links in a Word document. These links include internal links in Word to REFERENCE, REF. INTERNAL LINK, INCLUDE, and IMPORT fields, and external links to other applications, such as Microsoft Excel.

This command is unavailable if no links exist in the Word document.

  Dialog Box Options

Displays information for all links in a Word document, including the filename, the item, the type, and whether Word updates the links automatically or manually.

Source File

Displays the name and location of the source file.

Item

Displays the name of the linked item.

Type

Displays the application or type of application in which the linked object was created.

Update

Specify how often you want to update the information.

Automatic

Updates existing data every time new data becomes available.

Manual

Updates existing data only when you choose the Update Now button or select a link and press F9 to update the link.

Update Now

Updates all selected links in the Links box.

Open Source

Opens the selected file in the source application for editing.

Change Source

Specify a different source file for a selected link so that the link receives data from the new source file. See Change Source dialog box.

Break Link

Breaks the link between the source file and the destination document for all selected links.

Locked

Prevents updates to a selected link. If you lock a link, the Update Now option is unavailable.

Save Picture In Document

If the selected link is to a graphics file, saves a graphic representation of linked information in the document. If this option is cleared, Word stores only the link itself in the document. This option is unavailable for links to files other than graphics files. For more information, see Reducing the file size of a document that contains linked graphics.

If you store only the link, the file size of the Word document will not increase appreciably. However, if the source file is not available, a rectangular placeholder will appear in the document and Word will not print the linked data. If the source file is available, Word displays a picture of the object but does not store the picture in the Word document.

If the picture is stored in the Word document, Word displays a picture of the linked graphic regardless of whether or not the source file is available.

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Exchanging Information with Other Applications


Paste Special command (Edit menu)

Pastes, or embeds, Clipboard contents into a Word document in a specified format, or creates a link to information that can be updated in another application.

  Dialog Box Options

Source

Displays the name of the source data and its location. If the data was copied from an application that did not provide the source data and its location to the Clipboard, such as an MS-DOS-based application, Word displays "Unknown."

Paste

Inserts the Clipboard contents into a document.

Word does not create a link to another application when you choose Paste. You must choose Paste Link if you want to create a link.

Paste Link

Inserts the Clipboard contents into a document and creates a link to another application so that Word can update the information. Word can update the information automatically, or you can update it manually.

This button is available only when the Clipboard contents come from an application whose data can be linked to Word.

Save the file containing the information you want to link before you copy the information to the Clipboard to have Word link it.

As

Specify the type of information you want to paste from the Clipboard.

Object

A graphic representation of the Clipboard contents and the data needed to edit an object. The name of the object in the list depends on the type of contents on the Clipboard -- for example, a Microsoft Excel worksheet object.

Formatted Text (RTF)

Text with formatting -- for example, Microsoft Excel table formatting.

Unformatted Text

Plain text with no formatting.

Picture

A graphic representation of information, such as a Microsoft Excel graph.

Bitmap

A graphic representation used by pictures from other applications, such as PC Paintbrush for Windows.

Display As Icon

Displays the selected link as an icon (graphic) in the Word document.

Result

Describes the result of the selected options.

Change Icon

Modifies the icon used to represent the link in the Word document. This button appears only if you have selected the Display As Icon check box. See Change Icon dialog box.

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Exchanging Information with Other Applications


Menu command from another application

This menu command is available in an application other than Word. For more information about this command, open the other application, select the menu command, and then press F1.

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Exchanging Information with Other Applications


Change Source dialog box

Links command (Edit menu)

Specify a different source file for linked information in a Word document.

File Name

Type or select the name of the file to which you want to link information.

List Files Of Type

Select the type of file you want to see in the list.

Word Documents (*.DOC)

Lists all documents in the current directory that were saved with the .DOC extension.

Document Templates (*.DOT)

Lists all files in the current directory that were saved with the .DOT extension.

Rich Text Format (*.RTF)

Lists all files in the current directory that were saved with the .RTF extension.

Text Files (*.TXT)

Lists all files in the current directory that were saved with the .TXT extension.

All Files (*.*)

Lists all files in the current directory.

Drives

Select the drive on which Word stores the file to which you want to link.

Directories

Select the directory in which Word stores the file to which you want to link.

Find File

Opens the Find File dialog box so that you can search for documents. See Find File command.

Network

Opens the Connect Network Drive dialog box so that you can make a connection to a network drive. For more information, choose the Help button in the dialog box.

Item

Displays an identifier for the linked item.


Edit Picture command (shortcut menu)
Edit Picture command

Linking And Embedding shortcut menu

Opens an embedded object in its source application for editing.

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Exchanging Information with Other Applications


Convert command (Edit Object menu)

Specify a different source application for an embedded object. For more information, see Converting an embedded object to a different file format.

  Dialog Box Options

Current Type

Displays the type of object -- for example, Microsoft Excel Worksheet -- that you are converting or activating.

Object Type

Select the type of object to which you want to convert the file.

Convert To

Converts the selected embedded object to the type of information selected in the Object Type box.

Activate As

Opens the embedded object in the type selected in the Object Type box, but returns the object to Current Type after editing.

Display As Icon

Displays the selected embedded object as an icon in a Word document.

Change Icon

Changes the icon that represents an embedded object. This button appears only if you select the Display As Icon check box. See Change Icon dialog box.

Result

Describes the result of the selected options.

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Exchanging Information with Other Applications


Object name Edit/Open command (Edit menu)

Opens an embedded object or the source file of linked information so that you can edit it in a Word document, or performs certain other commands if they are available in another application.

The object name Edit command changes depending on the object you select. For example, Word displays the Microsoft Excel Worksheet Object Edit command if the selected object is a Microsoft Excel worksheet, or the WordArt Object Edit command if the selected object is a WordArt object.

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Exchanging Information with Other Applications


Object command (Insert menu)

Inserts and embeds an object, such as a chart or an equation in a document. The application in which the object was created becomes active on the screen.

Select the category of options you want.

Create New tab

Inserts a new object into a document.

Create From File tab

Inserts an existing object into a document.

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Exchanging Information with Other Applications

WordArt, Equation Editor, and Graph


Create New tab

Object dialog box

Inserts a new object into a document.

  Tab Options

Object Type

Select the type of information you want to insert into a document. Some common object types include graphs, spreadsheets, and equations. If you chose the Complete setup option when you installed Word, Word installed WordArt, Equation Editor, and Graph on your computer. If one of these applications does not appear in the list, run the Word Setup program again. See Installing or removing individual components of Word for Windows.

Display As Icon

Displays the embedded object as an icon in a Word document.

Change Icon

Changes the icon that represents an embedded object. This button appears only if you select the Display As Icon check box. See Change Icon dialog box.

Result

Describes the result of the selected options.


Create From File tab

Object command (Insert menu)

Inserts an existing object into a document.

  Tab Options

File Name

Type or select the name of the file you want to insert as an embedded object in the Word document.

Drives

Select the drive where the file that you want to embed is located.

Directories

Select the directory where the file that you want to embed is located.

Find File

Searches for files in other locations. For more information about finding files, see Find File command.

Network

Locates a file on a network. For more information, choose the Help button in the Connect Network Drive dialog box.

Link To File

Creates a link to the selected file rather than embedding it.

Display As Icon

Displays the embedded object as an icon in the Word document.

Change Icon

Changes the icon that represents an embedded object. This button appears only if you select the Display As Icon check box. See Change Icon dialog box.

Result

Describes the result of the selected options.


Object command (Edit menu)

Opens the application in which the selected embedded or linked object was created so that you can edit it.

This command is available only when you select an existing object in a document. When you finish editing the object, Word incorporates the changes in the document.

This command name changes depending on the object you select. For example, Word displays the Microsoft Excel Worksheet Object command if the selected object is a Microsoft Excel worksheet, or the WordArt Object command if the selected object is a WordArt object. If the object is linked, the command name changes to Linked Object name.

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Exchanging Information with Other Applications

WordArt, Equation Editor, and Microsoft Graph


Change Icon dialog box

Create From File tab (Object command)

Changes the icon that represents an embedded object or linked information in a Word document.

  Dialog Box Options

Icon

Select the icon you want to represent an embedded object in a Word document.

Caption

Type the caption  such as the filename  you want to display under an icon in a Word document.

Browse

Locate files that have icons you want to use to represent embedded objects. See Browse dialog box.

File Name

Displays the filename.


Browse dialog box

Locates files that have icons you want to use to represent embedded objects.

  Dialog Box Options

File Name

Select or type the name of the file that contains the icon you want.

Directories

Select the directory that contains the file you want to open.

Drives

Select the drive that contains the file you want to open.

Network

Opens the Connect Network Drive dialog box so that you can make a connection to a network drive. For more information, choose the Help button in the dialog box.


File command (Insert menu)

Inserts all or part of a specified file into a Word document. For example, you can insert text files, other Word files, or files you create with other software applications.

  Dialog Box Options

File Name

Type or select the filename you want to insert. This box lists files with the extension you select in the List Files Of Type box.

Note: To see a list of files with a particular extension, type an asterisk (*), a period, and the three-character extension. For example, if you want to see all files with a .TXT extension in a directory, type *.txt

List Files Of Type

Select the type of file you want to insert.

All Files (*.*)

Lists all files in the current directory.

Word Documents (*.DOC)

Lists all files in the current directory that were saved with the .DOC extension.

Document Templates (*.DOT)

Lists all files in the current directory that were saved with the .DOT extension.

Rich Text Format (*.RTF)

Lists all files in the current directory that were saved with the .RTF extension.

Text Files (*.TXT)

Lists all files in the current directory that were saved with the .TXT extension.

Drives

Select the drive where the file you want to insert is located.

Directories

Select the directory where the file you want to insert is located.

Range

If you want to insert only part of the file, type a bookmark name, a named range (for example, a range of cells in Microsoft Excel), or other identification.

Confirm Conversions

Select this option if you want to confirm the converter that Word proposes when you open a file created in another application.

Link To File

Creates a link between the active file and the inserted file. You update this link when you want the latest version of the inserted file.

Find File

Displays a dialog box you can use to search for documents that you want to insert. See Find File command.

Network

Opens the Connect Network Drive dialog box so that you can make a connection to a network drive. For more information, choose the Help button in the dialog box.

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Exchanging Information with Other Applications


Insert Microsoft Excel Worksheet button
Insert Microsoft Excel Worksheet button (Standard toolbar)

Inserts a Microsoft Excel worksheet into a Word document at the insertion point. The worksheet becomes an embedded object.

  Insert Microsoft Excel Worksheet button

After you type the information you want into the worksheet, choose Exit from the File menu, or click anywhere outside the worksheet. The worksheet is embedded in the Word document.

To edit the worksheet, double-click the worksheet in the Word document.

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Exchanging Information with Other Applications


Switching between Microsoft applications

Word comes with a toolbar you can use to quickly switch between Microsoft applications.

To switch between Microsoft applications

1.	To display the Microsoft toolbar, choose Toolbars from the View menu.

2.	In the Toolbars box, select the Microsoft check box, and then choose the OK button.

3.	Click the button of the application that you want to switch to.

The application you want to use must be installed on your computer or on a network server to which your computer is connected.

For information about creating new toolbars and customizing existing toolbars, see Customizing and Optimizing Word.

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Exchanging Information with Other Applications>main


!Undefined Bookmark

You inserted an = (Formula) field that refers to a bookmark not defined in the document.

To correct this error

Do one of the following:

Define the bookmark in to which the field refers.

Change the bookmark name in the field to an existing bookmark.


###

You inserted a SYMBOL field that refers to an invalid symbol character-set number. For example, the SYMBOL field cannot display symbol number 12345.

To correct this error

Change the symbol number to a valid number.


Bookmark not defined!

You inserted a field that refers to a bookmark not defined in the document.

To correct this error

Do one of the following:

Define the bookmark to which the field refers.

Change the bookmark name in the field to an existing bookmark.


DisplayText cannot span more than one line!

The text defined to display in the document for a MACROBUTTON or GOTOBUTTON field is too long to fit on one line.

To correct this error

Do one of the following:

Shorten the display text to fit on one line.

Change the margins of the paragraph containing the field.


Error! Cannot open data source

You inserted (or updated) a DATABASE field, but the data source cannot be opened to complete the query.

To correct this error

Do one of the following:

Change the name of the data source to one that exists.

Correct the path specified in the field codes.

Reinsert the field using the Database command (Insert menu).


Error! No table of authorities entries found

You inserted a TOA (Table of Authorities) field to compile a table of authorities from TA (Table of Authorities Entry) fields, but the document contains no TA fields. Word cannot create a table if there are no table entries in the document.

To correct this error

Insert a TA (Table of Authorities Entry) field for each item you want to include in the table of authorities.

For more information, see TOA (Table of Authorities) and TA (Table of Authorities Entry).


No bookmark name!

You inserted a field that requires a bookmark name for the field to display a result, but you did not include a bookmark name.

To correct this error

1.	Specify the name of a defined bookmark in the field.

2.	To update the field, press F9.


!Out of Memory

You attempted to update a field or fields but there is not enough memory for Word to complete the operation.

To correct this error

Free up memory, and then try again to update the field or fields. See Freeing up memory.


No ZIP Code!

You inserted a BARCODE field without specifying a ZIP Code or bookmark name that defines a ZIP Code.

To correct this error

Edit the field to include a ZIP Code, enclosed in quotation marks, or a bookmark name that defines an address.


!Zero Divide

You inserted an = (Formula) field containing a mathematical formula that divides a value by 0 (zero).

To correct this error

1.	Edit the mathematical formula in the field codes so that it no longer divides by 0 (zero).

2.	To update the field, press F9.


!Call Microsoft Customer Support
!Call Microsoft Customer Support.

You inserted an = (Formula) field but Word cannot calculate the result of the mathematical formula.

To correct this error

Call Microsoft Product Support Services to report the special calculation you need.


!Syntax Error

You inserted an = (Formula) field that contains a syntax error in the mathematical formula.

To correct this error

1.	Check and correct the syntax of the mathematical formula in the field codes.

You can press F1 in the field to see a Help topic on that field type.

2.	To update the field, press F9.


!Mixed Relative/Absolute Cell References

You inserted an = (Formula) field that references an illogical range of cells in a table.

To correct this error

1.	Change the cell references to a logical range.

2.	To update the field, press F9.


!Missing Operator

You inserted an = (Formula) field, but you did not include an operator -- for example, *, +, -, SUM, etc.

To correct this error

Do one of the following:

Add the missing operator.

Reinsert the field using the Field command (Insert menu).


!Invalid Character Setting

The character set as the decimal placeholder, currency symbol, or the list or thousands separator is not valid. For example:

The decimal placeholder, or the list  or thousands separator is a letter of the alphabet.

The decimal placeholder, currency symbol, or the list or thousands separator is a number.

The decimal placeholder and thousands separator are the same character.

The currency symbol is the same as another symbol.

To correct this error

Change the settings for the decimal placeholder, currency symbol, or the list or thousands separator with the International dialog box in the Windows Control Panel .


!Index Too Large

You inserted an = (Formula) field that references a range of table cells that is larger than the table (for example, the reference A1:D30 to a table containing only three columns).

To correct this error

1.	Change the range of cells referenced.

2.	To update the field, press F9.


!Illegal Index Combination

You inserted an = (Formula) field that references a range of cells in a table that is not legal.

To correct this error

1. Change the cell references to a legal range.

2. To update the field, press F9.


!Exponent Not an Integer

You inserted an = (Formula) field that uses an exponent that is not a whole number (for example 7^.3).

To correct this error

1.	Change the exponent to a whole number.

2.	To update the field, press F9.


!Error at

You inserted an = (Formula) field that references a table cell that does not contain a numeric value.

To correct this error

Do one of the following:

Change the mathematical formula to reference cell(s) containing numeric values.

Change the contents of the referenced cell(s) to numeric values.


!Empty Formula

You inserted an = (Formula) field without a mathematical formula.

To correct this error

Add a formula to the field or reinsert the field with a formula.


!Is Not In Table

You inserted an = (Formula) field that references a table cell that does not exist (for example, the cell reference G10 in a table containing only three rows) or the field itself is not in the table being referenced.

To correct this error

Do one of the following:

Change the reference to a cell in the table.

Move the field into the table.

Bookmark the table and add the bookmark name to the field. For examples, see = (Formula).


!Formula Too Complex.

You inserted an = (Formula) field that contains a formula that cannot be calculated.

To correct this error

Do one of the following:

Split the mathematical formula between two = (Formula) fields and then use bookmarks to transfer the results to another = (Formula) field.

Embed an Excel spreadsheet that calculates the needed value.


FIM Argument not valid!

You inserted a BARCODE field that specifies an invalid letter for the \f switch.

To correct this error

Change the letter following the \f switch to "A" for a courtesy reply mark or "C" for a business reply mark.


Country code not valid!

You inserted a BARCODE field that does not contain the \u switch.

To correct this error

Insert the \u switch in the field codes.


Error! Too many picture switches defined.

The field has conflicting or too many Numeric Picture (\ #) or Date-Time Picture (\@) switches.

To correct this error

1.	Remove the conflicting picture switches or combine multiple switches into one.

2.	To update the field, press F9.


Error! Category number not found

You inserted a TOA (Table of Authorities) field that either does not specify what category of entries to compile (using the \c switch), or does not specify a correct category.

To correct this error

Do one of the following:

Reinsert the TOA field using the Index And Tables command (Insert menu).

Change the number following the \c switch to a number from 1 to 16.


Error! Reference source not found

You inserted a REF field that references an undefined bookmark.

To correct this error

Do one of the following:

Define the bookmark to which the field refers.

Change the bookmark name in the field to an existing bookmark.


Error! Paragraph doesn't contain number formatting

You inserted a REF field containing the \n switch (which inserts paragraph numbering) but the referenced paragraph is not numbered.

To correct this error

Do one of the following:

Reference a paragraph that has been numbered using the Bullets And Numbering command (Format menu).

Remove the \n switch.


Error! No table of figures entries found

You inserted a TOC (Table of Contents) field to build a table of figures, but no TC (Table of Contents Entry) fields designating figure entries were found.

To correct this error

1.	Insert the figure entries using the Index And Tables command (Insert menu).

2.	Update or reinsert the TOC (Table of Contents) field.


Error! MergeField was not found in header record of data source

You inserted a MERGEFIELD in the main document that does not have a corresponding field in the data source.

To correct this error

Do one of the following:

Change the MERGEFIELD to a valid field name.

Delete the MERGEFIELD.


Main Document Only.

You inserted an AUTONUM, AUTONUMLGL, or AUTONUMOUT field in a header, footer, annotation, footnote, or endnote. These fields are allowed only in the main document.

To correct this error

Remove any AUTONUM, AUTONUMLGL, or AUTONUMOUT fields from the header, footer, annotation, footnote, or endnote.


Error! Macro not defined

You inserted MACROBUTTON that calls a macro that does not exist.

To correct this error

Do one of the following:

Change the macro name to one that exists.

Create the macro you need.


ZIP Code not valid!

You inserted a BARCODE field but the ZIP Code is not a valid format.

To correct this error

Do one of the following:

Define the entire address as a bookmark and then insert the bookmark name in the BARCODE field using the \b switch.

Specify the zip code as literal text in the field (you must have at least 5 numbers, and they must be enclosed in quotation marks).


Error! Bookmark doesn't contain a footnote or endmark.
Error! Bookmark doesn't contain a footnote or endnote mark.

You inserted a NOTEREF field that references bookmarked text that doesn't contain a footnote or endnote mark.

To correct this error

Do one of the following:

Change the bookmark to include a footnote or endnote mark.

Specify a bookmark that includes a footnote or endnote mark.

To reference text without a footnote or endnote mark, use the REF field.


!The Formula Not In Table

You inserted an = (Formula) field that references a range of cells in a table, but the field itself is not in the table.

To correct this error

Do one of the following:

Move the field into the table.

Use a bookmark instead of cell references to specify the range of cells in the table you want to include in the formula.


!Number Too Large

You inserted an = (Formula) field but the result is too large to be calculated.

To correct this error

Change the formula to yield a smaller number.

Insert a Numeric Picture (\ #) switch to truncate the result to a smaller number.

Express the result manually in exponential form.


!Number Too Large To Format

You inserted an = (Formula) field but the result is too large for Word to format for display in the document.

To correct this error

Change the formula to yield a smaller number.

Insert a Numeric Picture (\ #) switch to truncate the result to a smaller number.

Express the result manually in exponential form.


!Number Too Small

You inserted an = (Formula) field but the resulting number is too small for Word to display in the document.

To correct this error

Change the formula to yield a larger number.

Insert a Numeric Picture (\ #) switch to truncate the result to a displayable number.

Express the result manually in exponential form.


!Table Index Cannot be Zero

You inserted an = (Formula) field that references a nonexistent column to the left of the first column (for example A0 (zero), or sum(left) in the left-most column of the table).

To correct this error

Change the cell reference to a valid reference.


!Unexpected End of Formula

You inserted an = (Formula) field containing a mathematical formula that is missing the closing parenthesis after an opening parenthesis.

To correct this error

1.	Edit the field codes to complete the mathematical formula, or insert the field again using the Field command on the Insert menu.

2.	To update the field, press F9.


Error! Disk Full. Free some disk space and recalculate this field.

You attempted to update a field that contains a picture created in another application. There is not enough disk space to display the picture in Word.

To correct this error

1.	Free disk space by deleting unnecessary files.

2.	To update the field, press F9.


Error!

You inserted a field that contains incorrect instructions.

To correct this error

Inspect the field and correct the instructions.

For more information on the field you are inserting, see Field Types and Switches.


Error! Bookmark not defined.

You inserted a field that refers to a bookmark not defined in the document.

To correct this error

Do one of the following:

Define the bookmark to which the field refers.

Change the bookmark name in the field to an existing bookmark.


Error! Cannot insert return character.

You cannot put a return character in a QUOTE field (for example Quote 13).

To correct this error

Specify a character other than 13.


Error! Cannot open file.

You inserted a field that uses a file to obtain its results, but Word cannot open the file.

To correct this error

Do one of the following:

Make sure the file is on the disk and in the directory or folder in which Word is searching.

Add a path in front of the filename in the field. Make sure you use double-backslash in any path in a field.

Check to see if the correct disk is in the disk drive.

Check to see if the network drive is connected.

Check to see if the file is locked.

Check to see if someone else is using the file.

Check to see if the file is damaged. If so, try to restore it from a backup copy.


Error! Cannot open file referenced on page.

You inserted an RD (Referenced Document) field, but Word cannot open the document you named in the field.

To correct this error

Do one of the following:

Make sure the file is on the disk and in the directory or folder in which Word is searching for it.

Add a path in front of the filename in the field. Make sure you use double backslash characters in any path name in a field.

Check to see if the correct disk is in the disk drive.

Check to see if the network drive is connected.

Check to see if the file is locked.

Check to see if someone else is using the file.

Check to see if the file is damaged. If so, try to restore it from a backup copy.

For more information, see RD (Referenced Document).


Error! Cannot read or display file.

You used an INCLUDEPICTURE field, but Word cannot read or display the file you want to import.

To correct this error

Do one or more of the following:

Check to see if the file is damaged. If so, try to restore it from a backup copy.

Make sure the file is in a format Word can read. For more information, see Opening a file created in another application.

For more information, see INCLUDEPICTURE.


Error! Digit expected.

You inserted a field that expects a number, but your entry in the field is not a number.

To correct this error

Type a number in the appropriate place.

For more information, select the field, and then press F1.


Error! Filename not specified.

You inserted a field that uses a filename -- for example, INCLUDETEXT, INCLUDEPICTURE, or RD (Referenced Document) -- but you did not type the filename in the appropriate place in the field. See INCLUDETEXT, INCLUDEPICTURE, and RD (Referenced Document).

To correct this error

Do one of the following:

Type a filename in the appropriate place in the field.

Include the correct path to the filename. Use double backslashes in the path.

For more information, see Field Types and Switches..


Error! AutoText entry not defined.

You inserted an AUTOTEXT field, but the name you typed for the AutoText entry is not a defined AutoText entry name.

To correct this error

Do one of the following:

Define the AutoText entry name.

Type the name of a defined AutoText entry.

For more information, see Creating an AutoText entry.


Error! Include may not refer to itself.

You inserted an INCLUDETEXT field, and one of the following occurred:

The filename you gave contained a reference to the same filename.

You specified the name of a document that either directly, or through other documents, refers to the document containing this field.

If the filename is the name of the document containing the field

Change the filename.

If the filename refers to another document

1.	Check the other document for an INCLUDETEXT field that refers to the first document.

2.	Continue the search until you find an INCLUDETEXT field reference to the first document.

3.	When you find the reference, stop the chain of included documents at the appropriate place to avoid referring the field to itself.

For more information, see INCLUDETEXT.


Error! Index not allowed in footnote, endnote, header, footer, or annotation.

In Word, you cannot insert an INDEX field into a footnote, endnote, header, footer, or annotation.

To correct this error

Insert the INDEX field in the body of the document.

For more information, see INDEX.


Error! Missing comparison.

You inserted an IF field, but you did not type a complete condition to be tested. Both the operator -- for example, =, >, or < -- and the second expression of the comparison are missing.

To correct this error

Do one of the following:

Add the missing part of the comparison.

Make sure you use spaces to separate the first expression, the operator, and the second expression from one another.

For more information, see IF.


Error! Missing second part of test condition.

You inserted an IF, NEXTIF, or SKIPIF field, but you did not type a complete condition to be tested. The second part of the comparison is missing. See IF, NEXTIF, and SKIPIF.

To correct this error

Do one of the following:

Add the missing part of the comparison.

Make sure you use spaces to separate the first expression, the operator, and the second expression from one another.


Error! Missing test condition.

You inserted an IF, NEXTIF, and SKIPIF field, but you did not type the condition to be tested.

To correct this error

Do one of the following:

Type a condition following the field type name.

Make sure you use spaces to separate the first expression, the operator, and the second expression from one another.


Error! No application specified.

You inserted a DDE or DDEAUTO field, but you did not type the name of the application to which you want to link.

To correct this error

Do one of the following:

Type the name of the application to which you want to link.

Copy the information from the other application to the Clipboard, and then choose Paste Link from the Edit menu to insert the DDE or DDEAUTO field.

For more information, see DDE and DDEAUTO.


Error! No bookmark name given.

You inserted a field that uses a bookmark, but you did not insert a bookmark name in the appropriate place in the field.

To correct this error

Type a bookmark name in the appropriate place.

To insert a field that uses a bookmark

1.	From the Insert menu, choose Field.

2.	In the Field Names box, select the field type you want to insert.

3.	Choose the Options button.

4.	From the Bookmarks tab, choose a bookmark.

5.	Choose the Add to Field button.

6.	Choose the OK button to close the Field Options dialog box.

7.	Choose the OK button.

For more information, see Field Types and Switches.


Error! No AutoText entry specified.

You inserted an AutoText field, but you did not type the name of an AutoText entry.

To correct this error

Type an AutoText entry name.

To insert an AutoText entry using an AutoText field

1.	From the Insert menu, choose Field.

2.	In the Field Names box, select AutoText.

3.	Choose the Options button.

4.	From the AutoText tab, choose an AutoText entry.

5.	Choose the Add to Field button.

6.	Choose the OK button to close the Field Options dialog box.

7.	Choose the OK button.

For more information, see AUTOTEXT.


Error! No heading paragraphs found.

You inserted a TOC (Table of Contents) field to compile a table of contents from paragraphs with the heading level styles Heading 1 through Heading 9, but the document does not contain these styles.

To correct this error

Do one of the following:

If you want the document to have them, format paragraphs with heading level styles.

Insert TC (Table of Contents Entry) fields, and then compile the table of contents. See TC (Table of Contents Entry).

For more information, see TOC (Table of Contents).


Error! No index entries found.

You inserted an INDEX field, but the document contains no XE (Index Entry) fields. Word cannot create an index without index entries.

For more information, see Marking Index Entries.


Error! No sequence specified.

You inserted a Sequence field, but you did not type a sequence name.

To correct this error

Type a sequence name in the appropriate place in the field.

For more information, see SEQ (Sequence).


Error! No style name given.

You inserted a STYLEREF (Style Reference) field, but you did not type a style name.

To correct this error

Type a style name or type a number from 1 through 9 to select the heading level styles Heading 1 through Heading 9.

For more information, see STYLEREF.


Error! No table of contents entries found.

You inserted a TOC (Table of Contents) field to compile a table of contents from TC (Table of Contents Entry) fields, but the document contains no entry fields. Word cannot create a table of contents without table entries or heading level styles in the document.

To correct this error

Do one of the following:

Change the field so it compiles from heading level styles, if the document contains them.

Insert a TC (Table of Contents Entry) field for each item you want to include in the table of contents.

For more information, see TOC (Table of Contents) and TC (Table of Contents Entry).


Error! No text of specified style in document.

You inserted a STYLEREF (Style Reference) field and typed a name for a style that is defined in the document. However, the style has not yet been applied to any text in the document.

To correct this error

Do one of the following:

Apply the style you want to reference to some text in your document.

Type a different style name in the field.


Error! No topic specified.

You inserted a DDE or DDEAUTO field, but you did not type the name of the topic, or part of the file, to which you want to link.

To correct this error

Type the name of the topic -- for example, a range of cells in a Microsoft Excel worksheet.

For more information, see DDE and DDEAUTO.


Error! Not a valid bookmark in entry on page (nn).

When you inserted or updated an INDEX field, Word found an XE (Index Entry) field that contained a bookmark name that either is undefined or contains characters other than letters, numbers, and underlines.

To correct this error

Correct the bookmark name on the page Word is displaying.

For more information, see INDEX and XE (Index Entry).


Error! Not a valid bookmark self-reference.

You inserted a field that uses a bookmark, but the bookmark you typed has the same field within it.

To correct this error

Do one of the following:

Redefine the bookmark so it does not contain the field that refers to it.

Use a different bookmark.

For more information, see Field Types and Switches.


Error! Not a valid document self-reference on page (nn).

You inserted a field that uses a filename for its result, but the filename you typed is the name of the document containing the field.

To correct this error

Type a different document name in the field.

To refer to text or a page in the document

Use the REF, PAGEREF, or STYLEREF fields.

For more information, see Field Types and Switches.


Error! Not a valid heading level range.

You inserted a TOC (Table of Contents) field to compile a table of contents from paragraphs with the heading level styles Heading 1 through Heading 9, but you typed a number that is not valid for a heading level style -- for example, you typed 10.

To correct this error

Correct the heading level styles by assigning numbers from 1 through 9.

For more information, see TOC (Table of Contents).


Error! Not a valid Hex digit.

You typed a hexadecimal, or hex, digit that is not valid. A hexadecimal digit is represented in base 16, in which unique numbers identify 0 through 15. The digits 0 through 9 represent 0 through 9 and the letters A through F represent 10 through 15. For example, the number 43 in base 10 is represented as 2B in the hexadecimal numbering system.

Hexadecimal digits may also be preceded by "0X" to denote that the representation is a hexadecimal number -- for example, 0X2B is another way of representing the base 10 number 43 as a hexadecimal.

To correct this error

Type the hexadecimal digit in the correct form.

For more information, see QUOTE and PRINT.


Error! Not a valid range of characters.

You inserted an INDEX field with a \p switch, but the range of letters you specified is in the wrong order -- for example, you specified D through A, instead of A through D.

To correct this error

Correct the range of characters.

For more information, see INDEX.


Error! Not a valid result for table.

You inserted a field into a table cell, but the result of the field contains a table. You cannot insert a table into another table.

To correct this error

Move the field outside of the table.

To view field results

Press ALT+F9.

For more information, see Field Types and Switches.


Error! Number cannot be represented in specified format.

You inserted a field and added a formatting switch for a number format, but Word cannot convert the result of the field to the format you specified. For example, you specified roman numeral format, but the number is larger than 5,000 or is a negative number.

To correct this error

Do one of the following:

Change the field so that its result is a number with the format you specified.

Change the format for the number.

For more information, see Field Types and Switches.


Error! Picture string contains unmatched quotes.

You inserted a date-time or numeric picture switch into a field, but you did not properly enclose the instruction in double quotation marks.

To correct this error

Make sure double quotation marks appear both before and after the instruction.

For more information, see Field Types and Switches.


Error! Picture switch must be first formatting switch.

You inserted a field and added some switches, including one of the picture switches, \# or \@. The picture switch must be the first switch, and any other switches you want to specify must follow it. The switch can be in any location after the field type name as long as the switch precedes any other switches.

To correct this error

Move the picture switch to a position that precedes any other switches.

For more information, see Field Types and Switches.


Error! Style not defined.

You inserted a STYLEREF field, but you typed an undefined style.

To correct this error

Do one of the following:

Type the name of a defined style.

Type a number from 1 through 9 for the heading level style.

Create a new style with the style name you want to reference.

For more information, see STYLEREF.


Error! Switch argument not specified.

You inserted a switch into a field, but you did not type the instruction for the switch.

To correct this error

Do one of the following:

Type the additional instruction following the switch.

Remove the switch instruction.

For more information, see Field Types and Switches.


Error! Table not allowed in footnote, endnote, header, footer, or annotation.

You tried to insert a TOC (Table of Contents) field into a footnote, endnote, header, footer, or annotation.

To correct this error

Insert the TOC (Table of Contents) field elsewhere in the body of the document.

For more information, see TOC (Table of Contents).


Error! Trailing portion of string too long for wildcard match.

You inserted an IF, NEXTIF, or SKIPIF field. However, the portion of the first expression that matches the wildcard and the characters that follow it in the second expression exceed 128 characters. See IF, NEXTIF, and SKIPIF fields.

To correct this error

Do one of the following:

Reduce the length of the matching text to less than 128 characters.

Specify the second expression more precisely.


Error! Unknown op code for conditional.

You inserted an IF, NEXTIF, or SKIPIF field, but you did not type a complete condition to be tested. The operator -- for example, =, >, or < -- , is missing. See IF, NEXTIF, and SKIPIF fields.

To correct this error

Add the missing part of the comparison. Make sure you use spaces to separate the first expression, the operator, and the second expression from one another.

For more information, see Field Types and Switches.


Error! Unknown character in picture string.

You typed a character in a Date-Time Picture (\@) or Numeric Picture (\ #) switch that is not a picture character for a field.

To correct this error

Delete the unknown character.


Error! Unknown info keyword.

You inserted an INFO field, but you typed an incorrect label for a piece of summary information.

To correct this error

Retype the label.

For more information, see INFO field.


Error! Unknown switch argument.

You inserted a field, but you typed a switch instruction that Word does not recognize.

To correct this error

Type a valid switch instruction.

For more information, see Field Types and Switches.


Error! No link item specified.

You tried to link data from another application or another copy of Word to your document. The item you want to link is not specified in the LINK field in your document. The LINK field information follows this format:

{LINK classname topic item}

To correct this error

Do one of the following:

Type the name of the item in the LINK field.

Insert the link again.


Word cannot update fields in this selection.

You tried to update a field in a block selection or in a row or column of a table, an action that Word does not allow.

To correct this error

1.	Clear the selection, and do one of the following:

If the selection is in a block, select the text without selecting it as a block.

If the selection is in a table, select the text without selecting an end-of-cell or end-of-row marker.

2.	Try again to update the fields.

For more information, see Typing and Revising a Document and Updating fields.


Error! No filename specified in document reference on page.

You inserted an RD (Referenced Document) field, but you did not type a filename.

To correct this error

Type a filename in the Referenced Document field on the page number displayed.

For more information, see RD (Referenced Document).


Error! Cannot repaginate; no printer installed.

You must install a printer before Word can repaginate a document.

To correct this error

Install a printer.

For installation procedures, see your system documentation.


Error! Unknown Clipboard format.

You tried to insert the contents of the Clipboard in your Word document, but Word does not recognize the format of the text or graphics.

To correct this error

Make sure you create the text or graphics you want to insert in a compatible application, and then cut or copy the text or graphics to the Clipboard again.

For more information, see Exchanging Information with Other Applications.


Error! Not a valid embedded object.

The information you tried to insert in Word was not created with an application that supports object embedding in Word.

To correct this error

Use another application to create the information. For appropriate applications, see the Object Type box in the Object dialog box (Insert menu).


Error! Not a valid link.

You tried to change, update, or insert a link that does not exist.

To correct this error

Make sure the LINK information is typed correctly. See Creating a link to another file or Word document.


Error! Objects cannot be created from editing field codes.

You tried to create an object by editing a field code, an action that Word does not allow.

To correct this error

From the Insert menu, choose Object to reinsert the field.


Error! Not a valid filename.

You inserted a field that uses a file to obtain its results, but Word cannot open the file.

To correct this error

Do one of the following:

Make sure the file is on the disk and in the directory or folder in which Word is searching.

Add a path in front of the filename in the field. Make sure you use double-backslash in any path in a field.

Check to see if the correct disk is in the disk drive.

Check to see if the network drive is connected.

Check to see if the file is locked.

Check to see if someone else is using the file.

Check to see if the file is damaged. If so, try to restore it from a backup copy.


Error! Not a valid heading level in TOC entry on page ( ).

You tried to insert a TOC (Table of Contents) field, but used a heading level style that is not valid.

To correct this error

Check to see if you correctly used the \l switch, which indicates that the following number is a level number for this table entry -- for example, {tc "Markings" \l 2}.

For more information, see TOC (Table of Contents).


Inserting Information with Fields

Overview

Inserting a field

Viewing field results and field codes

Updating fields

Preventing fields from being updated

Editing fields

Formatting fields


Overview of Inserting Information with Fields

Fields are special codes that instruct Word to insert information into a document. With fields, you can add and automatically update text, graphics, page numbers, and other information in a document. You can also use fields to insert variable data into merged documents, such as form letters.

You can view a field in one of two ways: as a field code, or as a field result. When you insert a field into a document, you insert the field codes that produce a result.

Field codes have three basic parts:

Field characters designate the beginning and end of a field. Field characters look like braces, but they are not the same as those you insert by using the brace keys on the keyboard.

Field type identifies the field and the action it will perform.

Instructions make the field's actions specific. Fields often have required and optional instructions, as well as switches that modify the result of the instructions.

Field results are the information that is inserted in your document as a result of the action of a field. For example, the result of the INCLUDE field {include \\c:\LETTERS\BILL_LET.DOC} is the text of the file BILL_LET.DOC. Field results look like any other text in your document.

_____________

See also

Inserting Information with Fields

Field Types and Switches


Inserting a field

When you insert a field into a document, you insert the field codes that produce a result. Field codes have three basic parts: The field characters ({}) designate the beginning and end of a field; the field type identifies the field and the action it will perform; and the instructions make the field's actions more specific. Fields often have required and optional instructions, as well as switches that modify the result of the instructions.

To insert a field

1.	Position the insertion point where you want to insert the field.

2.	From the Insert menu, choose Field.

3.	Under Categories, select a field category. To see all field types listed alphabetically, select All.

4.	Under Field Names, select the field type you want.

The field type appears in the Field Codes box.

5.	To add instructions, do one of the following:

In the Field Codes box, type any field instructions you want after the field type.

Choose the Options button, add the options you want in the Field Options dialog box, and then choose the OK button to return to the Field dialog box.

For help on an option in the Field Options dialog box, select the option, and then press F1.

6.	Choose the OK button to insert the field into your document.

_____________

See also

Inserting Information with Fields

Field Types and Switches


Viewing field results and field codes

There are two ways to view fields: as field results or as field codes. Field results are visible in the document as text, graphics, or a combination of these. Field codes are instructions enclosed in field characters ({}); they tell Word the result to produce and how to format it.

By default, field results look like any other text or graphics in your document. However, you can set an option to shade field results in your document. You can have Word identify fields with shading all of the time or only when you position the insertion point in a field. To set the shading option, choose Options from the Tools menu, and then select the View tab. Under Field Shading, select the shading option you want. Shading for fields is not printed.

To view the field codes for a single field

1.	To display the shortcut menu, position the insertion point in the field, and then click the right mouse button.

2.	From the shortcut menu, choose Toggle Field Codes.

The field codes appear in place of the field result.

To view field codes for the entire document

1.	From the Tools menu, choose Options.

2.	Select the View tab.

3.	Under Show, select the Field Codes check box.

4.	Choose the OK button.

Note

The RD, TA, TC, XE, and PRIVATE fields are formatted as hidden text and do not appear when other field codes are displayed. To view these fields, click the Show/Hide [image] button on the Standard toolbar, or choose Options from the Tools menu, and then select the View tab. Under Nonprinting Characters, select the Hidden Text check box. To hide the fields, clear the Hidden Text check box.

_____________

See also

Using shortcut keys to work with fields

Inserting Information with Fields

Field Types and Switches


Updating fields

Updating a field prompts Word to follow the instructions in the field and produce a new result. You can update fields one at a time, or you can select and update all fields at the same time. You can also choose to update all fields when you print a document.

Because a link is a kind of field, you can use this procedure to update links in your document.

To update fields

1.	Do one of the following:

To update a single field, position the mouse pointer over the field.

To update all of the fields in a document, choose Select All from the Edit menu.

2.	With the mouse pointer over the field or selection, click the right mouse button.

3.	From the shortcut menu, choose Update Field.

If the selected field is locked, the Update Field command is unavailable.

Using the Print command      You can also choose to update all of the fields when you print a document. From the Tools menu, choose Options, and then select the Print tab. Under Printing Options, select the Update Fields check box.

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See also

Using shortcut keys to work with fields

Inserting Information with Fields

Field Types and Switches


Preventing fields from being updated

Sometimes you may want to preserve the current result of a field by preventing the field from being updated and thus changing the result. There are two ways to protect a field result from being changed: locking and unlinking. Locking a field prevents updating until you unlock the field. Unlinking a field, on the other hand, permanently replaces the field with its current result.

To prevent a field from being updated

Position the insertion point in the field, and then do one of the following:

To lock the field and prevent updates until you unlock it, press CTRL+F11 or CTRL+3.

To unlock a locked field, position the insertion point in the field and press CTRL+SHIFT+F11.

To unlink the field and permanently convert the current result to normal text or graphics, press CTRL+SHIFT+F9 or CTRL+6.

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See also

Using shortcut keys to work with fields

Inserting Information with Fields

Field Types and Switches


Editing fields

You can modify field codes to change the results to your satisfaction. For example, the field codes for an = (Formula) field that multiplies the bookmark value "Cost" by 10 percent might look like the following:

{= Cost * 10%}

You can edit the field's instructions to reduce the percentage to 8 percent. When you update the result of the edited field, Word calculates the new value.

To edit a field

1.	Position the insertion point in the field.

2.	If the field result is showing, press SHIFT+F9 to view the field code.

3.	Edit the field codes as desired.

When editing a field, if you select either the opening or closing field character, Word selects the entire field.

If Word beeps when you try to add instructions before the closing field character ( }), you are in overtype mode. To turn off overtype mode, press the INS key.

4.	Press SHIFT+F9 to switch the view back to the field result.

5.	Press F9. to update the field and display the new field result.

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See also

Using shortcut keys to work with fields

Inserting Information with Fields

Field Types and Switches


Formatting fields

There are two ways to format the result of a field: You can format the field result directly, or you can add switches to the field codes. For example, you could make an AUTHOR field bold by selecting it and applying bold formatting, or you could make the result uppercase by including a formatting switch such as "\* Upper" in the field codes.

Note that if you apply character formatting directly to a field result, the formats may be lost when you update the field. To retain direct formatting, include the "\* mergeformat" switch in the field codes.

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See also

Inserting Information with Fields

General Switches for Fields


Field command (Insert menu)

Inserts a field into a document.

  Dialog Box Options

Categories

Displays a list of logical groupings of field types. To see all field types listed alphabetically, select All.

Field Names

Displays the list of field types available in the selected category.

For more information about a specific field type, select it and press F1.

Field Codes

Displays the field codes to be inserted into the document. You can type and edit the field codes in this box. The syntax for the selected field type appears above the box.

Description

Describes the general result of inserting the selected field type.

Preserve Formatting During Updates

Protects any formatting applied to the field result when the field is updated by inserting the \* Mergeformat switch.

Options

Sets the required and optional instructions for the selected field type. See Field Options dialog box.


Field Options dialog box

Field command (Insert menu)

Sets the required and optional instructions for the selected field type. The available tabs depend on the selected field type.

  Dialog Box Options

General Switches

Adds optional instructions that affect the format of a field's result. See General Switches tab.

Field Specific Switches

Adds optional instructions that affect a field's result and are unique to the selected field. See Field Specific Switches tab.

Bookmarks

Adds a bookmark name to the field instructions. See Bookmarks tab.

Macros

Adds a macro name to the field instructions. See Macros tab.

Styles

Adds a style name to the field instructions. See Styles tab.

AutoText

Adds an AutoText entry name to the field instructions. See AutoText tab.

Info Types

Adds an Information Type name to the INFO field instructions. See Info Types tab.


General Switches tab

Field command (Insert menu)

Adds optional instructions that affect the format of a field's result.

  Tab Options

Formatting

Selects a Format switch to add to the field instructions.

Date-Time or Numeric

Selects a Date-Time Picture or Numeric Picture switch to add to the field instructions.

Add to Field

Adds the selected switch to the field instructions in the Field Codes box.

Undo Add

Removes the last switch added to the field instructions in the Field Codes box.

Field Codes

Displays the field codes to be inserted into the document. You can type and edit the field codes in this box. The syntax for the selected field type appears above the box.

Description

Describes the type of option that is currently selected.

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See also

General Switches for Fields


Field Specific Switches tab

Field command (Insert menu)

Adds optional instructions that affect a field's result and are unique to the selected field.

  Tab Options

Switches

Selects a switch to add to the field instructions.

For more information about these switches, press F1 to view the help topic for the field type.

Add to Field

Adds the selected switch to the field instructions in the Field Codes box.

Undo Add

Removes the last switch added to the field instructions in the Field Codes box.

Field Codes

Displays the field codes to be inserted into the document. You can type and edit the field codes in this box. The syntax for the selected field type appears above the box.

Description

Describes the type of option that is currently selected.


Bookmarks tab

Field command (Insert menu)

Adds a bookmark name to the field instructions.

  Tab Options

Name

Selects a bookmark name to add to the field instructions. All bookmarks available in the document are displayed in the list.

Add to Field

Adds the selected bookmark name to the field instructions in the Field Codes box.

Undo Add

Removes the last bookmark name added to the field instructions in the Field Codes box.

Field Codes

Displays the field codes to be inserted into the document. You can type and edit the field codes in this box. The syntax for the selected field type appears above the box.

Description

Describes the type of option that is currently selected.


Styles tab

Field command (Insert menu)

Adds a style name to the field instructions.

  Tab Options

Name

Selects a style name to add to the field instructions. All styles defined in the document template are displayed in the list.

Add to Field

Adds the selected style name to the field instructions in the Field Codes box.

Undo Add

Removes the last style name added to the field instructions in the Field Codes box.

Field Codes

Displays the field codes to be inserted into the document. You can type and edit the field codes in this box. The syntax for the selected field type appears above the box.

Description

Describes the type of option that is currently selected.


AutoText tab

Field command (Insert menu)

Adds an AutoText entry to the field instructions.

  Tab Options

Name

Selects an AutoText entry to add to the field instructions. All AutoText entries defined in the attached template are displayed in the list.

Add to Field

Adds the selected AutoText entry to the field instructions in the Field Codes box.

Undo Add

Removes the last AutoText entry added to the field instructions in the Field Codes box.

Field Codes

Displays the field codes to be inserted into the document. You can type and edit the field codes in this box. The syntax for the selected field type appears above the box.

Description

Describes the type of option that is currently selected.


Info Types tab

Field command (Insert menu)

Adds an info type to the INFO field instructions.

  Tab Options

Name

Selects an info type to add to the field instructions. All available info types are displayed in the list.

Add to Field

Adds the selected info type to the field instructions in the Field Codes box.

Undo Add

Removes the last info type added to the field instructions in the Field Codes box.

Field Codes

Displays the field codes to be inserted into the document. You can type and edit the field codes in this box. The syntax for the selected field type appears above the box.

Description

Describes the type of option that is currently selected.


Macros tab

Field command (Insert menu)

Adds a macro name to the field instructions.

  Tab Options

Name

Selects a macro name to add to the field instructions. All macros defined in the attached template and all loaded global templates, as well as all Word commands, are displayed in the list.

Add to Field

Adds the selected macro name to the field instructions in the Field Codes box.

Undo Add

Removes the last macro name added to the field instructions in the Field Codes box.

Field Codes

Displays the field codes to be inserted into the document. You can type and edit the field codes in this box. The syntax for the selected field type appears above the box.

Description

Describes the type of option that is currently selected.


Date-Time Picture switch

Sets the format for fields with a date or time result. This switch is called a "picture switch" because you specify a pictorial representation of how you want the field result to look. For example, the field {date \@ "dddd MMMM d, yyyy"} gives a result such as "Thursday July 22, 1993" because of the Date-Time Picture switch (\@ "dddd MMMM d, yyyy").


Numeric Picture switch

Specifies how to display the numeric result of a field. This switch is called a "picture switch" because you specify a pictorial representation of how you want the field result to look. For example, the field {= SUM(ABOVE) \# $#,##0.00} displays a currency result such as "$4,455.70" because of the Numeric Picture switch ("\# $#,##0.00").


Format switch

Specifies how to display the text result of a field. For example, the field {fillin "What is your name?" \* caps} displays the result with the first character in each word capitalized, even if the name is typed in lowercase. There are three categories of format names for the Format switch: case conversion, number conversion, and character formatting.


Info type

Info types insert information from the Summary Info dialog box (File menu). They are also separate field types. For more information on each of the following field types, see the topic for that field type.

AUTHOR	NUMPAGES
COMMENTS	NUMWORDS
CREATEDATE	PRINTDATE
EDITTIME	REVNUM
FILENAME	SAVEDATE
FILESIZE	SUBJECT
KEYWORDS	TEMPLATE
LASTSAVEDBY	TITLE
NUMCHARS


Locating and Managing Documents

Overview

Locating documents

Searching for documents

Searching for documents by using advanced search criteria

Using special characters in a document search

Saving search criteria

Modifying saved search criteria

Viewing file contents and other file information

Managing documents

Sorting a list of files found with the Find File command

Selecting multiple files in the Find File dialog box

Managing files with the Find File command

Working with summary information and statistics

Viewing and editing summary information and statistics

Controlling whether Word prompts for summary information

Printing summary information


Overview of Locating and Managing Documents

The Find File command on the File menu helps you locate documents by searching a disk, volume, directories, or folders for filenames or for specific words or phrases in the document, or by using summary information you've supplied -- such as a title, author name, and subject. For example, with Word you can find all documents that contain the phrase "annual income" or all documents you wrote in the month of May.

Once you've specified a set of search criteria, you can name and save the search criteria for future use.

Once you've located documents that meet the search criteria you specified, you can preview the documents, view information and statistics, and sort the documents (by author or size, for example).

You can also use the Find File command to manage multiple documents by opening, copying, moving, printing, and deleting them without leaving Word.

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See also

Locating and Managing Documents


Searching for documents

You can locate a document by searching for its filename, the type of file, or the drive or volume, directory or folder where it is stored.

If you want to do a more detailed search, you can specify search criteria, such as the author, the subject, and the date the file was created. For information about performing advanced searches, see Searching for documents by using advanced search criteria.

To search for documents

1.	From the File menu, choose Find File.

Word does one of the following:

The first time you use Find File, Word displays the Search dialog box.

If you've used Find File at least once before, Word uses the last search criteria you specified and displays the list of files in the Find File dialog box. Choose the Search button.

2.	Under Search For, type the filename or select the type of file in the File Name box.

To search for all files that have the same extension, type an asterisk (*), a period, and the three-character extension.

3.	In the Location box, select the drive or volume you want to search.

Type or edit paths that you want to search. Separate multiple paths with semicolons -- for example, c:winword;c:mydocs. To search all subdirectories of the selected directories, select the Include Subdirectories check box.

File type and location criteria are required to perform a search.

4.	Choose the OK button.

Word displays the list of files it finds in the Listed Files box.

You can now view the contents of each file -- or other file information, such as statistics -- without opening the file. For more information, see Viewing file contents and other file information.

5.	When you finish searching for documents, choose the Close button.

Note

If you choose the Open command on the File menu and don't see the document you want to open, choose the Find File button in the Open dialog box to search for the document.

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See also

Locating and Managing Documents


Searching for documents by using advanced search criteria

You can do an advanced search for documents by using additional criteria, such as creation dates, modification dates, or summary information -- which can include author, title, and selected contents. The more criteria you specify, the more precise the search.

To search for documents by using advanced search criteria

1.	From the File menu, choose Find File.

2.	Choose the Search button.

3.	Choose the Advanced Search button, and then do one or more of the following:

To search by location, select the Location tab.  To search by filename or file type, type or select a filename or file type in the File Name box.

To search a directory that is not listed in the Search In box, select the directory in the Directories box, and then choose the Add button. To delete a directory from the Search In box, select it and then choose the Remove button. To remove all directories from the Search In box, choose the Remove All button.

To search all subdirectories of the selected directories, select the Include Subdirectories check box.

To search by summary information or content, select the Summary tab. Type the summary information you want Word to use in the search.

You can use special characters to search for documents by using approximate criteria, instead of exact criteria. For example, you can substitute a "wildcard" character -- such as a question mark (?) -- for any single character. For more information, see Using special characters in a document search.

To replace, add to, or search within the list of files in the Find File dialog box, select one of the following options in the Options box.

To	Select
Replace the list of files in the Find File dialog box with a new list	Create New List
Add files to the existing list in the Find File dialog box	Add Matches To List
Search only the files listed in the Find File dialog box	Search Only In List
To search for the date a file was created or last saved, select the Timestamp tab. Type the range of dates during which the file was created or last saved. In the By box, type the name of the person who created or saved the file.

For more information about the options on each tab in the Advanced Search dialog box, choose the Help button on each tab.

4.	When you finish selecting search criteria, choose the OK button.

5.	In the Search dialog box, choose the OK button.

Word displays the list of files it finds in the Listed Files box. You can now view file contents and other file information, such as statistics, without opening the document. For more information, see Viewing file contents and other file information.

6.	When you finish searching for documents, choose the Close button.

Tip

You can search for documents quickly by saving the search criteria you use regularly. See Saving search criteria.

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See also

Locating and Managing Documents


Sorting a list of files found with the Find File command

When Word completes a search, it displays a list of the files that meet the current search criteria. Word always lists files within the directory where they are stored. You can sort the files in several ways.

To sort a list of files found with the Find File command

1.	From the File menu, choose Find File.

2.	Choose the Commands button, and then choose Sorting from the menu.

3.	Under Sort Files By, specify how you want Word to sort the files. For more information about sorting options, see Sorting Options dialog box.

4.	Under List Files By, do one of the following:

To list the sorted files by filename, select the Filename option button.

To list the sorted files by the titles that were entered in the files' summary information, select the Title option button.

If no title is available for a file, or if a file was created in another application, Word lists it with its filename between two hyphens.

5.	Choose the OK button.

Word sorts the files within each directory.

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See also

Locating and Managing Documents


Using special characters in a document search

You can use special characters to search for documents by using approximate criteria, instead of exact criteria. When you specify search criteria on the Summary tab in the Search dialog box (Find File command), you can substitute a wildcard character -- such as a question mark (?) -- for any text. You can also use search operators -- such as ampersands (&) -- to control a search in specific ways.

Using search operators particularly when searching for text contained in a document, saves time because it helps to narrow down the list of files Word finds.

Character	Meaning
? (question mark)	Match any single character. For example, type gr?y to match both "gray" and "grey."
* (asterisk)	Match any number of characters. For example, type *.txt to find all files that have the .TXT extension..
" " (quotation marks)	Matches all the characters, including spaces or punctuation, within the quotation marks. For example, type "modern dance" to find the phrase modern dance.
\ (backslash)	Treats the following character (space, asterisk, question mark, comma, ampersand, or tilde) as a normal character. For example, type \? to indicate a true question mark.
, (comma)	Logical OR. The information may match any or all items, but it must match at least one item. For example, type dance, modern to find all documents that contain either "dance" or "modern."
& (ampersand) or (space)	Logical AND. The information must match all of the items in the list. For example, type dance&modern or dance modern to find all documents that contain both words.
~ (tilde)	Logical NOT. The information must not match this item. For example, type ~modern to exclude any files that contain the word "modern."
Tip

You can use the Containing Text box on the Summary tab to search for any text in a document. If you select the Use Pattern Matching check box, you can use advanced search criteria to find very specific occurrences of text. Using advanced criteria when searching for text saves you time, because it helps narrow down the list of files Word finds. For more information, see Advanced search criteria.

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See also

Locating and Managing Documents


Saving search criteria

Once you've specified a set of search criteria, you can name and save the search criteria for future use.

To save search criteria

1.	From the File menu, choose Find File.

2.	Choose the Search button.

3.	Choose the Clear button to remove any existing search criteria.

4.	Choose the Advanced Search button.

5.	On the Location, Summary, and Timestamp tabs, type or select the search criteria you want. File type and location criteria are required to perform a search.

For more information about the options on each of these tabs, choose the Help button on each tab.

6.	When you finish selecting the search criteria, choose the OK button.

7.	Choose the Save Search As button.

8.	In the Search Name box, type a name for the saved search criteria, and then choose the OK button.

9.	To start the search, select the name of the search, and then choose the OK button.

Word displays the list of files it finds in the Listed Files box. The name of the saved search is displayed above the list of files.

Tip

If the search criteria includes a network drive or volume, you may need to first connect to the drive or volume by using the same drive letter that was used in the search criteria before you start the search. If you are not connected to a network drive or volume that requires a password or uses special access method, Word may not display the files on that drive or volume in the Listed Files box. You can use the File Manager or another utility to connect to the network drive or volume. For more information, see your Windows or network documentation.

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See also

Locating and Managing Documents


Modifying saved search criteria

If you want to change search criteria you previously saved, you can modify the criteria quickly.

To modify saved search criteria

1.	From the File menu, choose Find File.

2.	In the Find File dialog box, choose the Search button.

3.	In the Saved Searches box, select the name of the saved search you want to modify.

4.	Modify the search criteria by typing or selecting different criteria in the File Name and Location boxes. To modify advanced criteria, choose the Advanced Search button and make the changes you want.

To clear all criteria and start over, choose the Clear button.

5.	Choose the Save Search As button, type the name of the saved search, and then choose the OK button.

If you want to assign a new name to the modified search criteria, type a new name, and then choose the OK button.

6.	To start the search, choose the OK button.

Note

To delete a saved search, select the name of the search you want to delete in the Saved Searches box, and then choose the Delete Search button.

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See also

Locating and Managing Documents


Viewing file contents and other file information

Once you've found the files you want, you can preview the contents of any document and view information about it, such as its size, the date it was last saved, and its summary information.

To view file contents and other file information

1.	From the File menu, choose Find File.

2.	Select the file whose contents or information you want to view. If you don't see the file you want, search for it. See Searching for documents.

3.	Do one or more of the following:

To preview the contents of a file before opening it, select Preview in the View box.

If you select a file that is not in Word format, Word displays a portion of the file in the preview area. If no preview is available, Word displays the words "No Preview Available."

To view information such as file size and creation date, select File Info in the View box. You can view different types of information by sorting the files in different ways. For more information, see Sorting a list of files found with the Find File command.

To view summary information and statistics, select Summary in the View box.

Many Microsoft applications -- for example, Microsoft Excel, Word, Project, and PowerPoint -- can include summary information in saved files. Consequently, if you search for and sort files by using summary information, Word also finds and sorts these other files unless you specify a specific file type in your search criteria.

To open, print, or delete files or perform other file management activities, choose the Commands button, and then choose the appropriate command from the menu. For more information, see Managing files with the Find File command.

4.	When you finish viewing file contents and other file information, choose the Close button.

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See also

Locating and Managing Documents


Selecting multiple files in the Find File dialog box

You can select multiple files and then open, copy, print, and delete them.

To select multiple files in the Find File dialog box

1.	From the File menu, choose Find File.

2.	In the Listed Files box, click the first filename you want to select.

If you don't see the file you want, choose the Search button to look for it. See Searching for documents.

3.	While holding down CTRL , click each additional filename you want to select.

To remove a filename from the selection, hold down CTRL, and then click the filename.

Note

You can also extend the selection over a block of contiguous files. Click the first filename, hold down SHIFT, and then click the last filename you want in the selection. All filenames in between are now selected as well.

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See also

Locating and Managing Documents


Managing files with the Find File command

You can open multiple files at the same time or copy, print, or delete multiple files without opening them or leaving Word. You can perform many of these actions on several files at the same time, making document housekeeping quick and simple.

To manage files with the Find File command

1.	From the File menu, choose Find File.

2.	Select the file or files you want to work with. If you don't see the file you want, choose the Search button to look for it. See Searching for documents.

3.	To open the files, choose the Open button. To perform other tasks, choose the Commands button and then choose the appropriate command to do one or more of the following:

To	Do this
Open a file as read-only	Choose Open Read Only.
Print a file	Choose Print, select the options you want, and then choose the OK button.
View and edit summary information and statistics	Choose Summary, and then choose the Statistics button to view statistics.
Delete a file	Choose Delete. Word asks you to confirm that you want to delete the file.
Copy a file	Choose Copy. In the Directories and Drives boxes, select the location where you want to copy the file, and then choose the OK button.
Sort files	Choose Sorting, and then select the option you want to use to sort the files.
Create a new directory or folder	Choose Copy, and then choose the New Directory button. In the Name box, type the path and name of the directory you want to create, choose the OK button, and then choose the Close button.
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See also

Locating and Managing Documents


Viewing and editing summary information and statistics

To make it easier to find documents and information about them, you should add summary information about documents you create or modify in the Summary Info dialog box (File menu). Summary information can include a descriptive title, the author's name, the subject, and keywords that identify topics or other important information contained in the document. Word automatically maintains additional information about a document, including its size, its creation and modification dates, and the template on which it is based.

To view and edit summary information and statistics for an active document

1.	From the File menu, choose Summary Info.

2.	Do one or both of the following:

To edit the summary information, make any changes you want in the Title, Subject, Author, Keywords, and Comments boxes.

To view document statistics, choose the Statistics button. When you finish viewing the statistics, choose the Close button.

3.	Choose the OK button.

To view and edit summary information and statistics for any document

1.	From the File menu, choose Find File.

2.	In the Listed Files box, select the file whose summary information or statistics you want to view. If you do not see the file you want, choose the Search button to look for it. See Searching for documents.

3.	In the View box, select Summary.

You can view, but not edit, summary information in this box. To edit summary information, choose the Commands button, and then choose Summary from the menu. Make the changes you want, and then choose the OK button.

4.	When you finish viewing or editing summary information and statistics, choose the Close button.

Note

The statistical information that Word displays reflects the condition of a file when it was last saved. If you view information about a file that is open and has unsaved changes, the information that is displayed will not reflect any updated information in the file until it is saved. This is particularly important to remember when you're viewing information about files that are shared on a network.

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See also

Locating and Managing Documents


Controlling whether Word prompts for summary information

To make it easier to find documents and information about them, you should add summary information -- such as title, author, subject, and keywords -- and keep it up to date. By default, Word does not prompt you for summary information.

To control whether Word prompts for summary information

1.	From the Tools menu, choose Options.

2.	Select the Save tab.

3.	Under Save Options, select or clear the Prompt For Summary Info check box, and then choose the OK button.

Tip

To view or edit the summary information for a document at any time, open the document, and then choose Summary Info from the File menu.

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See also

Locating and Managing Documents


Printing summary information

You can print a document's summary information by itself, or you can print the summary information along with the document.

To print summary information with a document

1.	From the File menu, choose Print.

2.	Choose the Options button.

3.	Under Include With Document, select the Summary Info check box, and then choose the OK button.

4.	To begin printing, choose the OK button.

To print only summary information

1.	From the File menu, choose Print.

2.	In the Print What box, select Summary Info, and then choose the OK button.

To print summary information for several documents consecutively

1.	From the File menu, choose Find File.

If you do not see the files you want, see Searching for documents.

2.	While holding down CTRL, click the filenames for the documents whose summary information you want to print.

3.	Choose the Commands button, and then choose Print from the menu.

4.	In the Print What box, select Summary Info, and then choose the OK button.

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See also

Locating and Managing Documents


Find File command (File menu)

Searches through any directory on a computer or network to find files that meet specific criteria.

  View Options

Select the type of information you want Word to display for files found in a search.

Preview view

Displays the contents of a selected file without opening the file.

File Info view

Displays information about a selected file, such as its title, its size, the date it was created, and the date it was last saved.

Summary view

Displays summary information and statistics for the selected file.

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See also

Locating and Managing Documents


Summary view (Find File dialog box)
Summary view

Find File command (File menu)

Displays summary information and statistics for the selected file.

  View Options

Listed Files

Displays the list of files that Word found in the last search.

If you saved the search criteria you used with a name, that name is displayed. See Saving search criteria.

View

Select the type of file information you want displayed.

Preview

Displays the contents of the selected file without opening the file.

File Info

Displays information about the selected file, such as its title, its size, the date it was created, and the date it was last saved.

Summary

Displays summary information and statistics for the selected file.

Summary Of

Displays summary information and statistics for the selected file.

To edit the summary information, choose the Commands button, and then choose Summary from the menu. For more information, see Summary Info command.

Search

Type or select search criteria you want Word to use in searching for documents. See Search dialog box.

Commands

Lists file management tasks you can perform, such as copying, sorting, and printing files. Word carries out the command you choose on the files you selected in the Find File dialog box. You can select multiple files before you perform certain actions, such as printing or deleting.

Open Read Only

Opens the selected files in read-only format, in which users can view files but cannot make any changes to them.

Print

Select the printing options you want for the selected files. See Print command.

Summary

Displays summary information for the selected file so that you can view and edit this information. If you selected more than one file, Word displays the summary information for the first file you selected. See Summary Info command.

Delete

Deletes the selected files. Word asks you to confirm that you want to delete the files.

Copy

Copies the selected files into a different directory. See Copy dialog box.

Sorting

Sorts the files by different criteria. See Sorting Options dialog box.

Open

Opens the selected files.

Close

Closes the Find File dialog box and returns you to the active document.


Preview view (Find File dialog box)
Preview view

Find File command (File menu)

Displays the contents of the selected file without opening the file.

  View Options

Listed Files

Displays the list of files that Word found in the last search.

If you saved the search criteria you used with a name, that name is displayed. See Saving search criteria.

Preview Of

Displays a reduced view of the selected file.

If you select a file that is not in Word format, Word displays a portion of the file in the preview area. If no preview is available, Word displays the words "No Preview Available." When you select a Word document that is protected with a file-protection password, you must enter the password before Word displays the document.

View

Select the type of file information you want displayed.

Preview

Displays the contents of the selected file without opening the file.

File Info

Displays information about the selected file, such as its title, its size, the date it was created, and the date it was last saved.

Summary

Displays summary information and statistics for the selected file.

Search

Type or select search criteria you want Word to use in searching for files. See Search dialog box.

Commands

Lists file management tasks you can perform, such as copying, sorting, and printing files. Word carries out the command you choose on the files you selected in the Find File dialog box. You can select multiple files before you perform certain actions, such as printing or deleting.

Open Read Only

Opens the selected files in read-only format, in which users can view files but cannot make any changes to them.

Print

Select the printing options you want for the selected files. See Print command.

Summary

Displays summary information for the selected file so that you can view and edit this information. If you selected more than one file, Word displays the summary information for the first file you selected. See Summary Info command.

Delete

Deletes the selected files. Word asks you to confirm that you want to delete the files.

Copy

Copies the selected files into a different directory. See Copy dialog box.

Sorting

Sorts the files by different criteria. See Sorting Options dialog box.

Open

Opens the selected files.

Close

Closes the Find File dialog box and returns you to the active document.


File Info view (Find File dialog box)
File Info view

Find File command (File menu)

Displays information about the selected file. The information displayed in the columns varies depending on how you sort the information. For example, if you sort the list of files by using the Last Saved By option, the Author column changes to Last Saved By. For information about how to sort files, see Sorting a list of files found with the Find File command.

  View Options

Filename

Displays the name of the file.

Title

Displays the title of the file as entered in the Summary Info dialog box.

If a file has no title, or if the file was created in an application other than Word, Word lists the filename between two hyphens.

Size

Displays the amount of disk space the file uses.

Author

Displays the person's name that's entered in the Summary Info dialog box.

Last Saved By

Displays the name of the person who last saved the file.

Created

Displays the date the file was created.

Last Saved

Displays the date the file was last edited.

Appears in the upper-right corner of the dialog box while Word is updating information in the Find File dialog box. When the icon disappears, the information is up to date.

View

Select the type of file information you want displayed.

Preview

Displays the contents of the selected file without opening the file.

File Info

Displays information about the selected file, such as its title, its size, the date it was created, and the date it was last saved.

Summary

Displays summary information and statistics for the selected file.

Search

Type or select search criteria you want Word to use in searching for files. See Search dialog box.

Commands

Lists file management tasks you can perform, such as copying, sorting, and printing files. Word carries out the command you choose on the files you selected in the Find File dialog box. You can select multiple files before you perform certain actions, such as printing or deleting.

Open Read Only

Opens the selected files in read-only format, in which users can view files but cannot make any changes to them.

Print

Select the printing options you want for the selected files. See Print command.

Summary

Displays summary information for the selected file so that you can view and edit this information. If you selected more than one file, Word displays the summary information for the first file you selected. See Summary Info command.

Delete

Deletes the selected files. Word asks you to confirm that you want to delete the files.

Copy

Copies the selected files into a different directory. See Copy dialog box.

Sorting

Sorts the files by different criteria. See Sorting Options dialog box.

Open

Opens the selected files.

Close

Closes the Find File dialog box and returns you to the active document.


Search dialog box

Find File command (File menu)

Specifies search criteria you want Word to use when searching for files.

  Dialog Box Options

Saved Searches

Once you've selected search criteria, you can save the criteria with a name for future use. Word displays the names given to saved search criteria in this box. You can select a name and then start a search, or you can delete or modify the criteria in the selected search.

Save Search As

Type a name for the search criteria displayed in the Search For box. Once you've named and saved a set of search criteria, you can use the same criteria again without redefining them each time you search.

Delete Search

Removes the saved search criteria you selected in the Saved Searches box.

Search For

Select the filename or type of file you want to search for, and then select the drive or volume on which you want to search for it. To use advanced search criteria, such as author and date, choose the Advanced Search button.

Word displays all selected search criteria in the Search For box.

File Name

Select or type the name of the file you want to find. To search for all files that have the same extension, type an asterisk (*), a period, and the three-character extension. You can also specify multiple filenames by separating each one with a semicolon. For example, type *.doc;*.mem to find all documents that have either of the filename extensions.

Location

Select the drives or volumes you want to search.

Clear

Removes all selected search criteria from the Saved Searches box.

Advanced Search

Select additional search criteria on the Location, Timestamp, and Summary tabs for a more detailed and precise search. See Advanced Search dialog box.

OK

Starts the search with the specified criteria displayed in the Search For box.

Rebuild File List

Replaces all files previously found with a new list that meets the new set of criteria.

Include Subdirectories

Includes in your search all subdirectories of the directory or directories in the Location box.


Save Search As dialog box

Type a name for the saved search criteria you want to use again to search for files. Once you've named and saved a set of search criteria, you can use the same criteria again without redefining them each time you search.


Advanced Search dialog box

Search dialog box (Find File command)

Select the options you want to use to search for files.

  Tab Options

Select the tab that contains the options you want to use.

Location tab

Select the drives or volumes and directories or folders where you want to search for the files.

Summary tab

Type search criteria that match the summary information for the files you want to find.

Timestamp tab

Type the dates on which the files you want to find were created or last saved.


Location tab (Advanced Search dialog box)
Location tab

Advanced Search dialog box (Find File command)

Select the drives or volumes and directories or folders where you want to search for the files.

  Tab Options

File Name

Select or type the name of the file you want to find. To search for a list of files that have a particular extension, type an asterisk (*), a period, and the three-character extension. You can also specify multiple filenames if you separate each one with a semicolon. For example, type *.doc;*.mem to find documents that have either of the filename extensions.

Search In

Displays the directories you selected for Word to search in.

Directories

Select the directories in which you want to search.

Drives

Select the drives on which you want to search.

Add

Adds the directory you selected in the Directories box to the list in the Search In box.

Remove

Removes the selected directory from the list in the Search In box.

Remove All

Removes all directories from the list in the Search In box.

Include Subdirectories

Includes in your search all subdirectories of the drives and directories listed in the Search In box.

Network

Opens the Connect Network Drive dialog box so that you can connect to a network drive. For more information, choose the Help button in the dialog box.


Summary tab (Advanced Search dialog box)
Summary tab

Advanced Search dialog box (Find File command)

Type search criteria that match the summary information for the files you want to find.

  Tab Options

Title, Author, Keywords, Subject

Type search criteria that match the summary information for the documents you want to find.

You can use special characters to specify approximate criteria, instead of exact criteria. See Using special characters in a document search.

Options

Determines how Word searches the existing list in the Find File dialog box.

Create New List

Replaces the list in the Find File dialog box with a new list that meets the new set of criteria. This is the default setting.

Add Matches To List

Adds files that meet the new set of search criteria to the current list of files in the Find File dialog box. This option usually increases the total number of files in the Listed Files box because it adds files that meet one set of criteria to files that meet another set of criteria.

The Add Matches To List option is especially useful if you want to search on a different drive or volume by using the same set of search criteria you used to find files on the current drive or volume.

Search Only In List

Adds files that meet both the former criteria and the new criteria to the list in the Find File dialog box. This option usually decreases the total number of files in the list because Word applies the new search criteria only to the files already listed in the Find File dialog box.

Match Case

Finds only matching text whose case (uppercase and lowercase) exactly matches that of the search text in the Containing Text box, character for character.

Containing Text

Type text that is contained in the file you want to find. When you select the Use Pattern Matching check box, you can also use special search operators in the Containing Text box.

Use Pattern Matching

Select to use special search operators in the Containing Text box. For more information, see Advanced search criteria.

Special

Select the search operator you want to use in the Containing Text box when you have selected the Use Pattern Matching check box.


Timestamp tab (Advanced Search dialog box)
Timestamp tab

Advanced Search dialog box (Find File command)

Type the dates on which the files you want to find were created or last saved.

  Tab Options

Last Saved

Type the range of dates between which the documents you want to see were last saved.

From

Type the earliest date you want to include. To see all documents saved prior to the date in the To box, make sure this box is empty.

To

Type the most recent date you want to include. To search for documents that were last saved on that day, type the same date as that in the From box. To search for all documents saved since the date in the From box, make sure this box is empty.

By

Type the name of the person who last saved the document.

Created

Type the range of dates between which the documents you want to find were created.

From

Type the earliest date you want to include. To see all documents created prior to the date in the To box, make sure this box is empty.

To

Type the most recent date you want to include. To search for all documents created since the date in the From box, make sure this box is empty.

By

Type the name of the person who created the document.


Sorting Options dialog box

Determines how the files Word finds in a search are to be listed.

  Dialog Box Options

Sort Files By

Select the order in which you want the files to be listed in the File box.

Author

Sorts files alphabetically by author.

Creation Date

Sorts files chronologically, listing the most recently created file first.

Last Saved By

Sorts files alphabetically by the name of the person who last saved each file.

Last Saved Date

Sorts files chronologically, listing the most recently saved file first.

Name

Sorts files alphabetically by filename or by document title, depending on which option you select under List Files By.

Size

Sorts files by file size, from smallest to largest.

List Files By

Select how you want to display filenames.

Filename

Uses the name you gave the file when you saved it.

Title

Uses the title that's in the Summary Info dialog box.

If no title is available for a file, or if the file was created in an application other than Word, the filename is listed between two hyphens.

Show Folders

To display and sort the list of files in the folder in which they are stored, select the Show Folders check box. To display the list of files without the folders that contain them, clear the Show Folders check box. When you clear the Show Folders check box, Word sorts into one group all files from the searched folders, without displaying any of the folders that contain them.


Document Statistics dialog box

Summary Info command (File menu)

Displays statistics and other information about the active document.

  Dialog Box Options

File Name

Displays the filename of the active document.

Directory

Displays the directory or folder in which Word stores the active document.

Template

Displays the name and location of the template attached to the active document.

Title

Displays the title of the document as entered in the Summary Info dialog box.

Created

Displays the date and time the document was created.

Last Saved

Displays the date and time the document was last saved.

Last Saved By

Displays the name of the person who last saved the document.

File Size

Displays the amount of disk space the file uses.

Revision Number

Displays the number of times the document has been saved.

Total Editing Time

Lists the number of minutes the document has been open during all editing sessions since its creation.

Last Printed

Displays the last date and time the document was printed.

Statistics

Displays statistics about the active document.

Pages

Displays the number of pages in the document.

Words

Displays the number of words in the document.

Characters

Displays the number of characters in the document, including punctuation.

Paragraphs

Displays the number of paragraphs in the document, not including empty paragraphs.

Lines

Displays the number of lines in the document.


Summary Info command (File menu)

Displays the summary information for the active document so that you can review or edit the information.

Word accepts a maximum of 255 characters in each of the Title, Subject, Author, Keywords, and Comments boxes.

  Dialog Box Options

File Name

Displays the filename of the active document.

Directory

Displays the location of the file.

Title

Type a title for the document.

Subject

Type a description of the document.

Author

Word automatically inserts the name of the person on the User Info tab in the Options dialog box (Tools menu). To insert a different author's name, type it in the Author box.

Keywords

Type keywords from the document.

Comments

Type any remarks you want to record about the document.

Statistics

Displays statistics for the active document -- for example, the number of words in the document. See Document Statistics dialog box.


Copy dialog box

Specify the location to which you want to copy a file.

  Dialog Box Options

Path

Type the names of the drive and directory where you want to store the copy of the file, or select the location in the Directories and Drives boxes.

Directories

Select the directory in which you want to store the copy of the file.

Drives

Select the drive on which you want to store the copy of the file.

Create a new directory or folder by typing the path and name. See Create Directory dialog box.

Network

Opens the Connect Network Drive dialog box so that you can connect to a network drive. For more information, choose the Help button in the dialog box.


Create Directory dialog box

Creates a new directory or folder to which you want to copy a file.

  Dialog Box Options

Current Directory

Displays the directory where the file currently exists.

Name

Type the path and new directory name to which you want to copy the file.


Finding and Replacing

Overview

Finding and replacing text and formatting

Finding text and formatting

Replacing text and formatting

Finding and replacing text by using advanced search criteria

Finding and replacing special characters

Finding and replacing graphics, fields, annotations, and other special characters

Finding and replacing special characters by using keyboard codes

Going to a page, bookmark, footnote, table, annotation, graphic, or other location


Overview of Finding and Replacing

When you need to review or change text, graphics, footnotes, or other elements in a document, you can quickly find and then replace them. You can also find and replace special characters such as fields, tab characters, page breaks, optional hyphens, and paragraph marks by using the Find and Replace commands.

Use the Find and Replace commands to:

Find all occurrences of specific text. You can specify that Word find only occurrences of text with a particular format, such as bold, or a certain pattern of capitalization. For example, you can tell Word you want to find "Green" but not "green".

Find and replace occurrences of text with different text. You can also change the formatting at the same time you change the text. For example, you can tell Word you want to replace "LitWare Company" with "LitWare, Inc."

Find and replace formatting and styles. For example, you can find all underlined text and replace the underline format with italics, find all paragraphs with a certain style so that you can apply a different style to them, or change a word or phrase only if it occurs in a paragraph that has a certain style or paragraph format.

Making many changes with the Replace command uses a lot of memory. To free memory, perform a normal save on your document after making multiple changes.

You can move directly to a specific place in a document, such as a particular page, graphic, table, or bookmark, with the Go To command.

__________

See also

Finding and Replacing


Finding text and formatting

You can find each occurrence of characters, including uppercase and lowercase letters, whole words, or parts of words. You can find any formatted text, specific formats, styles, or language. For example, you can find each occurrence of a word in bold format. You can also exclude a specific format when you search for text. For example, specify "Bold" to find bold text or "Not Bold" to find anything but bold text.

Once you find what you are searching for, you can make changes in your document and then continue the search.

To find text and formatting

1.	From the Edit menu, choose Find.

2.	In the Find What box, do one of the following:

To find	Do this
Text without formatting	Type the text. If formats appear under the Find What box, choose the No Formatting button.
Text with formatting	Type the text. Choose the Format button, and then choose Font, Paragraph, Language, or Style. Select the formats you want, and then choose the OK button.
Formatting only	Delete any text in the Find What box. Position the insertion point in the Find What box, choose the Format button, and then choose Font, Paragraph, Language, or Style. Select the formats you want, and then choose the OK button.
In the Find What box, you can also click the down arrow and select from the last four entries for which you searched.

3.	Select the other options you want to use to control the search. For more information on search options, see Find command.

4.	Choose the Find Next button.

If Word finds the text or formatting, the document scrolls to display the page where the search text is found. You can edit the document while the Find dialog box is open, and then continue the search by choosing the Find Next button.

5.	To cancel a search in progress, press ESC. To close the dialog box, choose the Cancel button.

Tip

When you want to find bold, italic, underlined text, or other formats, you can quickly specify those formats with the Formatting toolbar or the formatting key combinations. For more information on using keys, see Using shortcut keys to format characters and Using shortcut keys to format paragraphs.

__________

See also

Finding and Replacing

Formatting Text Characters


Replacing text and formatting

You can find and replace text and its formatting, including styles or text in another language. You can also replace only the formatting without changing the text. You can also exclude a specific format when you search for text. For example, specify Bold to find bold text or Not Bold to find anything but bold text.

To replace text and formatting

1.	From the Edit menu, choose Replace.

If you are working with the Find command on the Edit menu, choose the Replace button.

2.	In the Find What box, do one of the following:

To find	Do this
Text without formatting	Type the text. If formats appear under the Find What box, choose the No Formatting button.
Text with formatting	Type the text. Choose the Format button, and then choose Font, Paragraph, Language, or Style. Select the formats you want, and then choose the OK button.
Formatting only	Delete any text in the Find What and Replace With boxes. Position the insertion point in the Find What box, choose the Format button, and then choose Font, Paragraph, Language, or Style. Select the formats you want, and then choose the OK button.
Text you want to delete	Type the text. Leave the Replace With box empty.
In the Find What or Replace With box, you can also click the down arrow and select from the last four entries for which you searched.

3.	In the Replace With box, repeat step 2.

4.	Select the other options you want to use to control the search. For more information on the search options, see Replace command.

5.	Choose the Find Next button.

If Word finds the text or formatting, the document scrolls to display the page where the search text is found.

6.	Do one of the following:

To	Choose
Replace the text or formatting and find the next occurrence	The Replace button
Change all occurrences without confirmation	The Replace All button
Leave the text or formatting unchanged and search for the next occurrence	The Find Next button
7.	To cancel a search in progress, press ESC. To close the dialog box, choose the Cancel or Close button.

Tip

When you want to find or replace bold, italic, underlined text, or other formats, you can quickly specify those formats with the Formatting toolbar or the formatting key combinations. For more information on using keys, see Using shortcut keys to format characters and Using shortcut keys to format paragraphs.

__________

See also

Finding and Replacing

Formatting Text Characters

Copying character formatting


Finding and replacing graphics, fields, annotations, and other special characters

You can find and replace many special characters, such as tab characters, and endnotes. You can find and replace these special characters just as you do regular text.

To find and replace graphics, fields, annotations, and other special characters

1.	From the Edit menu, choose Replace.

If you are working with the Find command on the Edit menu, choose the Replace button.

2.	Position the insertion point in the Find What box, and then choose the Special button.

3.	Select the special character you want. If necessary, type additional text you want to search for.

4.	With the insertion point in the Replace With box, choose the Special button.

5.	Select the special character you want. If necessary, type additional text you want to search for.

6.	Select the other options you want to use to control the search. For more information on search options, see Replace command.

7.	Choose the Find Next button.

If Word finds the special character, the document scrolls to display the page where the search text is found.

8.	Do one of the following:

To	Choose
Replace the item, text or formatting and find the next occurrence	The Replace button
Change all occurrences without confirmation	The Replace All button
Leave the item, text or formatting unchanged and search for the next occurrence	The Find Next button
9.	To cancel a search in progress, press ESC. To close the dialog box, choose the Cancel or Close button.

Tip

If you know the key combination for a special character -- for example, ^p for a paragraph mark -- you can type it in the Find What or Replace With box. If you know the ANSI code for a symbol, you can insert it by holding down the ALT key and typing the code using the numeric keypad with the NUM LOCK key on. For more information, see Finding and replacing special characters by using keyboard codes.

__________

See also

Finding and Replacing


Finding and replacing text by using advanced search criteria

You can find patterns of characters, such as the beginnings of words or groups of letters, by using expressions and operators to narrow the search. An expression is any combination of characters and operators that specifies a pattern, and an operator is a symbol that controls the search. Once you find the characters, you can choose to replace them or continue the search.

To find and replace text by using advanced search criteria

1.	From the Edit menu, choose Find or Replace.

2.	Select the Use Pattern Matching check box.

3.	In the Find What box, type the search criteria.

You can choose the Special button and then select the operator, or type the operator you want. Then type additional text to be used with the operator. For a list of operators, see Advanced search criteria.

4.	To replace occurrences that match the search criteria, type the replacement text in the Replace With box.

5.	Choose the Find Next button.

6.	Do one of the following:

To	Choose
Replace an occurrence that matches the search criteria and find the next occurrence	The Replace button
Change all occurrences without confirmation	The Replace All button
Leave an occurrence that matches the search criteria unchanged and find the next occurrence	The Find Next button
7.	To cancel a search in progress, press ESC. To close the dialog box, choose the Cancel or Close button.

__________

See also

Finding and Replacing


Going to a page, bookmark, footnote, table, annotation, graphic, or other location

You can move quickly to a particular place in a document -- for example, a specific page, a footnote, or a bookmark.

To go to a page, bookmark, footnote, table, annotation, graphic, or other location

1.	From the Edit menu, choose Go To.

2.	In the Go To What box, select the type of item you want to move to.

3.	Do one of the following:

To move to a specific location, type the name or number of the item in the Enter box, and then choose the Go To button.

To move to the next or previous occurrence of the item, leave the Enter box empty, and then choose the Next or Previous button.

For more information about the items to which you can move, see Go To command.

4.	When you finish moving to items, choose the Close button.

Tip

You can also display the Go To dialog box by double-clicking the page area of the status bar.

   Page area

__________

See also

Finding and Replacing

Annotating, Revising, and Routing Documents

Footnotes and Endnotes


Find command (Edit menu)

Searches for specified text, formatting, footnotes, endnotes, or annotation marks in the active document. You can also include special characters -- for example, paragraph marks, tab characters, and hard page breaks -- in your search criteria.

  Dialog Box Options

Find What

Type, or insert the information you want to find, or click the down arrow, and then select from the last four entries. For information on searching for formatted text, see Finding text and formatting.

Format

Specifies the formatting you're looking for in the Find What box.

Search

Set the direction of the search.

All

Searches the entire document from the insertion point.

Up

Searches from the insertion point or end of the selection to the beginning of the document or selection.

Down

Searches from the insertion point or beginning of the selection to the end of the document or selection.

Match Case

Finds only those occurrences with the exact combination of uppercase and lowercase letters specified in the Find What box. Word considers only the case of letters as they were originally typed, even if they have been capitalized with the Small Caps or All Caps character format.

Find Whole Words Only

Finds occurrences that are words, and not part of a larger word.

If you search only for formatting, this option finds only entire words with the specified formatting.

Use Pattern Matching

Select to use the special search operators. For more information, see Advanced search criteria.

Sounds Like

Finds words that sound the same as the search text but are spelled differently, such as "Kathy" and "Cathy" and "colour" and "color."

No Formatting

Removes all formatting specified below the Find What box.

Format

Display a list of formatting search or replacement options, with or without specifying text. See Font command, Paragraph command, Language command, or Style command.

Special

Select the special character you want to search for.

Find Next

Finds and selects the next occurrence of the text or formatting specified in the Find What box.

Replace

Opens the Replace dialog box, retaining any information typed in the Find What box. In the Replace With box, type the replacement text, and then specify any formatting you want to apply. For more information, see Replace command.

__________

See also

Finding and Replacing


Replace command (Edit menu)

Searches for and replaces specified text, formatting, footnotes, endnotes, or annotation marks in the active document. You can also include special characters -- for example, paragraph marks, tab characters, and hard page breaks -- in your replacement criteria.

  Dialog Box Options

Find What

Type or insert the information you want to find, or click the down arrow, and then select from the last four entries. For information on searching and replacing formatted text, see Finding text and formatting.

Format

Specifies the formatting you're looking for in the Find What box.

Replace With

Type the text you want to use as replacement text, or paste it from the Clipboard. To delete the text in the Find What box from the document, leave the Replace With box empty. For information on replacing text with formatted text, see Replacing text and formatting.

Format

Specifies the formatting you want for the text in the Replace With box.

Search

Set the direction of the search.

All

Searches the entire document from the insertion point.

Up

Searches from the insertion point or the end of the selection to the beginning of the document or selection.

Down

Searches from the insertion point or the beginning of the selection to the end of the document or selection.

Match Case

Finds only those occurrences with the exact combination of uppercase and lowercase letters specified in the Find What box. Word considers only the case of letters as they were originally typed, even if they have been capitalized with the Small Caps or All Caps character format.

Find Whole Words Only

Finds occurrences that are words, and not part of a larger word.

If you search only for formatting, this option finds only entire words with the specified formatting.

Use Pattern Matching

Select to use the special search operators. For more information, see Advanced search criteria.

Sounds Like

Finds words that sound the same as the search text but are spelled differently, such as "Kathy" and "Cathy" and "colour" and "color."

No Formatting

Removes all formatting specified below the Find What or Replace With box.

Format

Display a list of formatting search or replacement options, with or without specifying text. See Font command, Paragraph command, Language command, or Style command.

Special

Select the special character you want to search for.

Find Next

Finds and selects the next occurrence of the text or formatting specified in the Find What box.

Replace

Changes the selected text or formatting to the text or formatting in the Replace With box, and then finds the next occurrence.

Replace All

Finds and replaces all occurrences of the text or formatting in the Find What box with the text or formatting in the Replace With box.

You can also undo the replacements. See Undo command.

_________

See also

Finding and Replacing


Symbol command (Insert menu)

Inserts symbols that your printer can print even though they are not found on a standard keyboard -- for example, the copyright ( [image]), heart ( [image]), or registered trademark ( [image]) symbol.

Select the tab for the options you want.

Symbols tab

Displays a table of symbols from available character sets.

Special Characters tab

Displays a list of special characters, such as em dashes, copyright and trademark symbols, hyphens, and space characters.

__________

See also

Finding and Replacing


Symbols tab

Symbol command (Insert menu)

Displays a table of symbols from available character sets.

  Tab Options

Font

Type or select the font you want.

Shortcut Key

Displays any key or key combination that has been assigned to the selected symbol.

Symbols chart

Select the symbol you want.

Insert

Inserts the selected symbol into the document or the Find or Replace dialog box.

Shortcut Key

Assigns the selected symbol to a key or key combination. For more information, see Customize command.


Special Characters tab

Symbol command (Insert menu)

Displays a list of special characters, such as em dashes, copyright and trademark symbols, hyphens, and space characters.

  Tab Options

Character

Select the special character you want.

Shortcut Key

Displays any key or key combination that has been assigned to the special character.

Insert

Inserts the selected special character into the document or the Find or Replace dialog box.

Shortcut Key

Assigns the selected special character to a key or key combination. For more information, see Customize command.


Go To command (Edit menu)

Moves the insertion point to a specified location in the document. For example, you can move to a page number, an annotation, a footnote, or a bookmark.

  Dialog Box Options

Go To What

Select the type of location to which you want to move, including page, section, line, footnote, endnote, annotation, bookmark, graphic, table, equation, field, or object.

Enter

To move to a particular page, section, or line, type the number. If you type a plus sign (+) before the number, Word counts forward from the current location. If you type a minus sign (-), Word counts backward.

To move to a footnote, endnote, annotation, bookmark, field, table, graphic, equation, line, or object, type the number or select the name you want.

Go To/Next

Moves to the next occurrence of the item selected in the Go To What box. If the Enter box is empty, Word changes this button to Next.

Previous

Moves to the previous occurrence of the item selected in the Go To What box. If the Enter box is empty, this button is not available.

__________

See also

Going to a page, bookmark, footnote, table, annotation, graphic, or other location


Finding and replacing special characters by using keyboard codes

Word uses many special characters that you can search for and replace by typing key combinations in the Find What or Replace With box. You can also insert special characters in the Find What or Replace With box by choosing the Special button in the Find or Replace dialog box. For more information, see Finding and replacing graphics, fields, annotations, and other special characters.

The key combinations in the following tables are grouped by special characters, breaks, and hyphens and spaces. When you type the key combination, press SHIFT+6 for the ^ symbol and make sure to use lowercase letters.

To find or replace special characters by using keyboard codes

Do one of the following:

Special characters

To specify	Type	In
Paragraph mark ( [image] )	^p	Find What or Replace With box
Tab character ( [image])	^t	Find What or Replace With box
Annotation mark	^a	Find What box
ANSI characters	^0nnn where nnn is the character number	Find What or Replace With box
Any character	^?	Find What box
Any digit	^#	Find What box
Any letter	^$	Find What box
Caret character	^^	Find What or Replace With box
Clipboard contents	^c	Replace With box
Contents of the Find What box	^&	Replace With box
Endnote mark	^e	Find What box
Field	^d	Find What box
Footnote mark	^f	Find What box
Graphic	^g	Find What box
Breaks

To specify	Type	In
Column break ( [image])	^n	Find What or Replace With box
Line break ( [image])	^l	Find What or Replace With box
Manual page break ( [image])	^m	Find What or Replace With box
Section break ( [image])	^b	Find What box
Hyphens and spaces

To specify	Type	In
Em dash	^+	Find What or Replace With box
En dash	^=	Find What or Replace With box
Nonbreaking space ( [image])	^s	Find What or Replace With box
Nonbreaking hyphen ( [image])	^~	Find What or Replace With box
Optional hyphen ( [image]) (1)	^-	Find What or Replace With box
White space (2)	^w	Find What box
You cannot search for hyphens that Word inserted automatically with the Hyphenation command (Tools menu).

Note

(1) If you omit the optional hyphen code, Word finds all matching text, including text with optional hyphens. If you include the optional hyphen code, Word finds only words with optional hyphens in the same position. For example, if you type type^-writer Word finds "type-writer", but not "typewriter".

(2) Any number and combination of normal and nonbreaking spaces, tab characters, and paragraph marks.

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See also

Finding and Replacing


Advanced search criteria

You can refine searches by using operators and expressions when finding or replacing text characters or when looking for documents. An operator is a symbol that controls the search, and an expression is any combination of characters and operators that specifies a pattern. An expression can be simple, such as s?t, which finds any three-letter word beginning with "s" and ending with "t", or it can be complex, with several parts enclosed in parentheses, which are individually evaluated.

To use operators, select the Use Pattern Matching check box in the Find or Replace dialog box (Edit menu). You can insert an operator by choosing the Special button and selecting one from the list, or by typing the operator in the Find What or Replace With box.

You can use advanced search criteria in the Find What box in the Find or Replace dialog box (Edit menu), or in the Containing Text box, an option on the Summary tab in the Advanced Search dialog box (Find File command, File menu).

To find	Operator	Examples
Any single character	?	s?t finds "sat," "set," and "sit."
Any string of characters	*	s*d finds "sad," "started," and "said."
One of the specified characters	[ ]	w[io]n finds "win" and "won."
Any single character in this range	[-]	[r-t]ight finds "right," "sight," and "tight." Ranges must be in ascending order.
Any single character except the characters inside the brackets	[!]	m[!a]st finds "mist," "most," and "must," but not "mast." t[!ou]ck finds "tack" and "tick," but not "tock" or "tuck."
Any single character except characters in the range inside the brackets	[!x-z]	t[!a-m]ck finds "tock" and "tuck," but not "tack" or "tick."
Exactly n occurrences of the previous character or expression	{n}	fe{2}d finds "feed" but not "fed."
At least n occurrences of the previous character or expression	{n,}	fe{1,}d finds "fed" and "feed."
From n to m occurrences of the previous character or expression	{n,m}	10{1,3} finds "10," "100," and "1000."
One or more occurrences of the previous character or expression	@	lo@t finds "lot," and "loot."
The beginning of a word	<	<inter finds "interesting" and "intercept," but not "splintered."
The end of a word	>	in> finds "in" and "within," but not "interesting."
You can use parentheses around parts of the search criteria to indicate the order of evaluation and to group parts of expressions, as shown in the previous examples.

To search for operators as if they were characters, precede them with a backslash (\) in the Find What or Replace With box. For example, to find a question mark, type \? in the Find What box.

When using the Replace command, one other operator you can use in the Replace With box is \num. This operator rearranges expressions in the Find What box in the order given in the Replace With box. If you typed (Newton) (Christie) in the Find What box and \2 \1 in the Replace With box, the text would change from "Newton Christie" to "Christie Newton."

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See also

Finding and Replacing

Locating and Managing Documents


Field Types and Switches

What's New

What's New in Fields

Fields Reference

Field Types

General Switches

Overview

Format (\*)

Numeric Picture (\#)

Date-Time Picture (\@)

Lock Result (\!)


Field Types

Click the first letter of the field type you want to look up, or press TAB to select the letter, and then press ENTER.

= (Formula)

-A-

Addin

Advance

Ask

Author

AutoNum

AutoNumLgl

AutoNumOut

AutoText

-B-

BarCode

Bookmark

-C-

Comments

Compare

CreateDate

-D-

Database

Date

DDE

DDEAuto

-E-

EditTime

Embed

EQ (Equation)

-F-

FileName

FileSize

Fillin

FormCheckbox

FormDropdown

FormText

Formula (=)

-G-

GotoButton

-H-

-I-

If

IncludePicture

IncludeText

Index

Info

-J-

-K-

Keywords

-L-

LastSavedBy

Link

-M-

MacroButton

MergeField

MergeRec

MergeSeq

-N-

Next

NextIf

NoteRef

NumChars

NumPages

NumWords

-O-

-P-

Page

PageRef

Print

PrintDate

Private

-Q-

Quote

-R-

RD (Referenced Document)

Ref

RevNum

-S-

SaveDate

Section

SectionPages

Seq (Sequence)

Set

SkipIf

StyleRef

Subject

Symbol

-T-

TA (Table of Authorities Entry)

TC (Table of Contents Entry)

Template

Time

Title

TOA (Table of Authorities)

TOC (Table of Contents)

-U-

UserAddress

UserInitials

UserName

-V-

-W-

-X-

XE (Index Entry)

-Y-

-Z-


ADDIN field
ADDIN

{addin}

Contains data put in the field by the WordBasic statement PutFieldData and retrieved by the WordBasic function GetFieldData$(). This field has no result, and data stored within an ADDIN field is not visible, even when field codes are showing.

Note

In Microsoft Word version 6.0 for Windows or later, if you open a document created in Microsoft Word version 5.1 for the Macintosh or later that contains a plug-in-module object (PIM), the data stored in the object is converted to an ADDIN field.

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See also

Field Types


ASK field
ASK

{ask Bookmark "Prompt " [Switches]}

Displays a dialog box that prompts you for text to assign to the specified bookmark. Use the ASK field when you want to prompt once for text and then insert that text into multiple locations in a document.

You can use the ASK field in the main document of a mail merge to insert variable information not included in the data source. To do so, use the ASK field to prompt for the text to assign to a bookmark before printing each merge document, and then use the REF or BOOKMARK field to insert the bookmark text into each printed document. For more information on merging documents, see Mail Merge: Advanced Techniques.

Bookmark

The bookmark name to which you want the text assigned. For example, if you are prompting for the order quantity of a particular unit, you might use "orderunits" as the bookmark name.

Prompt

The text you want to appear in the dialog box to ask for the bookmark text. For example, to ask for text to assign to the bookmark "orderunits," you might specify "Please type the number of units ordered by this company." Enclose the text in quotation marks.

Switches

The switches you add to customize the ASK field.

This switch	Does this
\d	Precedes default text to assign to the bookmark if nothing is typed in the dialog box. For example, the field {ask typist "Enter typist's initials" \d "tds"} assigns "tds" to the bookmark "typist" if the user types nothing in the dialog box before choosing OK. Enclose the default text in quotation marks. Normally, the default is whatever was last typed. By specifying default text, you can override that text and provide consistent default text. If you want the default text to be blank, insert the \d switch followed by empty quotation marks ("").
\o	Prompts once during a mail merge, instead of each time a new data record is merged. For example, the field {ask salesperson "Name of sales representative?" \o} prompts only once for the "salesperson" bookmark text.
Example

The field {ask orderunits "Please type the number of units ordered by this company."} displays a dialog box each time it is updated, and then assigns the typed text to the bookmark "orderunits." The bookmark text can then be inserted in the document or used in other fields as many times as needed. For example, the text and fields "This order of {ref orderunits} units earns you a special 10% discount of ${= orderunits * price * 10%}" can be included in the document to show a result such as "This order of 100 units earns you a special 10% discount of $200."

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See also

Field Types

Inserting Information with Fields

BOOKMARK

FILLIN

= (Formula)

REF

SET


AUTHOR field
AUTHOR

{author ["NewName "]}

Inserts the contents of the Author box from the Summary Info dialog box (File menu). For example, to include the author, date, time, and document name at the bottom of each page whenever you print the document, you insert the AUTHOR, DATE, TIME, and FILENAME fields in the document footer.

NewName

Text that replaces the contents of the Author box in the Summary Info dialog box (File menu) for the active document or template. The instruction can be as long as 255 characters, and must be enclosed in quotation marks. For example, {author {fillin "Author name?"}} uses the FILLIN field to prompt for an author name, and then changes the contents of the Author box in the Summary Info dialog box to the typed text.

Note

The initial contents of the Author box for a new document or template matches the name specified on the User Info tab in the Options dialog box (Tools menu).

Example

You can track a document using the text and fields "Document {filename}, printed by {author}, on {date} at {time}" in the header or footer. Word prints the updated result, such as "Document MEMO26.DOC" , printed by A. Gabor, on 11/26/94 at 4: 20 PM," each time you print the document.

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See also

Field Types

Inserting Information with Fields

INFO


AUTONUM field
AUTONUM

{autonum}

Automatically numbers paragraphs in sequence outline format. An easier way to number paragraphs, rather than inserting these fields individually, is to use the Bullets And Numbering command (Format menu). For more information, see Formatting and Sorting Lists.

To calculate the number for each paragraph, Word counts all paragraphs with the same built-in heading level that include the AUTONUM field. Note that, between paragraphs with built-in heading level styles, Word counts all AUTONUM fields in paragraphs with Normal style or any user-defined style as a complete sequence. Numbers change automatically when paragraphs with AUTONUM fields are inserted, deleted, or moved. You cannot unlink or manually update an AUTONUM field.

Note

The result for an AUTONUM field is not displayed if the field is nested within an IF field.

Example

AUTONUM fields inserted in front of the following heading paragraphs sequentially number the paragraphs with the same heading style and then the paragraphs following them.

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See also

Field Types

Inserting Information with Fields

AUTONUMLGL

AUTONUMOUT


AUTONUMLGL field
AUTONUMLGL

{autonumlgl}

Automatically numbers paragraphs in legal outline format. An easier way to number paragraphs, rather than inserting these fields individually, is to use the Bullets And Numbering command (Format menu). For more information, see Formatting and Sorting Lists.

Legal outline format numbers paragraphs according to the standards defined in The Chicago Manual of Style. If you want a different numbering scheme, use the Bullets And Numbering command. Word counts all paragraphs with the same built-in heading level that include the AUTONUMLGL field. Note that, between paragraphs with built-in heading level styles, Word counts all AUTONUMLGL fields in paragraphs with Normal style or any user-defined style as a complete sequence. Numbers change automatically when paragraphs with AUTONUMLGL fields are inserted, deleted, or moved. You cannot unlink or manually update an AUTONUMLGL field.

Note

The result for an AUTONUMLGL field is not displayed if the field is nested within an IF field.

Example

AUTONUMLGL fields inserted in front of the following heading paragraphs sequentially number the paragraphs with the same heading style and then the paragraphs following them.

_____________

See also

Field Types

Inserting Information with Fields

AUTONUM

AUTONUMOUT


AUTONUMOUT field
AUTONUMOUT

{autonumout}

Automatically numbers paragraphs in traditional outline format. An easier way to outline paragraphs, rather than inserting these fields individually, is to use the Bullets And Numbering command (Format menu). For more information, see Formatting and Sorting Lists or Outlining and Organizing a Document.

Traditional outline format numbers the paragraphs according to the standards defined in The Chicago Manual of Style. If you want a different numbering scheme, use the Bullets And Numbering command. Word counts all paragraphs with the same built-in heading level that include the AUTONUMOUT field. Note that, between paragraphs with built-in heading level styles, Word counts all AUTONUMOUT fields in paragraphs with Normal style or any user-defined style as a complete sequence. Numbers change automatically when paragraphs with AUTONUMOUT fields are inserted, deleted, or moved. You cannot unlink or manually update an AUTONUMOUT field.

Note

The result for an AUTONUMOUT field is not displayed if the field is nested within an IF field.

Example

AUTONUMOUT fields inserted in front of the following heading paragraphs sequentially number the paragraphs with the same heading style and then the paragraphs following them.

_____________

See also

Field Types

Inserting Information with Fields

AUTONUM

AUTONUMLGL


AUTOTEXT field
AUTOTEXT

{autotext AutoTextEntry}

Inserts an AutoText entry. Using AUTOTEXT fields instead of simply inserting AutoText entries lets you update all occurrences of an AutoText entry if you redefine it later. You first define the text or graphics as an AutoText entry and then insert an AUTOTEXT field wherever you want the entry inserted. After you redefine the text or graphics in an AutoText entry, you simply update all the AUTOTEXT fields in the document to reflect the changes.

AutoTextEntry

The name of the AutoText entry to insert.

Example

In the field {autotext disclaimer}, the AutoText entry is "disclaimer." When the field is updated, the contents of "disclaimer" are the result (for example, "Using this product incorrectly may void the warranty.").

_____________

See also

Field Types

Inserting Information with Fields

QUOTE


BOOKMARK field
BOOKMARK

{Bookmark [Switches]}

Inserts the selection marked by the specified bookmark. To insert bookmarked text or graphics from another document, use the INCLUDEPICTURE or INCLUDETEXT fields. You can use the BOOKMARK field to insert bookmark contents after defining the bookmark using the ASK or SET field. For example, in a mail merge that creates invoices, you can use a SET field nested in an IF field to define a bookmark with a discount rate appropriate for the number of units ordered in each data record. You can then use a BOOKMARK field to insert the rate any number of places in the printed document.

This is an abbreviated form of the REF field and is not available in the Field dialog box (Insert menu). When a bookmark name, such as "title," matches a field type (TITLE), you must use the REF field. For example, the {ref title} field inserts the selection marked by the "title" bookmark rather than the result of the TITLE field -- that is, the contents of the Title box in the Summary Info dialog box (File menu).

Bookmark

The name of a bookmark. If the text marked by the bookmark contains a paragraph mark ( [image]), the text preceding the BOOKMARK field takes on the bookmarked paragraph's formatting.

Switches

The switches you add to customize the BOOKMARK field.

This switch	Does this
\f	Includes and increments footnote, endnote, or annotation numbers. For example, if a referenced footnote is numbered 1 and marked by the bookmark "footnote1," the field {footnote1 \f} inserts the footnote text numbered 3 if there is another footnote between the first footnote and the BOOKMARK field.
\n	Inserts any paragraph numbering from the marked paragraph. For example, caption numbering is included if caption numbering has been applied to the marked paragraph. Example The field {headers} inserts the selection marked by the bookmark "headers."
_____________

See also

Field Types

Inserting Information with Fields

ASK

AUTOTEXT

PAGEREF

REF

SEQ (Sequence)

SET


COMMENTS field
COMMENTS

{comments ["NewComments "]}

Inserts the contents of the Comments box from the Summary Info dialog box (File menu). For example, you can track document revisions by including extra information in the Comments box, such as "Revisions resulting from management review," and printing it with the document by inserting a COMMENTS field in the footer. Then, when the document is revised, Word prints the descriptive information.

NewComments

Text that replaces the contents of the Comments box in the Summary Info dialog box (File menu) for the active document or template. The instruction can be as long as 255 characters, and must be enclosed in quotation marks.  For example, {comment {fillin "Type your comment"}} uses the FILLIN field to prompt for a comment and then changes the contents of the Comments box in the Summary Info dialog box to the typed text.

_____________

See also

Field Types

Inserting Information with Fields

INFO


CREATEDATE field
CREATEDATE

{createdate [ \@ "Date-Time Picture "]}

Inserts the date and time a document was first created, using information in the Document Statistics dialog box (Summary Info command, File menu). This field can be useful in creating documents such as contracts, when it is important to know when the document was first created. Unless you select a different format, CREATEDATE uses the default date and time formats set with the International option in Control Panel.

Date-Time Picture

Specifies a format that is different from the default. When you select a format in the Field Options dialog box (Field command, Insert menu), Word inserts a Date-Time Picture switch in the field and changes the format of the field result. If you want a format not shown in the Field Options dialog box, type a format using the Date-Time Picture (\@) switch.

Example

The text and field "This deposition taken {createdate \@ "MMMM d, yyyy"}" in the document footer track the date a deposition was taken. Whenever the deposition is printed, the same result, such as "This deposition taken November 25, 1994" appears on every page.

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See also

Field Types

Inserting Information with Fields

DATE

INFO

PRINTDATE


DATE field
DATE

{date [\l switch][ \@ "Date-Time Picture "]}

Inserts the current date. Word inserts the DATE field when you click the Date button on the Header And Footer toolbar. Unless you select a different date format, DATE uses the default date format set with the International option in Control Panel.

\l switch

Inserts the date with the last format chosen using the Date And Time command (Insert menu).

Date-Time Picture

Specifies a date format that is different from the default. When you select a format in the Field Options dialog box (Field command, Insert menu), Word inserts a Date-Time Picture switch in the field and changes the format of the field result. If you want a date format not shown in the Field Options dialog box, type a format using the Date-Time Picture (\@) switch.

Example

The following examples show the DATE field with the default date format and modified Date-Time Picture switches.

Field	Result
{date}	11/26/94
{date \@ "MMMM dd, yyyy"}	November 26, 1994
{date \@ "dddd, MMMM d"}	Saturday, November 26
{date \@ "h:mm am/pm dddd, MMMM d"}	10:00 am Saturday, November 26
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See also

Field Types

Inserting Information with Fields

CREATEDATE

PRINTDATE

TIME


DDE field
DDE

{dde AppName Filename [PlaceReference]}

Establishes a dynamic data exchange (DDE) link with a document created in another Windows-based application. A new result appears whenever the field is updated and new contents are available. Like the DDEAUTO field, the DDE field is no longer inserted by Word and is not available in the Field dialog box. You can, however, modify DDE fields created by earlier versions of Word.

Example

This example shows the field and result of a DDE link to a specific range in a Microsoft Excel worksheet. The AppName instruction "excel" represents the name of another Windows-based application, Microsoft Excel. The Filename instruction "profits.xls" is the name of a file or other topic that is meaningful to the AppName application. The PlaceReference instruction "R1C1:R4C4" is a named part of the topic -- in this case, a range of cells in a worksheet.

Field	Result
{dde excel profits.xls R1C1:R4C4}
If Word cannot establish the link when it attempts to update this field, the previous result is retained. For more information on linking to other Windows-based applications, see Exchanging Information with Other Applications.

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See also

Field Types

Inserting Information with Fields

DDEAUTO

EMBED

INCLUDEPICTURE

INCLUDETEXT

LINK


DDEAUTO field
DDEAUTO

{ddeauto AppName Filename [PlaceReference]}

Establishes an automatic dynamic data exchange (DDE) link with a document created in another Windows-based application. A new result appears automatically whenever new contents are available. Like the DDE field, DDEAUTO is no longer inserted by Word and is not available in the Field dialog box. You can, however, modify DDEAUTO fields created by earlier versions of Word.

Example

This example shows the field and result of a DDEAUTO field linked to a Microsoft Excel chart. The AppName instruction "excel" represents the name of another Windows-based application, Microsoft Excel. The Filename instruction "chartytd" is the name of a chart file in Microsoft Excel. There is no PlaceReference instruction in this example because Microsoft Excel chart files do not have named parts.

Field	Result
{ddeauto excel chartytd}
If Word cannot establish the link when it attempts to update this field, the previous result is retained. For more information on linking to other Windows-based applications, see Exchanging Information with Other Applications.

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See also

Field Types

Inserting Information with Fields

DDE

EMBED

INCLUDEPICTURE

INCLUDETEXT

LINK


EDITTIME field
EDITTIME

{edittime}

Inserts the editing time, in minutes, since a document's creation, using information in the Document Statistics dialog box (Summary Info command, File menu). This field is useful if you need to track the time spent working on a document (for billing or accounting purposes, for example).

Example

This example shows fields and text in a table that creates billable totals for an invoice. The bookmark "BillRate" references a rate value, and the total bill amount references the table cells containing the other fields.

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See also

Field Types

Inserting Information with Fields

= (Formula)

INFO


EMBED field
EMBED

{embed ClassName [Switches]}

Inserts an object created in another application using object linking and embedding (OLE). Word inserts the EMBED field when you choose the Object command (Insert menu) or the Paste Special command (Edit menu), or when you click a toolbar button to insert an object such as a chart from Microsoft Graph.

The EMBED field is not available in the Field dialog box, and you cannot manually insert the field. You can, however, directly modify switches in an existing EMBED field. For details on working with embedded objects, see Exchanging Information with Other Applications.

ClassName

The name of the container application, such as Microsoft Excel. You cannot modify this instruction.

Switches

The switches you add to customize the EMBED field.

This switch	Does this
\s	Returns an embedded object to its original size when the field is updated. To keep the sizing or cropping you've applied to an embedded object, delete this switch, if present, from the field.
\* mergeformat	Applies the sizing and cropping of the previous result to the new result. To preserve previously applied sizing and cropping when you update the field, do not delete this switch from the field.
Example

This example shows the field and result of an EMBED field for a Microsoft Graph object embedded in a document.

Field	Result
{embed MSGraph \* mergeformat}
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See also

Field Types

Inserting Information with Fields

DDE

DDEAUTO

INCLUDEPICTURE

INCLUDETEXT

LINK


EQ (Equation) field
EQ (Equation)

{eq Switches}

Produces a mathematical equation. Word displays a new result when you edit the equation switches. An EQ field cannot be unlinked. If you double-click an EQ field, Word converts the field into an embedded Equation Editor object. For information on how to use Equation Editor, see WordArt, Equation Editor, and Graph.

Equation Editor is the recommended tool for creating complex equations. However, you can use the EQ field directly if you have not installed Equation Editor or if you want to write inline equations.

Switches specify how to build the equation using the element or list of elements, enclosed in parentheses, that follow each switch. You can modify any switch with the appropriate switch options. For more information on available switches and their options, see the rest of this entry.

The comma, open parentheses, and backslash characters have special uses in EQ fields. If you want one of these symbols to appear in the result, you must precede the symbol with a backslash, as follows:  \, or \( or \\.

Note

Some switches require elements separated by a separator character. The appropriate separator character to use depends on the decimal character set for your operating environment. If the decimal character is a period, use a comma as the separator character; if the decimal character is a comma, use a semicolon as the separator character. The examples in this topic assume a period decimal character and use a comma as a separator character.

Equation Switches

Word recognizes several switches for equations.

Array:  \a()

Draws a two-dimensional array using any number of elements. In a multiple-column array, elements appear in order by rows. Any number of the following options can modify the \a switch (for example, {eq \a \ac \co2(1,2,3,4)}).

Option	Description
\al	Align left within columns
\ac	Align center within columns
\ar	Align right within columns
\con	Number of columns (default is 1)
\vsn	Points of vertical spacing between lines
\hsn	Points of horizontal spacing between columns
Bracket:  \b()

The \b switch brackets a single element in a size appropriate to the element. The default brackets are parentheses. The following options can modify the \b switch (for example, {eq \b \lc\{ \rc\](12)}).

Option	Description
\lc\c	Draws the left bracket character using the character specified for c.
\rc\c	Draws the right bracket character using the character specified for c.
\bc\c	Draws both bracket characters using the character specified for c. If the character you specify for the bracket character is {, [, (, or <, then Word uses that character as the left bracket and the corresponding closing character as the right bracket. If you specify any other character for the bracket character, Word uses that character for both brackets.
Displace:  \d()

With the \d switch, you can precisely control where the next character is drawn. The following options can modify the \d switch (for example, {eq \d \fo10 \li()}). Note that empty parentheses must follow only the last option in the instructions.

Option	Description
\fon ()	Draws forward n points.
\ban ()	Draws back n points.
\li ()	Draws a line from the end of the displaced character to the beginning of the next character.
Fraction:  \f(,)

The \f switch creates a fraction with the numerator and denominator centered above and below the division line. This code takes two elements separated by a separator character. The first element represents the numerator, the second the denominator (for example, {eq \f(2,3)}). The separator character is a comma unless you use it as a decimal character; in that case, use a semicolon. Fractions work equally well with text, graphics, or numbers.

Integral:  \i(,,)

The \i switch creates an integral, using the specified or default symbol and three elements. The first element is the lower limit, the second is the upper limit, and the third is the integrand. The following options can modify the \i switch (for example, {eq \i \su(1,5,3)}).

Option	Description
\su	Changes the symbol to a capital sigma (S) and creates a summation.
\pr	Changes the symbol to a capital pi (p) and creates a product.
\in	Creates the inline format with the limits displayed to the right of the symbol instead of above and below.
\fc\c	Substitutes a fixed-height character specified by c for the symbol.
\vc\c	Substitutes a variable-height character specified by c for the symbol. The symbol matches the height of the third element.
List:  \l()

The \l switch uses any number of elements to create a list of values separated by separator characters (commas or semicolons). This switch lets you specify multiple elements as a single element. The \l switch does not have options.

Overstrike:  \o()

The \o switch overstrikes each successive element on top of the previous ones. Any number of elements is permitted. Each character is printed within an invisible character box. Options align the boxes on top of one another. The following options can modify the \o switch (for example, {eq \o \al(b,/)}).

Option	Description
\al	Aligns the left edges of the characters' boxes.
\ac	Aligns the centers of the characters' boxes. This is the default.
\ar	Aligns the right edges of the characters' boxes.
Radical:  \r(,)

The \r switch draws a radical (Ö), using one or two elements. A single element is drawn inside the radical, forming a square root. With two elements, the first element -- the exponent -- is drawn above the radical, and the second element is drawn inside.

Superscript or Subscript:  \s()

The \s switch positions elements as superscripts or subscripts. Each \s code can have one or more elements. If more than one element is specified, the elements are stacked and left-aligned. The following options can follow the \s switch with single elements (for example, {eq \s \up8(N) \s \do8(2)}).

Option	Description
\ain ()	Adds space above a line in a paragraph by the number of points specified by n.
\upn ()	Moves a single element up the number of points specified by n. The default is 2 points.
\din ()	Adds space below a line in a paragraph by the number of points specified by n.
\don ()	Moves a single element down the number of points specified by n. The default is 2 points.
Box:  \x()

The \x switch creates a border for an element. When used without options, this code draws a box around the element. The following options can be combined to modify the \x switch (for example, {eq \x \to \bo(5)}).

This switch	Does this
\to	Draws a top border.
\bo	Draws a bottom border.
\le	Draws a left border.
\ri	Draws a right border.
Example 1

Using the EQ field and the \x() switch, you can draw a box around one or more words within a sentence. The field {eq \x(Step One)} results in [image].

Example 2

Using the EQ field and the \o() switch, you can create some special characters not available in the Symbol dialog box (Insert menu). The field {eq \o(e,-)} with 6 points of superscripting applied to the hyphen results in the text " [image]."

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See also

Field Types

Inserting Information with Fields

= (Formula)


= (Formula) field
= (Formula)

{= Formula [\# Numeric Picture]}

Calculates a number using a mathematical formula. With an = (Formula) field, you can use numbers, bookmarks that reference numbers, or fields resulting in numbers, along with the available operators and functions. You can also insert =(Formula) fields using the Formula command (Table menu). For more information on using the Formula command in tables, see Working with Tables.

Tip

If you are using a spreadsheet application, such as Microsoft Excel, embedding all or part of a worksheet itself in a document is often easier than using the = (Formula) field in a table. For details on working with embedded objects, see Exchanging Information with Other Applications.

You can use Numeric Picture to customize the result of an = (Formula) field, specifying how many decimal places to display, how to display negative numbers, how to round or truncate, and so on. For more information about the Numeric Picture switch, see Numeric Picture (\#).

Formula can use any combination of values and the following mathematical and relational operators.

Operator	Description
+	Addition
--	Subtraction
*	Multiplication
/	Division
%	Percentage
^	Powers and roots
=	Equal to
<	Less than
< =	Less than or equal to
>	Greater than
> =	Greater than or equal to
< >	Not equal to
Formula can refer to the values in a cell, a range of cells, whole rows, or columns in a table. It can also refer to the sum of rows and ranges of cells. The following table provides examples of this form of referencing table values.

To refer to	Type
The first cell in the current table	A1
All of the second row in the current table	2:2
All of the third column in the current table	C:C
The range of cells from A1 to B2 in the current table (this includes A1, B1, A2, and B2)	A1:B2
Sum of the range of cells from B1 to C2 in the current table (this includes B1, C1, B2, and C2)	SUM(B1:C2)
Product of the second row in the current table	PRODUCT(2:2)
Largest value in the first and second rows in the current table (illegal values are ignored)	MAX(1:1,2:2)
Sum of the cells in a column from the cell containing the field toward the top of the column (until the top of the column or an illegal value is encountered)	SUM(ABOVE)
Number of cells in a column from the cell containing the field toward the bottom of the column	COUNT(BELOW)
Average of the cells in a row from the cell containing the field toward the end of the row (illegal values are ignored)	AVERAGE(RIGHT)
Smallest value from the cells in a row from the cell containing the field toward the beginning of the row (illegal values are ignored)	MIN(LEFT)
The second cell in the third column of a table containing the bookmark "Table3". You can use a bookmark when you do not want to place the = (Formula) field in the table it is referencing. For example, the field {=sum(table3 C3)} returns the contents of cell C3 from the bookmarked table even though the field is not in the table.	Table3 C2
A range of cells from A3 to D3 in a table containing the bookmark "Table3" (this includes A3, B3, C3, and D3). You can use a bookmark when you do not want to place the = (Formula) field in the table it is referencing. For example, the field {=average(Table3 A1:D3)} gives a result from the bookmarked table even though the field is not in the table.	Table3 A3:D3
Formula can use values returned by the following functions:

ABS(x)	IF(x,y,z)	OR(x,y)
AND(x,y)	INT(x)	PRODUCT( )
AVERAGE( )	MAX( )	ROUND(x,y)
COUNT( )	MIN( )	SIGN(x)
DEFINED(x)	MOD(x,y)	SUM( )
FALSE	NOT(x)	TRUE
Functions with empty parentheses can accept any number of arguments. Arguments can be a list of values separated by separator characters (commas or semicolons). Arguments can be bookmark names or references to specific cells or ranges of cells in a specified table. The following functions can accept references to table cells:  AVERAGE(), COUNT(), MAX(), MIN(), PRODUCT(), SUM().

Example 1

Inserting the text and = (Formula) field "Our profits this month equal ${= grosssales--costs}" calculates a value and inserts a result such as "Our profits this month equal $243,000." In this case, "grosssales" is a bookmark that identifies a selection containing the value of total sales, and "costs" is a bookmark that identifies a selection containing the cost of producing the product.

Example 2

The following example uses the = (Formula) field, cell references, and bookmarks to produce totals by region, earnings for the year, and the percent increase over the previous year.

Note that for the first field following the table, the entire table is assigned to the bookmark "table" so the values can be referenced outside the table itself. Also note that, for the second field, the bookmark "FY93" is assigned to the first field and the bookmark "FY92" is assigned to the text "$51,546.00."

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See also

Field Types

Inserting Information with Fields

BOOKMARK

EQ (Equation)


FILENAME field
FILENAME

{filename [ \p switch]}

Inserts the filename of the document, taken from the Summary Info dialog box (File menu). This can be useful for tracking the storage location of a document.

\p switch

Adds the path to the filename.

Example

Placing the text and fields "{filename \p} printed {date}" in the footer of a document produces a result such as "C:\SALEINFO\SALES.DOC printed 11/25/94" at the bottom of each page of the document.

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See also

Field Types

Inserting Information with Fields

INFO


FILLIN field
FILLIN

{fillin ["Prompt "] [Switches]}

Displays a dialog box that prompts for text to insert into the document at the location of the field. The FILLIN field is useful when prompting for text to be used in one location of the document. If you are going to use the same text in more than one location, use the ASK field.

You can use the FILLIN field in the main document of a mail merge to insert variable information not included in the data source. To do so, use the FILLIN field to prompt for text before printing each merge document; the text is inserted at the location of the field in each printed document. For more information on merging documents, see Mail Merge: Advanced Techniques.

Prompt

The message to appear in the dialog box when the field is updated. Enclose the prompt text in quotation marks.

Switches

The switches you add to customize the FILLIN field.

This switch	Does this
\d	Precedes the default result if nothing is typed in the dialog box. For example, for the field {fillin "Enter the department number" \d "3003"}, "3003" is the result if the user types nothing in the dialog box before choosing OK. Enclose the default text in quotation marks. Normally, the default is whatever was typed when the field was last updated. You can use the \d switch to override that text and provide consistent default text. If you want the default text to be blank, insert the \d switch followed by empty quotation marks ("").
\o	Prompts once during a mail merge, instead of each time a new data record is merged. For example, the field {fillin "Number of units sold?" \o} will prompt only once.
Example

This example shows the field and result for a FILLIN field. The prompt "What is your name?" appears in the dialog box. The text "Paul Gabor" is the default text used if the user types nothing and chooses OK.

Field	Result
{fillin "Please type in your name" \d "Paul Gabor"}
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See also

Field Types

Inserting Information with Fields

ASK


NOTEREF field
NOTEREF

{noteref Bookmark [\f switch]}

Inserts the reference mark of the footnote or endnote marked by a bookmark. You can use this field and the specified bookmark to make multiple references to the same note or to cross-reference footnotes or endnotes. In addition, if you modify the sequence of footnotes or endnotes in a document, the new result of any NOTEREF field reflects the new numbering.

The NOTEREF field corresponds to the FTNREF field in earlier versions of Word. If you open a document created in an earlier version of Word that contains FTNREF fields, they remain in the document and function correctly.

Bookmark

The name of the bookmark that identifies the footnote or endnote reference mark. If the bookmark does not exist, you need to create it. The bookmark must be on the reference mark in the document, not in the footnote or endnote pane.

\f switch

Inserts the reference mark with the same character formatting as the Footnote Reference or Endnote Reference style.

Example

The following text and field appear in a footnote of a document. "Brown" is the bookmark the NOTEREF field refers to.

2This process is discussed in Brown's new book (see note {noteref Brown}).

When the field is updated, the result is the following:

2This process is discussed in Brown's new book (see note 1).

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See also

Field Types

Inserting Information with Fields

BOOKMARK

PAGEREF

STYLEREF


GOTOBUTTON field
GOTOBUTTON

{gotobutton Destination DisplayText}

Inserts a jump command. Double-clicking a GOTOBUTTON field moves the insertion point to the Destination. You can also activate a GOTOBUTTON field by positioning the insertion point in the field and pressing ALT+SHIFT+F9. This field can be helpful when you are viewing long documents online. For example, you can insert GOTOBUTTON fields at the top of the document that jump to specific parts of the document.

Destination

Any location accepted by the Go To command (Edit menu).

DisplayText

Any text or graphic you want to appear as the button text. You can also use a field that results in text or a graphic, such as the BOOKMARK or INCLUDEPICTURE field. Word displays a new result when you edit the display text and update the field. Note that the text or graphic must appear on one line in the result; otherwise, an error occurs. You do not need to enclose Display Text in quotation marks.

Example

In the following table, the first example shows the field and result of a GOTOBUTTON field, where "chapt_summary" is a bookmark in the document marking the document's summary information. Borders have been applied around the paragraph that contains the field to make the result look more like a button. The second example uses a graphic in place of text to create a more realistic button. The third example uses a nested INCLUDEPICTURE field to insert the button graphic.

Field	Result
{gotobutton chapt_summary Jump to summary}	Jump to summary
{gotobutton textlayout [image]}
{gotobutton chap_begin {includepicture ok.bmp}}
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See also

Field Types

Inserting Information with Fields

MACROBUTTON


IF field
IF

{if Expression1 Operator Expression2 "TrueText" "FalseText"}

Compares two values and then inserts the appropriate text for the result of the comparison. A common use for this field is to compare the result of a MERGEFIELD field with another value (for example, a numeric value or text marked by a bookmark) to determine which of two results is appropriate for the current data record during a mail merge. For more information on merging documents, see Mail Merge: Advanced Techniques.

The comma character has special uses in IF fields. If you want one of these symbols to appear in the result, you must precede the symbol with a backslash, as follows:  \,

Expression1, Expression2

The values you want to compare. These expressions can be bookmarks, strings, numbers, nested fields that return a value, and mathematical formulas. Use quotation marks around an expression that is more than one word.

If the comparison is = or <>, then Expression2 can contain a question mark (?) to represent any single character or an asterisk (*) to represent a string of characters. If you use an asterisk in Expression2 then the portion of Expression1 that matches the asterisk and any remaining characters in Expression2 cannot be more than 128 characters.

Operator

A comparison such as >= (greater than or equal to). The valid operators are:

=	Equal to
>	Greater than
<	Less than
>=	Greater than or equal to
<=	Less than or equal to
<>	Not equal to
The operator must be separated from numbers, mathematical formulas, and bookmark names by a space.

TrueText, FalseText

The text that results when the comparison is true (True Text)  or false (False Text). FalseText is optional. Note that if FalseText is not specified and the comparison is false, the field has no result. Quotation marks are required around a string that is more than one word.

Example

In this example, Expression1 (the merge field "order") is the value to be compared with the numeric value 100.

{if {mergefield order} >= 100 Thanks "Minimum order is 100"}

If the customer order for the current data record is 150, the result is "Thanks." If the customer order is 50, the result is "Minimum order is 100."

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See also

Field Types

Inserting Information with Fields

COMPARE

NEXTIF

SKIPIF


INCLUDEPICTURE field
INCLUDEPICTURE

{includepicture Filename [Switches]}

Inserts the specified graphic. The INCLUDEPICTURE field reads a graphics-format file and displays the graphic as its result. Word inserts the INCLUDEPICTURE field when you choose the Picture command (Insert menu) and select the Link To File check box in the Insert Picture dialog box.

The INCLUDEPICTURE field type was formerly the IMPORT field. IMPORT fields in documents created in earlier versions of Word for Windows will function correctly when you open those documents in the current version of Word.

Filename

The filename of the graphic. If you include a path to the filename, you must double the backslashes in the path (for example, "c:\\manual\\art\\art22.bmp").

Switches

The switches you add to customize the INCLUDEPICTURE field.

This switch	Does this
\c ConverterName	Identifies the converter for the format of the graphic that is to be inserted. Usually, ConverterName is the filename of the appropriate graphics filter without the .FLT filename extension (for example, "epsimp" for the EPSIMP.FLT graphics filter).
\d	Graphic data is not stored with the document, reducing the file size.
For complete information on available graphics filters, see Word Readme Help.

If you double-click a graphic inserted by the INCLUDEPICTURE field, Word displays the Drawing toolbar if it isn't already visible. To change the graphic without using the Drawing toolbar, edit the graphic in the application in which it was created, and then update the field in Word.

Note

If Word does not recognize the format of a graphics file, check your list of installed graphics filters. In Windows, check WIN.INI; in Windows NT, check the Windows NT Registry. For more information on graphics filters, see Importing and Creating Graphics.

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See also

Field Types

Inserting Information with Fields

DDE

DDEAUTO

EMBED

INCLUDETEXT

LINK


INCLUDETEXT field
INCLUDETEXT

{includetext Filename [Bookmark] [Switches]}

Inserts the contents of a source document or the contents marked by a bookmark in a source document. If the source document (or bookmarked text within the document) contains graphics, those are also included. Using the INCLUDETEXT field, you can pull together many smaller documents to form one long document. Another way to build a long document using other, smaller documents is to use a master document. For more information about master documents, see Using Master Documents to Manage Long Documents.

If you change the text in an INCLUDETEXT field result and want to save the changes back to the source document, position the insertion point in the field result and press CTRL+SHIFT+F7. The source document must be a Word document. for this to work.

Filename

The filename of the document. If you include a path to the filename, you must double the backslashes in the path (for example, "c:\\chapters\\chap33.doc").

Bookmark

The name of a bookmark that defines the portion of the document you want to include. For example, you might want to include only the summary of a report from a document and not the entire report. The field {includetext contract.doc summary} inserts the part of the document CONTRACT.DOC marked by the bookmark "summary."

Switches

The switches you add to customize the INCLUDETEXT field.

This switch	Does this
\c ClassName	Identifies the converter for the format of the document that is to be inserted. The classname is displayed in the [MSWord Text Converters] section of WINWORD6.INI and the [MS Text Converters] section of WIN.INI, to the left of the equal sign (=) on the line describing the converter. In Windows NT, the classname is displayed in the Windows NT Registry. Word converts the following formats without the use of an external converter: Rich Text Format, class name MSRTF; Text Only, class name AnsiText; MS-DOS Text Only, class name PCText; Text Only with Line Breaks, AnsiTextCR; MS-DOS Text with Line Breaks, PCTextCR. Note that this switch is usually not necessary because Word automatically detects most file formats. However, you can use the \c switch to override automatic conversion; for example, the field {includetext contract.rtf \c AnsiText} forces Word to include a rich-text format (RTF) file as plain ANSI text instead of converting it from RTF.
\!	Prevents any fields that are a part of the INCLUDETEXT field  result from updating unless they are first updated in Filename. For more information, see Lock Result (\ !).
Example

The following text and fields inserted in a single document create one long document by merging in the three smaller documents.

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See also

Field Types

Inserting Information with Fields

DDE

DDEAUTO

EMBED

INCLUDEPICTURE

LINK


INFO field
INFO

{[info] InfoType ["NewValue"]}

Inserts information taken from the active document or template's Summary Info (File menu) and Document Statistics (Summary Info command, File menu) dialog boxes. The InfoTypes listed in this topic are fully documented as separate fields.

InfoType

Any one of the following field types. For more information on each field, see the topic for that field type.

AUTHOR	NUMPAGES
COMMENTS	NUMWORDS
CREATEDATE	PRINTDATE
EDITTIME	REVNUM
FILENAME	SAVEDATE
FILESIZE	SUBJECT
KEYWORDS	TEMPLATE
LASTSAVEDBY	TITLE
NUMCHARS
NewValue

Changes the information in the Summary Info dialog box (File menu) for the following InfoTypes for the active document or template:  AUTHOR, COMMENTS, KEYWORDS, SUBJECT, and TITLE. The NewValue instruction can be as long as 255 characters, and must be enclosed in quotation marks.

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See also

Field Types

Inserting Information with Fields


KEYWORDS field
KEYWORDS

{keywords ["NewKeywords"]}

Inserts keywords from the Summary Info dialog box (File menu). You can also use this field to change the keywords in the summary information by specifying NewKeywords.

NewKeywords

Text that replaces the contents of the Keywords box in the Summary Info dialog box (File menu) for the active document or template. The instruction can be as long as 255 characters, and must be enclosed in quotation marks. For example, the field {keywords "birds, flight, migration"} changes the Keywords box in the Summary Info dialog box.

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See also

Field Types

Inserting Information with Fields

INFO


LASTSAVEDBY field
LASTSAVEDBY

{lastsavedby}

Inserts the name, taken from the Document Statistics dialog box (Summary Info command, File menu), of the last person who saved the document. This information tells you who made the latest changes to the document. You can insert this field into the footer so that every time Word prints the document, the name of the last person to update and save the document is printed.

Example

The text and fields "Document {filename}, last saved by {lastsavedby}" give a result such as "Document MEMO33.DOC, last saved by A. Gabor."

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See also

Field Types

Inserting Information with Fields

INFO


LINK field
LINK

{link ClassName Filename [PlaceReference] [Switches]}

Establishes a link with content from another application's file using object linking and embedding (OLE). Word inserts this field when you copy contents from another application and use the Paste Special command (Edit menu). Also, the field is inserted when you select LINK in the Field dialog box (Insert menu) and type the link information.

For details on working with linked objects, see Exchanging Information with Other Applications. For information on other types of linking, see DDE, DDEAUTO, EMBED, INCLUDEPICTURE, and INCLUDETEXT.

ClassName

The application type of the contents being linked. For example, for a Microsoft Excel chart, ClassName would be "ExcelChart."

Filename

The path and filename of the file being linked. Double the number of backslash characters in the path (for example, "c:\\reports\\march.doc").

PlaceReference

Defines the portion of the other file's content that is being linked. For example, for a Microsoft Excel worksheet, PlaceReference would be the range of cells.

Switches

The switches you add to customize the LINK field.

This switch	Does this
\a	Updates the LINK field automatically (delete the \a switch for manual updating).
\b	Inserts the linked object as a bitmap.
\d	Graphic data is not stored with the document, reducing the file size.
\p	Inserts the linked object as a graphic.
\r	Inserts the linked object in rich-text format (RTF).
\t	Inserts the linked object in text-only format.
Example

The following example shows a typical result when you copy a range of cells in a Microsoft Excel worksheet and use the Paste Special command (Edit menu) to insert the text into a Word document. The \a switch ensures updating in Word whenever the worksheet is changed in Microsoft Excel.

Field	Result
{link ExcelSheet c:\\profits.xls A1: D4 \a}
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See also

Field Types

Inserting Information with Fields

DDE

DDEAUTO

EMBED

INCLUDEPICTURE

INCLUDETEXT


MACROBUTTON field
MACROBUTTON

{macrobutton MacroName DisplayText}

Inserts a macro command. Double-clicking a MACROBUTTON field runs the MacroName macro. You can also activate a MACROBUTTON field by positioning the insertion point in the field and pressing ALT+SHIFT+F9. For example, you may want to supply some help on a particular item in a document. You could add a macro button to run a macro that displays a dialog box containing helpful information.

MacroName

The name of the macro to run when the button is double-clicked. The macro must be available globally or in the active document template.

DisplayText

Any text or graphic you want to appear as the button text. You can also use a field that results in text or a graphic, such as the BOOKMARK or INCLUDEPICTURE field. Word displays a new result when you edit the display text and update the field. Note that the text or graphic must appear on one line in the result; otherwise, an error occurs. You do not need to enclose DisplayText in quotation marks.

Example

In the following table, the first example shows the field and result of a formatted MACROBUTTON field, where double-clicking the text runs the PrintEnvelopes macro. Borders have been applied around the paragraph to make the field look more like a button. In the second example, a graphic is used in place of button text to create a more realistic button.

Field	Result
{macrobutton moreinfo [image]}
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See also

Field Types

Inserting Information with Fields

GOTOBUTTON


MERGEFIELD field
MERGEFIELD

{mergefield FieldName}

Merges data from the data source into the main document during a mail merge. The most common way to work with the MERGEFIELD field is to use the Mail Merge command (Tools menu). For information about merging documents, see Mail Merge: Step by Step.

FieldName

The name matching the field name defined in the data source or header source attached to the main document. Word displays the FieldName in chevrons as the field's result.

Note

Do not edit a MERGEFIELD field by changing the result displayed in chevrons. This will not have any effect. To edit the field, change the FieldName in the field codes.

Example

The field {mergefield firstname} appears in the main document as "«firstname»."

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See also

Field Types

Inserting Information with Fields

MERGEREC


MERGEREC field
MERGEREC

{mergerec}

Inserts the number of the current data record during a mail merge. Word tracks records in a data source by assigning each record a number. At times, you might want this number inserted while doing a mail merge. For example, you can put the MERGEREC field in the footer as "rec:  {mergerec}" so the data record for each merge document can be tracked. For more information on merging documents, see Mail Merge: Advanced Techniques.

Example

The following example uses the MERGEREC field inside an = (Formula) field to create invoice numbers during a mail merge:

Invoice Number:  {=sum (1000,{mergerec})}

If you included this example in the header or footer, Word would print the following for the thirty-third invoice:

Invoice Number:  1033

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See also

Field Types

Inserting Information with Fields

MERGEFIELD

MERGESEQ


NEXT field
NEXT

{next}

During a mail merge, merges the next data record into the current merge document, rather than into a new merge document. This field is useful for generating lists in one document, such as a list of customer names, or for printing address labels. For more information about merging documents, see Mail Merge: Advanced Techniques.

Do not insert a NEXT field before the first set of MERGEFIELD fields in the main document or else Word will skip the first data record during a mail merge. Note that when using the Mail Merge command to make lists, you only have to repeat the NEXT field and MERGEFIELD fields in the main document the number of times it takes to fill one page.

Note

NEXT fields cannot be used in footnotes, endnotes, annotations, headers, footers, or data sources. A NEXT field cannot be nested within any other field or used with the SKIPIF field.

Example

The following example uses MERGEFIELD fields and the NEXT field to print three sets of names and addresses on each page during a mail merge.

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See also

Field Types

Inserting Information with Fields

IF

NEXTIF

SKIPIF


NEXTIF field
NEXTIF

{nextif Expression1 Operator Expression2}

Compares two expressions to determine whether or not the next data record should be merged into the current merge document or into a new merge document. If the comparison is true, Word merges the next data record into the current merge document. If it is false, Word merges the next data record into the following merge document. For details on using IF fields, see IF. For more information on merging documents, see Mail Merge: Advanced Techniques.

Expression1, Expression2

The values you want to compare. These expressions can be bookmarks, strings, numbers, nested fields that return a value, and mathematical formulas. Use quotation marks around an expression that is more than one word.

A MERGEFIELD field used as an expression returns the current data record value, rather than the next data record value.

If the comparison is = or <>, then Expression2 can contain a question mark (?) to represent any single character or an asterisk (*) to represent a string of characters. If you use an asterisk in Expression2, then the portion of Expression1 that matches the asterisk and any remaining characters in Expression2 cannot be more than 128 characters.

Operator

Makes a comparison such as >= (greater than or equal to). The valid operators are:

=	Equal to
>	Greater than
<	Less than
>=	Greater than or equal to
<=	Less than or equal to
<>	Not equal to
The operator must be separated from numbers, mathematical formulas, and bookmark names by a space.

Note

NEXTIF fields cannot be used in footnotes, endnotes, annotations, headers, footers, or data sources. The NEXTIF field cannot be nested in any field.

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Field Types

Inserting Information with Fields

COMPARE

IF

NEXT

SKIPIF


NUMCHARS field
NUMCHARS

{numchars}

Inserts the number of characters in the document, using information in the Document Statistics dialog box (Summary Info command, File menu).

Example

The = (Formula) field {= {numchars}/{numwords}} calculates average word length by dividing the number of characters (using the result of NUMCHARS) by the number of words (using the result of NUMWORDS).

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Field Types

Inserting Information with Fields

INFO


NUMPAGES field
NUMPAGES

{numpages}

Inserts the number of pages in the document, using information in the Document Statistics dialog box (Summary Info command, File menu).

Example

Using the NUMPAGES field along with the PAGE field, you can include the total number of pages in your page numbering. For the text and fields "Page {page} of {numpages}," a typical result would be "Page 10 of 20."

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Field Types

Inserting Information with Fields

INFO


NUMWORDS field
NUMWORDS

{numwords}

Inserts the number of words in the document, using information in the Document Statistics dialog box (Summary Info command, File menu). The NUMWORDS field is useful when you are writing an article for which you get paid by the word. For billing purposes, you could insert this field in the document so Word would print out the number of words.

For an example of NUMWORDS used in an = (Formula) field, see NUMCHARS.

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Field Types

Inserting Information with Fields

INFO


PAGE field
PAGE

{page [\* Format]}

Inserts the number of the page on which the PAGE field is located. Word inserts the PAGE field when you choose the Page Numbers command (Insert Menu) or when you click the Page Numbers button on the Header And Footer toolbar.

Format

A switch that gives you more control over a PAGE field result. The default format of the PAGE field result is taken from the Page Number Format dialog box (Page Numbers command, Insert menu). For more information about the Format switch, see Format (\*).

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Field Types

Inserting Information with Fields

PAGEREF

REF

SECTION

SECTIONPAGES

SEQ (Sequence)


PAGEREF field
PAGEREF

{pageref Bookmark [\* Format]}

Inserts the page number of a bookmark for a cross-reference. A common way to cross-reference items in a document is to use the Cross-reference command (Insert menu). For more information, see Cross-references, Captions, and Bookmarks.

Format

A switch that gives you more control over a PAGEREF field result. The default format of the PAGEREF field result is taken from the Page Number Format dialog box (Page Numbers command, Insert menu). For more information about the Format switch, see Format (\*).

Example

In the following example, the bookmark "worldpop1990" marks the table containing world population figures for 1990.

The world population in 1991 was 5 billion (for 1990 figures, see the table on page {pageref worldpop1990}).

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Field Types

Inserting Information with Fields

PAGE

REF

SEQ (Sequence)


PRINT field
PRINT

{print "PrinterInstructions"}

Sends characters to the printer as printer literals -- that is, in a form that the printer understands. The PRINT field is useful for sending control codes and PostScript programs to the printer. Word displays a result only when the document is printed.

For appropriate printer codes, consult your printer manuals or PostScript manuals.

Note

The PRINT field does not work with all printer drivers. It performs well if you are working with a PostScript printer or a Hewlett-Packard LaserJet printer, Series II or Series III. It may not function properly, however, if you are using another type of laser printer. If you use a dot-matrix printer, the PRINT field will not function unless your printer supports the PassThrough command.

PostScript

For complete information on using PostScript, see PostScript Language Reference Manual and PostScript Language Tutorial and Cookbook, by Adobe Systems, Inc., both published by the Addison-Wesley Publishing Co., Inc.

Word provides an environment for using PostScript commands with any PostScript printer. You can intersperse PostScript commands with the text in your documents. Word sends the commands to the printer as native PostScript. PostScript commands embedded in your document are carried out in the order in which you insert them.

You can send PostScript programming strings to your printer with the PRINT field and the \p switch. Use the following syntax:

{print \p Size "Code"}

The y-coordinate space used for PostScript commands in Word is the same as normal PostScript. The graphics origin (0,0) is in the lower-left corner of the page, and the positive directions are to the right and upward.

Drawing takes place within a clipping rectangle, referred to as the drawing rectangle. The graphics origin is translated to the lower-left corner of the drawing rectangle.

Size

The Size argument defines the coordinate system for your program -- that is, where the origin is located on the page. This argument refers to one of the following groups.

Group	Meaning
page	Current page (default)
para	Current paragraph. The paragraph containing the PRINT field must be at least 1 inch tall for "para" to produce a result.
pic	Next picture in the current paragraph. This would be the next picture after the PRINT field but before the end of the paragraph.
row	Current table row
cell	Current table cell
dict	Group containing definitions and procedures for one page
Use the "dict" group with care. It is intended for defining procedures that will be carried out later on the same page. Word does not define any of the "wp$" variables (described in the following tables) for "dict" groups, nor does it change the drawing environment (the origin, clipping, and axes). Therefore, you should not use this group to draw.

Each group in the previous table takes certain variables. These variables are shown in the following tables. All measurements are in points, the standard PostScript unit.

The following variables are available to all groups.

Variable	Meaning
wp$y	The drawing height of the page, paragraph, row, or cell in which the PRINT field is located, depending on the Size argument used. If the "pic" argument is used, "wp$y" refers to the drawing height of the next picture before the end of the paragraph containing the PRINT field.
wp$x	The drawing width of the page, paragraph, row, or cell in which the PRINT field is located, depending on the Size argument used. If the "pic" argument is used, "wp$x" refers to the drawing width of the next picture before the end of the paragraph containing the PRINT field.
wp$page	Current page number
wp$fpage	Formatted page number (string)
wp$date	Current date (formatted)
wp$time	Current time (formatted)
wp$box	Path containing the drawing rectangle
The following variables are available to the "para" and "page" groups.

Variable	Meaning
wp$top	Top margin (page); space before (paragraph)
wp$bottom	Bottom margin (page); space after (paragraph)
wp$left	Left margin (page); left indent (paragraph)
wp$right	Right margin (page); right indent (paragraph)
The following variables are available to the "para" group.

Variable	Meaning
wp$first	First-line indent
wp$style	Style
The following variables are available to the "page" group.

Variable	Meaning
wp$col	Number of columns on the page. The number can vary, depending on the section in which the PostScript appears.
wp$colx	Width of each column
wp$colxb	Space between columns
Code

The Code argument consists of PostScript programming instructions. You must enclose an instruction in quotation marks if it is more than one word.

Because Word text and graphics are printed on the same PostScript page as your PostScript commands, do not use operators that reset the PostScript environment. You should avoid the following operators when using PostScript with Word:  banddevice, copypage, framedevice, grestoreall, initgraphics, initmatrix, nulldevice, renderbands, and showpage.

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Field Types

Inserting Information with Fields


PRINTDATE field
PRINTDATE

{printdate [\@ "Date-Time Picture"]}

Inserts the date the document was last printed, using information in the Document Statistics dialog box (Summary Info command, File menu). This field can be useful when you want to "date stamp" a printed document that is updated frequently. Unless you select a different format, PRINTDATE uses the default date and time formats set with the International option in Control Panel.

Date-Time Picture

Specifies a format that is different from the default. When you select a format in the Field Options dialog box, Word inserts a Date-Time Picture switch in the field and changes the format of the field result. If you want a format not shown in the Field Options dialog box, type a format using the Date-Time Picture (\@) switch

Example

The text and fields "This document printed {date}; last printed on {printdate}" include both the current print date and the date the document was last printed.

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Field Types

Inserting Information with Fields

DATE

INFO

SAVEDATE


QUOTE field
QUOTE

{quote "LiteralText"}

Inserts the specified text into a document.

LiteralText

The text inserted into the document. Enclose the text in quotation marks. LiteralText can also include other fields, except for AUTONUM, AUTONUMLGL, AUTONUMOUT, and SYMBOL.

Example

The following QUOTE field, with nested IF, = (Formula), and DATE fields, produces the name of the previous month. This is useful for reports, such as sales reports, written after the fact.

Field	Result
{quote {if {date \@ "M"} = 1 12 {={date \@ "M"} --1}}/1/94 \@ "MMMM"}	November
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Field Types

Inserting Information with Fields

AUTOTEXT

REF


REF field
REF

{[ref] Bookmark [Switches]}

Inserts the selection marked by the specified bookmark. To insert bookmarked text or graphics from another document, use the INCLUDEPICTURE or INCLUDETEXT fields. The Cross-reference command (Insert menu) inserts REF fields to create cross-references. You can also use the REF field to insert bookmark contents after defining the bookmark using the ASK or SET field. For example, in a business letter, you can use the ASK field to prompt for a customer name and assign it to a bookmark, and then use a REF field to insert the customer name where needed.

In most cases, the BOOKMARK field can be used instead of the REF field. However, when a bookmark name, such as "title," matches a field type (TITLE), you must use the REF field. For example, the {ref title} field inserts the selection marked by the "title" bookmark rather than the result of the TITLE field -- that is, the contents of the Title box in the Summary Info dialog box (File menu).

Bookmark

The name of a bookmark. If the text marked by the bookmark contains a paragraph mark ( [image]), the text preceding the REF field takes on the bookmarked paragraph's formatting. For more information on bookmarks, see BOOKMARK.

Switches

The switches you add to customize the REF field.

This switch	Does this
\f	Includes and increments footnote, endnote, or annotation numbers. For example, if a referenced footnote is numbered 1 and marked by the bookmark "footnote1," the field {ref footnote1 \f} inserts the footnote text numbered 3 if there is another footnote between the first footnote and the REF field.
\n	Inserts any paragraph numbering from the marked paragraph. For example, numbering is included if heading numbering has been applied to the referenced paragraph.
Note

When inserting text copied from another location in the same document, the Paste Special command (Edit menu) inserts a REF field with the bookmark INTERN_LINKn, where n is incremented automatically. You should not edit an INTER_LINKn bookmark in a REF field. Also note that during a mail merge, REF fields with INTERN_LINKn bookmarks in the main document can cause errors.

Example

The following example uses the ASK field to prompt for bookmark text and then inserts the bookmark text using REF fields. The Format switch "\* caps" ensures the result has an initial capital letter.

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Field Types

Inserting Information with Fields

ASK

BOOKMARK

INCLUDEPICTURE

INCLUDETEXT

NOTEREF

PAGEREF

SET

STYLEREF


RD (Referenced Document) field
RD (Referenced Document)

{rd Filename}

Identifies a file you want to include when you are creating a table of contents, table of authorities, or an index with the TOC, TOA, or INDEX field. You must manually set starting page numbers and sequence values in files named in RD fields before updating the TOC, TOA, or INDEX field. The RD field does not display a result in the document. You cannot unlink an RD field.

RD fields that reference a series of files must be in the same order as the files in the final document. For example, both files called Chap1 and Chap2 have an index entry for "apricot" on the first page. The first page number in Chap1 is 1, and the first page number in Chap2 is 100.

This sequence	Results in this index entry
{RD Chap2} {RD Chap1}	apricot  100, 1
{RD Chap1} {RD Chap2}	apricot  1, 100
The RD field is formatted as hidden text. To view this field in your document, choose Options from the Tools menu and select the View tab. Under Nonprinting Characters, select the Hidden Text check box. Clear the Hidden Text check box to hide the field.

Instruction

The file you want to include when generating a table of contents, table of authorities, or index. Note that if you include a path to the filename, you must double the backslashes in the path (for example, "c:\\manual\\chapters\\chapter2.doc").

Example

In this example, the following fields inserted into one document create a table of contents that includes entries from the three referenced documents.

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Field Types

Inserting Information with Fields

INDEX

TOA (Table of Authorities)

TOC (Table of Contents)


REVNUM field
REVNUM

{revnum}

Inserts the number of document revisions, using information in the Document Statistics dialog box (Summary Info command, File menu). The revision number is a record of the number of times a document has been saved.

Example

The text and fields "{filename}, version {revnum}, printed {date}" track document revision information. A typical result might be "SALES4.DOC, version 4, printed 11/25/94."

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Field Types

Inserting Information with Fields

INFO


SAVEDATE field
SAVEDATE

{savedate [\@ "Date-Time Picture"]}

Inserts the date and time a document was last saved, using information in the Document Statistics dialog box (Summary Info command, File menu). This field is commonly used for tracking purposes, indicating in your document the date it was last saved. Unless you select a different format, SAVEDATE uses the default date and time formats set with the International option in Control Panel.

Date-Time Picture

Specifies a format that is different from the default. When you select a format in the Field Options dialog box, Word inserts a Date-Time Picture switch in the field and changes the format of the field result. If you want a format not shown in the Field Options dialog box, type a format using the Date-Time Picture (\@) switch.

Example

The text and field "Last saved on {savedate \@ "MMMM d, yyyy"}" in a document footer track that information, producing a result such as "Last saved on November 25, 1994."

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Field Types

Inserting Information with Fields

DATE

INFO

TIME


SEQ (Sequence) field
SEQ (Sequence)

{seq Identifier [Bookmark] [Switches]}

Sequentially numbers chapters, tables, figures, and other items in a document. If you add, delete, or move an item and its respective SEQ field, you can then update all the SEQ fields in the document to reflect the new sequence of items. You can also use the SEQ field with bookmarks to create cross-references.

The easiest way to insert SEQ fields to number tables, figures, and other items in a document is to use the Caption command (Insert menu). For more information on inserting captions, see Cross-references, Captions, and Bookmarks.

Identifier

The name you assign to a series of items to number. The Identifier must start with a letter and is limited to 40 letters, numbers, and underscores. For example, to number a series of tables, the Identifier might be "tables."

Bookmark

Include a bookmark to make cross-references to an item elsewhere in the document. For example, to cross-reference an illustration, you can define the SEQ field numbering for that illustration with the bookmark "note2" and then insert a cross-reference to it using {seq illust note2}.

Switches

The switches you add to customize the SEQ field.

This switch	Does this
\c	Inserts the most recent sequence number---that is, the current number. This is useful for placing chapter numbers in footers.
\h	Hides the field result. This is useful if you want to use a SEQ field for cross-references but don't want the field to appear. For example, you might want to refer to a numbered chapter in a cross-reference but not to insert the chapter number in the chapter itself. The \h switch does not hide the field result if a Format (\*) switch is also present.
\n	Inserts the next sequence number. This is the default.
\r	Resets the sequence number to the number you type. For example, {seq figure \r 3} starts figure numbering at 3.
Note

When the SEQ field is used in headers, footers, annotations, and footnotes, the sequence number that results will not affect the SEQ field numbering in the document text.

Example 1

Suppose you want to refer to a table showing market share. First, you insert a bookmark -- for example, "MarketShare" -- that marks the SEQ field you've created for the table. Then, at the position where you want the cross-reference to appear, insert "The data in Table {seq table MarketShare} illustrates our increasing market share." If the referenced table is the second table in the document, the result would be "The data in Table 2 illustrates our increasing market share."

Example 2

The text and field "Chapter {seq chapter}" inserted at the beginning of each chapter number the chapters automatically. The result for the third chapter would be "Chapter 3." To use the chapter number in a header or footer, use the \c switch. For example, {seq chapter \c}-{page} produces a result such as "3-1" (page one of chapter three).

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Field Types

Inserting Information with Fields

BOOKMARK

MERGESEQ


SET field
SET

{set Bookmark "Text"}

Defines the text of the specified bookmark. Once you set the content of a bookmark, you can insert the text in any number of places in the document, reference it when running a macro, or include it in another field, such as IF. To insert the bookmark text in the document, you use the BOOKMARK or REF fields.

You can use the SET field in the main document of a mail merge to define bookmarks with variable information not included in the data source. To do so, use the SET field in an IF field to define a bookmark with the appropriate text according to the result of the condition in each merge document. You can then use the BOOKMARK or REF fields to insert the text in one or more locations in each printed document. For more information on merging documents, see Mail Merge: Advanced Techniques.

Bookmark

The bookmark name to which you want the text assigned.

Text

The text to assign to the bookmark. Enclose the text in quotation marks. Text can also be a nested field.

Example 1

To use the SET and BOOKMARK or REF fields to define and insert text, you define the bookmark text with a field such as {set nbrorders "1,200"} and then insert the bookmark text wherever you need it using a field such as {nbrorders}.

Example 2

In a main document of a mail merge, the field {if {mergefield state} = "CA" {set phone "1-415-555-1234"} {set phone "1-415-555-4237"}} evaluates the "state" field in the data source to ensure that the text assigned to the "phone" bookmark is appropriate for the current merge document. The text and field "Remember to contact us before November 30 at {phone}" in the main document appear as "Remember to contact us before November 30 at 1-415-555-1234" in every merge document where the result of the "state" field is "CA."

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Field Types

Inserting Information with Fields

ASK

BOOKMARK

FILLIN

IF

REF


SKIPIF field
SKIPIF

{skipif Expression1 Operator Expression2}

Conditionally skips a data record during a mail merge. Like the IF field, SKIPIF compares two values. If the comparison of the two values is true, SKIPIF cancels the current merge document, moves to the next data record in the data source, and starts a new merge document. If the comparison is false, Word continues the current merge document.

Expression1, Expression2

The values you want to compare. Expressions can be bookmarks, strings, numbers, nested fields that return a value, and mathematical formulas. Use quotation marks around an expression that is more than one word.

Operator

A comparison such as >= (greater than or equal to). The valid operators are:

=	Equal to
>	Greater than
<	Less than
>=	Greater than or equal to
<=	Less than or equal to
<>	Not equal to
The operator must be separated from numbers, mathematical formulas, and bookmark names by a space.

If the comparison is = or <>, then Expression2 can contain a question mark (?) to represent any single character or an asterisk (*) to represent a string of characters. For example, Expression2 could be expressed as "9801?" to match any instance of a ZIP code sharing the same first four numbers. If you use an asterisk in Expression2, then the portion of Expression1 that matches the asterisk and any remaining characters in Expression2 cannot be more than 128 characters.

Note

You cannot use the SKIPIF field together with the NEXT field.

Example

The field {skipif order < 100} included in the main document in a mail merge cancels the printing of the current merge document if the customer orders fewer than 100 items.

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Field Types

Inserting Information with Fields

COMPARE

IF

NEXTIF


STYLEREF field
STYLEREF

{styleref "StyleIdentifier" [Switches]}

The STYLEREF field inserts text from paragraphs that use the specified style. You can use this field to find and use text from the "nearest paragraph" of a certain style, or to produce dictionary-style headers or footers automatically. The way in which Word searches for that style depends on the location of the STYLEREF field.

StyleIdentifier

The style name of the paragraph you want to search for and whose text you want to insert as the result of the field. For example, if you want the header on each page to contain the text of the first Heading 1 paragraph on that page, you would specify "Heading 1" as the StyleIdentifier. You must use quotation marks around the StyleIdentifier.

Switches

The switches you add to customize the STYLEREF field.

This switch	Does this
\l	Instructs Word to search from the bottom of the current page, rather than from the top. For example, use this switch when you want to include text from the paragraph matching the style that is closest to the bottom of the page. The STYLEREF field must be located in a header or footer for this switch to have any effect. It has no effect if the field is inserted in other locations
\n	Inserts any paragraph numbering from the referenced paragraph. For example, caption numbering is included if caption numbering has been applied to the paragraph.
The "nearest paragraph" depends on where you insert the STYLEREF field. The following table describes how Word searches for styles based on the location of the STYLEREF field.

Field position	Search path
In document text	Word searches for the closest paragraph preceding the location of the field. If no paragraph with the specified style is found, Word searches for the closest paragraph following the location of the field.
In footnotes, annotations, and endnotes	Word searches for the closest paragraph preceding the location of the footnote, annotation, or endnote reference mark in the document. If no paragraph with the specified style is found, Word searches for the closest paragraph following the location of the reference mark.
In headers and footers when printing	Word searches from the beginning of the current page to its end. If no paragraph with the specified style is found, Word searches from the beginning of the current page toward the beginning of the document. If the specified style is still not found, Word searches from the end of the current page toward the end of the document.
In headers and footers with the \l switch when printing	Word searches from the end of the current page toward the beginning of the document. If no paragraph with the specified style is found, Word searches from the end of the page toward the end of the document.
In headers and footers when not printing	Word searches from the beginning of the section containing the STYLEREF field toward the end of the section. If no paragraph with the specified style is found, Word searches from the end of the current section toward the end of the document.
Example 1

The text and field "On this page:  {styleref "b1"}" inserted in the header display the text from the nearest paragraph formatted with the style "b1." A typical result for a sales report might be "On this page:  Regional Sales."

Example 2

The text and fields "{styleref "Heading 3"} -- {styleref "Heading 3" \l}" inserted in a header produce a document with dictionary-style headers. The first field finds and inserts the text from the first Heading 3 style on the current page. The second field finds and inserts the text from the last paragraph on the page with a Heading 3 style. A typical result for a dictionary-style document might be:  "Glad -- Gloom."

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Field Types

Inserting Information with Fields

NOTEREF

PAGEREF


SUBJECT field
SUBJECT

{subject ["NewSubject"]}

Inserts the contents of the Subject box from the Summary Info dialog box (File menu).

NewSubject

Text that replaces the contents of the Subject box in the Summary Info dialog box (File menu) for the active document or template. The instruction must be enclosed in quotation marks. It can be as long as 255 characters, and can also be a nested field.

Example

The field "{subject {fillin "Type a subject for this document"}}" uses the FILLIN field to prompt for a new subject, and then changes the contents of the Subject box in the Summary Info dialog box to the text typed in response.

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Field Types

Inserting Information with Fields

INFO


SYMBOL field
SYMBOL

{symbol CharNum [Switches]}

Inserts a single character or a string of characters specified by CharNum, a number that identifies a character in the ANSI character set. To insert an ANSI character without using a SYMBOL field, use the Symbol command (Insert menu). For more information about the Symbol command, see Typing and Revising.

You can apply character formatting directly to the field result or use switches to specify the formatting. The character formatting specified by switches cannot be changed by applying character formatting directly to the field result.

CharNum

Either the character itself, a decimal value, or a hexadecimal value.  A hexadecimal value must have the format 0xn, where the hexadecimal number n is preceded by 0x. For information on the ANSI character set, refer to Appendix A, "Character Sets," in the Microsoft Word User's Guide.

Switches

The switches you add to customize the SYMBOL field.

This switch	Does this
\f	Specifies the font. Enclose the font name in quotation marks (for example, "\f "Times New Roman"").
\h	Inserts the symbol without affecting the line spacing of the paragraph. When large symbols (for example, {symbol 222 \s 18 \h}) are inserted with this switch, text above the symbol may be overwritten.
\s	Specifies the font size in points (for example, "\s 12").
Examples

In Times New Roman, the result of the field {symbol 163} is "£." The field {symbol 211 \f "Symbol" \s 12} uses the Symbol font to display the 12-point character "©."

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Field Types

Inserting Information with Fields

AUTOTEXT

QUOTE


TC (Table of Contents Entry) field
TC (Table of Contents Entry)

{tc "Text" [Switches]}

Defines the text and page number for a table-of-contents entry. You insert a TC field to define an item for the table of contents. You can also use the TC field to define entries for lists other than tables of contents, such as a table of photographs or a list of illustrations. To insert TOC (Table of Contents) fields, which generate tables of contents, use the Index And Tables command (Insert menu). For more information about creating tables of contents, see Indexes, Tables of Contents, and Other Tables.

The TC field is formatted as hidden text and displays no result in the document. To view this field in your document, choose Options from the Tools menu, and then select the View tab. Under Nonprinting Characters, select the Hidden Text check box. Clear the Hidden Text check box to hide the field.

Text

The text to appear in the table of contents for this entry.

Switches

The switches you use to modify the TC field.

This switch	Does this
\f EntryIdentifier	Identifies the TC entry as a specific type. In a TOC (Table of Contents) field, you refer to the one-letter EntryIdentifier to build tables of specific entries. For example, to build a table of illustrations in a document, you mark each entry with a field such as {tc "Illustration 1" \f i}, where "i" identifies only illustration entries.
\l LevelIdentifier	Identifies the entry level of the TC entry. In a TOC (Table of Contents) field, you refer to the one-letter LevelIdentifier to designate the level of specific entries. For example, a TC entry similar to a level-four heading might be marked with {tc "Entering Data" \l 4}.
\n	Suppresses the page number for the entry.
Example 1

The field {tc "Selecting Text"} marks a table-of-contents entry. A typical result after updating the TOC field is shown in the following illustration.

Example 2

The field {tc "Illustration 9" \f i} marks a table of illustrations entry. The TOC field (in the form {toc \f i}) generates a table of contents for only those TC fields marked with the "\f i" switch and EntryIdentifierr.

Example 3

The field {tc "Markings" \l 1} marks a level-one entry, and the field {tc "Seasonal Markings" \l 2} marks a level-two entry. The TOC field (in the form {toc \f}) generates a table of contents with entries indented according to their level. A typical result is shown in the following illustration.

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Field Types

Inserting Information with Fields

INDEX

TA (Table of Authorities Entry)

TOA (Table of Authorities)

TOC (Table of Contents)

XE (Index Entry)


TEMPLATE field
TEMPLATE

{template [\p switch]}

Inserts the filename of the document's template, using information in the Document Statistics dialog box (Summary Info command, File menu).

\p switch

Adds the path to the filename.

Example

The fields and text "{filename} created using the {template} document template" track the document name and the template used. A typical result might be "SALES123.DOC created using the SALES.DOT document template."

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Field Types

Inserting Information with Fields

INFO


TIME field
TIME

{time [\@ "Date-Time Picture"]}

Inserts the current time. Word inserts the time field when you click the Time button on the Header And Footer toolbar. Unless you select a different time format, the TIME field uses the default time format set with the International option in Control Panel.

Date-Time Picture

Specifies a date or time format that is different from the default. When you select a format in the Field Options dialog box, Word inserts a Date-Time Picture switch in the field and changes the format of the field result. If you want a format not shown in the Field Options dialog box, type a format using the Date-Time Picture (\@) switch.

Note

When you choose the Date And Time command (Insert menu) and select the Insert As Field check box, Word inserts a TIME field and uses the Date-Time Picture switch to produce a result that can include date or time information. For example, if you choose the format "11/26/94" in the Date And Time dialog box, Word inserts the field {time \@ "M/d/yy"}.

Example

The following examples show the TIME field with the default date format and modified Date-Time Picture switches.

Field	Result
{time}	11: 11 AM
{time \@ "h am/pm"}	11 am
{time \@ " 'Print Time: ' HH: mm AM/PM"}	Print Time:  11: 30 AM
{time \@ "dddd, MMMM d, yyyy HH: mm am/pm"}	Saturday, November 26, 1994 11: 30 am
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Field Types

Inserting Information with Fields

CREATEDATE

DATE

PRINTDATE


TITLE field
TITLE

{title ["NewTitle"]}

Inserts the contents of the Title box from the Summary Info dialog box (File menu). For example, if you want Word to include the filename and title at the bottom of each document page when it is printed, you insert the FILENAME and TITLE fields in the document footer.

NewTitle

Text that replaces the contents of the Title box in the Summary Info dialog box (File menu) for the active document or template. The instruction must be enclosed in quotation marks. It can be as long as 255 characters, and can also be a nested field. For example, {title {fillin "Document title?"}} uses the FILLIN field nested within the TITLE field to prompt for a document title, and then changes the contents of the Title box in the Summary Info dialog box to the typed text.

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See also

Field Types

Inserting Information with Fields

INFO


TOC (Table of Contents) field
TOC (Table of Contents)

{toc [Switches]}

Builds a table of contents. The TOC field collects entries for a table of contents using heading levels, specified styles, or entries specified by TC (Table of Contents Entry) fields. Word inserts the TOC field when you use the Index And Tables command (Insert menu). For more information about inserting tables of contents, see Indexes, Tables of Contents, and Other Tables.

Switches

You can use the following switches to customize the behavior of the TOC field.

This switch	Does this
\a	Builds a table of figures without labels and numbers. For example, the field {toc \a figures} displays a result such as "Mercury............12," even though the caption on page 12 is "Figure 8:  Mercury." Use the \c switch to build a table of captions with labels and numbers.
\b	When this switch is followed by a bookmark name, the TOC field builds a table of contents for that portion of the document defined by the specified bookmark. For example, the field {toc \b select} uses the \b switch and the bookmark "select" to build a table of contents for the portion of the document defined by the bookmark.
\c	Builds a table of figures using an Identifier specified by SEQ (Sequence) fields, which Word inserts when you choose the Caption command (Insert menu). For example, {toc \c figures} builds a table of all the figures in a document.
\d	Used with the \s switch. Defines the separator characters used between the sequence number and page number. The separator you specify can be a maximum of five characters. Enclose the separator characters in quotation marks. For example, the field {toc \s chapter \d ":"} uses the \s switch and the Identifier "chapter" to build a table of contents including chapter numbers and page numbers. The \d switch and separator character ":" define the separator inserted between the sequence number and the page number---in this case, a typical result might be "8:3." The default separator character is a hyphen (-).
\f	Builds a table using TC fields. If EntryIdentifier is specified, the TOC field builds a table of contents containing only TC fields with the specified EntryIdentifier. The EntryIdentifier "c" is the default type. For example, the field {toc \f} uses the \f switch to build a table of contents using TC fields having no EntryIdentifier or the EntryIdentifier "c."
\l	Builds a table of contents using the entry levels specified by the \l switch in TC fields. For example {toc \l 1--4} builds a table of contents using TC fields that specify entry levels 1 through 4.
\n	Builds a table of contents without page numbers. If a range of entry levels, such as "1--2," is specified, the TOC field builds a table of contents without page numbers for those entry levels. Delete this switch to include page numbers.
\o	Builds a table of contents using paragraphs formatted with built-in heading styles. If a heading range, such as "1--3," is specified, the TOC field builds a table of contents using only those heading styles. Heading 1 through Heading 9 (Word formats Heading 9 as equal to Heading 8 in the result) are accepted. For example, the field {toc \o "1--2"} uses the \o switch and the heading level range "1--2" to build a table of contents using paragraphs formatted with the built-in Heading 1 and Heading 2 styles.
\p	Specifies the separator character used between a table entry and its page number. For example, the field {toc \p "---"} displays a result such as "Selecting Text---53." The default is a tab with leader dots.
\s	Builds a table of contents using a sequence type. The Identifier following the switch identifies the sequence type. The table of contents includes both the sequence number and page number. Use the \d switch to specify separator characters other than the default, a hyphen (-). For more information, see the third example following this table.
\t	Builds a table using style names other than the built-in heading level styles. For example, {toc \t "chaptertitle,1, chapterhead,2"} builds a table of contents using paragraphs having the styles "chaptertitle" and "chapterhead." The number following each style name identifies the entry level to assign the style in the table of contents. Note that you can use the \o switch and the \t switch together to build a table of contents using a combination of built-in and user-defined styles.
Note

If the table of contents created by the TOC field affects the pagination of the document, you may have to update the field again to reflect correct page numbers.

Example 1

The field {toc} builds a table of contents using all built-in heading styles in the document.

Example 2

The field {toc \f g} uses the \f switch and the EntryIdentifier "g" to build a table of contents using TC fields with the "g" EntryIdentifier in the document. This does not include TC fields with a different EntryIdentifier.

Example 3

The field {toc \s chapter} uses the \s switch and the sequence identifier "chapter" to build a table of contents using chapter numbers and page numbers---for example, "8-3." In this example, "chapter" is a sequence identifier used by the SEQ (Sequence) fields that number the chapters in the document. Word inserts the chapter number, followed by a separator character and the page number. Alphabetic chapter sequences (A, B, and so on) are not recognized.

If you want to create a table of contents using SEQ fields, you need to set up your document with the appropriate SEQ field instructions. Use "chapter" as the sequence identifier for chapters, and start each chapter with "Chapter {seq chapter}."

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See also

Field Types

Inserting Information with Fields

INDEX

RD (Referenced Document)

SEQ (Sequence)

TA (Table of Authorities Entry)

TC (Table of Contents Entry)

TOA (Table of Authorities)

XE (Index Entry)


USERADDRESS field
USERADDRESS

{useraddress ["NewAddress"]}

Inserts the user address from the User Info tab in the Options dialog box (Tools menu). This field can be useful when you create letters that include your address. For details about setting the user address, see Customizing and Optimizing Word.

NewAddress

Type a one-line address to insert if you do not want to use the address specified on the User Info tab in the Options dialog box. NewAddress does not change the contents of the Mailing Address box on the User Info tab in the Options dialog box.

Example

The following example produces a return address in a business letter using the USERNAME and USERADDRESS fields.

Field	Result
{username} {useraddress}	Patricia Loren 123 Killarny Way Anytown, WA 98001
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See also

Field Types

Inserting Information with Fields

INFO

USERINITIALS

USERNAME


USERINITIALS field
USERINITIALS

{userinitials ["NewInitials"]}

Inserts the user initials from the User Info tab in the Options dialog box (Tools menu). For details about setting the user initials, see Customizing and Optimizing Word.

NewInitials

Type initials to insert if you do not want to use the initials specified on the User Info tab in the Options dialog box. NewInitials does not change the contents of the Initials box on the User Info tab in the Options dialog box.

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See also

Field Types

Inserting Information with Fields

INFO

USERADDRESS

USERNAME


USERNAME field
USERNAME

{username ["NewName"]}

Inserts the user name from the User Info tab in the Options dialog box (Tools menu). This field can be useful when you create letters that include your name and address (see the USERADDRESS field for an example). For details about setting the user name, see Customizing and Optimizing Word.

NewName

Type a name to insert if you do not want to use the user name specified on the User Info tab in the Options dialog box. NewName does not change the contents of the Name box on the User Info tab in the Options dialog box.

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See also

Field Types

Inserting Information with Fields

INFO

USERADDRESS

USERINITIALS


ADVANCE field
ADVANCE

{advance [Switches]}

Offsets text to the right or left, up or down, or to a specific horizontal or vertical position. You can also offset text using tabs, margins, and line spacing. For more information on changing the layout of text in paragraphs, see Formatting Paragraphs.

Note

If you advance text to the previous or next page, or beyond the print margins of the current page, the text will not print.

Switches

You can use the following switches to customize the behavior of the ADVANCE field:

This switch	Does this
\d	Offsets text down by the specified number of points (1 point = 1/72 of an inch). For example, the field {advance \d 4} moves the starting point of the text following the field down 4 points.
\l	Offsets text to the left by the specified number of points. For example, the field {advance \l 40} moves the starting point of the text following the field to the left 40 points. This switch can cause text to overlap.
\r	Offsets text to the right by the specified number of points. For example, the field  {advance \r 30} moves the starting point of the text following the field to the right 30 points.
\u	Offsets text up by the specified number of points. For example, the field {advance \u 4}  moves the starting point of the text between the field and the end of the line up 4 points.
\x	Starts the text at the specified horizontal location relative to the left margin of the column or frame. For example, the field {advance \x 4} moves the starting point of the text following the field 4 points to the right of the left margin. This switch can cause text to overlap.
\y	Moves the line of text that contains the field to the specified vertical position relative to the current position. The \y switch is ignored if you specify a location outside the page margins. This switch is also ignored in tables, frames, footnotes, endnotes, annotations, headers, and footers. Use page layout view to see the effect of the \y switch.
Example

This example uses the field {advance \l 20} to move the starting point of the text following the field past the left margin of the document.

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See also

Field Types

Inserting Information with Fields

EQ (Equation)


BARCODE field
BARCODE

{barcode "LiteralText" [Switches]}

Inserts a postal bar code. A bar code is a scanable form of address used for faster mail processing. The BARCODE field can insert a POSTNET delivery-point bar code or a Facing Identification Mark, or FIM. A common way to insert postal bar codes is to use the Envelopes And Labels command (Tools menu). For more information on inserting bar codes, see Printing.

LiteralText

The address used to produce a postal bar code. When followed by the \b switch, LiteralText can be replaced with a bookmark name defining an address. For example, "ENV_ZIPCODE1" is a bookmark inserted by the Envelopes And Labels command (Tools menu). LiteralText can also be the result of a nested field.

Switches

The switches you add to customize the BARCODE field.

This switch	Does this
\b	When preceded by a bookmark, uses the ZIP Code information from the address defined by the bookmark.
\f "letter"	Inserts a Facing Identification Mark (FIM) specified by letter:  "A" inserts a courtesy reply mark; "C" inserts a business reply mark. Note that a FIM A or FIM C indicates that there is a POSTNET bar code on the envelope; therefore, an envelope needs to have a POSTNET bar code for a FIM to be useful.
\u	Identifies the POSTNET bar code as a United States postal address.
Example

The fields {barcode ENV_ZIPCODE1 \b \u} and {barcode ENV_ZIPCODE1 \b \u \f "A"}, inserted with the Envelopes And Labels command (Tools menu), produce the following bar codes to be printed on an envelope.

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See also

Field Types

Inserting Information with Fields

ASK

BOOKMARK

SET


COMPARE field
COMPARE

{compare Expression1 Operator Expression2}

Compares two values and returns the numeric value 1 if the comparison is true or 0 (zero) if the comparison is false. In a mail merge, you can use this field to create compound logical comparisons with AND and OR functions in an = (Formula) field, and then use the result of the = (Formula) field in an IF field.

Expression1, Expression2

The values you want to compare. Expressions can be bookmarks, strings, numbers, nested fields that return a value, and mathematical formulas. Use quotation marks around an expression that is more than one word.

Operator

A comparison such as >= (greater than or equal to). The valid operators are:

=	Equal to
>	Greater than
<	Less than
>=	Greater than or equal to
<=	Less than or equal to
<>	Not equal to
The operator must be separated from numbers, mathematical formulas, and bookmark names by a space.

If the comparison is = or <>, then Expression2 can contain a question mark (?) to represent any single character or an asterisk (*) to represent a string of characters. For example, Expression2 could be expressed as "9801?" to match any instance of a ZIP Code sharing the same first four numbers. If you use an asterisk in Expression2, then the portion of Expression1 that matches the asterisk and any remaining characters in Expression2 cannot be more than 128 characters.

Example

The field {if {= OR({compare {mergefield CustomerNumber} >= 4}, {compare {mergefield CustomerRating} <= 9}) } = 1 "Credit not acceptable" "Credit acceptable"} uses COMPARE and MERGEFIELD fields in an = (Formula) field to return a result of 0 (zero) or 1 based on the results of the merge fields. The IF field uses the result of the = (Formula) field to determine which text to print in the current merge document.

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See also

Field Types

Inserting Information with Fields

= (Formula)

IF

MERGEFIELD

NEXTIF

SKIPIF


DATABASE field
DATABASE

{database [Switches]}

Inserts the results of a database query in a Word table. If the number of columns is 32 or greater, DATABASE inserts the results of a query in columns separated by tabs. The DATABASE field contains all the information needed to connect to a database and perform a Structured Query Language (SQL) query. You update the field to query the database again.

The DATABASE field can be inserted by the Database command (Insert menu). For more information on querying databases, see "Inserting Tables of Information from a Database" in Chapter 28, "Exchanging Information with Other Applications," and "Using a Data Source from Another Application" in Chapter 30, "Mail Merge: Advanced Techniques," in the Microsoft Word User's Guide.

Switches

You can use the following switches to customize the behavior of the DATABASE field.

\b

Specifies which attributes of the format set by the \l switch to apply to the table. If the \l switch is blank, the only value allowed for the \b switch is 16, AutoFit. Include the sum of any combination of the following values to specify the value for the switch:

This value	Specifies
0	None
1	Borders
2	Shading
4	Font
8	Color
16	AutoFit
32	Heading Rows
64	Last Row
128	First Column
256	Last Column

For example, the switches "\l "3" \b "11" in a DATABASE field apply only the borders, shading, and color attributes of the "Classic 3" format set by the \l switch.

\c

Specifies a connection to the data. For example, a query to a range of cells in Microsoft Excel version 5 might contain the connection instructions \c "c:\\MSOFFICE\\EXCEL\\salesrpt.xls" "Sheet1!R9C1:R13C5".

\d

The path and filename of the database. Used for all database queries except a query to an SQL database table using ODBC. You must double the backslashes in the path (for example, "c:\\data\\sales94.mdb").

\f

Inserts data into the Word document starting from the data record number following the switch. For example, the starting, or "from," data record may be 12445.

\h

Inserts field names from the database in the first row of the result table.

\l

Applies a format from the Table AutoFormat dialog box (Table menu) to the result of the database query. For example, "\l "2"" applies the "Classic 2" format to the Word table. If this switch is used and the \b switch does not specify the table attributes to use, an unformated table is inserted.

\s

The SQL instructions that query the database. To include quotation marks in the query, precede each quotation mark with a backslash (\). For example, a query to a Microsoft Access database might contain the SQL instructions "select * from \"Customer List\"".

\t

Inserts data into the Word document ending with the data record number following the switch. For example, the ending, or "to", data record may be 20334.

Example

The field resulting from a query to a Microsoft Access database through ODBC using the Database command (Insert menu) might look like the following:

{database \d "c:\\data\\sales93.mdb" \c "DSN=MS Access Databases; DBQ=c:\\data\\sales93.mdb; FIL=RedISAM" \s "select * from \"Customer List\"" \f "12445" \t "20334" \l "2"}

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See also

Field Types

Inserting Information with Fields

EMBED

INCLUDETEXT

LINK


FILESIZE field
FILESIZE

{filesize [Switches]}

Inserts the size of the document in bytes, using information from the Document Statistics dialog box (Summary Info command, File menu).

Switches

The switches you add to customize the FILESIZE field.

This switch	Does this
\k	Displays the result in kilobytes (K), rounded to the nearest whole number. For example, the result of {filesize \k} in a 2,542,000-byte document is "2482."
\m	Displays the result in megabytes (MB), rounded to the nearest whole number. For example, the result of {filesize \m} in a 2,542,000-byte document is "2."
Example

Inserting the text and fields "File:  {filename}, {filesize \k}K, printed {date}" in a document displays the filename and date printed as well as the file size. A typical result might be "File:  MEMO2.DOC, 15K, printed 11/25/94."

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See also

Field Types

Inserting Information with Fields

INFO


FORMCHECKBOX field
FORMCHECKBOX

{formcheckbox}

Inserts a check box in a form. You cannot insert or modify the field directly. The FORMCHECKBOX field is inserted by the Form Field command (Insert menu) or the Check Box Form Field button on the Forms toolbar. To edit the FORMCHECKBOX field, you must use the Form Field Options button on the Forms toolbar or the Form Field Options command on the shortcut menu. For more information on using form fields, see Forms.

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See also

Field Types

Inserting Information with Fields

FORMDROPDOWN

FORMTEXT


FORMDROPDOWN field
FORMDROPDOWN

{formdropdown}

Inserts a drop-down list in a form. You cannot insert or modify the field directly. The FORMDROPDOWN field is inserted by the Form Field command (Insert menu) or the Drop-Down Form Field button on the Forms toolbar. To edit the FORMDROPDOWN field, you must use the Form Field Options button on the Forms toolbar or the Form Field Options command on the shortcut menu. For more information on using form fields, see Forms.

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See also

Field Types

Inserting Information with Fields

FORMCHECKBOX

FORMTEXT


FORMTEXT field
FORMTEXT

{formtext}

Inserts a text box in a form. You cannot insert or modify the field directly. The FORMTEXT field is inserted by the Form Field command (Insert menu) or the Text Form Field button on the Forms toolbar. To edit the FORMTEXT field, you must use the Form Field Options button on the Forms toolbar or the Form Field Options command on the shortcut menu. For more information on using form fields, see Forms.

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See also

Field Types

Inserting Information with Fields

FORMCHECKBOX

FORMDROPDOWN


INDEX field
INDEX

{index [Switches]}

Builds and inserts an index. The INDEX field collects index entries specified by XE (Index Entry) fields. The INDEX field is inserted by the Index And Tables command (Insert menu). For more information about inserting indexes, see Indexes, Tables of Contents, and Other Tables.

Switches

You can use the following switches to customize the behavior of the INDEX field.

\b

Builds an index for the portion of the document marked by the specified bookmark. For example, the field {index \b select} builds an index for the portion of the document marked by the bookmark "select."

\c

Creates an index with more than one column on a page. For example, the field {index \c 2} creates a two-column index. You can specify up to four columns.

\d

Used with the \s switch, defines the separator characters used between a sequence number and a page number. You can use up to five characters and they must be enclosed in quotation marks. For example, the field {index \s chapter \d ":"} gives a result such as "Deleting text, 5:3" in the index. The default separator character is a hyphen (-).

\e

Defines the separator characters used between an index entry and its page number. You can use up to five characters and they must be enclosed in quotation marks. For example, the field {index \e "; "} gives a result such as "Inserting text; 3" in the index. The default separator characters are a comma and a space (, ).

\f

Creates an index using only the specified entry type. For example, the result of the field {index \f "a"} includes only entries marked with XE fields such as {xe "Selecting Text" \f "a"}. The default entry type is "i."

\g

Defines the separator characters used in a page range. You can use up to five characters and they must be enclosed in quotation marks. For example, the field {index \g " to "} gives a result such as "Finding text, 3 to 4." The default separator character is an en dash (--).

\h

Inserts headings formatted with the Index Heading style between groups in the index. Enclose the heading in quotation marks. The heading can be any of the following:

The letter, as many as you like---for example, {index \h "A"} or {index \h "AAA"}. Word automatically advances through the alphabet for each alphabetic group in the index.

Any other characters. For example, {index \h "- - - - -"} inserts the heading "- - - - -" between alphabetic groups.

A space character. For example, the field {index \h " "} inserts a blank line between alphabetic groups.

\l

Defines the separator characters used between page numbers for entries with multiple-page references. You can use up to five characters and they must be enclosed in quotation marks. For example, the field {index \l " or "} gives a result such as "Inserting text, 23 or 45 or 66" in the index. The default separator characters are a comma and a space (, ).

\p

Limits the index to the specified letters. For example, the field {index \p a--m} generates an index for only the letters A through M. To include index entries beginning with characters other than letters, use the exclamation point (!). For example, the field {index \p !--t} generates an index that includes any special characters, as well as the letters A through T.

\r

Runs index subentries onto the same line as the main entry. Main entries are separated from subentries by colons (:) and subentries are separated by semicolons (;). For example, the field {index \r} gives a result such as the following:

"Text:  inserting 5, 9; selecting 2; deleting 15"

\s

When followed by a sequence name, includes the sequence number with the page number. Use the \d switch to specify a separator character other than the default, a hyphen (-).

Example 1

The field {index \h "---A---"} uses the \h switch to build an index with headings before each letter group. A typical result would be the following.

Example 2

The field {index \s chapter \d "."} uses the \s switch to build an index for a master document that includes subdocument numbers with page numbers. The \d switch defines the separator character between a sequence number and page number as a period (.), so a reference such as "2.6" would refer to page 6 of the second subdocument. This example assumes that the SEQ (Sequence) field {seq chapter} has been added to each subdocument to generate chapter numbers. A typical result would be the following.

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See also

Field Types

Inserting Information with Fields

RD (Referenced Document)

SEQ (Sequence)

TA (Table of Authorities Entry)

TC (Table of Contents Entry)

TOA (Table of Authorities)

TOC (Table of Contents)

XE (Index Entry)


MERGESEQ field
MERGESEQ

{mergeseq}

Inserts a number based on the order in which data records are merged during a mail merge. This number can differ from the data record numbers generated by the MERGEREC field if the mail-merge data records are a subset of the data records available in the data source. For example, if data records 223 through 400 are selected for a mail merge, the MERGESEQ field numbers the first record 1, even though the information from record 223 in the data source was used.

Example

This example uses the MERGESEQ field inside an = (Formula) field to create invoice numbers based on the order in which data records are merged:

Invoice Number:  {= Sum (1000,{mergeseq})}

If you include this example in the main document, Word prints the following for the thirty-third invoice regardless of the data record number in the data source:

Invoice Number:  1033

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See also

Field Types

Inserting Information with Fields

MERGEREC


PRIVATE field
PRIVATE

{private}

Stores data for documents converted from other file formats. Word creates the PRIVATE field when converting file formats; the field contains data needed for converting a document back to its original file format.

PRIVATE fields do not affect document layout within Word. If you do not want PRIVATE fields to display in your document, click the Show/Hide [image] button on the Formatting toolbar.

  Show/Hide [image]  button

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See also

Field Types

Inserting Information with Fields


SECTION field
SECTION

{section}

Inserts the number of the current section. For example, the fields and text "Page {page} of Section {section}" in the header or footer of a document inserts the page and section numbers on each page. For a page in the second section of the document, a typical result would be "Page 4 of Section 2."

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See also

Field Types

Inserting Information with Fields

NUMPAGES

PAGE

SECTIONPAGES


SECTIONPAGES field
SECTIONPAGES

{sectionpages}

Inserts the total number of pages in a section. For example, the fields and text "Page {page} of {sectionpages}" in the header or footer of a document inserts the page number and total number of pages in the section on each page. For page 4 in a section with a total of 100 pages, the field result would be "Page 4 of 100."

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See also

Field Types

Inserting Information with Fields

NUMPAGES

PAGE

SECTION


TA (Table of Authorities Entry) field
TA (Table of Authorities Entry)

{ta [Switches]}

Defines the text and page number for a table of authorities entry. You insert a TA field to identify an item to include in a table of authorities. To insert TA fields, use the Index And Tables command (Insert menu). For more information on creating tables of authorities, see Indexes, Tables of Contents, and Other Tables.

The TA field is formatted as hidden text and displays no result in the document. To view this field, choose Options from the Tools menu and then select the View tab. Under Nonprinting Characters, select the Hidden Text check box. Clear the Hidden Text check box to hide the field.

Switches

You can use the following switches to customize the behavior of the TA field.

This switch	Does this
\b	Makes the page number for the entry bold. For example, the field {ta \l "Loren v. Mendel" \b} gives a result such as "Loren v. Mendel.........23" in the table of authorities. This switch removes the bold formatting if the Table Of Authorities style is bold.
\c	Defines the category number for the entry. For example, the field {ta \l "Hotels v. Leisure Time" \c 2} is included only in the table of authorities inserted by the field {toa \c 2}, where 2 corresponds to "Statutes." If you don't specify a category with the \c switch, category 1 ("Cases") is the default.
\i	Makes the page number for the entry italic.  For example, the field {ta \l "Loren v. Mendel" \i} gives a result such as "Loren v. Mendel.........23" in the table of authorities. This switch removes the italic formatting if the Table Of Authorities style is italic.
\l	Defines the long citation for the entry in the table of authorities. For example, the field {ta \l "Hotels Corporation v. Herder Assoc. 483 F.2d 247 (3d Cir. 1990)"} gives the result "Hotels Corporation v. Herder Assoc. 483 F.2d 247 (3d Cir. 1990).........24" in the table of authorities.
\r	Includes the range of pages marked by the specified bookmark in the page number for the entry. For example, the field {ta \l "Hotels Corporation v. Herder Assoc. 483 F.2d 247 (3d Cir. 1990)" \r hotelsvherder} gives a result such as "Hotels Corporation v. Herder Assoc. 483 F.2d 247 (3d Cir. 1990).........20--21" in the table of authorities.
\s	Defines the short citation (an abbreviated version of the long citation that you can use to refer to the authority) that Word displays in the Short Citation box of the Mark Citation dialog box (Index And Tables command, Insert menu). For example, the field {ta \l "Hotels Corporation v. Herder Assoc. 483 F.2d 247 (3d Cir. 1990)" \s "Hotels Corporation v. Herder Assoc."} defines the short citation as "Hotels Corporation v. Herder Assoc."
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See also

Field Types

Inserting Information with Fields

INDEX

TC (Table of Contents Entry)

TOA (Table of Authorities)

TOC (Table of Contents)

XE (Index Entry)


TOA (Table of Authorities) field
TOA (Table of Authorities)

{toa \c switch [Switches]}

Builds and inserts a table of authorities. The TOA field collects entries specified by TA fields. The TOA field is inserted by the Index And Tables command (Insert menu). For more information about inserting tables of authorities, see Indexes, Tables of Contents, and Other Tables.

\c switch

Specifies which category of table-of-authorities entries to compile into a table of authorities. For example, {toa \c 2} includes only entries marked with TA (Table of Authorities Entry) fields such as {ta \l "Hotels v. Leisure Time" \c 2}. Note that the \c switch is required for each TOA field in a document.

Switches

You can use the following switches to customize the behavior of the TOA field.

This switch	Does this
\b	Builds a table of authorities for the portion of the document marked by the specified bookmark. For example, the field {toa \b summary} builds a table of authorities for the portion of the document marked by the bookmark "summary."
\d	Used with the \s switch, defines the separator characters used between a sequence number and a page number. You can use up to five characters and you must enclose them in quotation marks. For example, the field {toa \s section \d ": "} builds a table of authorities in which chapter numbers and page numbers are separated by a colon (:).  A typical result might be "Phillip v. Ella, VII:3." The default separator character is a hyphen ( - ).
\e	Defines the separator characters used between a table-of-authorities entry and its page number. You can use up to five characters and you must enclose them in quotation marks. For example, the field {toa \e ", "} (specifying a comma and a space as the separator characters) gives a result such as "Phillip v. Ella,  3" in the table of authorities. The default is a tab with leader dots.
\f	Removes the formatting applied to the entries in the document. For example, when this switch is used, the text "Hotels Corporation v. Herder Assoc. 483 F.2d 247 (3d Cir. 1990)" in the document appears as "Hotels Corporation v. Herder Assoc. 483 F.2d 247 (3d Cir. 1990)" in the table of authorities.
\g	Defines the separator characters used in a page range. You can use up to five characters and they must be enclosed in quotation marks. For example, the field {toa \g " to "} gives a result such as "Phillip v. Ella.........4  to  5" in the table of authorities. The default is an en dash (--).
\h	Includes the category heading for the entries in a table of authorities. For example, the field {toa \h \c "5"} inserts the heading "Treatises" above the table of authorities in the Treatises category.
\l	Defines the separator characters used between page numbers for entries with multiple-page references. You can use up to five characters and they must be enclosed in quotation marks. For example, the field {toa \l "; "} gives a result such as "Phillip v. Ella.........23; 45; 66" in the table of authorities. The default separator characters are a comma and a space (, ).
\p	Replaces five or more different page references to the same authority with "passim" For example, a table of authorities entry "Phillip v. Ella" with more than five page references appears as "Phillip v. Ella.........passim"
\s	When followed by a sequence name, includes the sequence number with the page number. Use the \d switch to specify separator characters other than the default, a hyphen (-). For example, the field {toa \s casenumber} includes the case number created by a SEQ (Sequence) field in each table-of-authorities entry.
Example

The field {toa \h \c 1 \p \f} builds a table of authorities from category 1 with the heading "Cases." A typical result would be the following.

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See also

Field Types

Inserting Information with Fields

INDEX

RD (Referenced Document)

SEQ (Sequence)

TA (Table of Authorities Entry)

TC (Table of Contents Entry)

TOC (Table of Contents)

XE (Index Entry)


XE (Index Entry) field
XE (Index Entry)

{xe "Text" [Switches]}

Defines the text and page number for an index entry. You insert an XE field to define an item to include in the index. A common way to insert XE fields is to use the Index And Tables command (Insert menu). For more information on inserting index entries, see Indexes, Tables of Contents, and Other Tables.

The XE field is formatted as hidden text and displays no result in the document. To view this field, choose Options from the Tools menu and select the View tab. Under Nonprinting Characters, select the Hidden Text check box. Clear the Hidden Text check box to hide the field.

Text

The text you want to appear in the index. To indicate a subentry, include the main entry text and the subentry text, separated by a colon (:).

Switches

You can use the following switches to customize the behavior of the XE field.

This switch	Does this
\b	Makes the page number for the index entry bold. For example, the field {xe "Highlighting text" \b} gives a result such as "Highlighting text, 23" in the index. This switch removes the bold formatting if the index style for the entry is bold.
\f	Defines an entry type. For example, the field {xe "Selecting Text" \f "a"} is included only in an index inserted by the field {index \f "a"}. The default entry type is "i."
\i	Makes the page number for the index entry italic. For example, the field {xe "Finding text" \i} gives a result such as "Finding text, 23" in the index. This switch removes the italic formatting if the index style for the entry is italic.
\r	Includes the range of pages marked by the specified bookmark in the page number for the entry. For example, the field {xe "Selecting text" \r SelectingText} gives a result such as "Selecting text, 20--25" in the index.
\t	Inserts the text following the switch in place of a page number. Enclose the text in quotation marks. For example, the field {xe "Highlighting" \t "See Selecting"} gives the result "Highlighting, See Selecting" in the index.
Example

The field {xe "Atmosphere: Earth"} creates a subentry below a main entry in the index. The result in the index could be the following.

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See also

Field Types

Inserting Information with Fields

INDEX

TA (Table of Authorities Entry)

TC (Table of Contents Entry)

TOA (Table of Authorities)

TOC (Table of Contents)


DATA field
DATA

{data DataFile [HeaderFile]}

Inserted in the main document, the DATA field identifies the data source for a mail-merge operation. After the data source is attached, the field is no longer displayed.

The DATA field is not required in Word version 6.0 and cannot be inserted using the Field command (Insert menu). Files using the DATA field from previous versions of Word will work correctly.

This field cannot be used in footnotes, endnotes, annotations, headers, footers, or data source files. It cannot be nested within any other field.

DataFile

The filename of the data source for the mail merge. If you include a path, you must double the backslashes (for example, "c:\\lists\\clients.doc").

HeaderFile

The filename of a header source. If you include a path, you must double the backslashes (for example, "c:\\lists\\memohdr.doc").

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See also

Field Types

Mail Merge: Step by Step

Mail Merge: Advanced Techniques

Inserting Information with Fields


Footnotes and Endnotes

Overview

Inserting and viewing footnotes and endnotes

Inserting footnotes and endnotes

Viewing footnotes and endnotes

Going to a footnote or endnote

Editing footnotes and endnotes

Moving or copying a footnote or endnote

Deleting a footnote or endnote

Converting footnotes to endnotes, or vice versa

Customizing footnotes and endnotes

Changing the style of note text or note reference marks

Changing the format of automatically numbered note reference marks

Changing the placement of footnotes and endnotes

Changing or removing note separators

Creating a note continuation notice

Restarting note numbering within a document

Changing the starting number for footnotes and endnotes


Overview of Footnotes and Endnotes

Footnotes and endnotes explain, comment on, or provide references for text in a document. You can include both footnotes and endnotes in the same document -- for example, you might use footnotes for detailed comments and endnotes for citations of sources.

A note consists of two linked parts: the note reference mark and the note text the mark refers to. You can automatically number marks or create your own custom marks. If you use automatically numbered reference marks, Word automatically renumbers the note reference marks whenever you add, delete, or move footnotes or endnotes.

You can add note text of any length to your document and format note text just as you would any other text. You can print notes at different locations in your document and customize note reference marks and note separators, the lines that separate the document text from the note text.

To view notes, double-click the note reference mark. In normal view, the notes appear in the note pane; in page layout view, the notes appear where they will be printed in the document.

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See also

Footnotes and Endnotes


Inserting footnotes and endnotes

Footnotes and endnotes are two separate sets of notes that you can use to explain the text in a document. Each note has two parts: a superscript note reference mark and the note text. You insert the note reference mark in a document and then type the note text in the note pane. Word automatically numbers and places the notes for you.

To insert footnotes and endnotes

1.	In normal view, position the insertion point where you want to insert the note reference mark.

2.	From the Insert menu, choose Footnote.

3.	Under Insert, select the Footnote or Endnote option button.

4.	Under Numbering, do one of the following:

To have Word number notes automatically, select the AutoNumber option button.

To create a custom reference mark, type up to 10 characters in the Custom Mark box, or choose the Symbol button and select a character, such as [image], and then choose the OK button. Word does not renumber or update custom reference marks.

5.	Choose the OK button.

Word inserts the note reference mark, opens the note pane, and moves the insertion point to the note pane.

6.	Type the note text, and then do one of the following:

To close the note pane and return to your document, choose the Close button.

To keep the note pane open and return to your document, click in the document window.

Using the keyboard     You can quickly insert notes using the following keys.

To insert	Press
A footnote	ALT+CTRL+F
An endnote	ALT+CTRL+E
If you have already inserted an automatically numbered note in the document, Word inserts the new note with the same settings as the last note you inserted in the document.

Tip

To speed up the most common tasks associated with notes, such as moving and formatting, use the note shortcut menu. To display the note shortcut menu, position the insertion point in the note pane, or in the note text in page layout view. Click the right mouse button, and then choose the command you want from the menu.

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See also

Footnotes and Endnotes


Viewing footnotes and endnotes

You can view and edit existing notes in normal or page layout view. In normal view, the note text appears in a separate pane; in page layout view, the note text appears as it will be positioned on the printed page.

To view footnotes and endnotes

Double-click a note reference mark.

In normal view, the note pane is displayed and the insertion point moves to the note text that corresponds to the selected note reference mark. If you inserted endnotes in the document and want to view them, you can switch views by selecting All Endnotes in the Notes box at the top of the note pane.

In page layout view, the insertion point moves to the note text that corresponds to the selected note reference mark.

Using the Footnote command     You can also view notes by choosing Footnotes from the View menu. In normal view, the note pane opens. If you have inserted endnotes in the document, you can switch between viewing footnotes and endnotes. Select All Footnotes or All Endnotes in the Notes box at the top of the note pane.

In page layout view, Word moves the insertion point to the note text as it will be positioned on the printed page. If the document has both footnotes and endnotes, you can choose to view the footnote area or the endnote area.

Tip

To move quickly between the note text and the note reference mark, double-click the note reference mark to the left of the note text. The insertion point moves back to the note reference mark in the document. In normal view, Word also closes the note pane.

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See also

Footnotes and Endnotes


Moving or copying a footnote or endnote

A note consists of two linked parts: the note reference mark and the note text. When you want to move or copy a note, you work with the note reference mark in the document window, not the text in the note pane. If you move or copy an automatically numbered note reference mark, Word renumbers the notes in the new order.

To move or copy a footnote or endnote

1.	In the document window, select the note reference mark you want to move or copy.

2.	Do one of the following:

To move the note reference mark, drag the note reference mark to the new location.

To copy the note reference mark, hold down CTRL and drag the note reference mark to the new location.

Using the Cut, Copy, and Paste commands     You can also move and copy notes with the Cut, Copy, and Paste buttons on the Standard toolbar or by choosing the commands from the Edit menu.

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See also

Footnotes and Endnotes


Deleting a footnote or endnote

To delete a note, you select the corresponding note reference mark in the document (not in the note pane or note area). If you delete an automatically numbered note, Word renumbers the remaining notes. When you delete an area of text that contains a note reference mark, Word also deletes the corresponding note text.

To delete a footnote or endnote

1.	In the document window, select the note reference mark you want to delete.

2.	Press DELETE.

To delete all automatically numbered footnotes or endnotes

1.	From the Edit menu, choose Replace.

2.	Choose the Special button.

3.	Select Footnote Mark or Endnote Mark.

4.	Delete any contents in the Replace With box, and then choose the Replace All button.

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See also

Footnotes and Endnotes


Changing the placement of footnotes and endnotes

By default, Word places footnotes at the bottom of the page and endnotes at the end of the document. In multiple-column documents, footnotes appear below each column. You can change the placement of notes so that footnotes appear directly beneath text on each page and endnotes appear at the end of a section.

To change the placement of footnotes and endnotes

1.	From the Insert menu, choose Footnote.

2.	Choose the Options button.

3.	Select the All Footnotes or All Endnotes tab.

4.	In the Place At box, select the location you want the notes to appear, and then choose the OK button. For more information on placement options, see Note Options dialog box.

5.	Choose the Close button.

Tip

If you place endnotes at the end of each section, you can choose not to print the endnotes for certain sections. With the insertion point in the section where you do not want the endnotes to appear, choose Page Setup from the File menu. Select the Layout tab, select the Suppress Endnotes check box, and then choose the OK button. When you select this option, Word prints the endnotes in the following section.

For example, if you have a document with three sections and do not want endnotes in the first section to appear, Word will print the endnotes that would have appeared in the first section in the second section.

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See also

Footnotes and Endnotes


Changing or removing note separators

Word prints a short horizontal line called a note separator to separate footnotes and endnotes from the document text. If notes overflow onto the next page, Word prints a longer line called a continuation separator between the continued notes and the document text. You can delete or customize separators by adding borders, text, or graphics. You can have different separators for footnotes and endnotes. The document must contain at least one note before you can change or remove a note separator.

To change or remove note separators

1.	In normal view, choose Footnotes from the View menu.

2.	In the Notes box at the top of the note pane, do one of the following:

To change separators for footnotes, select All Footnotes.

To change separators for endnotes, select All Endnotes.

3.	In the Notes box at the top of the note pane, do one of the following:

To change the separator that appears between the document text and notes, select Footnote Separator or Endnote Separator.

The default note separator is a 2-inch line.

To change the separator for notes that continue from the previous page, select Footnote Continuation Separator or Endnote Continuation Separator.

The default continuation separator is a line from the left margin to the right margin.

4.	In the note pane, do one of the following:

To edit the separator, make the changes you want.

To remove the separator, select it, and then press DELETE.

To restore the default separator, choose the Reset button at the top of the note pane.

Note text does not appear with the separator.

5.	To return to the document, choose the Close button.

To view the separator, choose Page Layout from the View menu. You cannot edit the separator in page layout view.

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See also

Footnotes and Endnotes


Creating a note continuation notice

When a note or a group of notes is too long to fit on a page, you can add a continuation notice to indicate that the notes continue on the next page  -- for example, footnotes continued on next page. The notice appears below the notes. By default, Word does not include a text continuation notice. The document must contain at least one note before you can create a note continuation notice.

To create a note continuation notice

1.	In normal view, choose Footnotes from the View menu.

2.	In the Notes box at the top of the note pane, do one of the following:

To create the continuation notice for footnotes, select All Footnotes.

To create the continuation notice for endnotes, select All Endnotes.

3.	To add a notice to indicate that notes continue on the next page, select Footnote Continuation Notice or Endnote Continuation Notice in the Notes box.

4.	In the note pane, type the text you want to use as a continuation notice, and then choose the Close button.

To view the continuation notice as it appears in the document, choose Page Layout from the View menu. You cannot edit the notice in page layout view.

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See also

Footnotes and Endnotes


Restarting note numbering within a document

By default, Word numbers notes sequentially in a document. You can restart the numbering of notes on each page or at the beginning of each section.

To restart note numbering within a document

1.	From the Insert menu, choose Footnote.

2.	Choose the Options button.

3.	Select the All Footnotes or All Endnotes tab.

4.	Under Numbering, select the option you want, and then choose the OK button. For more information, see Note Options dialog box.

5.	Choose the Close button.

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See also

Footnotes and Endnotes


Changing the format of automatically numbered note reference marks

By default, Word uses arabic numerals (1, 2, 3) for footnote reference marks and roman numerals (i, ii, iii) for endnote reference marks. You can change the note reference mark to another number format -- for example, replace 1, 2, 3 with A, B, C.

To change the format of automatically numbered note reference marks

1.	From the Insert menu, choose Footnote.

2.	Choose the Options button.

3.	Select the All Footnotes or All Endnotes tab.

4.	In the Number Format box, select the type of numbering you want, and then choose the OK button.

5.	Choose the Close button.

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See also

Footnotes and Endnotes


Changing the starting number for footnotes or endnotes

You may want to number notes sequentially between multiple documents -- for example, between chapters in a book. If you have a large document broken into separate files with a separate chapter in each file, you may want your notes in the chapters following the first chapter to start with a number other than 1.

To change the starting number for footnotes or endnotes

1.	From the Insert menu, choose Footnote.

2.	Choose the Options button.

3.	Select the All Footnotes or All Endnotes tab.

4.	Under Numbering, select the Continuous option button.

5.	In the Start At box, type or select the starting number you want.

6.	Choose the OK button, and then choose the Close button.

Note

If individual documents are part of a master document, Word automatically numbers the notes sequentially between documents. For more information, see Using Master Documents to Manage Long Documents.

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See also

Footnotes and Endnotes


Converting footnotes to endnotes, or vice versa

After you insert footnotes in a document, you may decide that you want to change them to be endnotes, or vice versa. You can convert an individual note or change all notes.

To convert one or more notes to a footnote or endnote

1.	From the View menu, choose Footnotes.

2.	In the Notes box at the top of the pane, select All Footnotes or All Endnotes, and then select the note or notes you want to convert.

3.	Point to the selected notes, and then click the right mouse button.

Word displays the note shortcut menu.

4.	Choose the Convert To Footnotes or Convert To Endnotes command.

To see the notes after you convert them, in normal view, select the type of note you want to see from the Notes box. In page layout view, scroll to the part of the document that contains the notes.

To convert all notes to footnotes or endnotes

1.	From the Insert menu, choose Footnote.

2.	Choose the Options button.

3.	Choose the Convert button.

4.	Select the conversion option you want, and then choose the OK button. For more information, see Convert Notes dialog box.

5.	Choose the OK button, and then choose the Close button.

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See also

Footnotes and Endnotes


Changing the style of note text or note reference marks

You can set character and paragraph formats, such as the fonts and indents, for individual footnotes or endnotes. If you want to change the appearance of all note reference marks or note text, change the formatting defined for the four built-in styles that apply to notes.

To change the style of note text or reference marks

1.	From the Format menu, choose Style.

2.	In the Styles box, select the note style you want to modify.

The four note style names are Footnote Text, Endnote Text, Footnote Reference, and Endnote Reference. If these styles do not appear in the Styles box, select All Styles in the List box.

3.	Choose the Modify button.

4.	In the Modify Style dialog box, select the options you want.

To change character and paragraph formats, change tab settings, and adjust other formats, choose the Format button. Choose a command to make the formatting changes you want.

5.	When you finish changing the formatting, choose the OK button.

6.	Repeat steps 4 and 5 for all formatting that you want to modify.

7.	Choose the OK button, and then choose the Close button.

Note

When you change a style it changes only in the active document. To make the style available to all documents based on the active template, select the Add To Template check box in the Modify Style dialog box.

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See also

Footnotes and Endnotes


Footnote command (Insert menu)

Inserts a footnote or endnote at the insertion point.

  Dialog Box Options

Insert

Determines whether Word adds a footnote or endnote to the document.

Footnote

Inserts a footnote reference mark into the document.

Endnote

Inserts an endnote reference mark into the document.

Numbering

Determines the kind of note reference mark that will appear in the document.

AutoNumber

Renumbers notes automatically as you move, add, or delete notes. Word displays the numbering format to the right of AutoNumber. To change the numbering format, choose the Options button.

Custom Mark

Inserts a customized note reference mark when you type a note reference mark of up to 10 characters or choose the Symbol button and then select a symbol. When you insert a custom reference mark, it does not affect automatically numbered note references marks.

OK

Inserts the footnote or endnote reference mark.

In normal view, opens the note pane in which you type the note text. In page layout view, Word moves the insertion point to the location in the document where you type the note text.

Options

Adjusts note placement, sets numbering options, and converts notes to footnotes or endnotes. See Note Options dialog box.

Symbol

Select the symbol you want to use for a custom note reference mark. See Symbol dialog box.

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See also

Footnotes and Endnotes


Note Options dialog box

Footnote command (Insert menu)

Adjusts note placement, sets numbering options, and converts footnotes to endnotes or vice versa.

Select the tab for the options you want.

All Footnotes

Adjusts footnote placement, sets numbering options, and converts footnotes to endnotes.

All Endnotes

Adjusts endnote placement, sets numbering options, and converts endnotes to footnotes.


All Footnotes tab

Note Options dialog box (Footnote command)

Adjusts footnote placement, sets numbering options, and converts footnotes to endnotes.

  Tab options

Place At

Specifies where you want footnotes to appear.

Bottom Of Page

Prints footnotes at the bottom margin of the page on which the note reference mark appears.

Beneath Text

Prints footnotes immediately below the last line of text on a page instead of at the bottom of a page.

Number Format

Specify the number format you want to use to automatically number footnotes.

Start At

Type or select the starting number you want for the first automatically numbered footnote.

Numbering

Specifies how Word numbers footnotes.

Continuous

Numbers automatically numbered footnotes sequentially throughout the document.

Restart Each Section

Starts renumbering automatically numbered footnotes at 1 in each section.

Restart Each Page

Starts renumbering automatically numbered footnotes at 1 on each page.

Convert

Convert footnotes to endnotes and vice versa. See Convert Notes dialog box.


All Endnotes tab

Note Options dialog box (Footnote command)

Adjusts endnote placement, sets numbering options, and converts endnotes to footnotes.

  Tab options

Place At

Specifies where you want endnotes to appear.

End Of Section

Prints endnotes after the last line of the section and before the first line of the next section.

End Of Document

Prints endnotes after the last line in the document.

Number Format

Specify the number format you want to use to automatically number endnotes.

Start At

Type or select the starting number you want for the first automatically numbered endnote.

Numbering

Specifies how Word numbers endnotes.

Continuous

Numbers automatically numbered endnotes sequentially throughout the document.

Restart Each Section

Starts renumbering automatically numbered endnotes at 1 in each section.

Convert

Convert endnotes to footnotes and vice versa. See Convert Notes dialog box.


Convert Notes dialog box

Footnote command (Insert menu)

Converts footnotes to endnotes and endnotes to footnotes.

  Dialog Box Options

Convert All Footnotes To Endnotes

Converts all footnotes to endnotes. Uses the current settings for endnotes. This option is dimmed if there are no footnotes in the document.

Convert All Endnotes To Footnotes

Converts all endnotes to footnotes. Uses the current settings for footnotes. This option is dimmed if there are no endnotes in the document.

Swap Footnotes and Endnotes

Converts all footnotes to endnotes and all endnotes to footnotes. Uses the current settings for footnotes and endnotes.


Footnotes command (View menu)

Opens a note pane or moves the insertion point to the area of the document where you view and edit footnotes and endnotes.

In normal view, Word displays the note pane and a check mark appears on the View menu next to the command name. The document window and the note pane scroll at the same time. The note text for the first note reference mark visible in the document window always appears at the top of the note pane. To view different items, including endnotes and note separators, select the type of item you want to view from the Notes box at the top of the note pane.

In page layout view, Word moves the insertion point to the note text as it will be positioned on the printed page. If the document has both footnotes and endnotes, you can choose to view the footnote area or the endnote area.

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See also

Footnotes and Endnotes


Note pane

Footnote command (Insert menu)

The area in which you insert and edit footnotes, endnotes, note separators, and continuation notices. You can also display the ruler in the note pane to set tab stops or change text alignment. Position the insertion point in the note pane, and then choose Ruler from the View menu.

Notes box

Select the item you want to edit or view.

All Footnotes

Displays all footnotes in the document. Word does not display page breaks that occur between footnotes in the pane.

All Endnotes

Displays all endnotes in the document. Word does not display page breaks that occur between footnotes in the pane.

Footnote Separator

A line that separates footnotes from the document text. You can use the default 2-inch line or type a new separator.

Footnote Continuation Separator

A line that is used for footnotes that continue onto the next page. You can use the default solid line from margin to margin or type a new continuation separator.

Footnote Continuation Notice

Type the text you want to show that a footnote continues onto another page -- for example, Footnotes continued on next page.

Endnote Separator

A line that separates endnotes from the document text. You can use the default 2-inch line or type a new separator.

Endnote Continuation Separator

A line that is used for endnotes that continue onto the next page. You can use the default solid line from margin to margin or type a new continuation separator.

Endnote Continuation Notice

Type the text you want to show that an endnote continues onto another page -- for example, Endnotes continued on next page.

Reset

Restores the default note separator. Word displays the Reset button when you select a note separator or a continuation notice option from the Notes box at the top of the note pane.

Close

Closes the note pane.

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See also

Footnotes and Endnotes


Convert command (shortcut menu)
Convert command (Note shortcut menu)

Converts selected footnotes to endnotes, or endnotes to footnotes. The name of this command changes depending on whether you select footnotes or endnotes.


View Footnotes dialog box

Footnotes command (View menu)

Determines the kind of note Word displays if you choose to view notes while in page layout view and the document contains both footnotes and endnotes.

  Dialog Box Options

View Footnote Area

Select to move to the area of the document that contains the footnote text.

View Endnote Area

Select to moves to the area of the document that contains the endnote text.


Forms

Overview

Creating and working with an online form

Creating an online form

Filling in an online form

Printing online form data

Saving online form data

Adding Help text to an online form

Protecting form content

Protecting a form from changes

Preventing a section from being protected

Working with form fields

Inserting form fields

Applying character formatting to text in a form field

Modifying a check box form field

Modifying a text form field

Adding or removing items in a drop-down list

Changing the order of items in a drop-down list

Assigning a macro to a form field


Overview of Forms

You can create forms that can be filled in online or forms that are printed and then filled in on paper. When you create an online form, you can make some areas available for fill-in and protect the rest from changes. You can provide text areas that have specific data types, formatting, and default text, and you can create check boxes and drop-down lists. You can include macros that run automatically, and you can provide Help messages to make it easier for users to complete the form.

Form fields are the places in an online form where users make entries. There are text, check box, and drop-down form fields.

When you protect a document, users can enter information only in form fields in that document. In a multiple section document, you can prevent particular sections from being protected.

Each time you open a form based on a protected form template, you create a new, untitled form that has the same protection as the template.

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See also

Forms


Protecting a form from changes

To make sure that no one accidentally modifies a particular form, you can protect, or lock, the template. When you protect a document, form fields are available to fill in and users can type only in form fields or unprotected sections.

When you are designing a form, you can quickly switch between a protected state and an unprotected state by clicking the Protect Form button on the Forms toolbar.

  Protect Form button

For more information about removing protection from a section, see Preventing a section from being protected.

To protect a form from changes

1.	From the Tools menu, choose Protect Document.

2.	Under Protect Document For, select the Forms option button.

To assign a password to the form, type a password in the Password box. A password can contain up to 15 characters and can include letters, numbers, symbols, and spaces. As you type the password, Word displays an asterisk (*) for each character you type. If you assign a password, you must use the same password to remove protection from the document, typing uppercase and lowercase letters exactly as you did for the original password.

3.	Choose the OK button.

If you assigned a password, retype the password in the Confirm Password dialog box, and then choose the OK button.

When the active document is protected, the Protect Document command changes to Unprotect Document.

To remove protection from a form

From the Tools menu, choose Unprotect Document.

All users have access to the Unprotect Document command unless you add a password when you protect the document. If you have added a password, this password must be entered before you can remove protection.

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See also

Forms


Preventing a section from being protected

If a document contains sections, you can specify which sections you want to protect.

To prevent a section from being protected

1.	From the Tools menu, choose Protect Document.

2.	Select the Forms option button, and then choose the Sections button.

If the Sections button is dimmed, there is only one section in the document.

3.	Under Protected Sections, select the check boxes to the left of the sections that you want to protect. Clear the check boxes next to the sections you want to leave unprotected, and then choose the OK button.

4. Choose the OK button to protect the document.

Note

Some commands, such as Form Field Options, are unavailable in unprotected sections in a protected document. For full access to all Word commands, remove protection from the document. For more information, see Protecting a form from changes.

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Forms


Filling in an online form

As soon as you protect a form, the behavior of certain keys changes, making it easy for users to move the insertion point from field to field.

To fill in an online form

1.	From the File menu, choose New.

2.	Under Template, select the form template you want, and then choose the OK button.

3.	Use the following methods to move among the fill-in form fields.

To	Press
Enter data in a field and move to the next field	TAB or ENTER or the DOWN ARROW key
Move to a previous field	SHIFT+TAB or the UP ARROW key
Display items in a drop-down form field	F4 or ALT+DOWN ARROW
Move to an item in an open drop-down list	The UP ARROW and DOWN ARROW keys
Select or clear a check box	SPACEBAR or the X key
Display Help text for a form field	F1
Insert a tab character in a text form field	CTRL+TAB
4.	From the File menu, choose Save As.

5.	In the File Name box, type a name for the copy of the form containing the information you typed, and then choose the OK button.

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Forms


Inserting form fields

You can insert text, drop-down, or check box fields in a form by using the buttons on the Forms toolbar.

To insert a form field

1.	Display the Forms toolbar.

2.	Position the insertion point where you want to insert the form field, and then do one of the following:

To insert	On the Forms toolbar, click
A text form field
A check box form field
A drop-down form field
Using the Form Field command     From the Insert menu, choose Form Field. Under Type, select the kind of form field you want to insert, and then choose the OK button. For more information, see Form Field command.

Tip

By default, form fields are shaded for easy identification. You can turn form field shading off or on by clicking the Form Field Shading button on the Forms toolbar.

  Form Field Shading button

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Forms


Applying character formatting to text in a form field

You can specify how text typed into a form field will appear only when you create a form. Users filling out a form cannot apply formatting to the text they type in a form field.

To apply character formatting to text in a form field

1.	Make sure that the document is not protected. For more information, see Protecting a form from changes.

2.	Select the text form field you want to format.

3.	From the Format menu, choose Font.

4.	In the Font dialog box, type or select any character formatting and spacing you want, and then choose the OK button.

When text is entered into the field in the protected document, the text will be formatted as specified.

Tip

To apply character formatting quickly, you can also use the shortcut menu or the Formatting toolbar. See Choosing a command from a shortcut menu.

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Forms


Modifying a check box form field

After you have inserted check box form fields to create check boxes in an online or printed form, you can modify the check box form fields.

To modify a check box form field

1.	Make sure that the document is not protected. For more information, see Protecting a form from changes.

2.	Double-click the check box form field you want to change.

3.	Specify the options you want. For more information, see Check Box Form Field Options dialog box.

4.	Choose the OK button.

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See also

Forms


Modifying a text form field

After you have inserted a text form field, you can modify it.

To modify a text form field

1.	Make sure that the document is not protected. For more information, see Protecting a form from changes.

2.	Double-click the text form field you want to change.

3.	Specify the options you want. For more information, see Text Form Field Options dialog box.

4.	Choose the OK button.

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Forms


Adding or removing items in a drop-down list

A drop-down form field is useful when you want to provide users with a fixed list of choices. The person filling out the form can just select an item from the list. After you have inserted a drop-down list in an online form, you can add, remove, or rearrange the items in the list.

To add items to a drop-down list

1.	Make sure that the document is not protected. For more information, see Protecting a form from changes.

2.	Double-click the drop-down form field to which you want to add an item.

3.	In the Drop-Down Item box, type the text you want to add to the list.

Each item in the drop-down list can consist of up to 50 characters.

4.	Choose the Add button.

5.	Repeat steps 2 and 3 for each item you want to add, and then choose the OK button.

To remove items from a drop-down list

1.	Double-click the drop-down form field from which you want to remove an item.

2.	Under Items In Drop-Down List, select the Item you want to remove from the list.

3.	Choose the Remove button.

4.	Repeat steps 2 and 3 for each item you want to remove, and then choose the OK button.

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See also

Forms


Changing the order of items in a drop-down list

You can reorganize or remove items in a drop-down list.

To change the order of items in a drop-down list

1.	Make sure that the document is not protected. For more information, see Protecting a form from changes.

2.	Double-click the drop-down form field you want to modify.

3.	Under Items In Drop-Down List, select the item you want to move.

4.	Do one of the following:

To move the item up in the list, click the Up Arrow button.

To move the item down in the list, click the Down Arrow button.

5.	Choose the OK button.

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See also

Forms


Assigning a macro to a form field

You can use macros in an online form to control exactly what, where, and how information is entered.

To assign a macro to a form field

1.	Double-click the form field to which you want to assign a macro.

2.	Under Run Macro On, do one of the following:

To have Word run a macro when the insertion point enters this field in the form, in the Entry box, select the macro you want to run.

To have Word run a macro when the insertion point exits this field in the form, in the Exit box, select the macro you want to run.

The macro should reside in the form template so that it will always be available to users who open the form on other machines.

If no macro names appear in the Entry or Exit boxes, there are no macros in the template. You can use the Organizer dialog box to move macros from other templates into the current template. See Copying styles, AutoText entries, toolbars, or macros to the attached template from another template.

3.	Choose the OK button.

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Forms


Saving online form data

Users can save either an entire online form or only the data in the form. When you are creating a form, you can choose the Save Data Only option so that form data can be saved as a single record for use in a database.

To save online form data

1.	From the Tools menu, choose Options.

2.	Select the Save tab.

3.	Select the Save Data Only For Forms check box, and then choose the OK button.

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See also

Forms


Printing online form data

You can print the data that has been entered into an online form without printing the online form itself. If the online form was designed to match a preprinted paper form, you can print the data directly onto the preprinted form. Word prints the input in the same relative location as it appears on the preprinted form.

To print online form data

1.	From the Tools menu, choose Options.

2.	Select the Print tab.

3.	Under Options For Current Document Only, select the Print Data Only For Forms check box, and then choose the OK button.

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See also

Forms


Adding Help text to an online form

To assist in the filling out of forms online, you can provide custom Help information for each form field. You can have Word display the Help text in the status bar or in a message box when users press F1.

To add Help text to an online form

1.	Double-click the form field to which you want to add Help text.

2.	Choose the Add Help Text button.

3.	Do one or both of the following:

To have Word display Help text in the status bar, select the Status Bar tab.

To have Word display Help text in a message box when the user presses F1, select the Help Key tab.

4.	Do one of the following:

To turn off the display of the Help text, select the None option button.

To use an AutoText entry, select the AutoText Entry option button, and then select the entry from the drop-down list.

To create a new Help message, select the Type Your Own option button, and then type the Help text. A Help message in a message box can have a maximum of 255 characters; a Help message in the status bar can contain a maximum of 138 characters.

5.	Choose the OK button.

For more information, see Form Field Help Text dialog box.

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Forms


Form Field command (Insert menu)

Inserts a text form field, a check box form field, or a drop-down form field.

  Dialog Box Options

Type

Select the type of form field you want to insert.

Text

Inserts a text form field.

Check Box

Inserts a check box form field.

Drop-Down

Inserts a drop-down form field.

Show Toolbar

Displays the Forms toolbar.

Options

Displays the Options dialog box, which you can use to modify the selected type of form field. For more information, refer to the topics listed in the following table.

To specify options for	See
Text form fields	Text Form Field Options dialog box
Check box form fields	Check Box Form Field Options dialog box
Drop-down form fields	Drop-Down Form Field Options dialog box
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Forms


Help Key (F1) tab

Options dialog box (Form Field command)

Displays Help messages in a message box when users press F1 when the insertion point is in the form field. A Help message in a message box can have a maximum of 255 characters.

  Tab Options

None

Displays no Help text for the form field.

AutoText Entry

Select the AutoText entry you want to use as Help text for the form field.

Type Your Own

Type the Help text you want to display for the form field.


Status Bar tab

Options dialog box (Form Field command)

Displays Help text messages in the status bar when the insertion point is in the form field. Help messages in the status bar can have a maximum of 138 characters.

  Tab Options

None

Displays no Help text for the form field.

AutoText Entry

Select the AutoText entry you want to use as Help text for the form field.

Type Your Own

Type the Help text you want to display for the form field.


Form Field Help Text dialog box

Creates text with information that helps users fill in form fields. You can have Word display the Help message in either the status bar or a message box. A Help message in the status bar can contain a maximum of 138 characters; a Help message in a message box can contain a maximum of 255 characters.

Select the category of options you want.

Status Bar tab

Displays Help text in the status bar.

Help Key (F1) tab

Displays Help text when users press F1 when the insertion point is in the form field.


Drop-Down Form Field Options dialog box

Modifies drop-down form fields for online forms.

  Dialog Box Options

Drop-Down Item

Type the text you want to add to the drop-down list.

Add

Add the text in the Drop-Down Item box to the Items In Drop-Down List box.

Remove

Deletes the selected item in the Items In Drop-Down List box from the drop-down list.

Items In Drop-Down List

Select the item you want to remove from or move within the drop-down list.

Move

Use the Up Arrow and Down Arrow buttons to change the order of items in a drop-down list.

Up Arrow

Click to move the selected item in the Items In Drop-Down List box higher in the list.

Down Arrow

Click to move the selected item in the Items In Drop-Down List box lower in the list.

Run Macro On

Set a macro to run when the insertion point enters or exits a particular form field.

Entry

Select the macro you want to run when the insertion point reaches the form field.

Exit

Select the macro that you want to run when the insertion point leaves the form field.

Field Settings

Specify the options you want.

Bookmark

Type a valid bookmark name to be associated with a form field. Form field names are referenced by macros.

Drop-Down Enabled

Clear the check box to make the drop-down form field unavailable when users are filling in the form.

Add Help Text

Displays the Form Field Help Text dialog box, in which you can enter a Help message for the form field. See Form Field Help Text dialog box.


Text Form Field Options dialog box

Modifies text form fields for forms.

  Dialog Box Options

Type

Select the type of text form field you want.

Regular Text

Insert a Regular Text form field when the form requires the user to type text, numbers, symbols, or spaces. In the Default box, you can specify default text. For example, if a form has a question to which the answer is usually Single, type the word Single in the Default box. The form field displays the word Single, so users filling in the form will not need to type an entry unless they want to change the response.

Number

Insert a Number form field when the form requires a numeric entry. In the Default box, you can specify the number that appears in the form field by default. If the user types something other than a number, an error message appears, the entry is highlighted, and the insertion point remains in that field until a number is entered. The Number Format box displays character formats the user can apply to a Number form field. Word applies the selected format when the insertion point leaves the Number form field.

Date

Insert a Date form field if the form requires a date entry. You can specify a default date in the Default box. When the user types a date that is not valid, an error message appears, the entry is highlighted, and the insertion point remains in that field until the user enters a valid date. The Date Format box displays formats the user can apply to a Date form field. Word applies the selected format when the insertion point leaves the Date form field.

Current Date/Current Time

Insert a Current Date or Current Time form field if you want Word to supply the current date or time. Because Word supplies the date and time, the Default field is dimmed. Formats that Word can apply to the form field are displayed in the Format box. Word applies the selected format when the insertion point leaves the form field. Whenever you open a protected document, Word updates the Current Date and Current Time form fields. You can have Word update a Current Date or Current Time form field when the document is printed by choosing Options from the Tools menu, selecting the Print tab, and then selecting the Update Fields check box.

Calculation

Insert a Calculation form field when you want to insert an = (Formula) field. For example, you can use a Calculation form field to add a column of numbers in a purchase order or invoice. Type the expression for the calculation in the Expression box. Whenever you open the document, Word updates the field. A Calculation form field cannot be edited while the form is being filled in.

Default Text

Specify text you want displayed by default in the form field. The Default box changes to Expression when Calculation is selected in the Type box.

Text Format

Type or select the format you want for the data in a form field.

Maximum Length

Type or select the number of characters you want the form field to accept. The maximum number of characters allowed is 255.

Unlimited

Select if you do not want to specify an exact maximum length for a field.

Run Macro On

Set a macro to run when the insertion point enters or leaves the form field.

Entry

Select the macro you want to run when the insertion point enters the form field.

Exit

Select the macro you want to run when the insertion point leaves the form field.

Field Settings

Specify the options you want.

Bookmark

Type a valid bookmark name to be associated with a form field. Bookmark names are referenced by macros.

Fill-In Enabled

Clear the check box to make a form field read-only while the form is being filled in.

Add Help Text

Displays the Form Field Help Text dialog box, in which you can enter a Help message for a text form field. See Form Field Help Text dialog box.


Check Box Form Field Options dialog box

Form Field command (Insert menu)

Modifies check box form fields.

  Dialog Box Options

Check Box Size

Auto

Size a check box to the font and point size of the text that surrounds it in the document.

Exactly

Set a fixed point size for a check box. Type or select the point size you want.

Default Value

Specify whether you want a check box to be checked or unchecked when users first open the form.

Not Checked

Clear the check box by default.

Checked

Select the check box by default.

Run Macro On

Set a macro to run when the insertion point enters or leaves the form field.

Entry

Select the macro you want to run when the insertion point enters the form field.

Exit

Select the macro you want to run when the insertion point leaves the form field.

Field Settings

Specify the options you want.

Bookmark

Type a valid bookmark name to be associated with a form field. Bookmark names are referenced by macros.

Check Box Enabled

Clear the check box to make the form field read-only while users are filling in the form.

Add Help Text

Displays the Form Field Help Text dialog box for you to enter a Help message for the form field. See the Form Field Help Text dialog box.


Protect Document command (Tools menu)

Protects documents from changes except as specified.

To quickly protect a form, click the Protect Form button on the Forms toolbar.

  Protect Form button

  Dialog Box Options

Protect Document For

Select the type of document protection you want.

Revisions

Allows changes to a document, but records revisions so that the document can be routed to reviewers and the author can track changes.

Annotations

Protects a document from changes but allows annotations to be added.

Forms

Protects a document from changes except in form fields or unprotected sections.

Password

Type the password you want to use to protect a document. A password can contain up to 15 characters and can include letters, numbers, symbols, and spaces. As you type the password, Word displays an asterisk (*) for each character you type.

Once you have assigned a password, you must use the same password each time you want to remove protection from the document, typing uppercase and lowercase letters exactly as you did for the original password.

Sections

Displays the Section Protection dialog box, in which you can specify sections to exclude from protection. This button is available only when you select the Forms option button. See Section Protection dialog box.

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Forms


Unprotect Document command (Tools menu)

Removes protection from documents except as specified. Enters the password required to unlock a document.

To quickly remove protection from a form, click the Protect Form button on the Forms toolbar.

  Protect Form button

  Dialog Box Options

Password

Type the password exactly as you did to protect the document, typing uppercase and lowercase letters exactly as you did for the original password. As you type the password, Word displays an asterisk (*) for each character you type.

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Forms


Confirm Password dialog box

Protect Document command (Tools menu)

Confirms the correct password.

  Dialog Box Options

Reenter Protection Password

Type the password as you did originally, typing uppercase and lowercase letters exactly as you did before.


Creating an online form

It is important that you start a form by creating a new template. That way, any macros or AutoText entries you use in the form are stored in this template and are available to users who eventually fill in the form.

To create an online form

1.	Create a template. For more information, see Creating a template.

2.	Lay out the form. For more information about layout for forms, see the topics in Working with Tables and Positioning Text and Graphics with Frames.

3.	Position the insertion point where you want users to type or select information, and then choose Form Field from the Insert menu.

4.	Under Type, select the type of form field you want to insert. For more information, see Form Field command.

5.	Choose the Options button, specify any options you want for the form field, and then choose the OK button.

6.	Repeat steps 3 through 5 for each form field you want to insert.

7.	From the Tools menu, choose Protect Document.

8.	Select the Forms option button, and then choose the OK button.

Word protects the template from changes, so users can enter information only in the form fields.

If you want to modify a form after it has been created, make sure to turn protection off by choosing Unprotect Document from the Tools menu.

9.	Save and close the template.

Tip

For quick access to commands used to design forms, display the Forms toolbar. To display the toolbar, choose the Show Toolbar button in the Form Field dialog box. Or, from the View menu, choose Toolbars, select the Forms check box, and then choose the OK button.

For descriptions of the buttons on the Forms toolbar, click the Help button on the Standard toolbar, and then click a button on the Forms toolbar.

  Help button

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Forms


Section Protection dialog box

Protect Document dialog box (Protect Document command)

Specifies which sections of a multiple section document will be protected.

  Dialog Box Options

Protected Sections

Select the sections of a form you want to protect.


Form Field Options button (Forms toolbar)

Modifies the selected field in an online form.

  Form Field Options button

The dialog box that appears depends on the type of field you select. For more information about modifying a specific type of form field, see Text Form Field Options dialog box, Check Box Form Field Options dialog box, and Drop-Down Form Field Options dialog box.


Importing and Creating Graphics

Overview

Importing graphics

Importing an entire graphics file

Previewing graphics files

Pasting a graphic from another application into a Word document

Editing an imported graphic

Resizing an imported graphic

Cropping an imported graphic

Restoring an imported graphic to its original size and cropping

Creating a composite picture

Changing the default application for editing imported graphics

Creating a link to a graphics file without including the picture

Storing an imported graphic only in its native file format

Drawing in Word

Creating, deleting, or copying a drawing object

Including text in a drawing object

Creating or changing a callout

Selecting drawing objects

Grouping or ungrouping drawing objects

Resizing a drawing object

Rotating a drawing object

Flipping a drawing object

Modifying the drawing grid

Reshaping a freeform shape

Moving a drawing object

Nudging a drawing object

Locking a drawing object's anchor to a paragraph

Specifying an exact location for a drawing object

Changing the layering order of drawing objects

Creating a watermark

Displaying or hiding drawing objects

Specifying the line and fill for a drawing object

Aligning drawing objects


Overview of Importing and Creating Graphics

You can import graphics such as logos and illustrations from other applications, or you can draw shapes in Word by using the tools on the Drawing toolbar.

Importing graphics

There are two primary ways to import a graphic from another file:

Import an entire graphics file.

Bring in a portion of a graphic, or a graphic saved as part of another file.

Importing a graphic increases the file size of a Word document because the graphic is stored in the document. You can reduce the file size of the Word document by creating a link to the graphics file and not saving a complete representation of the graphic in the document.

If an imported graphic is a draw-type (vector) graphic, you can edit it as if it had been drawn by using the drawing tools in Word. For example, you can separate the graphic into its component parts by dragging shapes out of the graphic itself.

Drawing in Word

By using the tools on the Drawing toolbar, you can create drawing objects such as squares, rectangles, polygons, lines, ellipses, and even callouts.

Drawing objects are not visible in normal, outline, or master document view; to draw and modify drawing objects, you must be working in page layout view or print preview.

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See also

Importing and Creating Graphics


Importing an entire graphics file

You can import an entire graphics file into a Word document without leaving Word. To import an entire graphics file, you must have the appropriate graphics filter installed on your computer. A graphics filter is a software program that enables Word to interpret and display a file created in another application. Word uses a graphics filter when you choose Picture from the Insert menu to import a graphic. The Word Setup program installs graphics filters when you install Word.

For more information about graphics filters that come with Word, see Graphics Filters.

To import an entire graphics file

1.	Position the insertion point where you want to insert the graphic.

2.	From the Insert menu, choose Picture.

3.	In the File Name box, type or select the name of the file you want.

If you do not see the file you want to import, select a different drive, directory, or folder, or choose the Find File button to search for the file you want.

To see what the selected file will look like, select the Preview Picture check box.

4.	Choose the OK button.

Tip

You can create a link to the source file and specify that Word automatically update the graphic in your document each time the source file changes. For more information, see Creating a link to another file or Word document.

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See also

Importing and Creating Graphics


Creating a composite picture

You can create a composite picture that contains both an imported graphic and drawing objects. After you complete the picture, Word treats it as a single object.

To create a composite picture

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

Word switches to page layout view.

2.	Position the insertion point where you want to insert the picture, and then click the Create Picture button on the Drawing toolbar.

  Create Picture button

Word opens a separate window for you to import graphics and create drawing objects using the Drawing toolbar. For more information, see Creating, deleting, or copying a drawing object.

3.	If you want to shrink or enlarge the boundaries of the picture to fit the current contents, click the Reset Picture Boundary button.

4.	When you finish, click the Close Picture button on the Picture toolbar to return to the document.

Tip

You can also use the Create Picture button to group one or more drawing objects into a single picture. Select the drawing objects you want to group, and then click the Create Picture button.

  Create Picture button

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Importing and Creating Graphics


Previewing graphics files

You can browse through graphics files before you insert them into a document.

Your Word package includes a set of graphics files called clip art, which you can use to add visual interest to a document. If you performed a complete installation when you set up Word, Word installs these clip art files on your computer in the WINWORDCLIPART directory. If you did not install the clip art files when you set up Word, you can run Setup again. See Installing or removing individual components of Word.

To preview graphics files

1.	From the Insert menu, choose Picture.

2.	Select the Preview Picture check box.

3.	In the File Name box, type or select the name of the file you want to see.

Word displays the file in the Preview box. If you do not see the file you want, select a different drive, directory, or folder, or choose the Find File button to search for the file.

4.	Do one of the following:

To insert the selected graphic into the document, choose the OK button.

To close the dialog box without inserting a graphic, choose the Cancel button.

Using the Find File command     You can preview graphics in a larger preview box by using the Find File command on the File menu. See Find File command.

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Importing and Creating Graphics


Pasting a graphic from another application into a Word document

You can insert a graphic created in another application into a Word document. A graphic pasted into Word for Windows is pasted as a Windows metafile (.WMF).

To paste a graphic from another application into a Word document

1.	In the application used to create the graphic, open the file that contains the graphic you want.

2.	Select the graphic or portion of the graphic you want.

3.	From the Edit menu in the graphics application, choose Copy.

4.	In the Word document, position the insertion point where you want to insert the graphic.

5.	On the Standard toolbar, click the Paste button.

  Paste button

Tip

You can create a link to the source file and specify that Word automatically update the graphic in a document each time the source file changes. For more information, see Creating a link to another file or Word document.

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See also

Importing and Creating Graphics


Resizing an imported graphic

You can resize a graphic proportionately, which maintains the original ratio of height to width; or you can stretch the graphic vertically or horizontally, distorting the image. As you resize the graphic, Word displays the percentage of the graphic's original height and width in the status bar.

To resize an imported graphic

1.	Click once to select the graphic whose size you want to change.

2.	Position the pointer on a handle.

Word displays a pointer with a double-headed arrow.

3.	Do one of the following:

To resize the graphic and keep its original proportions, drag a corner handle.

  Corner handle

To resize the graphic without keeping its original proportions, drag a middle handle.

  Middle handle

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Importing and Creating Graphics


Cropping an imported graphic

Cropping hides the areas of a graphic you don't want to show. Move the boundaries of the graphic inward to hide its edges so that you can eliminate unimportant areas and highlight areas of interest. Move the boundaries of the graphic outward to increase the surrounding white space.

To crop an imported graphic

1.	Select the graphic you want to crop.

2.	Hold down SHIFT and drag a sizing handle toward the center of the graphic.

  Sizing handle

Word displays the cropping measurements in the lower-left corner of the Word window.

To add white space around a graphic

1.	Select the graphic around which you want to add white space.

2.	Hold down SHIFT and drag a sizing handle away from the graphic.

  Sizing handle

Word displays the cropping measurements in the lower-left corner of the Word window.

Using the Picture command     You can specify exact measurements for cropping and adding white space around a graphic by choosing the Picture command from the Format menu. See Picture command.

Note

If you don't want to incorporate the changes you've made to a graphic, you can restore it to its original size and cropping. See Restoring an imported graphic to its original size and cropping.

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Importing and Creating Graphics


Restoring an imported graphic to its original size and cropping

If you don't want to incorporate the changes you've made to an imported graphic, you can restore it to its original size and cropping.

To restore an imported graphic to its original size and cropping

1.	Select the graphic.

2.	From the Format menu, choose Picture.

3.	Choose the Reset button, and then choose the OK button.

Using the keyboard     You can also use the keyboard to restore an imported graphic to its original size. Hold down CTRL and double-click the graphic.

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Importing and Creating Graphics


Creating a link to a graphics file without including the picture

Importing a graphic increases the file size of a Word document because the graphic is stored in the document. For example, if you import two 50K pictures, you increase the file size of the Word document by approximately 100K. You can reduce the file size of the Word document by creating a link to the graphic file and not saving a complete representation of the graphic in the document.

By default, when you create a link to another file, Word stores a representation, or "picture," of the linked object. This method increases the Word file size by the number of bytes taken up by the complete representation. To reduce the size of the Word file, you can specify that Word store only the link and not the complete representation of the graphic.

To create a link to a graphics file without including the picture

1.	Position the insertion point where you want to insert the graphic in the document.

2.	From the Insert menu, choose Picture.

3.	In the File Name box, type or select the name of the file you want.

If you do not see the file you want to import, select a different drive, directory, or folder, or choose the Find File button to search for the file you want.

4.	Select the Link To File check box, and then clear the Save Picture In Document check box.

5.	Choose the OK button.

If you see a field code instead of the graphic, clear the Field Codes check box on the View tab in the Options dialog box (Tools menu), or press ALT+F9.

Tip

You can increase the scrolling speed in a Word document that contains many graphics by temporarily replacing the graphics with placeholders. Choose Options from the Tools menu, select the View tab, and then select the Picture Placeholders check box under Show.

Word now displays graphics as rectangular boxes, but it does print the graphics. To have Word display the graphics again, clear the Picture Placeholders check box.

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See also

Importing and Creating Graphics


Creating, deleting, or copying a drawing object

You can draw objects such as squares, rectangles, polygons, lines, ellipses, and even callouts. Drawing objects are not visible in normal, outline, or master document view; to draw and modify objects, you must be in page layout view or print preview.

To create a drawing object

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	On the Drawing toolbar, do one of the following:

To draw	Click this button
A straight line
A square or rectangle
A circle or ellipse
An arc
A freeform shape (polyline)
To draw rectangles, squares, arcs, ellipses, and circles from the center of the graphic outward, hold down CTRL as you drag.

3.	Do one of the following:

To create a line, a rectangle, an ellipse, or an arc, drag to draw the object.

To create a square or a circle, hold down SHIFT as you drag. Holding down SHIFT as you draw a line makes the line horizontal or vertical, or forces it to a 30-degree, 45-degree, or 60-degree angle.

To create a freeform shape: click to create straight line segments, and drag to create freeform shapes. To create a closed freeform shape, click the starting point. To create an open shape, double-click the last point, or press ESC.

To cancel the drawing object while you are dragging, press ESC. (Freeform shapes, however, are completed when you press ESC.)

To delete the last line segment drawn in a freeform shape, press DELETE.

To delete a drawing object

Click the object to select it, and then press BACKSPACE, DEL (the Forward Delete key), or choose Clear from the Edit menu.

To make a copy of a drawing object

Hold down CTRL as you drag the drawing object.

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See also

Importing and Creating Graphics


Including text in a drawing object

You can use either a text box or a frame to position text on a page. Use a text box when you want to position text behind or in front of the main text layer in the document. You can also put an imported graphic into a text box so that you can position the imported graphic behind text on a page.

Text that you type in a text box is formatted with the Normal style unless you specify a particular font size or format. You can format all of the text in a text box by selecting the box and then choosing Font from the Format menu. To reformat only a portion of the text in a text box, select the text and then apply formatting just as you would in the document.

Unlike frames, text boxes do not automatically grow as you type more text in them. If you type more text than can fit in the text box, you must make the text box larger before you will see the additional text. You can also change the amount of space that appears between the text box and the text inside it.

To create a text box

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	On the Drawing toolbar, click the Text Box button.

  Text Box button

3.	Drag to specify the size of the text box.

4.	Type the text in the text box, or use the Picture command on the Insert menu to place an imported graphic into the text box.

To adjust the space between a text box and the text inside it

1.	Select the text box.

2.	From the Format menu, choose Drawing Object.

3.	Select the Size And Position tab.

4.	Type or select a value in the Internal Margin box, and then choose the OK button.

If text is clipped or not visible after you adjust the spacing, you must make the text box larger. See Resizing a drawing object.

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Importing and Creating Graphics


Creating or changing a callout

A callout is a text box with a line that points to an area of interest in an illustration. You can use one-segment, two-segment, or three-segment lines to connect callout text to graphics.

You can also specify the angles of callout lines and the distance from the lines to the callout text boxes. By default, a callout text box has no border, but you can add a border.

To create a callout

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	On the Drawing toolbar, click the Callout button.

  Callout button

3.	Position the pointer where you want the callout line to start, and then drag to where you want to position the text.

4.	Type the callout text.

5.	When you finish, click outside the callout text box.

To change a callout

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	Select the callout you want to change.

3.	On the Drawing toolbar, click the Format Callout button.

  Format Callout button

4.	Under Type, select the type of callout you want.

To set other callout options, do one or more of the following:

To	Do this
Change the distance between callout text and the callout line	Type or select a measurement in the Gap box.
Change the angle of the callout line	In the Angle box, select an angle, or select Any to have Word adjust the angle as you drag the callout box.
Change the amount of space between the top of the callout text and the start of the callout line segment	In the Drop box, type a measurement, or select Top, Center, or Bottom.
Change the length of the first line segment	In the Length box, type a measurement, or select Best Fit to have Word adjust the length as you drag the callout box.
Apply a border around the callout text	Select the Text Border check box.
Change the starting position of the callout line automatically when the callout origin or the callout text is switched from left to right	Select the Auto Attach check box.
Add a vertical line beside the callout text	Select the Add Accent Bar check box.
5.	Choose the OK button.

Tip

To change the distance between the callout text and the border around the callout text, position the insertion point in the callout text and then indent the text by choosing Paragraph from the Format menu. Select the Indents And Spacing tab, and then type or select values in the Left and Right boxes under Indentation.

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Importing and Creating Graphics


Selecting drawing objects

You must select a drawing object before you can change or move it. A selected line, square, or rectangle displays handles. A selected circle, ellipse, arc, or freeform shape is enclosed in a box with handles.

To select drawing objects

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	Do one of the following:

To select a drawing object or group of objects located in front of text, position the pointer on the object.

To select a drawing object or group of objects located behind text, click the Select Drawing Objects button on the Drawing toolbar.

  Select Drawing Objects button

3.	Do one of the following:

To select a single drawing object or a group of objects, click the object or group.

To select several drawing objects at the same time, hold down SHIFT while you click each of the drawing objects you want to select. To cancel a selection, hold down SHIFT while you click a drawing object.

To select all of the individual line segments that compose a freeform shape, click the shape to select it, and then click the Reshape button on the Drawing toolbar.

  Reshape button

If the drawing object is not filled, make sure to position the pointer on one of the object's lines, not within the object.

Tip

To select several drawing objects at the same time, click the Select Drawing Objects button, and then drag to create a rectangle that encloses all of the drawing objects you want to select.

  Select Drawing Objects button

To cancel the selection of drawing objects

Do one of the following:

To cancel the selection of all selected drawing objects or groups of objects, click anywhere in the document outside of the selected objects, or press ESC.

To cancel the selection of some of the selected drawing objects or groups of objects, hold down SHIFT and click the object(s) you want to deselect.

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See also

Importing and Creating Graphics


Grouping or ungrouping drawing objects

Groups of drawing objects are easier to manipulate and faster for Word to display than a number of individually selected objects. Use groups whenever you are manipulating multiple objects as a unit.

To group drawing objects

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	On the Drawing toolbar, click the Select Drawing Objects button. Drag to select the drawing objects you want to group, or hold down SHIFT and click each object.

  Select Drawing Objects button

3.	On the Drawing toolbar, click the Group button.

  Group button

To ungroup drawing objects

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	Select the group.

3.	On the Drawing toolbar, click the Ungroup button.

  Ungroup button

Note

If a group contains other groups, you must click the Ungroup button repeatedly until all of the groups are ungrouped.

  Ungroup button

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See also

Importing and Creating Graphics


Resizing a drawing object

Drag a handle to change the size of a drawing object. Hold down SHIFT as you drag a corner handle to maintain the original height-to-width ratio of the object.

To resize a drawing object

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	Select the drawing object.

3.	Do one of the following:

To resize the drawing object and keep its original proportions, drag a corner handle while holding down SHIFT.

  Corner handle

To resize the drawing object without keeping its original proportions, drag any handle.

To resize from the center, hold down CTRL as you drag the handle.

Using the Drawing Object command     You can specify precise measurements when you resize a drawing object by using the Drawing Object command on the Format menu. See Size And Position tab.

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See also

Importing and Creating Graphics


Rotating a drawing object

You can rotate a drawing object or group of objects to the right in 90-degree increments. You cannot rotate patterns, text, or imported graphics. If you rotate a text box, the box rotates, but the text inside it remains unchanged.

To rotate a drawing object

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	Select the drawing object.

3.	Click the Rotate Right button on the Drawing toolbar.

  Rotate Right button

Tip

You can use WordArt, a supplemental application that comes with Word, to rotate text. For more information, see Creating a special text effect with WordArt.

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See also

Importing and Creating Graphics


Flipping a drawing object

You can create a mirror image of a drawing object or a group of objects by "flipping" it. You cannot flip patterns, text, or imported graphics. See Grouping or ungrouping drawing objects.

To flip a drawing object

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	Select the drawing object or group of objects you want to flip.

3.	On the Drawing toolbar, click either the Flip Horizontal button or the Flip Vertical button.

  Flip Horizontal button

  Flip Vertical button

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Importing and Creating Graphics


Modifying the drawing grid

The drawing grid is an invisible network of lines that helps you align drawing objects. Gridlines are not printed.

By default, the object is pulled into alignment with the nearest intersection of gridlines. This is called the snap-to-grid effect. If you turn off the Snap To Grid option, the grid no longer affects drawing objects.

The default spacing of gridlines is 0.1 inch, but you can change both the vertical and horizontal spacing between gridlines. Initially, the grid begins at the 0 (zero)-inch point on the horizontal ruler, but you can change the location from which gridlines are measured.

To turn off the snap-to-grid effect

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	On the Drawing toolbar, click the Snap To Grid button.

  Snap To Grid button

3.	Clear the Snap To Grid check box, and then choose the OK button.

Tip

If the snap-to-grid effect is off, you can turn it on as you drag by holding down ALT. If the snap-to-grid effect is on, you can turn it off by holding down ALT as you drag.

To change the spacing between the drawing gridlines

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	On the Drawing toolbar, click the Snap To Grid button.

  Snap To Grid button

3.	Do one of the following:

To change the horizontal spacing between vertical gridlines, type or select a new measurement in the Horizontal Spacing box.

To change the vertical spacing between horizontal gridlines, type or select a new measurement in the Vertical Spacing box.

4.	Choose the OK button.

To change the location at which the gridlines begin

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	On the Drawing toolbar, click the Snap To Grid button.

  Snap To Grid button

3.	Do one of the following:

To change the point from which Word starts to measure vertical gridlines, type or select a new measurement in the Horizontal Origin box.

To change the point from which Word starts to measure horizontal gridlines, type or select a new measurement in the Vertical Origin box.

4.	Choose the OK button.

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Importing and Creating Graphics


Moving a drawing object

Once you've created a drawing object in a Word document, you can drag to position the object wherever you want.

You can also position a drawing object in a specific location. See Specifying an exact location for a drawing object.

To move a drawing object

1.	In page layout view, select the drawing object. For more information, see Selecting drawing objects.

2.	Position the pointer on the object -- but not on a handle -- and then drag the object to the new location.

If the object is not filled, make sure to position the pointer on one of its borders.

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Importing and Creating Graphics


Locking a drawing object's anchor to a paragraph

Word always anchors a drawing object to a specific paragraph. When you create a drawing object, it is initially anchored to the closest paragraph. As you move the object, the anchor moves to the paragraph that's closest to the object's new position.

Locking a drawing object's anchor to a paragraph ensures that the object will always appear on the same page as the paragraph. If you delete the paragraph, the object is also deleted.

To lock a drawing object's anchor to a paragraph

1.	To display anchors for drawing objects, click the Show/Hide [image] button on the Standard toolbar.

  Show/Hide [image]  button

2.	Select the object and then drag its anchor to the paragraph to which you want to lock the drawing object.

  Anchor

3.	From the Format menu, choose Drawing Object.

4.	Select the Size And Position tab.

5.	Under Position, select the Lock Anchor check box, and then choose the OK button.

Word adds a padlock to the anchor icon.

  Locked anchor

To unlock an anchor, clear the Lock Anchor check box on the Size And Position tab (Drawing Object command, Format menu).

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Importing and Creating Graphics


Specifying an exact location for a drawing object

You can use the options on the Size And Position tab (Drawing Object dialog box) to specify an exact location in your document for a drawing object.

To specify an exact location for a drawing object

1.	In page layout view, select the drawing object.

2.	From the Format menu, choose Drawing Object.

3.	Select the Size And Position tab.

4.	Do one or both of the following:

To change the horizontal position of the object, type or select a new measurement in the Horizontal box, and then select an option in the From box.

To change the vertical position of the object, type or select a new measurement in the Vertical box, and then select an option in the From box.

5.	Choose the OK button.

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See also

Importing and Creating Graphics


Changing the layering order of drawing objects

You can think of a document as having three layers: the text layer, the layer behind the text, and the layer in front of the text. When you create a drawing object, Word initially places the object in the layer in front of the text. Using the tools on the Drawing toolbar you can move the drawing object behind the text for a shading effect. You can also move a drawing object to the back or front of other drawing objects in the same layer.

To change the layering order of drawing objects

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	Select a drawing object.

3.	Do one or more of the following:

To	Click
Send the object behind the text layer
Bring the object in front of the text layer
Send the object to the back of a stack of objects in the same layer
Bring the object to the front of a stack of objects in the same layer
Note

Imported graphics are part of the text layer. You can position an imported graphic by using a frame, but you cannot move the graphic behind the text layer unless you first insert it into a text box. For more information, see Including text in a drawing object.

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Importing and Creating Graphics


Creating a watermark

A watermark is text or a graphic -- for example, a company logo or a border -- that appears on every page of a document. To repeat a copy of text, graphics, or a border on every page, you must put it into the header or footer. Text or graphics will be printed wherever on the page you place them; that is, they do not have to be confined to the area at the top or the bottom of the page.

To create a watermark

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	From the View menu, choose Header And Footer.

3.	On the Header And Footer toolbar, click the Show/Hide Document Text button to hide the text and graphics in the main document.

  Show/Hide Document Text button

4.	On the Drawing toolbar, click one of the drawing tools, and then drag to draw the shape you want.

To change the line or fill of the watermark, select the object, and then use the Fill Color, Line Color, or Line Style buttons on the Drawing toolbar.

  Fill Color button

  Line Color button

  Line Style button

5.	Select the drawing object; then, to place the object behind the text, click the Send Behind Text button on the Drawing toolbar.

  Send Behind Text button

6.	To return to the previous view and continue working in the document, click the Close button on the Header And Footer toolbar.

Tip

To use an imported graphic as a watermark, create a text box, and then choose the Picture command from the Insert menu. Use the Cut and Paste buttons on the Standard toolbar to place the graphic inside the text box. You can then position the imported graphic as if it were a drawing object.

To add a border to every page in a document

1.	Click the Page Layout View button on the horizontal scroll bar, or choose Page Layout from the View menu.

   Page Layout View button

2.	From the View menu, choose Header And Footer.

3.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

4.	On the Drawing toolbar, click the Rectangle drawing tool, and then drag to draw the border you want.

To change the line or fill of the border, select the rectangle, and then use the Fill Color, Line Color, and Line Style buttons on the Drawing toolbar.

  Fill Color button

  Line Color button

  Line Style button

To change the position of the border, drag a handle. To maintain the original height-to-width ratio of the border, hold down SHIFT as you drag a corner handle.

  Corner handle

5.	On the Header And Footer toolbar, click the Close button.

6.	To continue working in the document, click the Normal View button on the horizontal scroll bar, or choose Normal from the View menu.

  Normal View button

The border does not appear in normal view. To display the border, you can switch to page layout view or choose Print Preview from the File menu. If the border still does not appear, you may need to change the position of the border or the margins of the document. To change the margins, see Specifying exact margin measurements and other margin settings.

Using the Drawing Object command     You can specify precise measurements when you resize a drawing object by using the Drawing Object command on the Format menu. See Size And Position tab.

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See also

Importing and Creating Graphics


Displaying or hiding drawing objects

If you want to work only with the text in a document, you may want to temporarily turn off the display of drawing objects. The objects remain in your document, but you cannot accidentally select or change them while you're working with the text. However, if you delete the text, the attached drawing object is also deleted.

To display or hide drawing objects

1.	In page layout view, choose Options from the Tools menu.

2.	Select the View tab.

3.	Do one of the following:

To hide drawing objects, clear the Drawings check box.

To display drawing objects, select the Drawings check box.

4.	Choose the OK button.

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See also

Importing and Creating Graphics


Specifying the line and fill for a drawing object

You can control the weight (thickness), style, and color of lines that make up a drawing object, as well as the color and pattern of the object's fill.

To specify the line and fill for a drawing object

1.	Select the drawing object.

2.	From the Format menu, choose Drawing Object.

3.	Do one of the following:

To specify fill options, select the Fill tab.

If the drawing object you selected is a line, the Fill tab is unavailable. Any other type of drawing object can be filled.

To specify line options and arrowhead options, select the Line tab, and then do one or more of the following:

If you select	This happens
A rectangle, a square, or a callout	The Round Corners check box is available. You can select it to round off the corners of the object.
A line, a freeform shape, or a callout	Arrowhead controls are available. You can select an arrowhead type to apply to the object.
Any drawing object	The Shadow check box is available. Select it to create a shadow behind the selected drawing object. Line weight (thickness), style, and color options are also available.
4.	Select the options you want, and then choose the OK button.

Using the Drawing toolbar     You can also specify line and fill colors and the width of lines by using the Line Color, Fill Color, and Line Style buttons on the Drawing toolbar. Click a button and then click the line or fill option you want.

  Line Color button

  Fill Color button

  Line Style button

Note

Every time you use the tools on the Drawing toolbar to create a drawing object, Word automatically uses the default settings for line weight, fill color, fill pattern, and so on. To change a default setting, make sure that no drawing objects are selected, choose Drawing Object from the Format menu, and then change the settings on the Fill and Line tabs.

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Importing and Creating Graphics


Aligning drawing objects

You can align drawing objects with one another or relative to the page.

To align drawing objects

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	Select the objects you want to align.

3.	On the Drawing toolbar, click the Align Drawing Objects button.

  Align Drawing Objects button

4.	In the Horizontal, Vertical, and Relative To boxes, select the options you want, and then choose the OK button.

Note

Aligning drawing objects moves them to the positions you specify. If you align an object relative to the page and later change the page size, the object does not move to reflect the new page dimensions.

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See also

Importing and Creating Graphics


Changing the default application for editing imported graphics

By default, when you double-click an imported graphic, Word places the graphic in a separate Word window, and then displays the Drawing toolbar so that you can edit the graphic. You can, however, use other graphics applications to edit a graphic imported into Word.

To change the default application for editing imported graphics

1.	From the Tools menu, choose Options.

2.	Select the Edit tab.

3.	In the Picture Editor box, select the application you want to use to edit imported graphics, and then choose the OK button.

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See also

Importing and Creating Graphics


Reshaping a freeform shape

A freeform shape is composed of connected line segments. You select a freeform shape as a whole by clicking it once. Clicking the Reshape button on the Drawing toolbar selects all of the line segments. (You cannot select a single line segment.)

To reshape a freeform shape

1.	On the Standard toolbar, click the Drawing button to display the Drawing toolbar.

  Drawing button

2.	To select all individual line segments in a freeform shape, click the shape once, and then click the Reshape button on the Drawing toolbar.

  Reshape button

3.	To change the shape, do any of the following:

To	Do this
Move a handle (vertex)	Drag it.
Add a vertex	Press CTRL, and then click the line where you want the new vertex.
Delete a vertex	Press CTRL, and then click the vertex you want to delete.
You can continue to change vertices for the freeform shape, select and change other freeform shapes until you click elsewhere in the document text area, select another tool from the Drawing toolbar, or select the Reshape button again.

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Importing and Creating Graphics


Storing an imported graphic only in its native file format

If you open a document created in Word for the Macintosh that contains pictures that are OLE objects (that is, objects created in applications that support OLE, or object linking and embedding), the Word for Windows program will store two representations of each picture, one for each platform. (Word will save two representations only when a picture is an OLE object.) The Word for Windows program will then use the representation that is compatible with, or native to, the platform on which the document is opened. (This is also true if you open a document in Word for the Macintosh that was created in Word for Windows.)

Because Word does not need to convert the picture, the picture quality is retained. However, storing both representations increases the size of the file. If you don't need to reopen the file on its original platform, you can reduce the file size by saving only the picture representations that are native to the current platform.

To store an imported graphic only in its native file format

1.	From the Tools menu, choose Options.

2.	Select the Save tab.

3.	Select the Save Native Picture Formats Only check box.

4.	Choose the OK button.

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See also

Importing and Creating Graphics


Nudging a drawing object

You can move, or "nudge" a drawing object one pixel at a time or to the next gridline.

To nudge a drawing object

1.	In page layout view, select the drawing object.

2.	Do one of the following:

To move the object one pixel at a time, hold down CTRL, and then press an arrow key.

To move the object to the next gridline, press an arrow key.

3.	When you finish, click outside the drawing object.

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See also

Importing and Creating Graphics


Editing an imported graphic

If you want to edit an imported graphic, you can open it in a separate window. If the imported graphic is a draw-type (vector) graphic, such as a logo drawn in a graphics application, you can edit the graphic as if it had been drawn with the Drawing tools in Word. If the imported graphic contains a bitmap, the bitmap is converted to a single object and is placed within a text box to preserve its positioning.

You can also use other graphics applications to edit a graphic imported into Word. See Changing the default application for editing imported graphics.

To edit an imported graphic

1.	Double-click the graphic.

Word displays the graphic in a separate picture editing window in page layout view, with the Picture and Drawing toolbars displayed.

2.	Edit the graphic.

3.	To close the picture editing window and return to the Word document, click the Close Picture button on the Picture toolbar.

Any changes you make to the graphic will be incorporated into the Word document. If you don't want to keep the changes, choose Undo from the Edit menu in Word. The changes you make do not affect the original graphics file.

Tip

When the picture editing window first opens, the boundaries that surround the graphic indicate its size. If you change the graphic so that it extends outside these boundaries, Word cuts off the portions outside the boundaries when you return to the Word document. If you reduce the size of the graphic, the boundaries may extend beyond the graphic.

You can reset the boundaries by clicking the Reset Picture Boundary button on the Picture toolbar.

  Reset Picture Boundary button

When you close the picture editing window, Word includes everything inside the boundaries in the picture.

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See also

Importing and Creating Graphics


Picture command (Insert menu)

Inserts a graphic created in another application.

You can also link a graphic to its source file so that Word will update the picture whenever you update the source file.

  Dialog Box Options

File Name

From the list of folders and files, select or type the name of the file you want to insert. This box lists files of the type selected in the List Files Of Type box. To see a list of files that have a particular extension, type an asterisk (*), a period, and the three-character extension, and then press ENTER. To see all files that have a particular filename extension plus all files that have another specific filename extension, type a semicolon (;), a second asterisk (*), a period, and another three-character extension. For example, if you want to see all files with the .PIC extension and all files with the .WMF extension, type *.pic;*.wmf

List Files Of Type

Select the type of file you want to see in the File Name list. To see all the types of files, select All Graphics Files.

For more information about graphics filters that come with Word, see Graphics Filters.

Drives

Select the drive that contains the file you want to open.

Directories

Select the directory that contains the file you want to open.

Link To File

Creates a link between your document and the graphics file you insert. To update this link when you want the latest version of the graphic, choose Links from the Edit menu or press F9.

Save Picture In Document

Saves a graphic representation of the linked information in the Word document. See Creating a link to a graphics file without including the picture.

Preview Picture

Displays a preview of the graphic in the Preview box.

Preview

Displays a preview of the graphic when you click in the Preview box or select the Preview Picture check box.

Find File

If this is the first time you've used Find File, displays the Search dialog box so that you can search for files. See Search dialog box.

If you've used Find File at least once before, displays the Find File dialog box with the list of files that Word found in the last search. Choose the Search button.

Network

Opens the Connect Network Drive dialog box so that you can connect to a network drive. For more information, choose the Help button in that dialog box.

_____________

See also

Importing and Creating Graphics


Picture command (Format menu)

Modifies cropping measurements, scaling proportions, and size controls for imported graphics.

  Dialog Box Options

Crop From

Specify how much to crop from the top, bottom, left, and right sides of the graphic. If you want white space around the graphic, type negative measurements.

Scaling

Modify the size of a graphic. Type a number greater than 100 to make the graphic larger than the original. If the width and height measurements are different from those in the original graphic, the graphic may not appear as clear as it did before scaling.

Width

Type or select the width of the picture to scale it to a percentage of its original width.

Height

Type or select the height of the graphic to scale it to a percentage of its original height.

Size

Indicate the width and height of the graphic. These measurements correspond to the current scaling and cropping measurements. Changing the size measurements causes an adjustment to the scaling dimensions.

Width

Type or select the width you want for the graphic.

Height

Type or select the height you want for the graphic.

Original Size

Indicates the size of the graphic when you first inserted it.

Reset

Returns the graphic to its original size.

Frame

Modifies the frame around the graphic, if there is a frame. See Inserting a frame around selected items.

_____________

See also

Importing and Creating Graphics


Drawing Object command (Format menu)

Modifies the lines, colors, fill patterns, size, and position of drawing objects.

Select the tab for the options you want.

Fill tab

Controls shading and color for drawing objects.

Line tab

Applies different line styles and arrowheads to drawing objects.

Size And Position tab

Modifies the size and position of drawing objects.

_____________

See also

Importing and Creating Graphics


Fill tab

Drawing Object command (Format menu)

Controls shading and color for drawing objects.

  Tab Options

Color

Select the color you want to fill the background of a drawing object.

Patterns

Applies one of several fill patterns.

Pattern Color

Select the color you want for the fill pattern in a drawing object.

You must have a color monitor to display color formatting, and you must have a plotter or a color printer to print color formatting.

Preview

Shows you the result of the options you specify before you apply them to the drawing object.


Line tab

Drawing Object command (Format menu)

Applies different line styles and arrowheads to drawing objects.

  Tab Options

Line

Specify the type of line you want.

None

Removes lines from selected drawing objects.

Custom

Select to specify a weight (thickness), style, and color for lines.

Style

Select the line style you want.

Color

Select the line color you want.

You must have a color monitor to display color formatting, and you must have a plotter or a color printer to print color formatting.

Weight

Type or select a measurement for the line thickness you want.

Arrowhead

Specify the arrowhead style and size you want.

Style

Select the arrowhead style you want.

Width

Select the width you want for arrowheads.

Length

Select the length you want for arrowheads.

Shadow

Creates a shadow behind the drawing object.

Round Corners

Creates rounded corners on rectangles, squares, text boxes, and callouts.

Preview

Shows you the result of the options you specify before you apply them to the drawing object.


Size And Position tab

Drawing Object command (Format menu)

Modifies the size and location of drawing objects.

  Tab Options

Position

Specifies the position of a drawing object.

Horizontal

Type or select a measurement for the horizontal position of the drawing object.

From

Select Margin, Page, or Column to indicate what you want to position the drawing object in relation to.

Margin

Specifies the horizontal distance of the drawing object from the left margin.

Page

Specifies the horizontal distance of the drawing object from the left edge of the page.

Column

Specifies the horizontal distance of the drawing object from the left edge of the column.

Vertical

Type or select a measurement for the vertical position of the drawing object.

From

Select Margin, Page, or Paragraph to indicate what you want to position the drawing object in relation to.

Margin

Specifies the vertical distance of the drawing object from the top margin.

Page

Specifies the vertical distance of the drawing object from the top edge of the page.

Paragraph

Specifies the vertical distance of the drawing object from the top of the paragraph that contains its anchor.

Lock Anchor

Locks an anchor in its current position so that it doesn't move if you move the drawing object. A drawing object always appears on the same page as the paragraph that contains the object's anchor.

Size

Type or select the dimensions you want for the drawing object.

Height

Type or select the height you want for the drawing object.

Width

Type or select the width you want for the drawing object.

Internal Margin

Sets the space between the edge of a text box and the text inside it.

Callout

Specifies the appearance of callouts. See Format Callout/Callout Defaults dialog box.


Format Callout/Callout Defaults dialog box

Specifies the appearance of callouts.

  Dialog Box Options

Type

Select the type of callout you want.

One

Creates a vertical or horizontal callout line with one segment.

Two

Creates a callout line with one segment that can be positioned vertically, horizontally, or diagonally.

Three

Creates a callout line with two segments.

Four

Creates a callout line with three segments.

Gap

Type or select the measurement you want for the space between the callout line and the callout text.

Angle

Select an angle, or select Any to have Word adjust the angle between line segments in the callout line.

Drop

Type a measurement or select Top, Center, or Bottom to specify the location where the callout line will be attached to the callout text.

Length

Type a measurement to change the length of the first segment of the callout line. To have Word adjust the length based on how far you drag the callout text away from its point of origin, select the Best Fit option.

Text Border

Applies a border around the callout text.

Auto Attach

Changes the starting position of the callout line automatically when the callout origin or the callout text is switched from left to right.

Add Accent Bar

Adds a vertical line beside the callout text at the end of the callout line.


Snap To Grid dialog box

Aligns drawing objects with the drawing grid, which is an invisible network of lines that covers the drawing area. When you use the grid, objects always align with gridlines or intersections of gridlines. The default spacing of gridlines is 0.1 inch, but you can change both the vertical and horizontal spacing between gridlines.

Initially, the grid begins at the 0 (zero)-inch point in the upper-left corner of the page, but you can change the location from which gridlines are measured.

If the Snap To Grid option is not selected, you can use the option temporarily by holding down ALT as you drag. If the Snap To Grid option is selected, you can clear it temporarily by holding down ALT as you drag.

  Dialog Box Options

Snap To Grid

Aligns drawing objects with gridlines or intersections of gridlines. See Modifying the drawing grid.

Horizontal Spacing

Specify the amount of horizontal space you want between vertical gridlines.

Vertical Spacing

Specify the amount of vertical space you want between horizontal gridlines.

Horizontal Origin

Specify the point at the left-hand edge of the page where you want the grid to begin.

Vertical Origin

Specify the point at the top edge of the page where you want the grid to begin.


Align dialog box

Aligns drawing objects relative to the edges of the page or relative to one another.

  Dialog Box Options

Horizontal

Select how you want selected drawing objects to be horizontally aligned.

None

If you select None, there is no horizontal alignment for the selected drawing objects, and the position is determined by the vertical alignment options.

Left

Aligns selected drawing objects with the left edge of the page or the left edge of a group of selected drawing objects, depending on the option you select in the Relative To box.

Center

Aligns selected drawing objects with the center of the page or the center of a group of selected drawing objects, depending on the option you select in the Relative To box.

Right

Aligns selected drawing objects with the right edge of the page or the right edge of a group of selected drawing objects, depending on the option you select in the Relative To box.

Vertical

Select how you want selected drawing objects to be vertically aligned.

None

If you select None, there is no vertical alignment for the selected drawing objects, and the position is determined by the horizontal alignment options.

Top

Aligns selected drawing objects with the top edge of the page or the top edge of a group of selected drawing objects, depending on the option you select in the Relative To box.

Center

Aligns selected drawing objects with the center of the page or the center of a group of selected drawing objects, depending on the option you select in the Relative To box.

Bottom

Aligns selected drawing objects with the bottom edge of the page or the bottom edge of a group of selected drawing objects, depending on the option you select in the Relative To box.

Relative To

Select how you want to align selected drawing objects.

Each Other

Positions selected drawing objects relative to one another.

Page

Positions selected drawing objects relative to the edges of the page.


  Tip of the Day Contents

Typing and Editing Text and Graphics

Navigating in Word

Selecting text and graphics

Copying and moving text

Finding and replacing text

Undoing editing changes

More editing tips

AutoCorrect

AutoText

Special characters

Sorting

Formatting Text Characters and Paragraphs

Adding and removing character formatting

Copying character formatting

More character formatting tips

Page formatting

Paragraph formatting

Indents

Tab stops

Spacing

Styles

Templates

Adding Graphics and Borders

Borders

Aligning drawings and graphics

Cropping and resizing graphics

More graphics tips

Drawing objects

More drawing tips

Working with Tables

Creating and deleting tables

Formatting tables

Navigating in tables

Inserting rows and columns

More tables tips

Working with Long Documents

Bookmarks

Captions

Cross-references

Footnotes and endnotes

Indexes

Outlines

Tables of contents and tables of figures

Lists and numbered headings

Headers and footers

Page numbers

Managing Documents

Opening documents

Saving and closing documents

Printing

Switching between applications

Using Word in a Workgroup or with Other Applications

Annotations

Master documents

Revisions

Workgroup

Linking documents

Creating Merged Documents and Online Forms

Mail Merge

Forms

Customizing Word

Views and viewing documents

Menus

Toolbars and toolbar buttons

The status bar

More customizing tips

The Word screen

More Word screen tips

Measurements

Using WordBasic and Fields

DATE and TIME fields

More fields tips

WordBasic

Proofing Documents

Grammar

Hyphenation

Spelling

Counting words

Getting Help in Word

Getting Help in Word

More Word Help tips

Making suggestions about Word

Fun and Inspirational Tips

Fun and inspirational tips


Annotations tips

You can view an annotation by double-clicking the annotation's reference mark.

You can mark the text you're referring to when you insert an annotation. Select the text and press ALT+CTRL+A. Then type the annotation in the annotation pane.

You delete an annotation by selecting the annotation reference mark in the document and pressing DEL.

Reviewers can comment on but not make changes to a document if you protect the document for annotations. From the Tools menu, choose Protect Document.

You can display annotations from a specific reviewer. From the View menu, choose Annotations. In the box at the top of the annotation pane, select the reviewer's name.

If you have a sound board and a microphone, you can add voice annotations. From the Insert menu, choose Annotation, and then choose the Insert Sound Object button.

  Insert Sound Object button


AutoText tips

You can save a formatted table as an AutoText entry. Select the table and click the AutoText button on the Standard toolbar. Type a name for the table and choose the Add button. To insert the table, type its name and click the AutoText button.

You can use AutoText to save boilerplate text. Select the text, and then click the AutoText button on the Standard toolbar. Type a name for the text and choose the Add button. To insert the text, type its name and then click the AutoText button.

  AutoText button


Bookmarks tip

You can use a bookmark to mark your place. Select the text, choose Bookmark from the Edit menu, and then type a name for the bookmark. Use the Go To command (Edit menu) to return to the bookmark.


Borders tips

You can use the Borders toolbar to add borders or shading to paragraphs and tables. Click the Borders button on the Formatting toolbar to display the Borders toolbar.

  Borders button

You can use the Table AutoFormat command (Table menu) to add borders to a table.

You can add a border to every page in a document by creating a watermark with the Header and Footer command (View menu).


Captions tips

You can use the AutoCaption feature to add numbered captions to figures and other items. Choose Caption from the Insert menu, and then choose the AutoCaption button.

You can quickly create a table of figures if you used the Caption command (Insert menu) to add captions to figures. From the Insert menu, choose Index And Tables, and then select the Table Of Figures tab.

You can add a numbered caption to an item. Select the item, and then choose Caption from the Insert menu. Select a label and position for the caption, and then type the caption.


Cross-references tip

If you applied built-in heading styles to headings, you can create a cross-reference to any heading in a document. From the Insert menu, choose Cross-reference.


More customizing tips

You can change how your name appears in summary information, how your initials appear in annotations, and how your mailing address appears on envelopes. From the Tools menu, choose Options, and then select the User Info tab.

You can specify where Word looks for documents, templates, clip art, and other files. From the Tools menu, choose Options, and then select the File Locations tab.

You can customize the Word window. From the Tools menu, choose Options, and then select the View tab.


Menus tips

You can quickly add a command to a menu. Choose Customize from the Tools menu, and then select the Menus tab.

You can quickly remove commands or other items from menus by pressing ALT+CTRL+HYPHEN. Open a menu, and then choose the command or item you want to remove.


Toolbars and toolbar buttons tips

You can add buttons to any toolbar. From the Tools menu, choose Customize. Select the Toolbars tab. Drag any button or command onto a toolbar.

You can display multiple toolbars in the Word window. From the View menu, choose Toolbars, and then select the toolbars you want.

You can resize drop-down boxes on toolbars. From the Tools menu, choose Customize, and then select the Toolbars tab. Click a drop-down box on the toolbar to display the selection box and drag the right edge.

You can drag toolbar buttons to a new position on a toolbar or to a different toolbar. Hold down ALT and drag the button. To copy buttons, press ALT+CTRL.

You can remove a button from a toolbar by holding down ALT and dragging the button into the document window.

You can move a toolbar by clicking between the toolbar buttons and dragging. Return the toolbar to its original position by double-clicking its title bar.

You can display a menu of toolbars by pointing to a toolbar and clicking the right mouse button.

Word displays the name of a toolbar button when you point to the button. If you don't want to see these ToolTips, choose Toolbars from the View menu, and then clear the Show ToolTips check box.


Grammar tips

You can check grammar in a document. From the Tools menu, choose Grammar.

Word can analyze the readability of a document. From the Tools menu, choose Options. On the Grammar tab, select the Show Readability Statistics check box. From the Tools menu, choose Grammar.


Copying and moving text tips

You can use INS instead of CTRL+V to paste the contents of the Clipboard into a document. From the Tools menu, choose Options, and then select the Edit tab.

You can move or copy selected text or graphics by dragging and dropping. To copy the item, hold down CTRL as you drag.

You can drag and drop selected text and graphics between windows, documents, and applications. To move an item, just drag it to another window. To copy it, hold down CTRL as you drag.

You can scroll through a document while using drag-and-drop editing. Drag the selected item beneath the horizontal ruler or above the horizontal scroll bar.

You can use drag-and-drop editing to move or copy a frame and its contents. To move a frame, just drag it to a new location. To copy a frame, hold down CTRL as you drag it.

You can copy the contents of a document into a different open document with the Insert command on the File menu.


More editing tips

You can repeat most commands and actions by pressing F4 or CTRL+Y.

You can quickly replace text by selecting it and typing.

You can return to the location of your last edit by pressing SHIFT+F5.

You can edit text in Print Preview. Choose Print Preview from the File menu. Click the page to increase magnification, and then click the Magnifier button on the Print Preview toolbar to switch to the I-beam pointer.

  Magnifier button

You can look up synonyms in the thesaurus by selecting a word and pressing SHIFT+F7.

In Print Preview, you can see several pages on the screen. Click the Multiple Pages button on the Print Preview toolbar and drag to select the number of pages you want to see.

  Multiple Pages button


Hyphenation tips

Word can automatically hyphenate a document as you type. From the Tools menu, choose Hyphenation. Select the Automatically Hyphenate Document check box.

You can prevent Word from hyphenating part of a document. Select the text and choose Paragraph from the Format menu. On the Text Flow tab, select the Don't Hyphenate check box.


Undoing editing changes tips

You can undo most actions by clicking the Undo button on the Standard toolbar.

  Undo button

You can repeat your last action by clicking the Redo button on the Standard toolbar.

  Redo button

You can undo or repeat several actions at the same time. Click the arrow next to the Undo button or Redo button, and then select the actions.

You can undo the last edit by pressing ALT+BACKSPACE or CTRL+Z. To undo more than one change, press the shortcut key again.


Linking documents tips

You can link text between documents. Copy from one document, and then switch to another document. From the Edit menu, choose Paste Special, and then select Paste Link.

You can link a graphic in a document to its original graphic file. From the Insert menu, choose Picture, and then select the Link To File check box.

You can reduce the disk space used by pictures. From the Insert menu, choose Picture. Clear the Save Picture In Document check box, and select the Link To File check box.


DATE and TIME fields tips

You can insert the date or time in a document by choosing Date And Time from the Insert menu. If you want to update the date or time each time you print, select the Insert As Field check box.

You can insert the current date by pressing ALT+SHIFT+D.

You can insert the current time by pressing ALT+SHIFT+T.


More fields tips

You can use field codes to insert bar codes, the results of calculations, and summary information. From the Insert menu, choose Field.

You can get Help for field codes. Position the insertion point in a field code and press F1.

You can update a field by pressing F9.

You can insert the current page number by pressing ALT+SHIFT+P.

You can go to the next field by pressing F11. You can go to the previous field by pressing SHIFT+F11.

You can view field codes and results at the same time by splitting the document window into panes and setting view options for each pane.


Finding and replacing text tips

You can edit a document while the Find or Replace dialog box is visible. Click in the document window and change the text. To continue the search, choose a button in the dialog box.

You can find and replace tab characters, spaces, paragraph marks, and other nonprinting characters. From the Edit menu, choose Find or Replace. Choose the Special button, and then select an item.

You can repeat the last Find command by pressing SHIFT+F4.


Adding and removing character formatting tips

You can quickly apply bold, italic, and other character formatting. Select the text you want to format, and then click the appropriate buttons on the Formatting toolbar.

You can apply bold, italic, or underline formats to or remove them from selected text by pressing CTRL+B, CTRL+I, or CTRL+U.

You can add bold, italic, or underline formats to a word without selecting the entire word. Click the word, and then click a formatting button on the Formatting toolbar.


Copying character formatting tips

You can copy formatting. Select the text that has the formatting you want to copy. Click the Format Painter button on the Standard toolbar, and then drag the pointer over the text you want to format.

  Format Painter button

You can copy the formatting of selected text multiple times. Double-click the Format Painter button on the Standard toolbar, and then drag over the text you want to format. To turn off the paintbrush pointer, click the button again.


More character formatting tips

You can apply the Normal style to a selected paragraph by pressing CTRL+SHIFT+N.

You can change the case of selected text. Press SHIFT+F3 until the text is capitalized the way you want.

You can return text to its original formatting by pressing CTRL+SPACEBAR.

You can create dropped capital letters. Select the letter or word at the beginning of a paragraph, and then choose Drop Cap from the Format menu.

You can increase or decrease the size of selected text by pressing CTRL+SHIFT+> or CTRL+SHIFT+<. Word increases or decreases the text by one point each time you press the keys.

You can change the color of text by choosing Font from the Format menu. On the Font tab, select a color from the Color box.

You can create superscript or subscript text. Select the text, and press CTRL+PLUS SIGN or CTRL+EQUAL SIGN.

You can add hidden text to a document. Select the text and press CTRL+SHIFT+H. To see the hidden text, click the Show/Hide [image] button on the Standard toolbar.

  Show/Hide [image]  button

You can slant, arch, and stretch words with WordArt. From the Insert menu, choose Object. On the Create New tab, select Microsoft WordArt.

You can quickly format a document by choosing AutoFormat from the Format menu.


Page formatting tips

You can display the Layout tab of the Page Setup dialog box by double-clicking a section break.

You can quickly insert a page break by pressing CTRL+ENTER on the numeric keypad.

If you're going to bind a document, you can add a "gutter" to the inside margin. From the File menu, choose Page Setup. Select the Margins tab, and then type a value in the Gutter box.

In page layout view, you can display the Page Setup dialog box by double-clicking an outside corner of a page.

You can set margins, the number of columns, and other formatting in parts of a document by dividing the document into "sections."

You can move text or a graphic anywhere on a page if you enclose the item in a frame. In page layout view, select the item. From the Insert menu, choose Frame.

You can set margins by dragging the margin boundaries on the horizontal and vertical rulers. To display measurements, hold down ALT as you drag.

You can create newspaper-style columns of unequal width. Choose Columns from the Format menu, and then select a column layout.

You can control how Word breaks text across pages. From the Format menu, choose Paragraph, and then select the Text Flow tab.


Headers and footers tips

You can create a watermark that appears on every page in a document. Insert a drawing object or a WordArt object in a header or footer. Click the Send Behind Object button on the Drawing toolbar.

  Send Behind Text button

You can use fields to insert the filename, date, page number, and other information into a header or footer.


Footnotes and endnotes tips

You can insert a footnote or an endnote by pressing ALT+CTRL+F or ALT+CTRL+E.

You can view the text of a footnote or endnote by double-clicking the note's reference mark.


Page numbers tips

You can insert page numbers at the outside margin of every page. Choose Page Numbers from the Insert menu. Under Alignment, select Outside.

You can start page numbers with any number. From the Insert menu, choose Page Numbers, and then choose the Format button. In the Start At box, type the starting page number.


Paragraph formatting tips

You can quickly strip extraneous paragraph marks from a converted file. From the Tools menu, choose Options, and then select the AutoFormat tab. Select only Paragraph Marks. Click the AutoFormat button on the Standard toolbar.

  AutoFormat button

You can quickly open formatting dialog boxes by double-clicking markers on the rulers. For example, to open the Tabs dialog box, double-click a tab marker.

You can start a new line without starting a new paragraph. Press SHIFT+ENTER.

Word automatically "wraps" text to the next line as you type. Press ENTER only when you want to start a new paragraph, not at the end of each line.

You can center a paragraph by pressing CTRL+E. Press CTRL+J, CTRL+L, or CTRL+R to justify, left-align, or right-align a paragraph.

The paragraph mark at the end of a paragraph stores the paragraph's formatting. To preserve formatting when you move or copy a paragraph, include the paragraph mark.


Tab stops tips

To line up columns of text or numbers, use tables or tabs. If you align text on-screen by pressing the SPACEBAR, it may not line up when you print.

You can add or delete tab stops by using the ruler. To add a tab stop, click the ruler where you want to set a tab stop. To delete a tab stop, drag it off the ruler.

You can get information about tab stops. Hold down ALT, point to a tab stop on the ruler, and hold down the left mouse button.

When you add, delete, or change tab stops, select all the paragraphs in which you want to use the new settings. Then adjust the tab stops.


Indents tips

You can indent a selected paragraph by pressing CTRL+M. To remove the indent, press CTRL+SHIFT+M.

You can quickly create a hanging indent by pressing CTRL+T.

You can indent paragraphs with the Paragraph command. From the Format menu, choose Paragraph, and then select the Indents And Spacing tab.


Spacing tips

You can change the line spacing for a paragraph by using shortcut keys. Press CTRL+1 for single spacing, CTRL+5 for 1.5-line spacing, or CTRL+2 for double spacing.

You can add extra space after a paragraph. From the Format menu, choose Paragraph, and then select the Indents And Spacing tab. Under Spacing, type a value in the After box.

You can quickly add or remove 12 points of space before a paragraph by pressing CTRL+0 (zero).


Styles tips

You can copy styles between documents with the Organizer. From the Format menu, choose Style, and then choose the Organizer button.

You can display style names in the Style Area. From the Tools menu, choose Options, and then select the View tab.

You can double-click a style name displayed in the Style Area to display the Style dialog box.

You can display a list of available styles in the Style box on the Formatting toolbar by holding down SHIFT and clicking the arrow to the right of the box.

In the Style list on the Formatting toolbar, character styles are displayed in a lighter font than paragraph styles.

You can ensure consistent formatting by using character styles to emphasize words and phrases.

The font in which your macros appear depends on your template's Macro Text style.

You can use the style gallery to preview how using a different template will change a document's formatting. From the Format menu, choose Style Gallery.


Aligning drawings and graphics tips

You can align drawings and framed graphics by clicking the Snap To Grid button on the Drawing toolbar. Then select the Snap To Grid check box.

  Snap To Grid button

You can temporarily override the Snap to Grid feature by holding down ALT as you draw. If Snap to Grid isn't on, holding down ALT activates it.


Cropping and resizing graphics tips

You can return a graphic to its original size. From the Format menu, choose Picture, and then choose the Reset button.

You can return an imported graphic to its original size. Hold down CTRL and double-click the graphic.

To resize an imported graphic and keep its original proportions, drag a corner handle. To resize the graphic and change its proportions, drag a middle handle.

When you resize a graphic, Word displays the percentage of the graphic's original height and width in the status bar.

You can crop an imported graphic by holding down SHIFT while dragging a sizing handle.


Drawing objects tips

You can use the tools on the Drawing toolbar to create drawings in a Word document. Click a button on the Drawing toolbar, and then drag.

You can draw straight lines vertically, horizontally, or at a 30, 45, or 60 degree angle. Click the Line button on the Drawing toolbar, hold down SHIFT, and then drag.

  Line button

You can draw a circle centered at a specific point. Click the Ellipse button on the Drawing toolbar, and then press CTRL+SHIFT while you drag.

  Ellipse button

Holding down SHIFT as you draw constrains the shape of an object. For example, it constrains a rectangle to a square or an ellipse to a circle.


More drawing tips

When you double-click a button on the Drawing toolbar, the tool remains in effect until you click another button or start typing.

You can select several drawing objects at the same time. Click the Select Drawing Objects button on the Drawing toolbar, and then drag to enclose the objects.

  Select Drawing Objects button

You can select drawing objects that are behind text. Click the Select Drawing Objects button on the Drawing toolbar, and then click the drawing object.

You can center a drawing object on the page by clicking the Align Drawing Objects button on the Drawing toolbar.

  Align Drawing Objects button


More graphics tips

You can wrap text around a graphic by enclosing the graphic in a frame. Select the graphic, and from the Insert menu, choose Frame.

You can adjust the white space between text and a graphic. Put a frame around the graphic and select the frame. From the Format menu, choose Frame. In the Distance From Text box, type a new value.

If a document contains graphics, you can speed up scrolling by using picture placeholders. From the Tools menu, choose Options, and then select the View tab. Select the Picture Placeholders check box.


Getting Help in Word tips

You can display information that tells you how text is formatted. Click the Help button on the Standard toolbar, and then click the text.

  Help button

You can search for Help information by double-clicking the Help button on the Standard toolbar. In the Search box, type a word that describes what you're looking for.

  Help button

You can get Help about an item in the Word window. Click the Help button on the Standard toolbar, and then click the item.

  Help button

You can find step-by-step instructions for common Word tasks in Help. From the Help menu, choose either Contents or Index.

You can get help about any dialog box or error message in Word. Just click the Help button in the dialog or message box.

Word includes special Help for WordPerfect users. From the Help menu, choose WordPerfect Help.


More Word Help tips

You can see examples and demos of many features. From the Help menu, choose Examples And Demos.

You can display step-by-step procedures alongside a document. Open a procedure in Help, and then click the On Top button.

You can print a Help topic. From the File menu in the active Help window, choose Print Topic.

In a Help topic, when you click text that has a solid underline, Word jumps to a related topic. To return to the original topic, choose the Back button.

In a Help topic, when you click text that has a dotted underline, Word displays a definition.

The Help index is a comprehensive key to the information available online. To display the index, choose Index from the Help menu.


Indexes tip

You can quickly open the Mark Index Entry dialog box by pressing ALT+SHIFT+X. The dialog box stays open so that you can mark multiple index entries.


Lists and numbered headings tips

You can create a numbered or bulleted list by clicking the Numbering or Bullets button on the Formatting toolbar.

  Numbering button

  Bullets button

You can add a numbered heading, such as "Chapter One," to built-in heading styles. From the Format menu, choose Heading Numbering, and then select a format.

You can create a multilevel list. From the Format menu, choose Bullets And Numbering. Select the Multilevel tab, and then select a format.


Master documents tip

You can often work on a long document more efficiently by using the master document feature. From the View menu, choose Master Document.


Mail Merge tips

You can insert a table of information from a database by choosing Database from the Insert menu.

You can preview how Word will merge data by clicking the View Merged Data button on the Mail Merge toolbar.

  View Merged Data button

You can create form letters with the Mail Merge feature. From the Tools menu, choose Mail Merge, and then follow the instructions on the screen.

You can filter or sort records before you merge data. Click the Insert Database button on the Database toolbar, and then choose the Query Options button.

  Insert Database button

Working with information in a table or in a list is easy with the Database toolbar. You can easily edit, find, or sort information by clicking buttons.


Counting words tip

You can display the number of words in a document. Choose Word Count from the Tools menu. To count words in part of a document, select the text before choosing the command.


Forms tip

You can create an online, "fill-in-the-blanks" form with "form fields." From the Insert menu, choose Form Field to insert boxes for text, check boxes, lists, and other items.


Sorting tip

You can sort dates, numbers, and other text in ascending or descending order. From the Table menu, choose Sort Text.


Measurements tip

You can use different units of measurement in Word. From the Tools menu, choose Options. Select the General tab.


Making suggestions about Word tip

You can call the Microsoft Wish Line to make suggestions about features you would like to see in Word. Call (206) 936-WISH.


Switching between applications tip

You can quickly switch to other open applications by pressing CTRL+ESC to open the Windows Task List dialog box. Or press ALT+TAB until the application you want appears on the screen.


Navigating in Word tips

You can go to the beginning of a document by pressing CTRL+HOME. You can go to the end of a document by pressing CTRL+END.

You can open the Go To dialog box by double-clicking the page-number area on the status bar.

You can go to the beginning of a line by pressing HOME. You can go to the end of a line by pressing END.

You can move the insertion point to the previous word by pressing CTRL+LEFT ARROW. To move to the next word, press CTRL+RIGHT ARROW.

You can move the insertion point to the previous paragraph by pressing CTRL+UP ARROW. To move to the next paragraph, press CTRL+DOWN ARROW.

You can go to the beginning of the previous page by pressing ALT+CTRL+PAGE UP. To go to the beginning of the next page, press ALT+CTRL+PAGE DOWN.

You can go to the beginning of the previous screen by pressing PAGE UP or to the beginning of the next screen by pressing PAGE DOWN.


Opening documents tips

You can have several documents open at the same time. The total number depends on the amount of memory (RAM) your computer has available.

You can use a wizard to help you quickly create a letter, resume, or other document. From the File menu, choose New, and then select a wizard.

You can quickly open one of the last documents you worked on by choosing it from the bottom of the File menu.

You can quickly arrange all open documents on the screen. Choose Arrange All from the Window menu. To display a particular document, choose it from the Window menu.

You can open a document by clicking the Open button on the Standard toolbar. To see the document in the list, you may need to select a different drive, directory, or folder; or select All Files from the List Files Of Type box.

  Open button

You can display the Summary Info dialog box whenever you save a new document. From the Tools menu, choose Options, and then select the Save tab.

You can change a document's summary information at any time. From the File menu, choose Summary Info. You can change the title, subject, author, keywords, or comments.


Outlines tips

If you're working on a long document, you can use outline view to rearrange headings and text, move quickly to a particular location, and get an overview of the document.

You can promote and demote selected headings or body text in outline view by pressing ALT+SHIFT+LEFT ARROW or ALT+SHIFT+RIGHT ARROW.


Printing tips

If your printer has two paper bins, Word can print the first page of a letter on letterhead and switch to plain paper for subsequent pages. From the File menu, choose Page Setup and select options on the Paper Source tab.

You can specify options for setting up and printing envelopes. From the Tools menu, choose Envelopes And Labels.

You can customize how mailing labels are printed. From the Tools menu, choose Envelopes And Labels, and then choose the Options button on the Labels tab.

You can print pages in reverse order. From the Tools menu, choose Options. On the Print tab, select the Reverse Print Order check box.

You can print a range of pages and individual pages. Choose Print from the File menu. In the Pages box, type a range of pages separated by a hyphen and individual pages separated by commas; for example, 2-5, 7, 21.

If borders and graphics don't print, you may have selected the Draft Output option. From the Tools menu, choose Options, and then clear the Draft Output check box on the Print tab.

You can quickly cancel the current print job by double-clicking the Printer icon on the status bar.


Revisions tips

You can keep a record of changes to a document by using revision marking. From the Tools menu, choose Revisions.

You can review or incorporate revisions by choosing Revisions from the Tools menu, and then choosing the Review button.

You can record changes to a document without displaying the revisions. From the Tools menu, choose Revisions. Select Mark Revisions While Editing, and then clear the Show Revisions On Screen check box.

If revision marking was on when a document was edited, you can see who edited the document. Choose Revisions from the Tools menu, and then choose Review.

You can add reviewers' annotations and revisions to the original document. Open a revised document. From the Tools menu, choose Revisions, and then choose Merge Revisions. Type the name of the original document.

If you forget to turn on revision marking, you can still see edits by comparing the edited document to the original. From the Tools menu, choose Revisions, and then choose Compare Versions.


Saving and closing documents tips

Word can save documents automatically as you work. From the Tools menu, choose Options, and then select the Save tab.

You can close all open documents by holding down SHIFT and choosing Close All from the File menu.


Selecting text and graphics tips

Word now selects an entire word as you drag across it. To select text one letter at a time, choose Options from the Tools menu. Select the Edit tab, and then clear the Automatic Word Selection check box.

You can select a word by double-clicking it. You can select a sentence by holding down CTRL and clicking the sentence. You can select an entire paragraph by triple-clicking any word in the paragraph.

You can use the selection bar to select text. In the space to the left of text, click once to select a line. Double-click to select a paragraph. Triple-click to select the entire document.

You can select a rectangular block of text by holding down ALT while you drag.

You can select an entire document by pressing CTRL+A.

Before you can change text or graphics, you must first select the item you want to modify.

You can select text by holding down SHIFT and pressing an arrow key.

You can quickly select a large block of text with the mouse. Click at the beginning of the text, press SHIFT, and then click at the end of the text.

You can select the text between the insertion point and the end of the document by pressing CTRL+SHIFT+END.

You can select the text between the insertion point and the beginning of the document by pressing CTRL+SHIFT+HOME.


Special characters tips

You can use shortcut keys to insert special characters. To insert a trademark symbol, press ALT+CTRL+T. To insert a registered trademark symbol, press ALT+CTRL+R. To insert a copyright symbol, press ALT+CTRL+C.

You can insert symbols and other special characters by choosing Symbol from the Insert menu.


AutoCorrect tips

AutoCorrect can fix common mistakes such as typing "teh" instead of "the." From the Tools menu, choose AutoCorrect, and then type both the mistake and the correct spelling of the word.

You can add an AutoCorrect entry during a spelling check by choosing the AutoCorrect button in the Spelling dialog box.

You can use AutoCorrect to expand abbreviations such as "asap" for "as soon as possible." Choose AutoCorrect from the Tools menu. Type the abbreviation and the complete entry.


Spelling tips

You can mark text so that the spelling checker won't proof it. Select the text, choose Language from the Tools menu, and then select No Proofing.

You can quickly check the spelling of a selected word. Press F7 or click the Spelling button on the Standard toolbar.

  Spelling button

You can edit words in custom dictionaries. From the Tools menu, choose Options, and then select the Spelling tab. Select the dictionary you want to edit, and then choose the Edit button.

If the spelling checker questions a word that is spelled correctly, you can keep Word from questioning it again. In the Spelling dialog box, choose the Add button to add the word to the custom dictionary.


Tables of contents and tables of figures tips

Double-clicking a page number in the table of contents or in the table of figures displays that page in the document.

If you applied built-in heading styles to the headings in a document, you can quickly create a table of contents. Choose Index And Tables from the Insert menu, and then select the Table Of Contents tab.


Creating and deleting tables tips

You can create and format a table quickly by using the Table Wizard. From the Table menu, choose Insert Table, and then choose the Wizard button.

You can delete the contents of a table by selecting the table and then pressing DELETE. This leaves the table cells and formatting in the document.

You can delete a table and all of its contents by selecting the entire table, and then choosing Delete Rows from the Table menu.


Formatting tables tips

You can merge table cells to make a title extend over multiple columns. Select the cells you want to merge, and then choose Merge Cells from the Table menu.

You can insert a tab character in a table cell by pressing CTRL+TAB.

You can center a table horizontally on the page. Select the entire table. From the Table menu, choose Cell Height And Width, select the Row tab, and select the Center option.

You can quickly format a table. From the Table menu, choose Table AutoFormat, and then choose a predefined format.

You can adjust table columns by dragging markers on the horizontal ruler. First, click in the table. Then drag the column markers on the ruler.

You can number rows and columns in a table. Select the rows and columns and click the Numbering button on the Formatting toolbar.

  Numbering button


More tables tips

You can convert a table to text. Select the table. From the Table menu, choose Convert Table To Text.

You can convert existing text into a table. Select the text, and then click the Insert Table button on the Standard toolbar.

  Insert Table button

You can use a table to store addresses. Click in the table, and then click the Data Form button on the Database toolbar.

  Data Form button

You can quickly total the numbers in a row or column. Position the insertion point in the cell where you want the total to appear. From the Table menu, choose Formula.

You can quickly select an entire table. Position the insertion point in the table, and then press ALT+5 on the numeric keypad.

You can arrange text and graphics side by side -- as in a resume or catalog -- by using a table.


Inserting rows and columns tips

You can quickly add rows or columns to a table. Select as many rows or columns as you want to add, and then click the Insert Rows or Insert Columns button on the Standard toolbar.

  Insert Table button

You can quickly add a row at the end of a table. Click in the last cell and press TAB.


Navigating in tables tips

You can move to the next cell in a table by pressing TAB. You can move to the previous cell by pressing SHIFT+TAB.

You can go to the first cell in a row by pressing ALT+HOME. You can go to the last cell in a row by pressing ALT+END.

You can go to the top cell in a column by pressing ALT+PAGE UP. You can go to the bottom cell in a column by pressing ALT+PAGE DOWN.


Templates tips

You can make items in any template available to all documents by making the template global.

You can save time by basing new documents such as memos and reports on templates. From the File menu, choose New, and then select a template.

You can use the Organizer to copy macros, AutoText entries, styles, or toolbars between templates. From the Format menu, choose Style, and then choose the Organizer button.

Macros, AutoText entries, styles, customized toolbars, menus, and shortcut keys are stored in templates.


Views and viewing documents tips

You can switch views by clicking the view buttons on the horizontal scroll bar.

You can quickly return to normal view or page layout view from header/footer view by double-clicking the body text.

You can see a document as it will print by clicking the Print Preview button on the Standard toolbar. To return to normal view, press ESC.

  Print Preview button


The Word screen tips

You can hide the status bar, scroll bars, and other items. From the Tools menu, choose Options, and then select the View tab.

You can quickly hide all screen elements to see more of a document. From the View menu, choose Full Screen. To restore the screen, click the Full Screen button or press ESC.

  Full Screen button

You can speed up scrolling by displaying text with Draft Font. In normal view, choose Options from the Tools menu, and then select the Draft Font check box on the View tab.


More Word screen tips

You can display shortcut menus by clicking the right mouse button. For example, clicking the right mouse button in a table displays a menu of table commands.

You can close a dialog box by pressing ESC.

You can split the window into two panes and see two parts of a document simultaneously. Drag the split bar at the top of the scroll bar to split the window.

Word can fit a document to the width of your screen. Click the arrow next to the Zoom Control box on the Standard toolbar, and then choose Page Width.

You can display paragraph marks, tab characters, spaces, and hidden text. Click the Show/Hide [image] button on the Standard toolbar.

  Show/Hide [image]  button


The status bar tips

The status bar at the bottom of the window shows the current page number, section number, total number of pages, current time, and other information.

You can start or stop recording a macro by double-clicking "REC" on the status bar.

You can display Help for WordPerfect users by double-clicking "WPH" on the status bar.

You can mark revisions by double-clicking "MRK" on the status bar.

You can turn extend selection mode on or off by double-clicking "EXT" on the status bar. In extend selection mode, you can use the arrow keys to select text.

You can turn overtype mode on or off by double-clicking "OVR" on the status bar. When overtype mode is turned on, text you type replaces existing text.

You can learn about any command on a menu by highlighting the command and reading the text in the status bar at the bottom of the Word window.


WordBasic tips

You can record commands and other actions as a macro, and then play them back whenever you need to perform the same series of tasks.

You can get Help for a WordBasic statement by selecting a keyword in a macro and then pressing F1.


Workgroup tips

Using a master document helps several people work on different parts of a long document.

If you have Microsoft Mail or a compatible mail program, you can send a document to reviewers. From the File menu, choose Add Routing Slip.

If you have Microsoft Mail or a compatible mail program, you can send a Word document to another person. From the File menu, choose Send.


Fun and inspirational tips

If you do your best, whatever happens will be for the best.

Things that go away by themselves can come back by themselves.

Plaid shirts and striped pants rarely make a positive fashion statement.

You should never dive into murky waters.

It's never too late to learn to play the piano.

You can hurt yourself if you run with scissors.

You should never look directly at the sun.


Index

& (ampersand)

* (asterisk)

= (Formula) field

? (question mark)

^ (accent circumflex)

inserting as symbol

typing

` (accent grave)

inserting as symbol

typing

~ (tilde)

as search operator

inserting as symbol

typing

© copyright symbol

inserting as symbol

typing

® registered trademark symbol

inserting as symbol

typing

´ (accent acute)

inserting as symbol

typing

1, 2, 3, 4 command (File menu)

1, 2, 3... command (Window menu)

1-2-3, Lotus, creating charts from data in

3-D charts

creating

editing

overview

- A -

ä (umlaut)

inserting as symbol

typing

A to Z, sorting

abbreviations, spelling out automatically

accelerator keys

assigning

lists of

removing key assignments

restoring key assignments

saving key assignments

tips on

accent marks

allowing accented uppercase characters

inserting as symbols

typing

accepting revisions

access keys

assigning

lists of

removing key assignments

restoring key assignments

saving key assignments

tips on

Access Pack

Access, Microsoft

opening Mail Merge data sources from

switching to, by using the Microsoft toolbar

accessibility for people with disabilities

active document

add-in programs

loading

unloading or removing

Add/Edit Routing Slip command (File menu)

adding

annotations

AutoCorrect entries

bookmarks

borders

bullets to lists

callouts

captions

cells to tables

columns to tables

commands to menus

cross-references

data fields (Mail Merge)

data records (Mail Merge)

documents to master documents

dropped capital letters

enclosures

fields to headers and footers

footers

footnotes and endnotes

form fields

frames

headers

index cross-references

index entries

information to data sources

line numbers

menus

numbers in tables

page breaks

page numbers

rows to tables

section breaks

shading

styles

subdocuments

toolbar buttons

white space

Word components

addition

addresses

electronic mail

formatting

printing on envelopes

printing on envelopes by using Mail Merge

printing on envelopes that are separate sections of documents

printing on mailing labels

printing on mailing labels by using Mail Merge

adjusting headers and footers

ADVANCE field

aligning pages

alignment

by using shortcut keys

of drawing objects

of headers and footers

of objects by using the drawing grid

of tables

of text

agendas, creating

all caps

applying by using shortcut keys

applying or removing

changing capitalization to

alphabetizing  See sorting

ampersand (&)

anchoring

drawing objects to paragraphs

locking drawing object anchors to paragraphs

moving frame anchors

toolbars

Annotation command (Insert menu)

accessing by using shortcut keys

description of

annotation marks

finding and replacing

inserting

annotation pane

annotations

adding to documents

finding and replacing

going to specific

printing

tips on

Annotations command (View menu)

ANSI characters and codes

finding and replacing

inserting symbols by using

ANSI codes

answers

antonyms

apostrophes

appending text and graphics

by using drag-and-drop editing

by using the keyboard

by using the Spike

by using the Standard toolbar

cells, rows, columns in tables

tips on

to the Spike

Application Control menu

application Minimize button

applications, switching to other Microsoft

applying

borders

shading

styles

Arabic numerals

area charts

creating

editing

overview

arithmetic calculations

Arrange All command (Window menu)

arranging

data records (Mail Merge) by a single data field

data records (Mail Merge) by more than one data field

Help windows

information in lists

information in tables

subdocuments in master documents

arrows

drawing

inserting as symbols

art

clip art

importing and creating

ASCII characters and codes

ASCII files

ASK field

description of

printing information assigned to bookmarks by using

assigning

commands or other items to toolbar buttons

macros to form fields

shortcut keys to commands or other items

shortcut keys to styles

symbols to shortcut keys

assistance, customer

asterisk (*)

attaching

different templates to documents

global templates to documents

attributes (character formats)

applying by using shortcut keys

applying or removing

audio cassettes of documentation

AUTHOR field

authorities, tables of

compiling by using the Custom Style format

formatting and compiling

including chapter numbers in

marking citations for

modifying citation categories for

overview

updating

authors

adding names of, to headers and footers

searching for documents by specific

viewing and editing names of

viewing names of

AutoCaption

AutoCorrect

adding and inserting entries

adding entries during spelling checking

tips on

AutoCorrect command (Tools menu)

AutoFormat

formatting documents by using

overview

reviewing and revising automatic formatting

AutoFormat command (Format menu)

accessing by using shortcut keys

description of

AutoFormat options

AutoFormat Update Look command (Table menu)

automated telephone support

automatic formatting

formatting documents by using

overview

reviewing and revising automatic formatting

automatic indexing

automatic page breaks

automatically saving documents

at specified intervals

by using fast saves

AUTONUM field

AUTONUMLGL field

AUTONUMOUT field

AutoSum (adding numbers)

AutoText

assigning entries to toolbar buttons

copying entries

creating and inserting entries

printing entries

saving entries

tips on

AutoText command (Edit menu)

AUTOTEXT field

averages

awards, creating>proc

- B -

background color and shading

adding to tables

applying or removing

creating by using WordArt

background repagination

backing up documents

automatically

selecting or clearing fast saves

when you save

backnotes  See endnotes

bar charts

creating

editing

overview

BARCODE field

base font (default character format)

base style

BatchConversion macro

beginning page numbers

changing

hiding

starting page numbering on pages other than first pages

bending text

BIFF file format

binding offsets  See gutter margins

blank fields

blank pictures

blindness, products and services supporting

customizing Microsoft Windows

documentation on audio cassettes and floppy disks

products for

block protecting

keeping lines together on pages

keeping paragraphs together on pages

blocking  See selecting

body text in outline view

boilerplate

inserting by using AutoCorrect and AutoText entries

inserting by using templates

bold

applying and removing

applying by using shortcut keys

creating by using WordArt

finding

replacing

Bookmark command (Edit menu)

accessing by using shortcut keys

description of

BOOKMARK field

bookmark fields

bookmarks

creating

finding and replacing

going to specific

tips on

books (master documents)

creating by using master documents

tips on

Boolean operators

borders

adding to tables

applying and removing

creating a watermark

tips on

Borders And Shading command (Format menu)

bound columns (side-by-side paragraphs)

boxes (borders)

adding by using WordArt

adding to tables

applying and removing

editing WordArt borders

overview of WordArt

boxes (frames), positioning text and graphics by using

Braille displays

Break command (Insert menu)

breaking

columns

lines

links

lists

breaks

column

line

page

section

buffer  See Clipboard

built-in font

built-in settings

character formatting, changing

customizing

editing application for imported graphics, changing

language used to proof documents, changing

spacing between tab stops, changing

bullets

adding or removing in lists

changing format of

converting to numbers, or vice versa

inserting as symbols

replacing asterisks and other characters with

Bullets And Numbering command (Format menu)

buttons

Maximize

Minimize

Restore

toolbar

- C -

calculations

calendars, creating

calling Microsoft

callouts

canceling

commands

printing

selections

capital letters

changing lowercase letters to

dropped capital letters

Caption command (Insert menu)

captions

See also callouts

compiling tables of figures by using

compiling tables of figures by using captions not created with the Caption command

compiling tables of figures by using the Custom Style format

changing label in

changing number format of

creating

creating automatically

including chapter numbers in

overview

tips on

updating

updating tables of figures

caret characters

carriage returns

finding and replacing

finding and replacing by using keyboard codes

starting new lines within paragraphs

starting new paragraphs

case

changing

changing by using shortcut keys

Cell Height And Width command (Table menu)

cells

adding

deleting

displaying or hiding marks for

merging or splitting

moving among

moving or copying

numbering

selecting

center page (vertical alignment)

centered tab stops

centering

headers and footers

tables

text

text by using shortcut keys

texts and graphics vertically

certificates, creating

Change Case command (Format menu)

accessing by using shortcut keys

description of

changes

preventing

returning to last change

changing

AutoCorrect entries

automatic formatting

AutoText entries

bookmarks

captions

case

citation categories

column spacing

column width

cross-references

data records (Mail Merge)

data sources with the Database toolbar

defaults

documents

documents to master documents

embedded objects

fields

fonts

footers

form fields

formatting

graphics

headers

heading styles

indexes

keys

line spacing

linked information

links

lists

macros

margins

menus

note reference marks

page breaks

page numbers

paragraph spacing

passwords

row height

saved search criteria

scrolling speed

selection rules (Mail Merge)

size of toolbar buttons

size of toolbars

styles

tab stops

tables of authorities

tables of contents

tables of figures

tables to text

templates

text and graphics

text to tables

the drawing grid

the screen

the Word workplace

toolbar buttons

toolbars

window sizes

chapter numbers

including in caption numbers

including in page numbers

including in page numbers in indexes or tables of contents

chapters (subdocuments)

character formatting

applying and removing

applying by using shortcut keys

applying to text in a form fields

creating by using WordArt

finding

replacing

tips on

character spacing tab

character styles

characters

counting

finding and replacing

spacing

charts

creating

editing

lists of

check box form fields

inserting

modifying

check boxes

inserting

modifying

checking

grammar

merged documents

spelling

choosing commands

citations

See also footnotes; endnotes

compiling a table of authorities by using the Custom Style format

compiling and formatting tables of authorities by marking

marking

modifying categories of

overview of creating tables of authorities

updating tables of authorities

Clear command (Edit menu)

accessing by using shortcut keys

description of

clearing

dialog box options

tab stops

clip art

importing

installing or removing

previewing

Clipboard

displaying Clipboard contents

moving or copying text and graphics by using

replacing with contents of

Close command (Control menu)

Close command (File menu)

accessing by using shortcut keys

description of

closing

documents

documents, tips on

Word

collapsing headings and body text

by using shortcut keys

to a specific level

to any level

colors

background

graphics

revisions

text

toolbar button

column breaks

balancing column lengths by using

finding and replacing by using keyboard codes

inserting by using shortcut keys

column charts

creating

editing

overview

columns

in tables

newspaper-style

selecting in tables

Columns command (Format menu)

combination page numbers

combining

cells in tables

documents by using Mail Merge

revisions and annotations in documents

subdocuments

text and graphics

command-line switches

commands

accessing by using shortcut keys

assigning to menus

assigning to shortcut keys

assigning to toolbar buttons

removing from menus

using

commas

comments

inserting in documents

searching for documents by using

viewing

viewing and editing

COMMENTS field

common questions

COMPARE field

comparing

documents (versions)

versions of documents

compatibility options

compiling indexes and tables of contents

compose (symbols)

editing mathematical

inserting symbols

typing mathematical

composite pictures

CompuServe

Access Pack for Microsoft Windows

product support forums

concordances

condensed spacing

conditional end of page

keeping lines of paragraphs together on pages

keeping paragraphs together on pages

connecting headers and footers

consultation services from Microsoft

Contents command (Help menu)

accessing by using shortcut keys

description of

contents, tables of

creating

for master documents

setting tab stops in

tips on

context-sensitive Help

adding, to online forms

overview

tips on using

using shortcut keys to work with Help menu commands

continuation notices, footnote and endnote

continuous selections

Control Panel

Convert command (Edit Object menu)

Convert command (shortcut menu)

Convert Table To Text command (Table menu)

Convert Text To Table command (Table menu)

converters

converting

bullets to numbers

data to charts

documents to master documents

embedded objects

endnotes to footnotes

file formats

footnotes to endnotes

numbers to bullets

tables to text

text to tables

Copy command (Edit menu)

accessing by using shortcut keys

description of

copying

AutoText entries

bookmarks

cells, rows, columns in tables

documents into other open documents

files

footnotes and endnotes

formatting

graphics

macros

styles

styles automatically

table headings

text and graphics

toolbar button images

toolbar buttons

toolbars

copyright symbol

inserting as symbols

typing

correcting typing mistakes automatically

correspondence, creating

counting words, lines, etc.

by using the Word Count command

tips on

CREATEDATE field

creating

AutoCorrect entries

AutoText entries

bookmarks

books (master documents)

borders

callouts

captions

charts

citations

composite pictures

cross-references

custom toolbars

data fields (Mail Merge)

data sources (Mail Merge)

directories

document templates

documents

drawing objects

dropped capital letters

composite pictures

envelopes

footers

footnotes and endnotes

frames

graphics

graphs

header sources (Mail Merge)

headers

images for toolbar buttons

index cross-references

index entries

indexes

macros

main documents (Mail Merge)

master documents

menus

online forms

passwords

shortcut keys

styles

tables

tables of authorities

tables of contents

tables of figures

templates

toolbar buttons

toolbars

WordArt

criteria

search

selection (Mail Merge)

cropping

graphics, tips on

imported graphics

Cross-reference command (Insert menu)

cross-references

creating

creating in indexes

in master documents

overview

tips on

updating

curly quotes

inserting as symbols

inserting by using shortcut keys

replacing straight quotes with

typing

cursor  See insertion point

curving text

custom dictionaries

adding or removing

adding preferred spellings to

adding words to

creating

editing

opening and using

customer assistance

Customize command (Tools menu)

customizing

grammar and style rule groups

Microsoft Windows

templates

tips on

windows

Word

Cut command (Edit menu)

accessing by using shortcut keys

description of

cutting

automatically adjusting spacing around deleted text

text and graphics

text and graphics to the Spike

- D -

dashes

finding and replacing

inserting as symbols

DATA field

data fields (Mail Merge)

data records (Mail Merge)

adding, modifying, or deleting

displaying specific

finding specific

inserting from another data source

sorting by a single data field

sorting by more than one data field

viewing and modifying

data sources (Mail Merge)

adding, modifying, deleting records in

adding, removing, or renaming fields in

advanced techniques>main

creating

displaying

opening existing

opening, from other applications

removing attachment of, from main documents

step-by-step instructions

Database command (Insert menu)

DATABASE field

Database toolbar

databases

Date And Time command (Insert menu)

accessing by using shortcut keys

description of

DATE field

description of

inserting by using shortcut keys

tips on inserting

Date-Time Picture (\@) switch

dates

adding to headers and footers

inserting by using shortcut keys

inserting in documents

searching for documents by

viewing and editing in summary information

viewing in summary information

tips on inserting

DCA/RFT files

DDE (Dynamic Data Exchange) field

DDEAUTO field

deafness product support services

Access Pack for Microsoft Windows

Microsoft services

decimal tab stops

decreasing font size

default style

default tab stops

defaults

changing

character formatting, changing

directory

drawing objects

editing applications for imported graphics, changing

language used to proof documents, changing

tab stop, changing

template, changing

defining bookmarks

Delete Cells command (Table menu)

Delete Columns command (Table menu)

Delete Rows command (Table menu)

deleting

add-in programs

annotations

AutoCorrect entries

AutoText entries

bookmarks

borders

cells, rows, columns from tables

characters

commands from menus

custom toolbars

data fields (Mail Merge)

data records (Mail Merge)

documents

drawing objects

dropped capital letters

files

footers

footnotes and endnotes

formatting

frames

graphics

headers

items from menus

keys for

line numbers

macros

menus

numbers from headings

page breaks

page numbers

passwords

section breaks

selection rules (Mail Merge)

shading

shortcut key assignments

styles

subdocuments

tab stops

text and graphics

toolbar buttons

Word components

words

demoting headings

by using shortcut keys

by using toolbar buttons or the mouse

diacritical marks

inserting as symbols

typing

dialog boxes

dictionaries

adding or removing custom

adding preferred spellings to exclude

adding word to custom

creating custom

editing custom

opening and using custom

dingbats

directories

creating default

creating new

specifying default

disabilities, products and services supporting

disk space

saving

saving, when linking

display (screen)

changing settings for

customizing

different views of documents on

displaying or hiding ruler

magnifying

overview

tips on

displaying

annotations

bookmarks

columns

contents of the Spike

data records (Mail Merge)

data sources (Mail Merge)

end-of-cell marks

end-of-row marks

fields

footers

footnotes and endnotes

formatting information

frames

graphics

headers

headings

hidden text

nonprinting characters

page breaks

page numbers

paragraph marks

revision marks

rulers

scroll bars

status bar

style names

table gridlines

text

title bars

toolbar button names

toolbars

ToolTips

distributing

dividing

cells in tables

lists

subdocuments

tables

division

document comments  See annotations

document compare

Document Control menu

document margins

overview

setting margins with Page Setup command

setting margins with ruler

document names

document summary  See summary information

document templates

attaching to documents

changing

copying AutoText entries from other

copying macros from other

copying macros to other

copying styles from other

copying toolbars from other

creating

loading global

overview of

saving changes to

starting documents from

document windows

changing

displaying Help in

sizing

splitting or restoring

documents

attaching templates to

authors of

backing up

closing

comparing versions of

concordance

converting

copying

creating

deleting

editing

embedding

exchanging information between

exiting

exporting

faxing

finding

formatting

importing

inserting

keywords for

linking

locking and unlocking

long

mailing

master

moving

naming

opening

organizing

outlining

paginating

printing

protecting

recovering

quitting

renaming

reorganizing

retrieving (opening)

reviewing

revising

routing

saving

selecting all text and graphics in

selecting multiple

sharing

size of

sorting lists of

statistics on

subjects of

switching

titles of

typing

viewing

dot leaders (tab leaders)

double-spacing

double-underlining

Download Service, Microsoft

draft view

drag-and-drop editing

moving or copying text and graphics by using

drawing

grid

lines (applying borders)

Drawing Object command (Format menu)

drawing objects

importing and creating

tips on

drives

opening documents on different

saving copies of documents on different

saving documents on different

searching for documents on different

Drop Cap command (Format menu)

drop caps

drop-down form fields

adding or removing items in

changing the order of items in

inserting

drop-down lists

adding or removing items in

changing the order of items in

changing the width of

dropped capital letters

creating

Dvorak keyboard layouts

- E -

ë (umlaut)

inserting as symbol

typing

e-mail

merging documents to

routing documents by using

Edit Picture command (shortcut menu)

edit-screen options (nonprinting characters)

edit-screen options (views)

editing

AutoCorrect entries

AutoText entries

bookmarks

charts

embedded objects

equations

fields

graphs

imported graphics

linked information

macros

options

summary information

text and graphics

toolbar buttons

WordArt

EDITTIME field

effects, special text

creating by using WordArt

dropped capital letters

editing WordArt

overview of WordArt

electronic mail

merging documents to

routing documents by using

ellipsis

inserting as symbols

typing

em dashes

finding and replacing

inserting

EMBED field

embedding

objects created in other applications

WordArt, Equation Editor, and Graph objects

emphasis

applying by using character formatting

applying to text in form fields

creating by using dropped capital letters

creating by using WordArt

en dashes

finding and replacing

inserting

enclosures

end-of-cell marks

end-of-row marks

endnote marks

changing the format of automatically numbered

changing the starting number of

changing the style of

finding and replacing

endnote reference marks

changing the format of automatically numbered

changing the starting number of

changing the style of

finding and replacing

endnotes

going to specific

inserting

tips on

enlarging

boxes on toolbars

screen

toolbars

entries, index

compiling indexes by using the Custom Style format

creating cross-references to

creating indexes from automatically marked

formatting and compiling indexes

indicating page ranges in

marking

using symbols as

envelopes

changing formatting on

printing addresses on

printing by using Mail Merge

printing special text and graphics on

printing, when attached to the beginning of documents

Envelopes And Labels command (Tools menu)

environment setup (defaults)

Customizing and Optimizing Word

Customizing Microsoft Windows

EQ (Equation) field

EQ (Formula) field  See EQ (Equation) field

Equation Editor

creating equations by using

editing equations by using

installing or removing

overview

EQUATION field

equations

creating by using Equation Editor

editing WordArt or Equation Editor

going to specific

overview of

error messages

even pages

Excel, Microsoft

data sources for Mail Merge

data, creating charts from

files, converting

switching to, by using the Microsoft toolbar

exclude dictionary

executing (running) macros

Exit command (File menu)

accessing by using shortcut keys

description of

exiting

documents

Word

expanded spacing

expanding headings and body text

by using shortcut keys

to any level

to specific levels

exponents, typing in equations

exporting documents

created in other applications

created in Word

overview

extending selections

by using shortcut keys

by using the keyboard

- F -

fast saves

FastTips

fax cover sheets, creating

fax numbers

for information about products and services for people with disabilities

for ordering Microsoft software documentation on audio cassettes and floppy disks

fax services

faxing documents

field codes

printing

viewing

Field command (Insert menu)

field results

formatting and locking

viewing

viewing by using shortcut keys

fields

bookmark

creating tables from

data (Mail Merge)

editing

finding and replacing

form

formatting

general switches for

going to

inserting

new and modified

overview to

printing

protecting

switches for

tips on using

types of

updating

viewing

figures, lists of  See tables of figures

File command (Insert menu)

file formats

converting

converting embedded objects

for storing imported graphics

FILENAME field

filenames

adding to headers and footers

sorting files by

files

authors of

backing up

closing

concordance

converting

copying

creating

deleting

embedding

exchanging information between

exporting

finding

importing

inserting

keywords for

linking

listing

locking and unlocking

moving

naming

opening

paginating

PICT

printing to

protecting

renaming

retrieving

routing

saving

selecting multiple

settings

sharing

size of

sorting lists of

statistics on

subjects of

titles of

viewing contents of

FILESIZE field

fill for graphics

specifying

FILLIN field

filling in

online forms

tables

filtering

data records by more than one data field

data records that contain specific information

filters, graphics

Find command (Edit menu)

accessing by using shortcut keys

description of

Find File command (File menu)

finding

bookmarks

by using advanced search criteria

data records (Mail Merge)

documents

documents, optimizing

text and graphics

first pages

changing the starting page number for

creating a different header or footer for

hiding the page number on

starting page numbering on a page other than

first-line indents

flipping

floating toolbars

flush left

aligning headers and footers

aligning paragraphs

aligning paragraphs by using shortcut keys

aligning tables

flush right

aligning headers and footers

aligning paragraphs

aligning paragraphs by using shortcut keys

aligning tables

folders  See directories

Font command (Format menu)

accessing by using a shortcut keys

description of

font sizes

applying or removing

changing by using shortcut keys

changing default

overview

fonts

changing

finding and replacing

substituting

footers

creating

in master documents

tips on

Footnote command (Insert menu)

accessing by using shortcut keys

description of

footnote reference marks

changing format of, for automatically numbered

changing starting number of

changing style of

finding and replacing

footnotes

creating

finding and replacing

going to specific

tips on

Footnotes command (View menu)

foreign languages

keyboard layouts for

proofing documents written in

proofing documents written in, setting default language for

typing

Form Field command (Insert menu)

form fields

form letters

creating

tips on

Format ( \*) switch

Format Painter

formatting

addresses

automatically

captions

changing

characters

copying

displaying information about

documents

envelopes

equations

field results

fields

finding and replacing

footnotes and endnotes

form fields

indexes

lists

master documents

other languages

page numbers

pages

paragraphs

removing

rows in tables

searching for

sections

shortcut keys

tables of authorities

tables of contents

tables of figures

tips

with styles

Formatting toolbar (ribbon)

FORMCHECKBOX field

FORMDROPDOWN field

forms

creating

tips on

FORMTEXT field

formula characters

Formula command (Table menu)

Formula field

formulas

in tables

typing by using Equation Editor

FoxPro, Microsoft

opening Mail Merge data sources from

switching to, by using the Microsoft toolbar

fractions

editing by using Equation Editor

inserting as symbols

overview of Equation Editor

typing by using Equation Editor

Frame command (Format menu)

Frame command (Insert menu)

frames

positioning text and graphics by using

freeform shapes

FTNREF (now called NOTEREF) field

Full Screen command (View menu)

- G -

general switches for fields

generating indexes and tables of contents

GEnie

getting help

global templates

Glossary (now called AutoText)

GLOSSARY (now called AutoText) field

Go To command (Edit menu)

accessing by using shortcut keys

description of

going back

going to

bookmarks

previous editing locations

specific pages, bookmarks, footnotes, tables, graphics, or other locations

specific text

GOTOBUTTON field

grammar and style rule groups

checking grammar by using

customizing

selecting

Grammar command (Tools menu)

grammar options

grammar, checking

customizing grammar and styles rule groups

selecting grammar and style rule groups

tips on

while checking spelling

without checking spelling

Graph, Microsoft

creating charts by using

editing charts by using

installing and removing

overview

graphics

aligning

anchoring to paragraphs

changing

composite pictures, creating

converting embedded objects to

copying

creating

cropping

deleting

displaying

editing applications for

editing imported

fill for

filters

finding and replacing

flipping

for toolbar buttons

going to specific

grouping and ungrouping

importing

inserting

layering

line weight and style for

linking

lists of

moving

pasting

positioning

previewing

printing

resizing

restoring size of

rotating

selecting

size of

storing

storing for reuse

text in

tips on using

viewing

wrapping text around

graphics boxes (borders)

adding to tables

applying or removing

creating by using WordArt

graphics boxes (frames)

graphs

creating

editing

overview

gray shading

adding to tables

applying or removing

Greek letters

editing by using Equation Editor

inserting as symbols

typing by using Equation Editor

grep-like search operators

grey shading

adding to tables

applying or removing

grid, drawing

Gridlines command (Table menu)

gridlines, table

grouping drawing objects

gutter margins

- H -

handicaps, products and services supporting

hanging indents (indenting paragraphs)

hard hyphens (nonbreaking hyphens)

finding and replacing

inserting

hard of hearing product support services

Access Pack for Microsoft Windows

Microsoft services supporting

hard page breaks

inserting

removing

viewing and adjusting

hard returns

finding and replacing

inserting

hard spaces (nonbreaking spaces)

finding and replacing

inserting

Header And Footer command (View menu)

header rows (Mail Merge)

header sources (Mail Merge)

headers

creating

creating watermarks by using

in master documents

tips on

Heading Numbering command (Format menu)

headings

applying styles for

centering

changing

creating tables of contents by using

levels of

moving

numbering

printing only

tables

Headings command (Table menu)

hearing impairment, products and services supporting

Access Pack for Microsoft Windows

Microsoft services supporting

height

of drawing objects

of imported graphics, changing

of imported graphics, reducing

of pages

of paper

of rows in tables, changing

Help

adding, to online forms

keeping Help procedures visible while you work

product support

tips on using

using

using shortcut keys to work with Help menu commands

hidden text

applying by using shortcut keys

applying or removing

displaying, hiding, or printing

printing

hiding

bookmarks

end-of-cell marks

end-of-row marks

nonprinting characters

page numbers

paragraph marks

rulers

scroll bars

status bar

style names

table gridlines

text

title bars

toolbars

ToolTips

high to low, sorting

in lists

in tables

highlighting (selecting)

by using shortcut keys

extending selections

text and graphics by using the keyboard

text and graphics by using the mouse

text in outline view

horizontal ruler

description of

displaying or hiding

setting margins by using

horizontal scroll bar

horizontal toolbars

hours for product support

hyphenating words

automatically

by using nonbreaking or optional hyphens

manually

tips on

Hyphenation command (Tools menu)

hyphens

displaying or hiding

finding and replacing

finding and replacing by using keyboard codes

inserting automatically

inserting by using shortcut keys

inserting manually

inserting nonbreaking or optional

- I -

ï (umlaut)

inserting as symbol

typing

icons

copying to other toolbar buttons

creating for toolbar buttons

inserting as symbols

IF field

illustrations

See graphics

lists of  See tables of figures

impaired hearing, motion, or vision

IMPORT (now called INCLUDEPICTURE) field

importing

data for creating charts

documents for use in master documents

files created in other applications

graphics

objects created in other applications

overview

INCLUDE field  See INCLUDETEXT field

INCLUDEPICTURE field

INCLUDETEXT field

adding enclosures in merged documents by using

description of

increasing

font size

selections

speed

indented indexes

compiling by using the Custom Style format

formatting and compiling an index

indenting

by using shortcut keys

paragraphs

rows in tables

tips on

Index And Tables command (Insert menu)

index entries

compiling indexes by using the Custom Style format

creating cross-references to

creating indexes from automatically marked

formatting and compiling indexes

indicating page ranges in

marking

using symbols as

INDEX field

indexes

creating

for master documents

tips on

INFO field

initial capital letters

changing to

dropped capital letters

Insert Cells command (Table menu)

Insert Columns command (Table menu)

insert mode

Insert Rows command (Table menu)

Insert Table command (Table menu)

inserting

annotations

AutoText entries

bookmarks

breaks

captions

cells in tables

columns in tables

comments

cross-references

data fields (Mail Merge)

dates

documents

documents in master documents

fields

footnotes and endnotes

form fields

frames

graphics

index cross-references

index entries

line numbers

objects

page breaks

page numbers

revisions

rows in tables

section breaks

specific data records (Mail Merge)

spoken comments

subdocuments

tab characters in cells

tables

text

time

voice annotations

insertion point

moving

returning to a previous editing location

scrolling

inside margins

installing

Interactive Voice Support Services

international product support services

international settings

changing keyboard layouts

proofing documents written in other languages

setting default for proofing

typing other languages

interrupting

commands

lists

invisible text  See hidden text

italic

applying by using shortcut keys

applying or removing

creating by using WordArt

formatting, finding

formatting, replacing

- J -

jumping to

previous editing locations

specific pages, bookmarks, footnotes, tables, graphics, or other locations

justification

of headers and footers

of pages, vertical

of paragraphs

of paragraphs by using shortcut keys

of tables

- K -

Keep Lines Together option

Keep With Next option

keeping together

lines of paragraphs on a page

paragraphs on a page

text or graphics in columns

text or graphics in paragraphs

kerning

key assignments

printing lists of

restoring

saving

to access windows and menus

to commands or other items

to styles

key combinations

assigning

for navigating

lists of

removing key assignments

restoring key assignments

saving key assignments

tips on

keyboard layouts

Access Pack for Microsoft Windows

for single-handed users

keyboard shortcuts

assigning

for navigating

lists of

removing key assignments

restoring key assignments

saving key assignments

tips on

keyboard, changing for other languages

keys

assigning

for resizing windows

restoring assignments to

shortcut

for moving between panes

for selecting commands

for selecting dialog box options

keywords

searching for documents by using

viewing

viewing and editing

KEYWORDS field

- L -

labels (captions)

labels, mailing

printing by using Mail Merge

printing one or a sheet for an address

landscape page orientation

Language command (Tools menu)

language formatting

changing default language used to proof documents

finding

proofing text written in another language

replacing

languages, other

changing default language used to proof documents

changing keyboard layout for

proofing text written in another language

typing

large initial capital letters

LASTSAVEDBY field

layering text and graphics

changing the layering order of drawing objects

creating watermarks

including text in drawing objects

layout

margins, page numbers, and other items

tips on

leader characters

leading (line spacing)

line spacing, changing

line spacing, changing by using shortcut keys

paragraph spacing, changing

legal pleading papers, creating

left alignment

of headers and footers

of paragraphs

of paragraphs by using shortcut keys

of tables

left indents

left justification

of paragraphs

of paragraphs by using shortcut keys

of tables

left-aligned tab stops

legal documents, numbering lines in

adding line numbers

hiding line numbers for selected paragraphs

removing line numbers

legal documents, tables of authorities for

compiling by using the Custom Style format

formatting and compiling

including chapters with page numbers in

marking citations for

modifying citation categories for

overview

updating

length of columns

letter spacing

adjusting

applying or removing

letterhead paper

letters, typing

letters of the alphabet

levels of headings in outline view

collapsing to a specific level

collapsing to any level

creating

expanding to any level

promoting or demoting

line breaks

finding and replacing

finding and replacing by using keyboard codes

inserting

starting, within same paragraph

line charts

creating

editing

overview

line draw

line formats

applying by using shortcut keys

centering or aligning text

changing line spacing

setting margins by using the ruler

setting tab stops

line numbering

adding to paragraphs

hiding for selected paragraphs

overview

removing

line numbers

adding to paragraphs

hiding for selected paragraphs

overview

removing

line spacing

changing

changing by using shortcut keys

lines

centering

counting

drawing (applying borders)

going to specific

keeping together

selecting

weight and style of

between columns

separating footnotes and endnotes from text

LINK field

linking

automatically updating document styles from templates

creating links with graphics files

information with other applications

tips on

links

breaking

creating

editing linked information

locking or unlocking

reconnecting or changing

updating

Links command (Edit menu)

accessing by using shortcut keys

description of

listening to annotations

listing

documents by using the Find File command

style names

lists

formatting and sorting

formatting by using shortcut keys

indexes, tables of contents, and other tables

sorting

tips on

locating

bookmarks

documents

Mail Merge records

location

Lock Result ( \ !) switch

locking

anchors to paragraphs

documents

field results

fields

links

logical operators

editing by using Equation Editor

overview of Equation Editor

typing by using Equation Editor

long documents

creating by using master documents

tips on using master documents

look (preview)

previewing documents before printing

previewing files

previewing graphics files

previewing merged documents before printing

print preview, editing text in

print preview, moving margins in

looking up words

Lotus 1-2-3 data, creating charts from

low vision, products and services supporting

customizing Microsoft Windows

Microsoft documentation on audio cassettes and disks

products for

lowercase

changing to

changing to, by using shortcut keys

- M -

Macro command (Tools menu)

MACROBUTTON field

macros

assigning

copying to templates

recording

removing from menus

saving

programming with Microsoft Word

using shortcut keys to work with commands

magnifying documents

by using print preview

by zooming

mail, electronic

merging documents to

routing documents by using

Mail Merge

advanced techniques

step-by-step instructions

tips on using

using shortcut keys when merging documents

Mail Merge command (Tools menu)

Mail, Microsoft

routing documents by using

switching to, by using the Microsoft toolbar

mailing documents

merging to electronic mail or fax systems

overview of routing documents

routing documents

mailing labels

printing by using Mail Merge

printing one or a sheet for an address

main documents (Mail Merge)

for form letters, completing

for form letters, setting up

inserting bookmark fields in

inserting Word fields in

manual page breaks

inserting

removing

viewing and adjusting

margins

moving, in print preview

overview

setting by using the Page Setup command

setting by using the ruler

marking

changes

citations

index entries

revisions

text by using bookmarks

mass mailing

Mail Merge advanced techniques

Mail Merge step-by-step instructions

tips on using Mail Merge

Master Document command (View menu)

master document view

master documents

creating

tips on using

mathematical calculations

mathematical equations

creating by using Equation Editor

editing by using Equation Editor

overview of Equation Editor

mathematical symbols

editing by using Equation Editor

inserting as symbols

overview of Equation Editor

typing by using Equation Editor

Maximize button

Maximize command (Control menu)

maximizing the active window

by using shortcut keys

by using the Maximize button

maximum values

measurement, units of

memory

memos, creating

menu bar

activating by using shortcut keys

description of

menus

Application Control

customizing

Document Control

tips on using

working with commands on

working with, by using shortcut keys

Merge Cells command (Table menu)

merge codes (merge fields)

MERGE field

merge fields

creating a Mail Merge main document

step-by-step Mail Merge instructions>Main

MERGEFIELD field

description of

using in Mail Merge main documents

MERGEREC field

MERGESEQ field

merging

cells in tables

data in a Mail Merge document

documents by using Mail Merge

revisions and annotations in documents

subdocuments

messages

Microsoft Access

opening Mail Merge data sources from

switching to, by using the Microsoft toolbar

Microsoft Download Service (MSDL)

Microsoft Excel

data, creating charts from

data, using as a data source for Mail Merge

files, converting

switching to, by using the Microsoft toolbar

Microsoft FastTips

Microsoft Forums on CompuServe

Microsoft FoxPro

opening Mail Merge data sources from

switching to, by using the Microsoft toolbar

Microsoft Graph

creating charts by using

editing charts by using

installing or removing

overview

Microsoft Mail

routing documents by using

switching to, by using the Microsoft toolbar

Microsoft OnLine

Microsoft PowerPoint

Microsoft product support services

for people with disabilities

technical assistance

Microsoft Project

Microsoft Publisher, switching to by using the Microsoft toolbar

Microsoft Schedule+

Microsoft Solution Providers program

Microsoft toolbar

Microsoft Windows

Microsoft Word

customizing

file formats

product supportquitting

tips on

Word Workplace

Microsoft Works

data, creating charts from>Proc

Microsoft Write

Minimize button

Minimize command (Control menu)

minimizing the active window

minimum values

mirror images

mirror margins

mistakes, typing, correcting automatically

modem, product support services via

motion impairment, products and services supporting

Access Pack for Microsoft Windows

keyboard layouts for single-handed users

mouse

Access Pack for Microsoft Windows

customizing the use of

mouse shortcuts

moving the insertion point by using

overview

selecting text and graphics by using

Move command (Document Control menu)

movement disability

moving

anchors

around in tables

between documents

cells, rows, columns in tables

files

footers

footnotes and endnotes

frames

graphics

headers

headings

in windows

macros to other templates

margins

page numbers

paragraphs

subdocuments

tab stops

text and graphics

through documents

to other revision marks

toolbar buttons

toolbars

MS-DOS Text Only files

MSDL (Microsoft Download Service)

multifile documents

creating by using master documents

tips on using master documents

multilevel lists

Multiplan data, creating charts from

multiplication

- N -

names

of authors

of toolbar buttons

sorting files by

of AutoCorrect entries

of documents

of files

of styles

naming documents

National Information System

navigating

by using shortcut keys

in tables

returning to previous editing locations

tips on

to pages, bookmarks, footnotes, tables, or graphics

networks

clearing fast saves for documents on

opening documents

searching for files on

viewing information about files on

new columns, starting

New command (File menu)

accessing by using shortcut keys

description of

new documents

creating

creating by outlining

overview of creating

overview of creating by outlining

saving

new lines

new paragraphs

New Window command (Window menu)

newsletters, creating

newspaper-style columns

NEXT field

next style

Next Window command (Document Control menu)

NEXTIF field

NIS (National Information System)

nonbreaking hyphens

inserting

inserting by using shortcut keys

nonbreaking spaces

finding and replacing

finding and replacing by using keyboard codes

inserting

nonprinting characters

displaying and hiding

displaying and hiding by using shortcut keys

finding and replacing

finding and replacing by using keyboard codes

Normal command (View menu)

accessing by using shortcut keys

description of

Normal style

changing

redefining for new documents

normal view

note pane

note reference marks

changing the format of automatically numbered endnotes

changing the starting number of

changing the style of

finding and replacing

note separators

NOTEREF field

notes

nudging drawing objects

number of columns

numbered lists

converting to bulleted lists, or vice versa

creating

modifying formats of

overview

numbering

captions

cells in tables

footnotes and endnotes

headings

in tables

lines

lists

pages

paragraphs

numbers

calculating, in a table

chapter

line

page

sorting by

NUMCHARS field

Numeric Picture (\#) switch

NUMPAGES field

NUMWORDS field

- O -

ö (umlaut)

inserting as symbol

typing

Object command (Edit menu)

Object command (Insert menu)

object linking and embedding (OLE)

objects created in other applications

objects created in WordArt, Equation Editor, or Graph

objects

created in other applications, using

going to specific

WordArt, Equation Editor, and Graph

odd pages

OLE (object linking and embedding)

objects created in other applications

objects created in WordArt, Equation Editor, or Graph

on top, Help

online forms

online Help

adding, to online forms

keeping Help procedures visible while you work

product support

tips on using

using

using shortcut keys to work with Help menu commands

Open command (File menu)

accessing by using shortcut keys

description of

opening

data sources (Mail Merge)

documents

recovered documents

subdocuments

operations, mathematical

operators

mathematical

search

optimizing

optional hyphens

inserting

inserting automatically

inserting by using shortcut keys

options

compatibility

dialog box

display and command

Options command (Tools menu)

ordering

Mail Merge data records by a single data field

Mail Merge data records by more than one data field

subdocuments within master documents

Organizer

copying styles by using

deleting styles by using

organizing

data

documents

lists

orientation

overview

selecting

orphans

allowing

preventing by keeping lines together on a page

preventing by keeping paragraphs together on a page

Outline command (View menu)

accessing by using shortcut keys

description of

outline view

outlines

creating by numbering headings

creating by outlining

creating by using multilevel lists

modifying heading numbering formats

tips on outlines

using shortcut keys to work on

using with master documents

outlines (borders)

adding to tables

applying or removing

Outlining toolbar

outlining text characters

overlaying text and graphics

changing the layering order of drawing objects

creating watermarks

including text in drawing objects

overstrike (strikethrough)

overtype mode

overtyping

by replacing selections with new text

by using overtype mode

OVR (overtype mode)

- P -

padlock

page alignment

changing

overview

Page Break Before option

page breaks

finding and replacing

finding and replacing by using keyboard codes

inserting

inserting and adjusting

PAGE field

description of

inserting by using shortcut keys

page formats

page layout

margins, page numbers, and other items

tips on

Page Layout command (View menu)

accessing by using shortcut keys

description of

page layout view

description of

working in

page margins

overview

setting by using Page Setup command

setting by using the ruler

page numbers

formatting

hiding on first pages

including chapter numbers in

inserting

removing

starting, changing

starting on other than first pages

tips on

Page Numbers command (Insert menu)

accessing by using shortcut keys

description of

page orientation

overview

selecting

page ranges, indicating in index entries

page setup

margins, page numbers, and other items

tips on

Page Setup command (File menu)

page size

overview

selecting

PAGEREF field

pages

adding borders to

aligning

breaking

centering

counting

even

first

formatting

going to specific

laying out

margins for

numbering

odd

previewing

printing specific

printing specific paragraphs on

setting up

shrinking to fit

size of

paginating documents

pagination

panes

Annotations

Note

splitting or restoring split windows

using shortcut keys to work with

paper size

overview

selecting

paper sources

Paragraph command (Format menu)

paragraph formatting

applying by using shortcut keys

applying or removing

finding and replacing

for following paragraph

tips on

paragraph marks

displaying, hiding, printing

finding and replacing

finding and replacing by using keyboard codes

inserting

paragraph styles

paragraphs

aligning

anchoring graphics to

centering

counting

indenting

justifying

keeping together

positioning

selecting

side-by-side (tables)

spacing

starting new

wrapping text around

parallel columns (side-by-side paragraphs)

parallel paragraphs (side-by-side paragraphs)

passwords

changing or deleting

protecting documents by using

protecting forms by using

Paste command (Edit menu)

accessing by using shortcut keys

description of

paste link

Paste Special command (Edit menu)

pasting

formats

text and graphics

pattern matching, finding and replacing text by using

patterned backgrounds (shading)

adding to tables

applying or removing

patterns for graphics

pausing macro recording

pen annotations

percentages

phone numbers

for Microsoft Download Service (MSDL)

for Microsoft Product Support Services

for Recording for the Blind, Inc.

for support

for Trace R&D Center

for use with a text telephone (TT/TDD) service

photographs, lists of  See tables of figures

PICT files

Picture command (Format menu)

Picture command (Insert menu)

pictures

importing and creating

lists of

pasting

pie charts

creating by using Graph

editing by using Graph

overview of Graph

pitch (point size)

changing by using shortcut keys

overview

plain text

plain-text format

converting files to and from

overview of converting files

playing macros

created with Word

supplied with Word

point sizes (font sizes)

changing by using shortcut keys

default, changing

overview

setting

portrait page orientation

overview

selecting

positioning

captions

frames

headers and footers

paragraphs

text and graphics

PowerPoint, Microsoft

preset typeface

preventing changes

locking or unlocking master documents or subdocuments

opening documents as read-only

protecting documents with passwords

reserving read-write privileges for master documents or subdocuments

previewing

documents before printing

files

graphics files

merged documents before printing

print preview, editing text in

print preview, moving margins in

previous location

going to editing locations

going to pages, bookmarks, footnotes, tables, graphics or other locations

primary files (main documents)

completing

setting up

Print command (File menu)

accessing by using shortcut keys

description of

PRINT field

Print Merge (now called Mail Merge)

advanced techniques

step-by-step instructions

tips on using

using shortcut keys with

Print Merge command (now called Mail Merge command)

print preview

description of

editing text in

moving margins in

previewing documents in

Print Preview command (File menu)

accessing by using shortcut keys

description of

PRINTDATE field

printer fonts

printers

printing

addresses

annotations

AutoText entries

contents of AutoText entries

crop marks

documents

envelopes

field codes

footnotes and endnotes

form letters

graphics

headings only

hidden text

key assignments

mailing labels

master documents

on letterhead paper

on preprinted forms

online form data

options

outlines

specific pages

styles

summary information

tips

to disk

PRIVATE field

problems

product database

product support services

products for people with disabilities

programming

loading add-in programs

recording and running macros

removing add-in programs

Project, Microsoft

promoting headings and body text

in outline view

in outline view by using shortcut keys

prompting for summary information

proofing

checking spelling

tips on checking grammar

tips on checking spelling

tips on counting words

tools for

Protect Document command (Tools menu)

protecting

documents

fields

forms

links

PSS

publications on audio cassettes and floppy disks

Publisher, Microsoft, switching to by using the Microsoft toolbar

- Q -

question mark (?)

questions, product support

quick keys

assigning

for navigating

lists of

removing key assignments

restoring key assignments

saving key assignments

tips on

quitting

documents

Word

quotation marks

as search operators

changing to typesetters' automatically

inserting as symbols

inserting by using shortcut keys

typing typesetters'

QUOTE field

quotes

as search operators

changing to typesetters' automatically

inserting as symbols

inserting by using shortcut keys

typing typesetters'

- R -

raised initials

RD (Referenced Document) field

read-only documents

locking or unlocking master documents or subdocuments

opening

reserving privileges for master documents or subdocuments

readability statistics

reading annotations

readme

rearranging

in tables

information

lists

subdocuments within master documents

recompiling

indexes

table of authorities

table of contents

table of figures

reconnecting links

recorded documentation

Recording for the Blind

recording

macros, instructions for

macros, overview of

voice annotations

records (Mail Merge)

adding, modifying, or deleting in data sources

displaying specific

finding

inserting from other data sources

sorting by a single data field

sorting by more than one data field

viewing or modifying

recovering documents

redlines (revision marks)

marking changes by using

merging

overview

reviewing and incorporating revisions

Redo/Repeat command (Edit menu)

redoing

changes to text and graphics

repeating text just typed

updating a table of authorities

updating a table of contents

updating a table of figures

updating an index

reduced hearing, motion, or vision

keyboard layouts for

providing documentation on audio cassettes and disks for

reducing documents

REF

REF field

reference marks

changing format of automatically numbered

changing the starting number for

changing the style of

finding and replacing

reference numbers (reference marks)

changing format of automatically numbered

changing the starting number for

changing the style of

finding and replacing

references (cross-references)

creating

overview

updating

references (footnotes and endnotes)

regenerating

indexes

table of authorities

table of contents

table of figures

registered trademark symbol

inserting as symbols

inserting by using shortcut keys

rejecting revisions

relational symbols

editing by using Equation Editor

overview of Equation Editor

typing by using Equation Editor

removing

add-in programs

annotations

AutoCorrect entries

AutoText entries

bookmarks

borders

cells, rows, columns from tables

characters

commands from menus

custom toolbars

data fields (Mail Merge)

documents

drawing objects

dropped capital letters

footers

footnotes and endnotes

formatting

frames

graphics

headers

indents

items from menus

keys for

line numbers

macros

menus

numbers from headings

page breaks

page numbers

passwords

protection

section breaks

selection rules (Mail Merge)

selections

shading

shortcut key assignments

styles

subdocuments

tab stops

text and graphics

toolbar buttons

Word components

words

renaming

AutoCorrect entries

data fields (Mail Merge)

documents

macros

menus

styles

subdocuments

toolbars

renumbering

reordering  See sorting

lists

Mail Merge data records by a single data field

Mail Merge data records by more than one data field

subdocuments within master documents

reorganizing

documents in outline view

lists

Mail Merge data records by a single data field

Mail Merge data records by more than one data field

subdocuments within master documents

repagination

Repeat command (Edit menu)

repeating

changes to text and graphics

editing changes

table headings

text at the top and bottom of every page

text just typed

Replace command (Edit menu)

accessing by using shortcut keys

description of

replacing

bullets with numbers, or vice versa

selections with new text

text and graphics

reshaping

resizing

boxes on toolbars

columns in tables

frames

graphics

text

toolbar buttons

toolbars

windows

ResourceBook

restarting footnote and endnote numbering

Restore button

Restore command (Control menu)

restoring

character styles

edits

graphics

imported graphics

key assignments

menus

toolbar buttons

toolbars

windows

resumes, creating

resuming

macro recording

work

retrieving (opening)

documents

documents from within master documents

returning

to pages, bookmarks, footnotes, tables, or graphics

to previous editing location

returns

finding and replacing

finding and replacing by using keyboard codes

inserting new line characters

inserting paragraph marks

reusing

formatting

text and graphics

reveal codes (displaying formatting information)

reviewing

annotations

automatic formatting

documents

previewing documents before printing

revising automatic formatting

revising documents

by editing

by using annotations and revision marks

in outline view

in outline view, overview of

tips on

revision marks

marking revisions with

merging

overview of

protecting documents for

reviewing and incorporating

revisions

changing defaults for

marking

merging

overview of

protecting documents for

reviewing and incorporating

tips on

Revisions command (Tools menu)

REVNUM field

rewrite (background pagination)

RFB (Recording for the Blind)

RFT-DCA files

ribbon (now called Formatting toolbar)

Rich Text Format (RTF) files

right alignment

aligning headers and footers

aligning paragraphs

aligning paragraphs by using shortcut keys

aligning tables

right indents

right justification

aligning paragraphs

aligning paragraphs by using shortcut keys

aligning tables

right-aligned tab stops

roman numerals

rotating

drawing objects

text by using WordArt

routing documents online

overview of routing documents

routing documents

rows

adding

changing alignment of

changing height of

deleting

displaying or hiding marks for

moving among

moving or copying

selecting

RTF files

rule groups

checking grammar by using

customizing

selecting

Ruler command (View menu)

rulers

customizing

displaying or hiding

horizontal

setting margins by using

vertical

rules (borders)

adding to tables

applying or removing

rules (lines) between columns

rules (lines) separating footnotes and endnotes from text

rules, selection (Mail Merge)

run-in indexes

compiling by using the Custom Style format

formatting and compiling

running

feet (footers)

heads (headers)

macros

- S -

Save All command (File menu)

Save As command (File menu)

accessing by using shortcut keys

description of

Save command (File menu)

accessing by using shortcut keys

description of

save options

SAVEDATE field

saving

disk space

documents

memory

online form data

search criteria

text and graphics for reuse

Word settings

scalable fonts

scaling graphics

resizing a drawing object

resizing imported graphics

scatter charts

creating by using Graph

editing by using Graph

overview of Graph

Schedule+, Microsoft

schedules, creating

screen

customizing

enlargement utilities

fonts

overview of

parts of

readers

tints (shading)

tips on

viewing documents on

scroll bars

customizing

description of

scrolling

speeding up

through documents

scrolling speed, changing

search criteria

finding and replacing text by using

operators, list of

modifying

saving

searching for documents by using

searching for documents by using special characters

search operators

for finding and replacing text

for finding files

for finding files by using special characters

for finding files, list of

for finding files, modifying

for finding files, saving

searching

for bookmarks

for documents

for Mail Merge data records

for text and graphics

optimizing

secondary files (data sources)

creating

working with, advanced techniques

section breaks

finding and replacing

finding and replacing by using keyboard codes

inserting or deleting

SECTION field

SECTIONPAGES field

sections

creating

going to

in forms, preventing from being protected

in master documents

Select All command (Edit menu)

accessing by using shortcut keys

description of

Select Column command (Table menu)

Select Row command (Table menu)

Select Table command (Table menu)

accessing by using shortcut keys

description of

selecting

commands

dialog box options

frames

multiple files

text and graphics

cells, rows, columns

selection bar

selection rules (Mail Merge)

Send command (File menu)

sending documents online

overview of

routing documents

sentences, selecting

separators, footnote and endnote

SEQ (Sequence) field

services, product support

SET field

description of

inserting in Mail Merge documents

setting

starting page numbers

tab stops

setting up

pages

pages, tips on

Word

settings, Word, saving changes to

setup

shading

adding to forms

adding to tables

applying or removing

drawing objects, changing the layering order of

shadows, text

apply or removing

creating by using WordArt

editing by using WordArt

overview of WordArt

sharing documents

annotating documents

protecting documents

routing documents online

tips on

using forms

using information from other applications

using master documents

using revision marks

shortcut keys

assigning

restoring

using

shortcut menus

choosing commands from

displaying

for inserting footnotes and endnotes

shortcuts

assigning shortcut keys to commands or other items

assigning shortcut keys to styles

keyboard and mouse shortcuts

removing assignments from shortcut keys

restoring key assignments to original settings

saving shortcut key assignments

tips for using

showing

annotations

headings

nonprinting characters

paragraph marks

revision marks

rulers

scroll bars

status bar

title bars

toolbar button names

toolbars

ToolTips

shrinking drop-down lists

shrinking to fit

shrinking toolbar buttons

shrinking toolbars

side heads  See hanging indents (indenting paragraphs)

side-by-side paragraphs (tables)

sight impairment, products and services supporting

customizing Microsoft Windows

Microsoft software documentation on audio cassettes and floppy disks

products for people who are blind or have low vision

single-handed typing

Access Pack for Microsoft Windows

keyboard layouts for single-handed users

single-spacing

setting

setting by using shortcut keys

size

of columns in tables

of documents

of drop-down lists

of frames

of graphics

of pages

of paper

of text

of toolbar buttons

of toolbars

of windows

Size command (Control menu)

SKIPIF field

skipping

hiding page numbers on first pages of documents or sections

line numbers for selected paragraphs

page numbers

preventing sections from being protected in forms

starting page numbering on a page other than the first page

slanting text

by using WordArt

editing by using WordArt

Overview of Word Art

slides, lists of  See tables of figures

small caps

smart quotes

inserting as symbols

inserting by using shortcut keys

replacing straight quotes with

typing

snaking columns  See newspaper-style columns

snap to grid

soft hyphens (optional hyphens)

inserting

inserting by using shortcut keys

soft page breaks

soft returns (line breaks)

finding and replacing

finding and replacing by using keyboard codes

inserting

Solution Providers program

solutions

Sort command (Table menu)

sort order in an index

sorting

files, lists of

in indexes

information in tables

lists

Mail Merge data records

Mail Merge data records by a single data field

Mail Merge records by more than one data field

tips on

source notes (footnotes and endnotes)

space, disk

spaces

displaying or hiding

finding and replacing

finding and replacing by using keyboard codes

spacing

around deleted or inserted text

around frames

between characters

between columns

between document text and headers and footers

between lines

between paragraphs

tips

special characters

as search operators

assigning to shortcut keys

finding and replacing

finding and replacing by using keyboard codes

inserting as symbols

inserting by using shortcut keys

marking as index entries

tips on

special text effects

creating by using WordArt

dropped capital letters

editing by using WordArt

overview of WordArt

speech annotations

speed

Spelling command (Tools menu)

accessing by using shortcut keys

description of

spelling options

spelling, checking

instructions for

tips on

Spike

inserting text and graphics by using

moving text and graphics to

shortcut keys for deleting text and graphics by using

shortcut keys for inserting text and graphics by using

Split Cells command (Table menu)

Split command (Window menu)

accessing by using shortcut keys

description of

Split Table command (Table menu)

splitting

cells in tables

lists

subdocuments

tables

windows

windows by using shortcut keys

spreadsheets

square root symbols, typing

starting

columns

documents

lines

page numbers

paragraphs

Word

other Microsoft applications

startup switches

statistics, document

viewing

viewing and editing

statistics, readability

status bar

customizing

description of

tips on using

stick-up caps

stopping commands

storing

imported graphics only in native file formats

section formatting for reuse

text and graphics for reuse

stretching text

strikeout (strikethrough)

strikethrough

stuck

Style area

description of

displaying or hiding styles

Style command (Format menu)

accessing by using shortcut keys

description of

Style For Following Paragraph option

Style Gallery command (Format menu)

STYLEREF field

styles

adding to templates

applying

applying automatically

assigning to toolbar buttons

base

changing

changing automatically

character

copying

creating

deleting

deleting character

finding and replacing

footnote and endnote

for following paragraphs

heading

hiding and displaying names of

in master documents

linking to templates

Normal

paragraph

printing lists of

renaming styles

tables of contents

tips on using

undoing

subdocuments

SUBJECT field

subject, document

adding when routing documents online

searching for documents by using

viewing

viewing and editing

subscript

applying by using shortcut keys

applying or removing

creating by using Equation Editor

substituting fonts

subtraction

suggestions

Sum function

summary information

printing

prompting for

searching for documents by using

tips on using

viewing

viewing and editing

Summary Information command (File menu)

sums

superscript

applying by using shortcut keys

applying or removing

creating by using Equation Editor

support services

for people with disabilities

technical assistance

Suppress Endnotes option

suspending macro recording

Switch To command (Application Control menu)

switches

switching

between Microsoft applications

between Microsoft applications, tips on

magnifications of documents

the case of text

to a different open document

to a different open document by using shortcut keys

views of documents

Symbol command (Insert menu)

SYMBOL field

Symbol font

inserting symbols by using

switching to, by using shortcut keys

symbols

assigning to shortcut keys

finding and replacing

finding and replacing by using keyboard codes

inserting

inserting by using shortcut keys

marking as index entries

nonprinting characters

tips on

Symphony

synonyms

synthesized voice output

- T -

TA (Table of Authorities Entry) field

tab character spacing

tab characters

finding and replacing

finding and replacing by using keyboard codes

inserting in table cells

tab leader characters

tab markers

clearing or moving

default, changing the spacing between

setting

setting, with leader characters

tab stops

clearing or moving

default, changing the spacing between

inserting in table cells

setting

setting, tips on

setting, with leader characters

Table AutoFormat command (Table menu)

tables

adding cells, rows, columns to

borders and shading in

centering

changing alignment of

changing column width in

changing row height in

changing space between columns in

converting text to

converting to text

copying cells, rows, columns in

creating

deleting cells, rows, columns from

deleting text in

end-of-cell marks in

end-of-row marks in

filling in

going to specific

gridlines in

headings, repeating

inserting tab characters in

inserting text before

lists of

merging or splitting cells in

moving around in

moving cells, rows, columns in

numbering cells in

performing calculations in

positioning

repeating headings in

selecting in

sorting in

splitting

splitting cells in

tips on

typing text in

working in

tables of authorities

compiling by using the Custom Style format

formatting and compiling

including chapter numbers with page numbers in

marking citations for

modifying citation categories for

overview

updating

tables of contents

creating

for master documents

setting tab stops with leader characters for

tips on

tables of figures

adding captions for use in creating

compiling by using the Custom Style format

compiling from captions not created with the Caption command

formatting and compiling

including chapter numbers with page numbers in

overview

tips on

updating

tables of tables

compiling by using the Custom Style format

formatting and compiling

overview

updating

tabs

clearing or moving

default, changing the spacing between

displaying or hiding

inserting in table cells

setting

setting, tips on

setting, with leader characters

Tabs command (Format menu)

tabs in dialog boxes

TC (Table of Contents Entry) field

TDD (text telephone) service

technical notes

technical support

Telecommunications Device for the Deaf

telephone numbers

for Microsoft Download Service (MSDL)

for Microsoft Product Support Services

for Recording for the Blind, Inc.

for support

for Trace R&D Center

for use with a text telephone (TT/TDD) service

TEMPLATE field

templates

adding styles to

attaching to documents

changing

copying AutoText entries from other

copying macros from other

copying macros to other

copying styles from other

copying toolbars from other

creating

in master documents

loading global

moving macros to other

overview of

saving changes to

starting documents from

tips on using

updating styles from

Templates command (File menu)

text

aligning

boilerplate

boxes

centering

coloring

converting to tables

copying

deleting

displaying

editing

finding and replacing

formatting

hidden

hiding

in graphics

inserting

justifying

marking

moving

overtyping

pasting

positioning

repeating

revising

scrolling

selecting

shading

shrinking to fit

size of

special effects for

storing for reuse

typing

wrapping around graphics

text form fields

applying character formatting to text in

inserting

modifying

text in/out converters

text patterns, finding and replacing

text telephone (TT/TDD) service

text-only file format

converting documents to and from

overview

thesaurus

looking up words in

Thesaurus command (Tools menu)

accessing by using shortcut keys

description of

tilde (~)

as search operators

inserting as symbols

typing

tilting

drawing objects

text by using WordArt

time

adding to headers and footers

inserting by using shortcut keys

inserting in documents

tips on inserting

TIME field

description of

inserting by using shortcut keys

tips on inserting

tints (shading)

adding to tables

applying or removing

tips

answers to common questions

Word

title bars

hiding or displaying>Proc

purpose of>Main

TITLE field

titles (captions)

titles (tables headings)

titles, document

adding to headers and footers

searching for documents by

sorting files by

viewing

viewing and editing

TOA (Table of Authorities) field

TOAs

compiling by using the Custom Style format

formatting and compiling

including chapter numbers with page numbers in

marking citations for

modifying citation categories for

overview

updating

TOC (Table of Contents) field

creating tables of contents by using

description of

TOCs

creating

for master documents

setting tab stops with leader characters for

tips on

TOFs

adding captions for use in creating

compiling by using the Custom Style format

compiling from captions not created with the Caption command

formatting and compiling

including chapter numbers with page numbers in

overview

updating

toolbar button names

toolbar buttons

choosing commands by using

customizing

in outline view

toolbars

copying to templates

customizing

descriptions of

getting information about

Microsoft

tips on using

Toolbars command (View menu)

ToolTips

Trace R&D Center

Trace ResourceBook

tracking revisions  See revisions

trademark symbol

training services from Microsoft

transferring files between PC and Macintosh computers

triple-spacing

troubleshooting

TrueType fonts

TT (text telephone) service

turning

drawing objects

text by using WordArt

turning off

AutoCorrect

the display of drawing objects

prompts for summary information

turning on the display of drawing objects

typefaces (fonts)

changing

defaults, changing

finding

overview

replacing

typeover

by replacing selected text

by using overtype mode

typesetters' quotation marks

inserting as symbols

inserting by using shortcut keys

replacing straight with, automatically

typing

typing

correcting mistakes

equations

letters

other languages

over text

repeating

text

text in tables

with motion disabilities

typos, correcting

- U -

ü (umlaut)

inserting as symbol

typing

U.S. product support services

umlauts (ä, ë, ï, ö, ü)

inserting as symbols

typing

undeleting (undoing)

changes to text and graphics

tips on

underlining

applying by using shortcut keys

applying or removing

finding

replacing

Undo command (Edit menu)

accessing by using shortcut keys

description of

undoing

automatic formatting

automatic insertion of AutoCorrect entries

changes to text and graphics

edits, tips on

removing character styles

sorts

ungrouping drawing objects

unindenting

United States product support services

units of measurement

unlinking

fields

fields by using shortcut keys

unloading add-in programs

unlocking

documents for annotations and revision marks

fields

fields by using shortcut keys

forms

links

master documents or subdocuments

sections of forms

Unprotect Document command (Tools menu)

updating

cross-references

document styles

fields

indexes

links

tables of authorities

tables of contents

tables of figures

uppercase

changing to

changing to, by using shortcut keys

dropped capital letters

upside-down text, creating by using WordArt

user information

USERADDRESS field

USERINITIALS field

USERNAME field

- V -

versions, comparing

vertical alignment

changing

overview

vertical ruler

description of

displaying or hiding

setting margins by using

vertical scroll bar

vertical text, creating by using WordArt

vertical toolbars

viewing

annotations

bookmarks

columns

contents of the Spike

data records (Mail Merge)

data sources (Mail Merge)

documents

fields

file contents

footers

footnotes and endnotes

frames

graphics

headers

headings

merged documents

nonprinting characters

page breaks

page numbers

paragraph marks

revision marks

rulers

scroll bars

status bar

style names

summary information

text

tips on

title bars

toolbar button names

toolbars

ToolTips

views

descriptions of

magnifying

page layout

print preview

tips on

vision impairment, products and services supporting

customizing Microsoft Windows

Microsoft documentation on audio cassettes and disks

products supporting

voice annotations

inserting and listening to

overview

voice output screen readers

- W -

watermarks

white space

adding around graphics

finding and replacing

widows

allowing

preventing by keeping lines together on a page

preventing by keeping paragraphs together on a page

width

of paper

of columns

of drop-down lists

of graphics

wildcards

checking spelling

searching for documents by using

win.ini file

windows

customizing

displaying Help while you work

opening several documents in

sizing

splitting or restoring

switching

tips on

using shortcut keys with

Windows Access Pack

Windows Driver Library

Access Pack for Microsoft Windows

keyboard layouts for single-handed users

Windows metafiles

Windows, Microsoft

wish list

wizards

Word Count command (Tools menu)

Word product support

Word workplace

changing the display and command settings in

customizing

description of

tips on

Word, Microsoft

converting file formats for use with

customizing and optimizing

quitting

starting

the Word Workplace

tips on using

WordArt

creating

editing

installing or removing

overview

WordBasic

Help

product support

tips on using

WordPerfect

words

adding to dictionaries

counting

counting, tips on

hyphenating

looking up

selecting

spelling of

synonyms and antonyms for

workgroups  See sharing documents

Works, Microsoft, creating charts from data in

worksheets

worldwide product support services

wrapping text

Write, Microsoft

- X -

XE (Index Entry) field

XY (scatter) charts

- Y -

- Z -

Zapf Dingbats

Zoom command (View menu)

zooming


Assigning a shortcut key to a command or other item

Assigning a shortcut key to a style

Assigning a symbol to a shortcut key


Assigning a shortcut key to a command or other item

Assigning a shortcut key to a style

Assigning a symbol to a shortcut key


Inserting an annotation

Inserting and listening to a voice annotation


Adding an AutoCorrect entry during a spelling check

Creating an AutoCorrect entry


Borders tips

Applying or removing borders

Creating a watermark


Adding or removing bullets and numbers in a list

Converting bullets to numbers, or vice versa

Modifying bullet or number formats

Overview of Formatting and Sorting Lists


Adding a caption to a table, illustration, equation, or other item

Automatically adding a caption to an item


Creating a cross-reference

Creating an index cross-reference


Creating a different header or footer for the first page of a document or section

Creating a header or footer

Creating different headers and footers for odd and even pages

Creating different headers or footers within the same document


Inserting a frame around selected items

Inserting, sizing, and positioning an empty frame


Creating a different header or footer for the first page of a document or section

Creating a header or footer

Creating different headers and footers for odd and even pages

Creating different headers or footers within the same document


Creating an index cross-reference

Creating an index from automatically marked index entries

Indicating a range of pages in an index entry

Marking index entries

Marking symbols as index entries


Adding a new menu

Assigning a command or other item to a menu


Adding a style from a document to its template

Creating a paragraph style from sample text

Creating a style by using the Style command


Borders tips

Applying or removing borders


Applying a style

Automatically formatting a document

Overview of Automatic Formatting and Styles

Reviewing and revising automatic formatting

Using shortcut keys to format paragraphs


Balancing column lengths on a page

Finding and replacing graphics, fields, annotations, and other special characters

Finding and replacing special characters by using keyboard codes

Using shortcut keys to copy and insert text and graphics


Finding and replacing graphics, fields, annotations, and other special characters

Finding and replacing special characters by using keyboard codes

Starting a new line within the same paragraph

Using shortcut keys to copy and insert text and graphics


Finding and replacing graphics, fields, annotations, and other special characters

Finding and replacing special characters by using keyboard codes

Page Setup: Margins, Page Numbers, and Other Items

Using shortcut keys to copy and insert text and graphics


Finding and replacing graphics, fields, annotations, and other special characters

Finding and replacing special characters by using keyboard codes

Inserting and deleting a section break


Customizing and Optimizing Word

Using buttons and keys in outline view

Using Word commands


Moving around in a table

Navigating in tables tips


Locking or unlocking a master document or a subdocument

Opening a document as read-only

Protecting a document with a password

Reserving read-write privileges for a master document or a subdocument


Adding a caption to a table, illustration, equation, or other item

Changing a label in a caption

Changing the number format for captions

Updating cross-references and captions


Adding, modifying, or deleting records in a data source

Displaying the data source to view or modify records

Displaying the Database toolbar to modify the data source


Marking changes with revision marks

Merging revisions marks and annotations

Reviewing and incorporating revisions


Applying or removing character formats

Changing text color

Changing the default character formatting

Overview of Formatting Text Characters

Using shortcut keys to format characters


Adding or removing items in a drop-down list

Changing the order of items in a drop-down list

Modifying a check box form field

Modifying a text form field


Automatically formatting a document

Changing the base style specified for a style

Changing the formats of a style

Overview of Automatic Formatting and Styles

Redefining the Normal style used in new documents

Using styles from a different template


Reconnecting or changing a link

Updating a link


Adding or removing bullets and numbers in a list

Converting bullets to numbers, or vice versa

Modifying bullet or number formats


Adding a new menu

Assigning a command or other item to a menu

Removing a command or other item from a menu

Renaming a menu

Restoring all built-in menus to the original Word settings

Saving changes to Word settings


Changing the format of automatically numbered note reference marks

Changing the starting number for footnotes or endnotes


Changing the page number format

Changing the starting page number in a section

Starting page numbering on a page other than the first page


Changing the base style specified for a style

Changing the formats of a style

Modifying heading numbering formats

Redefining the Normal style used in new documents

Using styles from a different template


Changing the spacing between default tab stops

Clearing or moving tab stops

Setting tab stops


Attaching a different template to a document

Modifying a template

Saving changes to Word settings


Marking changes with revision marks

Merging revisions marks and annotations

Reviewing and incorporating revisions


Changing the display and command settings in Word

Customizing the Word screen


Changing the display and command settings in Word

Customizing the Word screen


Copying a toolbar button image to another toolbar button

Creating a new toolbar button image

Modifying a toolbar button image


Adding or deleting a toolbar button

Adjusting the space between toolbar buttons

Changing the display and command settings in Word

Changing the width of a box on a toolbar

Creating a custom toolbar

Customizing the Word screen

Moving and resizing a toolbar

Moving or copying a toolbar button

Saving changes to Word settings


Finding text and formatting

Overview of Finding and Replacing

Replacing text and formatting


Adjusting spacing between characters

Applying or removing character formats


Creating a chart with Graph

Overview of WordArt, Equation Editor, and Graph


Adding a caption to a table, illustration, equation, or other item

Compiling a table of figures by using the Custom Style format

Compiling a table of figures from captions not created with the Caption command

Formatting and compiling a table of figures

Including chapter numbers with page numbers in an index or table

Overview of Indexes, Tables of Contents, and Other Tables

Updating a table of figures


Checking grammar

Grammar tips

Checking grammar without checking spelling

Customizing a grammar and style rule group

Selecting a grammar and style rule group


checking spelling

Editing and Proofing Tools

Spelling tips


Adding borders and shading to a table

Applying or removing shading


Changing text color

Creating a special text effect with WordArt

Editing a WordArt or Equation Editor object

Finding text and formatting

Overview of WordArt, Equation Editor, and Graph

Replacing text and formatting


Mail Merge tips

Mail Merge: Advanced Techniques

Mail Merge: Step by Step

Using shortcut keys when merging documents


Converting an embedded object to a different file format

Converting an embedded object to a graphic


Converting an embedded object to a different file format

Converting File Formats

Installing or removing individual components of Word for Windows


Copying character formatting tips

Copying character formatting

Using shortcut keys to copy and insert text and graphics


Copying styles from a document or template

Copying styles, AutoText entries, toolbars, or macros to the attached template from another template


Automatically adjusting spacing around deleted or inserted text

Copying and moving text tips

Moving or copying text and graphics using drag-and-drop editing

Moving or copying text and graphics using the keyboard

Moving or copying text and graphics using the Standard toolbar

Using shortcut keys to copy and insert text and graphics


Adding an AutoCorrect entry during a spelling check

Creating an AutoCorrect entry


Adding a caption to a table, illustration, equation, or other item

Automatically adding a caption to an item


Creating a chart with Graph

Overview of WordArt, Equation Editor, and Graph


Creating a cross-reference

Creating an index cross-reference


Creating a document

Creating an online form

Outlining a new or existing document

Overview of Opening, Saving, and Protecting Documents

Overview of Outlining and Organizing a Document

Starting a new document from a template or by using a wizard


Changing text formatting on an envelope

Creating and printing an envelope

Printing special text and graphics on an envelope

Setting printing options

Setting up and printing envelopes by using Mail Merge


Creating a different header or footer for the first page of a document or section

Creating a header or footer

Creating different headers and footers for odd and even pages

Creating different headers or footers within the same document


Inserting a frame around selected items

Inserting, sizing, and positioning an empty frame


Creating a chart with Graph

Overview of WordArt, Equation Editor, and Graph


Creating a different header or footer for the first page of a document or section

Creating a header or footer

Creating different headers and footers for odd and even pages

Creating different headers or footers within the same document


Creating an index cross-reference

Creating an index from automatically marked index entries

Indicating a range of pages in an index entry

Marking index entries

Marking symbols as index entries


Indexes, Tables of Contents, and Other Tables

Working with master documents


Overview of Recording and Running Macros

Recording a macro


Converting an existing document to a master document

Creating a new master document


Assigning a shortcut key to a command or other item

Assigning a shortcut key to a style

Assigning a symbol to a shortcut key


Creating a paragraph style from sample text

Creating a style by using the Style command


Creating a table

Overview of Working with Tables


Compiling a table of authorities by using the Custom Style format

Formatting and compiling a table of authorities

Marking citations

Modifying citation categories

Overview of Indexes, Tables of Contents, and Other Tables

Working with master documents


Compiling a table of contents by using built-in heading styles

Compiling a table of contents by using styles other than built-in heading styles

Compiling a table of contents by using the Custom Style format

Including chapter numbers with page numbers in an index or table

Overview of Indexes, Tables of Contents, and Other Tables

Setting tab stops with leader characters


Compiling a table of figures by using the Custom Style format

Compiling a table of figures from captions not created with the Caption command

Formatting and compiling a table of figures

Including chapter numbers with page numbers in an index or table

Overview of Indexes, Tables of Contents, and Other Tables

Updating a table of figures

Working with master documents


Adding or deleting a toolbar button

Creating a new toolbar button image


Creating a special text effect with WordArt

Overview of WordArt, Equation Editor, and Graph


Modifying saved search criteria

Saving search criteria

Searching for documents by using advanced search criteria

Using special characters in a document search


Deleting an AutoCorrect entry

Undoing the automatic insertion of an AutoCorrect entry


Hiding line numbers for selected paragraphs

Removing line numbers


Deleting a style

Removing a character style


Automatically adjusting spacing around deleted or inserted text

Deleting text and graphics

Typing or deleting text in a table

Using shortcut keys to delete text and graphics


Viewing annotations

Annotations tips


Displaying specific data records

Displaying the data source to view or modify records


Using shortcut keys to work with fields

Viewing field results and field codes


Viewing footnotes and endnotes

Working in page layout view


Customizing the Word screen

Displaying, hiding, or printing hidden text

Using shortcut keys to format characters


Changing the display and command settings in Word

Customizing the Word screen

Displaying or hiding the ruler


Changing the display and command settings in Word

Customizing the Word screen


Changing the display and command settings in Word

Customizing the Word screen


Displaying all body text or only the first line in each paragraph

Expanding headings and body text


Customizing the Word screen

Using Word commands


Changing the display and command settings in Word

Customizing the Word screen


Attaching a different template to a document

Loading a template as a global template


Searching for documents by using advanced search criteria

Viewing and editing summary information and statistics

Viewing file contents and other file information


Making a backup copy when you save

Saving documents automatically as you work

Selecting or clearing fast saves


Closing a document

Saving and closing documents tips


Converting an embedded object to a different file format

Converting File Formats


Creating a document

Creating an online form

Outlining a new or existing document

Overview of Opening, Saving, and Protecting Documents

Overview of Outlining and Organizing a Document

Starting a new document from a template or by using a wizard


More editing tips

Typing and Revising


Exchanging Information with Other Applications

WordArt, Equation Editor, and Graph


Overview of Converting File Formats

Saving a document that was created in a different format

Saving a Word document in a different file format


Locating and Managing Documents

Overview of Opening, Saving, and Protecting Documents


Page formatting tips

Page Setup: Margins, Page Numbers, and Other Items


Creating a chart with Graph

Linking documents tips

Opening a file created in another application

Overview of Converting File Formats

Working with master documents


Searching for documents by using advanced search criteria

Viewing and editing summary information and statistics

Viewing file contents and other file information


Creating a link with a graphics file without including the picture

Exchanging Information with Other Applications

Linking documents tips


Master document tips

Using Master Documents to Manage Long Documents


Managing files with the Find File command

Opening a file created in another application

Opening a subdocument from within a master document

Opening documents tips

Opening, Saving, and Protecting Documents


Outlining and Organizing a Document

Outlines tips


Changing or deleting a password

Locking or unlocking a master document or a subdocument

Preventing a section from being protected

Protecting a document with a password

Protecting a form from changes

Protecting or unprotecting a document for annotations and revision marks

Reserving read-write privileges for a master document or a subdocument


Opening a subdocument from within a master document

Opening, Saving, and Protecting Documents


Annotating, Revising, and Routing Documents

More editing tips

Moving headings and body text

Overview of Annotating, Revising, and Routing Documents

Overview of Outlining and Organizing a Document

Typing and Revising


Overview of Annotating, Revising, and Routing Documents

Routing a document to others


Opening, Saving, and Protecting Documents

Saving a document that was created in a different format

Saving a Word document in a different file format

Saving and closing documents tips


Selecting text and graphics using the keyboard

Selecting text and graphics using the mouse


Annotating, Revising, and Routing Documents

Changing or deleting a password

Exchanging Information with Other Applications

Forms

Opening a document as read-only

Protecting a document with a password

Using Master Documents to Manage Long Documents


Viewing and editing summary information and statistics

Viewing file contents and other file information


Viewing and editing summary information and statistics

Viewing file contents and other file information


Searching for documents by using advanced search criteria

Viewing and editing summary information and statistics

Viewing file contents and other file information


Searching for documents by using advanced search criteria

Viewing and editing summary information and statistics

Viewing file contents and other file information


Different ways to view a document

Viewing a document at different magnifications


Viewing and editing summary information and statistics

Viewing file contents and other file information


Changing the default editing application for imported graphics

Editing text in print preview

More editing tips

Marking changes with revision marks

Merging revisions marks and annotations

Moving headings and body text

Overview of Outlining and Organizing a Document

Reviewing and incorporating revisions

Typing and Revising


Finding and replacing graphics, fields, annotations, and other special characters

Finding and replacing special characters by using keyboard codes


Adding fields to a header or footer

DATE and TIME field tips

Inserting a field

Inserting Word fields into the main document

More field tips

Using shortcut keys to copy and insert text and graphics

Using shortcut keys to work with fields


Preventing fields from being updated

Using shortcut keys to work with fields


Changing the display and command settings in Word

Setting printing options

Updating fields

Using shortcut keys to work with fields


Using shortcut keys to work with fields

Viewing field results and field codes


Searching for documents by using advanced search criteria

Viewing and editing summary information and statistics

Viewing file contents and other file information


Making a backup copy when you save

Saving documents automatically as you work

Selecting or clearing fast saves


Closing a document

Saving and closing documents tips


Converting an embedded object to a different file format

Converting File Formats

Installing or removing individual components of Word for Windows


Creating a document

Overview of Opening, Saving, and Protecting Documents


Exchanging Information with Other Applications

WordArt, Equation Editor, and Graph


Overview of Converting File Formats

Saving a document that was created in a different format

Saving a Word document in a different file format


Locating and Managing Documents

Optimizing Word

Overview of Opening, Saving, and Protecting Documents


Creating a chart with Graph

Importing and Creating Graphics

Opening a file created in another application

Overview of Converting File Formats

Working with master documents


Searching for documents by using advanced search criteria

Viewing and editing summary information and statistics

Viewing file contents and other file information


Creating a link with a graphics file without including the picture

Exchanging Information with Other Applications


Locking or unlocking a link

Locking or unlocking a master document or a subdocument

Opening a document as read-only

Protecting a document with a password

Preventing a section from being protected

Protecting a form from changes

Protecting or unprotecting a document for annotations and revision marks

Reserving read-write privileges for a master document or a subdocument


Changing or deleting a password

Locking or unlocking a master document or a subdocument

Preventing a section from being protected

Protecting a document with a password

Protecting a form from changes

Protecting or unprotecting a document for annotations and revision marks

Reserving read-write privileges for a master document or a subdocument


Overview of Annotating, Revising, and Routing Documents

Routing a document to others


Opening, Saving, and Protecting Documents

Saving a document that was created in a different format

Saving a Word document in a different file format

Saving and closing documents tips


Viewing and editing summary information and statistics

Viewing file contents and other file information


Viewing and editing summary information and statistics

Viewing file contents and other file information


Searching for documents by using advanced search criteria

Viewing and editing summary information and statistics

Viewing file contents and other file information


Searching for documents by using advanced search criteria

Viewing and editing summary information and statistics

Viewing file contents and other file information


Applying or removing character formats

Changing text color

Changing the default character formatting

Overview of Formatting Text Characters

Using shortcut keys to format characters


Finding text and formatting

Replacing text and formatting


Changing the display and command settings in Word

Improving compatibility with a document created in a different file format


Automatically formatting a document

Overview of Automatic Formatting and Styles

Reviewing and revising automatic formatting


Changing the number format for captions

Including a chapter number in caption numbers


Automatically formatting a document

Changing the base style specified for a style

Changing the formats of a style

Overview of Automatic Formatting and Styles

Redefining the Normal style used in new documents

Using styles from a different template


Applying character formatting to text in a form field

Creating a special text effect with WordArt

Formatting Text Characters

More character formatting tips

Using shortcut keys to format characters


Page formatting tips

Page Setup: Margins, Page Numbers, and Other Items


Creating an equation with Equation Editor

Editing a WordArt or Equation Editor object

Overview of WordArt, Equation Editor, and Graph


Finding text and formatting

Overview of Finding and Replacing

Replacing text and formatting


Changing the format of automatically numbered note reference marks

Changing the style of note text or note reference marks


Compiling an index by using the Custom Style format

Formatting and compiling an index

Including chapter numbers with page numbers in an index or table

Updating an index


Adding or removing bullets and numbers in a list

Converting bullets to numbers, or vice versa

Creating a multilevel list

Modifying bullet or number formats

Overview of Formatting and Sorting Lists


Changing the default language used to proof documents

Proofing text written in another language


Page formatting tips

Page Setup: Margins, Page Numbers, and Other Items


Formatting Paragraphs

Paragraph formatting tips


Adding and removing character formatting tips

Applying or removing character formats

Deleting a style

Removing a character style

Removing all character formatting

Using shortcut keys to format characters

Using shortcut keys to format paragraphs


Overview of Page Setup: Margins, Page Numbers, and Other Items

Page Setup: Margins, Page Numbers, and Other Items


Using shortcut keys to format characters

Using shortcut keys to format paragraphs


Compiling a table of authorities by using the Custom Style format

Formatting and compiling a table of authorities


 Compiling a table of contents by using built-in heading styles

Compiling a table of contents by using styles other than built-in heading styles

Compiling a table of contents by using the Custom Style format

Including chapter numbers with page numbers in an index or table

Updating a table of contents


Compiling a table of figures by using the Custom Style format

Compiling a table of figures from captions not created with the Caption command

Formatting and compiling a table of figures

Including chapter numbers with page numbers in an index or table

Updating a table of figures


Adding and removing character formatting tips

Copying character formatting tips

More character formatting tips

Page formatting tips

Paragraph formatting tips

Indents tips

Tab stops tips

Spacing tips

Styles tips


Applying a style

Changing the formats of a style

Specifying a style for the following paragraph


Aligning drawing objects

Modifying the drawing grid


Copying and moving text tips

Creating, deleting, or copying a drawing object

Moving or copying text and graphics using drag-and-drop editing

Moving or copying text and graphics using the keyboard

Moving or copying text and graphics using the Standard toolbar

Using shortcut keys to copy and insert text and graphics


Automatically adjusting spacing around deleted or inserted text

Deleting text and graphics


Finding and replacing graphics, fields, annotations, and other special characters

Finding and replacing special characters by using keyboard codes


Copying a toolbar button image to another toolbar button

Creating a new toolbar button image

Modifying a toolbar button image

Restoring the original appearance of a built-in toolbar button


Automatically adjusting spacing around deleted or inserted text

Creating an AutoCorrect entry

Inserting an AutoText entry

Inserting text and graphics using the Spike

Moving text and graphics to the Spike

Using shortcut keys to copy and insert text and graphics


Changing the layering order of drawing objects

Creating a watermark

Including text in a drawing object


Adding a caption to a table, illustration, equation, or other item

Compiling a table of figures by using the Custom Style format

Compiling a table of figures from captions not created with the Caption command

Formatting and compiling a table of figures

Including chapter numbers with page numbers in an index or table

Overview of Indexes, Tables of Contents, and Other Tables

Updating a table of figures


Copying and moving text tips

Inserting text and graphics using the Spike

Moving a drawing object

Moving or copying text and graphics using drag-and-drop editing

Moving or copying text and graphics using the keyboard

Moving or copying text and graphics using the Standard toolbar

Moving text and graphics to the Spike

Nudging a drawing object

Using shortcut keys to copy and insert text and graphics


Automatically adjusting spacing around deleted or inserted text

Inserting text and graphics using the Spike

Moving or copying text and graphics using drag-and-drop editing

Moving or copying text and graphics using the keyboard

Moving or copying text and graphics using the Standard toolbar

Moving text and graphics to the Spike

Pasting a graphic from another application into a Word document

Using shortcut keys to copy and insert text and graphics


Aligning drawing objects

Nudging a drawing object

Positioning Text and Graphics with Frames

Specifying an exact location for a drawing object


Controlling the display of drawing objects

Printing special text and graphics on an envelope


Selecting drawing objects

Selecting text and graphics tips

Selecting text and graphics using the keyboard

Selecting text and graphics using the mouse

Using shortcut keys to extend a selection


Creating a link with a graphics file without including the picture

Cropping an imported graphic

Resizing a drawing object

Resizing an imported graphic

Restoring an imported graphic to its original size and cropping


Aligning drawings and graphics tips

Cropping and resizing graphics tips

Drawing objects tips

More drawing tips

More graphics tips


Controlling the display of drawing objects

Previewing graphics files


Moving headings and body text

Promoting or demoting headings and body text


Compiling a table of contents by using built-in heading styles

Compiling a table of contents by using the Custom Style format

Overview of Indexes, Tables of Contents, and Other Tables

Setting tab stops with leader characters

Working with master documents


Collapsing headings and body text

Expanding headings and body text

Expanding or collapsing an outline to a specified level

Outlining a new or existing document

Promoting or demoting headings and body text


Lists and numbering headings tips

Modifying heading numbering formats

Numbering headings

Numbering headings in an outline


Customizing the Word screen

Displaying, hiding, or printing hidden text


Changing the display and command settings in Word

Customizing the Word screen

Displaying or hiding the ruler


Changing the display and command settings in Word

Customizing the Word screen


Changing the display and command settings in Word

Customizing the Word screen


Collapsing headings and body text

Displaying all body text or only the first line in each paragraph

Displaying, hiding, or printing hidden text


Changing the display and command settings in Word

Customizing the Word screen


Inserting an annotation

Inserting and listening to a voice annotation


Adding a caption to a table, illustration, equation, or other item

Automatically adding a caption to an item


Creating a cross-reference

Creating an index cross-reference


Inserting a frame around selected items

Inserting, sizing, and positioning an empty frame


Creating an AutoCorrect entry

Inserting an AutoText entry

Inserting text and graphics using the Spike

Moving text and graphics to the Spike

Using shortcut keys to copy and insert text and graphics


Creating an index cross-reference

Creating an index from automatically marked index entries

Indicating a range of pages in an index entry

Marking index entries

Marking symbols as index entries>Proc


Exchanging Information with Other Applications

WordArt, Equation Editor, and Graph


Inserting a manual page break

Using shortcut keys to copy and insert text and graphics

Inserting a second document into an open document


Merging revisions marks and annotations

Reviewing and incorporating revisions


Creating a table

Overview of Working with Tables


Automatically adjusting spacing around deleted or inserted text

Creating an AutoCorrect entry

Inserting an AutoText entry

Inserting text and graphics using the Spike

Inserting text before a table

Inserting text into a document

Moving text and graphics to the Spike

Splitting a table

Typing over existing text

Using shortcut keys to copy and insert text and graphics


Assigning a shortcut key to a command or other item

Assigning a shortcut key to a style

Assigning a symbol to a shortcut key


Assigning a shortcut key to a command or other item

Assigning a shortcut key to a style

Assigning a symbol to a shortcut key


Assigning a shortcut key to a command or other item

Assigning a shortcut key to a style

Assigning a symbol to a shortcut key

Removing a shortcut key from a command or other item

Saving changes to Word settings

Setting printing options


Assigning a shortcut key to a command or other item

Assigning a shortcut key to a style

Assigning a symbol to a shortcut key

Navigating in Word tips

Removing a shortcut key from a command or other item

Restoring shortcut key assignments to the original Word settings

Saving changes to Word settings

Navigating in tables tips

Using Keyboard and Mouse Shortcuts in Word


Selecting text and graphics using the keyboard

Selecting text and graphics using the mouse


Adding borders and shading to a table

Adding vertical lines between columns


Locking a drawing object's anchor to a paragraph

Locking an anchor to a paragraph


Preventing fields from being updated

Using shortcut keys to work with fields


Assigning a command or other item without a built-in button to a toolbar button

Assigning a macro to a form field

Assigning a shortcut key to a command or other item


Marking changes with revision marks

Merging revisions marks and annotations

Reviewing and incorporating revisions


Compiling a table of authorities by using the Custom Style format

Formatting and compiling a table of authorities

Marking citations

Modifying citation categories


Creating an index cross-reference

Creating an index from automatically marked index entries

Indicating a range of pages in an index entry

Marking index entries

Marking symbols as index entries


Marking changes with revision marks

Merging revisions marks and annotations

Reviewing and incorporating revisions


Moving around in a table

Navigating in tables tips

Using shortcut keys to move around in a table


Changing the placement of footnotes and endnotes

Converting footnotes to endnotes, or vice versa

Moving or copying a footnote or endnote


Keeping paragraphs together on a page

Printing a specific paragraph at the top of a page


Rearranging subdocuments within a master document

Renaming or moving a subdocument


Changing the spacing between default tab stops

Clearing or moving tab stops

Setting tab stops


Automatically adjusting spacing around deleted or inserted text

Copying and moving text tips

Inserting text and graphics using the Spike

Moving headings and body text

Moving or copying text and graphics using drag-and-drop editing

Moving or copying text and graphics using the keyboard

Moving or copying text and graphics using the Standard toolbar

Moving text and graphics to the Spike

Using shortcut keys to copy and insert text and graphics


Going to a page, bookmark, footnote, table, graphic, or other location

Moving the insertion point>proc

Navigating in Word tips

Returning to a previous editing location

Scrolling through a document

Using shortcut keys to move through a document


Adding fields to a header or footer

Searching for documents by using advanced search criteria

Viewing and editing summary information and statistics

Viewing file contents and other file information


Adding fields to a header or footer

Searching for documents by using advanced search criteria


Changing the number format for captions

Including a chapter number in caption numbers


Changing the format of automatically numbered note reference marks

Changing the starting number for footnotes or endnotes

Changing the style of note text or note reference marks

Restarting note numbering within a document


Adding line numbers

Hiding line numbers for selected paragraphs

Overview of Page Setup: Margins, Page Numbers, and Other Items

Removing line numbers


Adding or removing bullets and numbers in a list

Converting bullets to numbers, or vice versa

Modifying bullet or number formats

Overview of Formatting and Sorting Lists


Adding or removing bullets and numbers in a list

Converting bullets to numbers, or vice versa

Modifying bullet or number formats

Overview of Formatting and Sorting Lists


Adding line numbers

Hiding line numbers for selected paragraphs

Overview of Page Setup: Margins, Page Numbers, and Other Items

Removing line numbers


Creating an equation with Equation Editor

Editing a WordArt or Equation Editor object

Overview of WordArt, Equation Editor, and Graph


Advanced search criteria

Finding and replacing text by using advanced search criteria

Modifying saved search criteria

Saving search criteria

Searching for documents by using advanced search criteria

Using special characters in a document search


Sorting data records by a single data field

Sorting data records by more than one data field

Sorting information


Master documents tips

Optimizing Word

Outlining and Organizing a Document

Rearranging subdocuments within a master document

Using Master Documents to Manage Long Documents


Changing vertical alignment

Overview of Page Setup: Margins, Page Numbers, and Other Items


Changing vertical alignment

Overview of Page Setup: Margins, Page Numbers, and Other Items


Changing the starting page number in a section

Creating a different header or footer for the first page of a document or section

Hiding the page number on the first page of a document or section

Starting page numbering on a page other than the first page


Page formatting tips

Page Setup: Margins, Page Numbers, and Other Items


Page formatting tips

Page Setup: Margins, Page Numbers, and Other Items


Overview of Page Setup: Margins, Page Numbers, and Other Items

Setting margins with the Page Setup command

Setting margins with the ruler


Editing text in print preview

Moving margins in print preview

Previewing a document before printing


Keeping paragraphs together on a page

Printing a specific paragraph at the top of a page


Page formatting tips

Page Setup: Margins, Page Numbers, and Other Items


Overview of Page Setup: Margins, Page Numbers, and Other Items

Selecting the paper size and page orientation


Finding text and formatting

Overview of Finding and Replacing

Replacing text and formatting


Centering or aligning text

Using shortcut keys to format paragraphs


Centering or aligning text

Using shortcut keys to format paragraphs


Centering or aligning text

Using shortcut keys to format paragraphs


Keeping lines of a paragraph together on a page

Keeping paragraphs together on a page


Keeping paragraphs together on a page

Printing a specific paragraph at the top of a page


Selecting text and graphics using the keyboard

Selecting text and graphics using the mouse

Selecting text in outline view


Automatically adjusting spacing around deleted or inserted text

Copying and moving text tips

Inserting text and graphics using the Spike

Moving or copying text and graphics using drag-and-drop editing

Moving or copying text and graphics using the keyboard

Moving or copying text and graphics using the Standard toolbar

Moving text and graphics to the Spike

Pasting a graphic from another application into a Word document

Using shortcut keys to copy and insert text and graphics


Compiling a table of figures by using the Custom Style format

Compiling a table of figures from captions not created with the Caption command

Formatting and compiling a table of figures

Including chapter numbers with page numbers in an index or table

Overview of Indexes, Tables of Contents, and Other Tables

Updating a table of figures


Pasting a graphic from another application into a Word document


Adding a caption to a table, illustration, equation, or other item

Inserting a frame around selected items


Keeping a frame on a particular page

Positioning a frame by dragging

Positioning a frame relative to a page, margin, or column

Positioning a frame relative to a paragraph

Setting the distance between a frame and the surrounding text


Keeping paragraphs together on a page

Printing a specific paragraph at the top of a page


Aligning drawing objects

Keeping paragraphs together on a page

Positioning Text and Graphics with Frames

Printing a specific paragraph at the top of a page

Specifying an exact location for a drawing object


Changing text formatting on an envelope

Creating and printing an envelope

Printing one mailing label or a sheet of mailing labels for one address

Setting printing options

Setting up and printing envelopes by using Mail Merge

Setting up and printing mailing labels by using Mail Merge


Printing annotations

Setting printing options


Changing text formatting on an envelope

Creating and printing an envelope

Printing special text and graphics on an envelope

Setting printing options

Setting up and printing envelopes by using Mail Merge


Controlling the display of drawing objects

Printing special text and graphics on an envelope


Displaying, hiding, or printing hidden text

Setting printing options


Printing one mailing label or a sheet of mailing labels for one address

Setting up and printing mailing labels by using Mail Merge


Changing the display and command settings in Word

Setting printing options


Printing summary information

Setting printing options


Changing or deleting a password

Locking or unlocking a master document or a subdocument

Preventing a section from being protected

Protecting a document with a password

Protecting a form from changes

Protecting or unprotecting a document for annotations and revision marks

Reserving read-write privileges for a master document or a subdocument


Assigning a shortcut key to a command or other item

Assigning a shortcut key to a style

Assigning a symbol to a shortcut key


Deleting an AutoCorrect entry

Undoing the automatic insertion of an AutoCorrect entry


Hiding line numbers for selected paragraphs

Removing line numbers


Preventing a section from being protected

Protecting a form from changes


Automatically adjusting spacing around deleted or inserted text

Deleting text and graphics

Using shortcut keys to delete text and graphics


Changing an AutoCorrect name or entry

Renaming an AutoText entry


Cropping an imported graphic

Cropping and resizing graphics tips

Editing an imported graphic

Resizing a drawing object

Resizing an imported graphic


Keeping Help procedures visible while you work

Sizing a window

Using shortcut keys to work with windows and menus


Undoing editing changes tips

Undoing or redoing changes to text and graphics


Splitting a window or restoring a split window

Using shortcut keys to work with windows and menus


Moving around in a table

Navigating in tables tips


Page Setup: Margins, Page Numbers, and Other Items

Working with master documents


Page Setup: Margins, Page Numbers, and Other Items

Working with master documents


Overview of Recording and Running Macros

Running a macro

Using the macros supplied with Word


Optimizing Word

Saving disk space when linking


Opening, Saving, and Protecting Documents

Saving a document that was created in a different format

Saving a Word document in a different file format

Saving and closing documents tips


Changing the display and command settings in Word

Customizing the Word screen

Displaying or hiding the ruler


Adding borders and shading to a table

Applying or removing shading


Different ways to view a document

Viewing a document at different magnifications


Canceling a selection

Selecting text and graphics tips

Selecting drawing objects

Selecting text and graphics using the keyboard

Selecting text and graphics using the mouse

Selecting text in outline view

Selection bar

Using shortcut keys to extend a selection


Changing the starting page number in a section

Starting page numbering on a page other than the first page


Changing the spacing between default tab stops

Clearing or moving tab stops

Setting tab stops

Setting tab stops with leader characters

Tab stops tips


Changing or deleting a password

Locking or unlocking a master document or a subdocument

Opening a document as read-only

Preventing a section from being protected

Protecting a document with a password

Protecting a form from changes

Protecting or unprotecting a document for annotations and revision marks

Reserving read-write privileges for a master document or a subdocument


Assigning a shortcut key to a command or other item

Assigning a shortcut key to a style

Assigning a symbol to a shortcut key

Removing a shortcut key from a command or other item

Saving changes to Word settings


Navigating in Word tips

Selecting dialog box options

Navigating in tables tips

Sizing a window

Splitting a window or restoring a split window

Using Keyboard and Mouse Shortcuts in Word

Using Word commands


Customizing the Word screen

Displaying, hiding, or printing hidden text


Changing the display and command settings in Word

Customizing the Word screen


Changing the display and command settings in Word

Customizing the Word screen


Changing the display and command settings in Word

Customizing the Word screen


Customizing the Word screen

Using Word commands


Changing the display and command settings in Word

Customizing the Word screen


Viewing and editing summary information and statistics

Viewing file contents and other file information


Inserting, sizing, and positioning an empty frame

Resizing a frame


Creating a link with a graphics file without including the picture

Cropping an imported graphic

Resizing a drawing object

Resizing an imported graphic

Restoring an imported graphic to its original size and cropping


Overview of Page Setup: Margins, Page Numbers, and Other Items

Selecting the paper size and page orientation


Overview of Page Setup: Margins, Page Numbers, and Other Items

Selecting the paper size and page orientation


Applying or removing character formats

Using shortcut keys to format characters


Customizing the Word screen


Keeping Help procedures visible while you work

Sizing a window

Using shortcut keys to work with windows and menus


Positioning a frame relative to a paragraph

Setting the distance between a frame and the surrounding text


Adjusting spacing between characters

Applying or removing character formats


Changing column width and the space between columns

Changing the space between columns


Changing line spacing

Using shortcut keys to format paragraphs


Creating a document

Outlining a new or existing document

Overview of Opening, Saving, and Protecting Documents

Overview of Outlining and Organizing a Document

Starting a new document from a template or by using a wizard


Changing the starting page number in a section

Hiding the page number on the first page of a document or section

Starting page numbering on a page other than the first page


Applying a style

Using shortcut keys to format paragraphs


Automatically formatting a document

Overview of Automatic Formatting and Styles

Reviewing and revising automatic formatting


Changing the base style specified for a style

Changing the formats of a style

Redefining the Normal style used in new documents

Using styles from a different template


Copying styles from a document or template

Copying styles, AutoText entries, toolbars, or macros to the attached template from another template


Creating a paragraph style from sample text

Creating a style by using the Style command


Finding text and formatting

Overview of Finding and Replacing

Replacing text and formatting


Changing the format of automatically numbered note reference marks

Changing the style of note text or note reference marks


Modifying heading numbering formats

Using shortcut keys to format paragraphs


Changing the default character formatting

Redefining the Normal style used in new documents


Adding cells to a table

Adding columns to a table

Adding rows to a table


Creating a table

Overview of Working with Tables

Working in tables


Compiling a table of figures by using the Custom Style format

Compiling a table of figures from captions not created with the Caption command

Formatting and compiling a table of figures

Updating a table of figures


Moving around in a table

Navigating in tables tips


Selecting cells, rows, or columns

Using shortcut keys to select text and graphics in a table


Creating and deleting tables tips

Formatting tables tips

More table tips

Inserting rows and columns tips

Navigating in tables tips


Compiling a table of figures by using the Custom Style format

Compiling a table of figures from captions not created with the Caption command


Copying styles from a document or template

Copying styles, AutoText entries, toolbars, or macros to the attached template from another template


Changing text color

Creating a special text effect with WordArt

Editing a WordArt or Equation Editor object

Overview of WordArt, Equation Editor, and Graph


Automatically adjusting spacing around deleted or inserted text

Copying and moving text tips

Inserting a second document into an open document

Moving or copying text and graphics using drag-and-drop editing

Moving or copying text and graphics using the keyboard

Moving or copying text and graphics using the Standard toolbar


Automatically adjusting spacing around deleted or inserted text

Deleting text and graphics


Displaying all body text or only the first line in each paragraph

Expanding headings and body text


Editing text in print preview

More editing tips

Moving headings and body text

Overview of Outlining and Organizing a Document

Typing and Revising


Finding and replacing text tips

Finding text and formatting

Overview of Finding and Replacing

Replacing text and formatting

Using special characters in a document search


Automatic Formatting and Styles

Formatting Paragraphs

Formatting Text Characters

More character formatting tips

Paragraph formatting tips


Applying or removing character formats

Displaying, hiding, or printing hidden text


Applying or removing character formats

Collapsing headings and body text

Displaying all body text or only the first line in each paragraph

Displaying, hiding, or printing hidden text


Automatically adjusting spacing around deleted or inserted text

Creating an AutoCorrect entry

Inserting a second document into an open document

Inserting an AutoText entry

Inserting text and graphics using the Spike

Inserting text before a table

Inserting text into a document

Moving text and graphics to the Spike

Splitting a table

Typing over existing text

Using shortcut keys to copy and insert text and graphics


Marking citations

Marking index entries


Automatically adjusting spacing around deleted or inserted text

Copying and moving text tips

Inserting text and graphics using the Spike

Moving headings and body text

Moving or copying text and graphics using drag-and-drop editing

Moving or copying text and graphics using the keyboard

Moving or copying text and graphics using the Standard toolbar

Moving text and graphics to the Spike

Using shortcut keys to copy and insert text and graphics


Automatically adjusting spacing around deleted or inserted text

Copying and moving text tips

Inserting text and graphics using the Spike

Moving or copying text and graphics using drag-and-drop editing

Moving or copying text and graphics using the keyboard

Moving or copying text and graphics using the Standard toolbar

Moving text and graphics to the Spike

Using shortcut keys to copy and insert text and graphics


Marking changes with revision marks

Merging revisions marks and annotations

Overview of Annotating, Revising, and Routing Documents

Protecting or unprotecting a document for annotations and revision marks

Reviewing and incorporating revisions


Selecting text and graphics tips

Selecting text and graphics using the keyboard

Selecting text and graphics using the mouse

Selecting text in outline view

Selection bar

Using shortcut keys to extend a selection


Applying or removing character formats

Overview of Formatting Text Characters


Creating a special text effect with WordArt

Creating or removing large initial, or dropped, capital letters

Overview of WordArt, Equation Editor, and Graph


Typing and Revising

Typing or deleting text in a table


Creating an equation with Equation Editor

Overview of WordArt, Equation Editor, and Graph


Changing the keyboard layout for international settings

Creating international letters with a U.S. keyboard


Replacing a selection with new text

Typing over existing text


Updating fields

Using shortcut keys to work with fields


Different ways to view a document

Viewing a document at different magnifications


Using shortcut keys to work with fields

Viewing field results and field codes


Viewing footnotes and endnotes

Working in page layout view


Controlling the display of drawing objects

Previewing graphics files


Customizing the Word screen

Displaying, hiding, or printing hidden text


Changing the display and command settings in Word

Customizing the Word screen


Changing the display and command settings in Word

Customizing the Word screen


Changing the display and command settings in Word

Customizing the Word screen


Controlling whether Word prompts for summary information

Viewing and editing summary information and statistics

Viewing file contents and other file information


Customizing the Word screen

Using Word commands


Changing the display and command settings in Word

Customizing the Word screen


Overview of Page Setup: Margins, Page Numbers, and Other Items

Selecting the paper size and page orientation


Changing between columns of equal and unequal width

Changing column width and the space between columns

Changing column width in a table

Creating columns of equal width

Creating more than two columns of unequal width

Creating two columns of unequal width


Cropping an imported graphic

Resizing a drawing object

Resizing an imported graphic


Adding a word to a custom dictionary during a spelling check

Checking a word for a preferred spelling

Creating a custom dictionary

Editing a custom dictionary as a Word document


Controlling hyphenation manually

Hyphenating words automatically as you type

Inserting a nonbreaking or optional hyphen


Selecting text and graphics using the keyboard

Selecting text and graphics using the mouse


Adding fields to a header or footer

DATE and TIME fields tips

Inserting the date and time in a document

Using shortcut keys to work with fields


Finding and replacing graphics, fields, annotations, and other special characters

Finding and replacing special characters by using keyboard codes

Finding and replacing text tips

Finding text and formatting

Overview of Finding and Replacing

Using special characters in a document search


Finding and replacing graphics, fields, annotations, and other special characters

Finding and replacing special characters by using keyboard codes

Finding and replacing text tips

Overview of Finding and Replacing

Replacing text and formatting


Cropping and resizing graphics tips

Cropping an imported graphic


Drawing objects tips

More drawing tips


Getting Help in Word tips

More Word Help tips


Navigating in tables tips

Navigating in Word tips


More Word screen tips

The Word screen tips


Page numbers tips

Page Setup: Margins, Page Numbers, and Other Items


Moving through a document

Scrolling through a document


Merging or splitting cells

Repeating table headings


Checking spelling

Editing and Proofing Tools


Checking spelling

Editing and Proofing Tools


Creating and compiling a table of contents by using fields

Creating and compiling a table of figures or other table by using fields


Opening a document as read-only

Opening an existing document


Opening, Saving, and Protecting Documents

Saving documents automatically as you work>proc


Copying styles from a document or template

Inserting a second document into an open document


Preventing a section from being protected

Protecting a form from changes


Finding and replacing graphics, fields, annotations, and other special characters

Inserting symbols


Field Types and Switches>main

Startup Switches


Starting Word

Startup Switches


AutoCorrect and AutoText: Reusing Text and Graphics


Using Keyboard Shortcuts in Word

Overview

Formatting

Using shortcut keys to format characters

Using shortcut keys to format paragraphs

Deleting, copying, and inserting

Using shortcut keys to delete text and graphics

Using shortcut keys to copy and insert text and graphics

Using shortcut keys to extend a selection

Selecting

Selecting text and graphics by using the keyboard

Using shortcut keys to select text and graphics in a table

Moving in Word

Using shortcut keys to move through a document

Using shortcut keys to move around in a table

Working in outline view

Using shortcut keys to work on an outline

Working with fields, macros, and mail merge

Using shortcut keys to work with fields

Using shortcut keys to work with macro commands

Using shortcut keys when merging documents

Working with windows, menus, and commands

Using shortcut keys to work with windows and menus

Using shortcut keys to work with menu commands


Overview of Using Keyboard Shortcuts in Word

If you prefer to keep your hands on the keyboard when you are working, you can use shortcut keys. For example, pressing CTRL+B changes the selected text to bold, just as clicking the Bold button on the Formatting toolbar or selecting Bold in the Font dialog box changes the selected text to bold.

__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to format characters

Use the following shortcut keys to apply character-formatting styles.

Changing font and font size

To	Press
Change the font	CTRL +SHIFT+F
Change the font size	CTRL+SHIFT+P
Increase the font size to the next available size	CTRL+SHIFT+>
Decrease the font size to the previous available size	CTRL+SHIFT+<
Increase the font size by 1 point	CTRL+]
Decrease the font size by 1 point	CTRL+[
Changing text formatting

To	Press
Change the case of letters	SHIFT+F3
Create all capital letters	CTRL+SHIFT+A
Make text bold	CTRL+B
Underline text	CTRL+U
Underline single words	CTRL+SHIFT+W
Double underline words	CTRL+SHIFT+D
Apply hidden text format	CTRL+SHIFT+H
Italicize text	CTRL+I
Create small capital letters	CTRL+SHIFT+K
Apply subscripts (auto spacing)	CTRL+EQUAL SIGN
Apply superscripts (auto spacing)	CTRL+SHIFT+EQUAL SIGN
Remove formatting applied by using shortcut keys or menu commands (plain text)	CTRL+SHIFT+Z
Create Symbol font	CTRL+SHIFT+Q
Displaying nonprinting characters

To	Press
Display nonprinting characters	CTRL+SHIFT+* (asterisk)
__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to format paragraphs

Use the following shortcut keys to apply paragraph-formatting styles.

Setting line spacing

To	Press
Create single-spaced lines	CTRL+1
Create double-spaced lines	CTRL+2
Create one-and-a-half-spaced lines	CTRL+5
Add one line of space preceding text	CTRL+0 (zero)
Remove space preceding text	CTRL+0 (zero)
Setting paragraph alignments and indents

To	Press
Center a paragraph	CTRL+E
Justify a paragraph	CTRL+J
Left-align a paragraph	CTRL+L
Right-align a paragraph	CTRL+R
Indent a paragraph from the left	CTRL+M
Remove a paragraph indent from the left	CTRL+SHIFT+M
Create a hanging indent	CTRL+T
Reduce a hanging indent	CTRL+SHIFT+T
Remove paragraph formatting applied by using shortcut keys or menu commands	CTRL+Q
Applying styles

To	Press
Apply a style name (Formatting toolbar displayed)	CTRL+SHIFT+S
Open the Style dialog box (Formatting toolbar not displayed)	CTRL+SHIFT+S
Start AutoFormat	CTRL+K
Apply the Normal style	CTRL+SHIFT+N
Apply the Heading 1 style	ALT+CTRL+1
Apply the Heading 2 style	ALT+CTRL+2
Apply the Heading 3 style	ALT+CTRL+3
Apply the List style	CTRL+SHIFT+L
__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to delete text and graphics

Use the following shortcut keys to delete text and graphics.

To	Press
Delete one character to the left of the insertion point	BACKSPACE
Delete one word to the left of the insertion point	CTRL+BACKSPACE
Delete one character to the right of the insertion point	DELETE
Delete one word to the right of the insertion point	CTRL+DELETE
Cut (delete) selected text	CTRL+X
Undo the last action	CTRL+Z
Cut to the Spike	CTRL+F3
__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to copy and insert text and graphics

Use the following shortcut keys to copy and insert text and graphics.

Copying and pasting

To	Press
Copy text or graphics	CTRL+C
Copy formats	CTRL+SHIFT+C
Move text or graphics	F2
Paste text or graphics	CTRL+V
Paste formats	CTRL+SHIFT+V
Inserting

To insert	Press
A field	CTRL+F9
Spike contents	CTRL+SHIFT+F3
An AutoText entry	Type AutoText entry name, and thenALT+CTRL+V
A line break	SHIFT+ENTER
A page break	CTRL+ENTER
A column break	CTRL+SHIFT+ENTER
An optional hyphen	CTRL+HYPHEN
A nonbreaking hyphen	CTRL+SHIFT+HYPHEN
A nonbreaking space	CTRL+SHIFT+SPACEBAR
An em dash	ALT+CTRL+MINUS SIGN on the numeric keypad (keypad)
An en dash	CTRL+MINUS SIGN on the numeric keypad
A copyright symbol	ALT+CTRL+C
A registered trademark symbol	ALT+CTRL+R
A trademark symbol	ALT+CTRL+T
An ellipsis	ALT+CTRL+period
A single opening quotation mark	CTRL+`,`
A single closing quotation mark	CTRL+','
A double opening quotation mark	CTRL+`,
A double closing quotation mark	CTRL+',
__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to move through a document

Use the following shortcut keys to move through a document.

Moving to a character, word, paragraph, column, or object

To move	Press
One character to the left	LEFT ARROW
One character to the right	RIGHT ARROW
One word to the left	CTRL+LEFT ARROW
One word to the right	CTRL+RIGHT ARROW
One paragraph up	CTRL+UP ARROW
One paragraph down	CTRL+DOWN ARROW
To the previous frame or object	ALT+UP ARROW
To the next frame or object	ALT+DOWN ARROW
One column to the left (in a table)	SHIFT+TAB
One column to the right (in a table)	TAB
Moving to a line, a page, a screen, the beginning or end of a document, or the previous revision

To move	Press
Up one line	UP ARROW
Down one line	DOWN ARROW
To the end of a line	END
To the beginning of a line	HOME
Up one page	ALT+CTRL+PAGE UP
Down one page	ALT+CTRL+PAGE DOWN
Up one screen	PAGE UP
Down one screen	PAGE DOWN
To the bottom of a screen	CTRL+PAGE DOWN
To the top of a screen	CTRL +PAGE UP
To the end of a document	CTRL+END
To the beginning of a document	CTRL+HOME
Repeat Find or GoTo action	SHIFT+F4
To a previous revision	SHIFT+F5
__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to extend a selection

Use the following shortcut keys to select text and graphics when you're in extend mode. When you use extend mode to extend a selection, Word is in a continuous selection mode until you turn off extend mode. Select text and graphics in the same direction as the arrow keys you press.

To	Press
Select the nearest character	F8+character
Extend a selection	F8
Reduce the size of a selection	SHIFT+F8
__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to select text and graphics in a table

Use the following shortcut keys to select text and graphics in a table.

To	Press
Select a column	Hold down ALT while you click the left mouse button
Extend a selection (or block)	CTRL+SHIFT+F8, and then use the arrow keys
Select an entire table	ALT+5 on the numeric keypad
__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to move around in a table

Use the following shortcut keys when you're working in a table.

Moving in a table

To move to the	Press
Next cell in a row	TAB
Previous cell in a row	SHIFT+TAB
First cell in a row	ALT+HOME
Top cell in a column	ALT+PAGE UP
Last cell in a row	ALT+END
Last cell in a column	ALT+PAGE DOWN
Previous row	UP ARROW
Next row	DOWN ARROW
Inserting paragraphs and tab characters

To	Press
Insert new paragraphs into a cell	ENTER
Insert a tab character into a cell	CTRL+TAB
__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to work on an outline

Use the following shortcut keys when you're working in outline view.

Promoting, demoting, and moving paragraphs

To	Press
Promote a paragraph	ALT+SHIFT+LEFT ARROW
Demote a paragraph	ALT+SHIFT+RIGHT ARROW
Demote to body text	CTRL+SHIFT+N
Move selected paragraphs up	ALT+SHIFT+ UP ARROW
Move selected paragraphs down	ALT+SHIFT+ DOWN ARROW
Changing what Word displays in outline view

To	Press
Expand text under a heading	ALT+SHIFT+PLUS SIGN
Collapse text under a heading	ALT+SHIFT+MINUS SIGN
Show all text or headings	ALT+SHIFT+A
Display all text	The asterisk (*) key on the numeric keypad
Hide or display character formatting	The forward slash (/) key on the numeric keypad
Show the first line or all of body text	ALT+SHIFT+L
Show all headings with the Heading 1 style	ALT+SHIFT+1
Show all headings up to Heading n.	ALT+SHIFT+n
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See also

Using Keyboard Shortcuts in Word


Using shortcut keys to work with fields

Use the following shortcut keys when you're working with Word fields.

Inserting fields

To	Press
Insert a DATE field	ALT+SHIFT+D
Insert a PAGE field	CTRL+SHIFT+P
Insert a TIME field	ALT+SHIFT+T
Insert an empty field	CTRL+F9
Working with fields

To	Press
Update linked information in a Word source document	CTRL+SHIFT+F7
Update selected fields	F9
Unlink a field	CTRL+SHIFT+F9
Switch between a field code or its result	SHIFT+F9
Switch between all field codes or results	ALT+F9
Perform the action in the field when the insertion point is positioned in the field	ALT+SHIFT+F9
Go to the next field	F11
Go to the previous field	SHIFT+F11
Lock a field	CTRL+F11
Unlock a field	CTRL+SHIFT+F11
__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys when merging documents

Use the following shortcut keys when you're merging documents by using the Mail Merge command (Tools menu).

To	Press
Preview a mail merge	ALT+SHIFT+K
Merge a document	ALT+SHIFT+N
Print the merged document	ALT+SHIFT+M
Edit a mail merge data document	ALT+SHIFT+E
Insert a merge field	ALT+SHIFT+F
__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to work with windows and menus

Use the following shortcut keys to access windows and menu commands.

Moving windows and moving among panes and windows

To	Press
Go to the next pane	F6
Go to the previous pane	SHIFT+F6
Go to the next document window	CTRL+F6
Go to the previous document window	CTRL+SHIFT+F6
Move a document window (make sure the document is not maximized)	CTRL+F7, use the arrow keys, and then ENTER
Changing window size

To	Press
Maximize an application window	ALT+F10
Maximize a document window	CTRL+F10
Change the size of a document window	CTRL+F8, and then use the arrow keys
Restore a document window to its previous size	CTRL+F5
Restore an application window to its previous size	ALT+F5
Split a window	ALT+CTRL+S
Working with menus and shortcut key assignments

To	Press
Make the menu bar active	F10
Cancel a menu	ESC
Display a shortcut menu	SHIFT+F10
Add a command to a menu	ALT+CTRL+EQUAL SIGN
Remove a command from a menu	ALT+CTRL+MINUS SIGN
Assign an action to a shortcut key	ALT+CTRL+ PLUS SIGN on the numeric keypad
Remove an action from a shortcut key assignment	ALT+CTRL+ MINUS SIGN on the numeric keypad
__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to work with menu commands

Using shortcut keys to work with File menu commands

Using shortcut keys to work with Edit menu commands

Using shortcut keys to work with View menu commands

Using shortcut keys to work with Insert menu commands

Using shortcut keys to work with Format menu commands

Using shortcut keys to work with Tools menu commands

Using shortcut keys to work with Table menu commands

Using shortcut keys to work with Window menu commands

Using shortcut keys to work with Help menu commands

__________

See also

Using Keyboard Shortcuts in Word


Using shortcut keys to work with File menu commands

Use the following shortcut keys to choose certain commands from the File menu.

Command	Press
New	CTRL+N
Open	CTRL+O
Close	CTRL+W
Save	CTRL+S
Save As	F12
Print Preview	CTRL+F2
Print	CTRL+P
Exit	ALT+F4
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See also

Using shortcut keys to work with menu commands


Using shortcut keys to work with Edit menu commands

Use the following shortcut keys to choose certain commands from the Edit menu.

Command	Press
Undo	CTRL+Z
Repeat	CTRL+Y
Clear	DELETE
Cut	CTRL+X
Copy	CTRL+C
Paste	CTRL+V
Select All	CTRL+A
Find	CTRL+F
Replace	CTRL+H
Go To	CTRL+G
Bookmark	CTRL+SHIFT+F5
Update Link	CTRL+SHIFT+F7
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See also

Using shortcut keys to work with menu commands


Using shortcut keys to work with View menu commands

Use the following shortcut keys to choose certain commands from the View menu.

Command	Press
Normal	ALT+CTRL+N
Outline	ALT+CTRL+O
Page Layout	ALT+CTRL+P
Tip

You can also use the buttons on the horizontal scroll bar to see normal view, page layout view, or outline view in Word. For more information, see Different ways to view a document.

  Normal View button

  Page Layout View button

  Outline View button

__________

See also

Using shortcut keys to work with menu commands


Using shortcut keys to work with Insert menu commands

Use the following shortcut keys to choose commands from the Insert menu.

Command	Press
Page Numbers	ALT+SHIFT+P
Annotation	ALT+CTRL+A
Date And Time	ALT+SHIFT+D
Footnote	ALT+CTRL+F
Endnote	ALT+CTRL+E
Mark Index Entry	ALT+SHIFT+X
Mark Citation Entry	ALT+SHIFT+I
Mark TOC Entry	ALT+SHIFT+O
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See also

Using shortcut keys to work with menu commands


Using shortcut keys to work with Format menu commands

Use the following shortcut keys to choose certain commands from the Format menu.

Command	Press
Font	CTRL+D
Change Case	SHIFT+F3
AutoFormat	CTRL+K
Style	CTRL+SHIFT+S
__________

See also

Using shortcut keys to work with menu commands


Using shortcut keys to work with Tools menu commands

Use the following shortcut keys to choose certain commands from the Tools menu.

Command	Press
Spelling	F7
Thesaurus	SHIFT+F7
__________

See also

Using shortcut keys to work with menu commands


Using shortcut keys to work with Table menu commands

Use the following shortcut keys to choose certain commands from the Table menu.

Command	Press
Select Table	ALT+5 on the numeric keypad
AutoFormat Update Look	ALT+CTRL+U
__________

See also

Using shortcut keys to work with menu commands


Using shortcut keys to work with Window menu commands

Use the following shortcut keys to choose certain commands from the Window menu.

Command	Press
Split	ALT+CTRL+S
__________

See also

Using shortcut keys to work with menu commands


Using shortcut keys to work with Help menu commands

Use the following shortcut keys to choose certain commands from the Help menu.

Command	Press
Contents	F1
Context-sensitive Help	SHIFT+F1
__________

See also

Using shortcut keys to work with menu commands


Using shortcut keys to work with macro commands

Use the following shortcut keys to choose commands from the Macro toolbar.

Command	Press
Start	ALT+SHIFT+S
Trace	ALT+SHIFT+R
Continue	ALT+SHIFT+O
Step	ALT+SHIFT+E
Step subs	ALT+SHIFT+U
Show variable	ALT+SHIFT+V
__________

See also

Using Keyboard Shortcuts in Word


Page Setup: Margins, Page Numbers, and Other Items

Overview

Setting paper size, orientation, and source

Selecting the paper size and page orientation

Specifying a paper source when printing a document

Setting margins

Specifying exact margin measurements and other margin settings

Setting margins with the ruler

Working with headers and footers

Creating a header or footer

Deleting a header or footer

Adding fields to a header or footer

Creating different headers or footers for odd and even pages

Creating a different header or footer for the first page of a document or section

Creating different headers and footers within the same document

Adjusting the position of a header or footer

Changing the distance between document text and a header or footer

Working with page numbers

Inserting page numbers

Changing the starting page number in a section

Removing page numbers

Including a chapter number in a page number

Changing the page number format

Hiding the page number on the first page of a document or section

Starting page numbering on a page other than the first page

Working with line numbers

Adding line numbers

Hiding line numbers for selected paragraphs

Removing line numbers

Paginating Word documents

Changing background repagination

Inserting a manual page break

Removing a manual page break

Keeping lines of a paragraph together on a page

Keeping paragraphs together on a page

Printing a specific paragraph at the top of a page

Allowing widow and orphan lines

Viewing and adjusting page breaks

Working in page layout view

Working with section formatting

Formatting a section

Inserting and deleting a section break

Storing section formatting for reuse

Changing vertical alignment


Overview of Page Setup: Margins, Page Numbers, and Other Items

When you begin a new document in Word, you can just start typing. Word uses default settings for page size, orientation, margins, page numbers, and other options. You can change these settings at any time.

However, if you know from the beginning that you want your document to look a certain way, it's easy to set these options before you start. Options that affect the appearance of a document include the following:

Paper size

Page orientation (portrait or landscape)

Margins

Headers and footers

Page numbers

Line numbers

Vertical alignment

Number of newspaper-style columns

If you want certain parts of a document to have a different look from the rest, you can divide the document into sections. All of the settings in the preceding list can apply to a particular section. For example, to use one header or footer for the first few pages of a document and then use a different header for the rest, you would make the first few pages into a separate section. A section can be as short as a single paragraph or as long as an entire document. You decide where each section begins and ends by inserting section breaks.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Selecting the paper size and page orientation

Word sets page margins in relation to the paper size you use. Word has two page orientations: portrait (vertical) and landscape (horizontal). You can change the paper size and page orientation for a section or for the entire document. The paper sizes available depend on the printer you use.

To select the paper size and page orientation

1.	Select the text, or position the insertion point in the section you want to change.

2.	From the File menu, choose Page Setup, and then select the Paper Size tab.

3.	Do one or both of the following:

In the Paper Size box, select the paper size on which you want to print.

To use a custom paper size, type or select the measurements you want in the Width and Height boxes.	Under Orientation, select the Portrait or Landscape option button.

4.	In the Apply To box, select how much of the document you want to print on the selected paper size or in the selected orientation, and then choose the OK button. For more information on the options, see Paper Size tab.

Note

If you often print on paper other than the standard letter size -- 8.5 by 11 inches -- or if you use a landscape orientation more frequently than portrait orientation, you can save time by changing the default settings. After you specify the new settings, choose the Default button. When Word asks you to confirm that you want to change the default, choose the Yes button. Word saves all changes made in the Page Setup dialog box as the new default settings. Word saves the new settings in the attached template and overwrites the old settings. Then whenever you base a document on that template, Word uses the new settings.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Specifying exact margin measurements and other margin settings

You can change the margins for certain sections or for the entire document. For example, you can use 1-inch margins for the first section of your document and 1.5-inch margins for the last section. You can also add gutter margins -- extra space to the inside margins to allow for binding -- or you can select Mirror Margins for documents that will be printed on both sides of the paper.

To specify exact margin measurements and other margin settings

1.	Select the text whose margins you want to change, or position the insertion point in the section whose margins you want to change.

2.	From the File menu, choose Page Setup.

3.	Select the Margins tab.

4.	Do one or more of the following:

To change the size of the margins, type or select the measurement for the margin you want to adjust in the Top, Bottom, Left, or Right box.

To set up a document that you plan to print on both sides of the paper, select the Mirror Margins check box.

When you select the Mirror Margins check box, the names of the Left and Right boxes change to Inside and Outside. The inside and outside margins then change on odd-numbered and even-numbered pages.

To add gutter margins -- extra space added to the inside margins of a document you plan to bind -- type or select a measurement in the Gutter box.

5.	In the Apply To box, select how much of the document you want to apply the new margin settings to, and then choose the OK button. For more information on the options, see Margins tab.

Note

If the default margin settings are not those you generally use (Top and Bottom, 1 inch; Left and Right, 1.25 inches), you can easily change the default settings. After you specify your new margins, choose the Default button. When Word asks you to confirm that you want to change the margins, choose the Yes button. Word saves changes to the margins, and any other settings that were changed in the Page Setup dialog box. Word saves the new settings in the attached template and overwrites the old settings. Then whenever you base a document on that template, Word uses the new settings.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Setting margins with the ruler

You can set new margins by dragging the margin boundaries on the horizontal ruler and vertical ruler in page layout view and print preview. When the mouse pointer becomes a double-headed arrow, you can drag the margin boundaries.

  Margin boundary

To set margins with the ruler

1.	In page layout view or print preview, position the insertion point in the section whose margins you want to change. If the document does not have multiple sections, the margins are changed for the entire document.

2.	Drag the margin boundaries on the horizontal and vertical rulers. Word updates the page display after you move the margins.

Tip

To display the measurements of the text area and the margins as you adjust the distance, hold down the ALT key as you drag the margin boundary.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Creating a header or footer

A header can consist of text or graphics and usually appears at the top of every page. A footer usually appears at the bottom of every page. For example, a company logo could appear in a header at the top of each page, and the date in a footer at the bottom of each page.

To create a header or footer

1.	From the View menu, choose Header And Footer.

2. When Word displays the Header And Footer toolbar, click the Switch Between Header And Footer button to move to the header or footer area.

  Switch Between Header And Footer button

The header and footer areas are enclosed by a nonprinting dashed line. Text and graphics in the document are visible, but dimmed. To display or hide the document text, click the Show/Hide Document Text button.

  Show/Hide Document Text button

3.	Do one or more of the following:

To insert	Do this
Text	Type the text within the dashed line that surrounds the header or footer area.
Page numbers	Click [image].
The current date	Click [image].
The current time	Click [image].
You can format header and footer text as you would any text in Word -- for example, with bold or italic format.

4. To return to the document, choose the Close button on the Header And Footer toolbar, or double-click in the main text area.

Tip

You can create a watermark -- text or a graphic that is printed on every page -- by creating drawing objects in the header. For more information, see Creating a watermark.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Deleting a header or footer

Headers and footers are part of section formatting. Word automatically carries over headers and footers from one section to the next. If you change or delete a header or footer in any section, it changes in all sections of the document, unless you have broken the connection with the preceding header or footer.

To delete a header or footer

1.	Position the insertion point in the section with the header or footer you want to delete.

2.	From the View menu, choose Header And Footer.

3.	Select the header or footer you want to delete, and then press DELETE.

If you have different headers or footers in other sections of the document, click the Show Next or Show Previous button to find the next header or footer you want to delete.

  Show Next button

  Show Previous button

4.	To return to the document, choose the Close button on the Header And Footer toolbar, or double-click in the main text area.

_____________

See also

Page Setup: Margins, Page Numbers, and Other Items


Adding fields to a header or footer

By using fields, you can have Word automatically insert information in a header or footer, including the author, title, filename, or the results of any other field.

To add a field to a header or footer

1.	From the View menu, choose Header And Footer.

2.	When Word displays the Header And Footer toolbar, click the Switch Between Header And Footer button to move to the header or footer area.

  Switch Between Header And Footer button

3.	From the Insert menu, choose Field.

4.	In the Categories box, select a field category.

To see all field types listed alphabetically, select All.

5	In the Field Names box, select the field type you want to insert in the header or footer, and then choose the OK button.

6.	To add another field, move the insertion point to where you want to insert the field, and repeat steps 3 through 5 for each field.

For more information about inserting fields, see Inserting Information with Fields.

_____________

See also

Page Setup: Margins, Page Numbers, and Other Items


Adjusting the position of a header or footer

You may want to change the default position of headers and footers. You can change the horizontal position -- for example, centering the header or footer between the left and right margins. Or you can change the vertical position by increasing or decreasing the distance of the header or footer from the top or bottom edge of the page.

To adjust the horizontal position of a header or footer

1.	From the View menu, choose Header And Footer.

2.	Click the Show Previous and Show Next buttons to find the header or footer you want to adjust.

  Show Previous button

  Show Next button

3.	To position the header or footer, do one or more of the following:

To create a left-aligned header or footer, type the text. To center a header or footer, position the insertion point at the beginning of the text and then press TAB; to create a right-aligned header or footer, press TAB twice. You can also  set different tab stops by using the ruler. For more information, see Setting tab stops.

Click the alignment buttons on the Formatting toolbar. For more information, see Centering or aligning text.

Drag the indent markers on the ruler. For more information, see Indenting paragraphs.

Tip

If you want to print headers or footers that run into the left or right margins, you can set negative indents by using the Paragraph command on the Format menu. For example, to create a negative indent of 1 inch to place a header or footer into the left margin, type -1 in the Left box under Indentation on the Indents And Spacing tab in the Paragraph dialog box.

To adjust the vertical position of a header or footer

1.	From the View menu, choose Header And Footer.

2.	Click the Show Previous and Show Next buttons to find the header or footer you want to adjust.

  Show Previous button

  Show Next button

3.	Click the Page Setup button.

   Page Setup button

4.	Select the Margins tab.

5.	In the Header or Footer box under From Edge, type or select the distance from the edge of the page to the top of the header or to the bottom of the footer, and then choose the OK button.

6.	To return to the document, choose the Close button on the Header And Footer toolbar, or double-click in the main text area.

_____________

See also

Page Setup: Margins, Page Numbers, and Other Items


Changing the distance between document text and a header or footer

You can adjust the amount of space that appears between document text and a header or footer by increasing or decreasing the size of the top or bottom margins.

To change the distance between document text and a header or footer

1.	From the View menu, choose Header And Footer.

2.	On the Header And Footer toolbar, click the Show Next, Show Previous, or Switch Between Header And Footer buttons to find the header or footer you want.

3.	Point to either the top or bottom margin boundary on the vertical ruler.

  Margin boundary

When the mouse pointer becomes a double-headed arrow, do one of the following:

To add or reduce space between the top of the document text and a header, drag the top margin boundary down or up.

To add or reduce space between the bottom of the document text and a footer, drag the bottom margin boundary up or down.

4.	To return to the document, choose the Close button on the Header And Footer toolbar, or double-click in the main text area.

_____________

See also

Page Setup: Margins, Page Numbers, and Other Items


Creating a different header or footer for the first page of a document or section

You can use one header or footer on the first page of a document and a different header or footer on the remaining pages. For example, you might want to use a logo in the header on the first page and the name of the company on the subsequent pages.

To create a different header or footer for the first page of a document or section

1.	From the View menu, choose Header And Footer.

2.	On the Header And Footer toolbar, click the Page Setup button.

  Page Setup button

3.	Select the Layout tab.

4.	Under Headers And Footers, select the Different First Page check box, and then choose the OK button.

5.	Click the Show Previous or Show Next button to move to the first page header or footer in the document or section.

  Show Previous button

  Show Next button

6.	Create the header or footer you want to appear on the first page. If you do not want a header or footer to appear on the first page, leave the header or footer area blank. See Creating a header or footer.

7.	Click the Show Next and the Switch Between Header And Footer buttons to move to the header or footer area, and then create the header or footer you want to appear in the rest of the document or section.

8.	After you finish creating the headers and footers you want, choose the Close button on the Header And Footer toolbar, or double-click in the main text area.

_____________

See also

Page Setup: Margins, Page Numbers, and Other Items


Creating different headers or footers for odd and even pages

You can choose to have one header or footer on even pages, and a different header or footer on odd pages. For example, you can create a header that displays a book title on left-hand pages, while the headers on the right-hand pages show the chapter name.

To create different headers or footers for odd and even pages

1.	From the View menu, choose Header And Footer.

2.	On the Header And Footer toolbar, click the Page Setup button.

  Page Setup button

3.	Select the Layout tab.

4.	Under Headers And Footers, select the Different Odd And Even check box, and then choose the OK button. If the headers and footers are connected Word applies the option to the entire document.

5.	Click the Show Previous or Show Next button to move to an even header or footer, and then create the header or footer you want to appear on each even-numbered page. See Creating a header or footer.

  Show Next button

  Show Previous button

6.	Click the Show Next button to move to an odd header or footer, and then create the header or footer you want to appear on each odd-numbered page.

7.	To return to the document, choose the Close button on the Header And Footer toolbar, or double-click in the main text area.

Note

If you display multiple pages in print preview, Word displays the pages in two-page spreads when you select the Different Odd And Even check box.

_____________

See also

Page Setup: Margins, Page Numbers, and Other Items


Creating different headers or footers within the same document

When you insert a header or footer in one section, Word inserts the header or footer in all sections of the document. You can break the connection between sections so that you can have a unique header or footer for certain sections of your document. For more information, see Inserting and deleting a section break.

To create a different header or footer within the same document

1.	From the View menu, choose Header And Footer.

2.	Position the insertion point in the section for which you want to create a different header or footer, and then click the Same As Previous button. This disconnects the headers and footers in the current section from the previous section.

   Same As Previous button

To delete an existing header or footer, select the header or footer, and then press DELETE.

3.	Create the header or footer you want for the current section. See Creating a header or footer.

Word also inserts the header or footer in all sections following the current one. To create a different header or footer in subsequent  sections, repeat steps 2 and 3.

4.	To return to the document, choose the Close button on the Header And Footer toolbar, or double-click in the main text area.

To reconnect a header or footer with the preceding header or footer

1.	From the View menu, choose Header And Footer.

2.	Position the insertion point in the section that contains the header or footer you want to connect to the preceding header or footer.

3. On the Header And Footer toolbar, click the Same As Previous button.

   Same As Previous button

When Word asks you to confirm that you want to delete the current header or footer and connect to the preceding header or footer, choose the Yes button. The preceding header or footer will be continued in the current section.

4.	To return to the document, choose the Close button on the Header And Footer toolbar, or double-click in the main text area.

Note

When a header or footer is connected to the previous section, Word displays the words "Same as Previous" in the upper-right corner of the header or footer area.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Formatting a section

You can divide a document into any number of sections and format each section separately. A section can be as short as a single paragraph -- for example, a banner headline in a newsletter -- or as long as an entire document. You decide where each section begins and ends.

Word separates each section with a section break, which appears as a double dotted line across the screen. Word stores section formatting characteristics in the section break at the end of a section. For more information, see Inserting and deleting a section break.

When you start a new document, there are no section breaks because the entire document consists of one section. You can create a new section when you want to change the following elements in part of a document:

Margins, paper size, or page orientation.

The number of newspaper-style columns on a page.

How you want the text aligned vertically.

Line numbers, their position in relation to the text, how often they appear, which number to start with, and when the numbers start over.

Whether or not to print endnotes at the end of a selected section or to save them for the end of a subsequent section.

The text, position, and format of headers and footers.

The format, position, and sequence of page numbers.

Note

Word automatically creates a section break when you change the number of columns, or create a table of contents, table of authorities, table of figures, or an index.

_____________

See also

Page Setup: Margins, Page Numbers, and Other Items


Inserting and deleting a section break

To create a section in a document, you insert a section break. All section formatting, such as margins, page numbers, and headers and footers, is stored in the section break.

To insert a section break

1.	Position the insertion point where you want to start a new section.

2.	From the Insert menu, choose Break.

3.	Under Section Breaks, select the option that describes where you want the next section to begin. For more information on the options, see Break command.

4.	Choose the OK button.

In normal view, Word inserts a double dotted line above the insertion point to mark the end of the previous section and then moves the insertion point into the next section.

Tip

When a document has more than one section, you can copy section formatting by copying the section break. When you paste the section break into a new location, the text above the section break adopts the formatting of the section break.

To delete a section break

Select the section break you want to delete, and then press DELETE.

When you delete a section break, you also delete the section formatting for the text above it. That text becomes part of the section that follows it, and it assumes the formatting of that section.

_____________

See also

Page Setup: Margins, Page Numbers, and Other Items


Storing section formatting for reuse

You can save a document's section formatting in a template. New documents based on the template will automatically have the same section formats as the template.

To store section formatting for reuse

1.	Format each section of a document with the settings you want to reuse for other documents.

Delete any text or graphics you do not want in the document template, but do not delete the section breaks.

2.	From the File menu, choose Save As.

3.	In the File Name box, type a name for the template.

4.	In the Save File As Type box, select Document Template, and then choose the OK button.

When you create a document based on the template you created, the new document will have the same section formatting as the template.

Tip

If the formatting of a particular section will be useful in other documents, you can store the section break as an AutoText entry, and then quickly insert it when you want to duplicate the section formatting. See Creating an AutoText entry.

_____________

See also

Page Setup: Margins, Page Numbers, and Other Items


Changing vertical alignment

You can adjust spacing between paragraphs in a section by selecting a vertical alignment option. Word can align the text in a section with the top or bottom of the page or can center it vertically. For example, you can center a title vertically between the top and bottom margins of the page when you create a title page for a document.

To change vertical alignment

1.	Select the text, or position the insertion point in the section where you want to change vertical alignment.

2.	From the File menu, choose Page Setup.

3.	Select the Layout tab.

4.	In the Vertical Alignment box, select the alignment you want.

To align	Select
The top line of the first paragraph with the top margin	Top
The page contents between the top and the bottom margins	Center
The top line of the first paragraph with the top margin and the bottom line of the last paragraph with the bottom margin	Justified
5.	In the Apply To box, select how much of the document you want changed, and then choose the OK button. For more information on the options, see Layout tab.

Note

Word does not display vertical alignment in normal view. To display vertical alignment, choose Page Layout from the View menu, or choose Print Preview from the File menu.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Changing the starting page number in a section

Word numbers the pages of your document continuously through all sections unless you set a different starting page number.

To change the starting page number in a section

1.	Position the insertion point in the section in which you want to change the starting page number.

2.	From the Insert menu, choose Page Numbers.

3.	Choose the Format button.

4.	In the Start At box under Page Numbering, type or select a new starting page number, and then choose the OK button.

5.	To return to the document, choose the OK button.

_____________

See also

Page Setup: Margins, Page Numbers, and Other Items


Inserting page numbers

You can number pages in a document by inserting page numbers as part of a header or footer. You can include additional information, such as the author's name and the date. For more information, see Creating a header or footer.

To insert page numbers

1.	From the Insert menu, choose Page Numbers.

2.	Do one or more of the following:

To specify where you want Word to print page numbers, select a location in the Position box.

To specify where you want Word to align page numbers, select a location in the Alignment box.

To change the page number format (1, 2, 3), add chapter numbers to page numbers, or set other options, choose the Format button. For more information see Page Number Format dialog box.

3.	Choose the OK button.

If the document has an existing header or footer, the page number is added to the existing header or footer.

Word does not display page numbers in normal view. To view page numbers, choose Page Layout or Header And Footer from the View menu, or choose Print Preview from the File menu.

Tip

When you add a page number with the Page Numbers command, Word encloses the page number in a frame, which enables you to drag the selected number to a new location when you are in page layout view.

Using the Header And Footer command     You can also insert page numbers by choosing the Header And Footer command (View menu). Move to the header or footer in which you want to include page numbers, position the insertion point where you want the page number to appear, and then click the Page Numbers button on the Header And Footer toolbar.

  Page Numbers button

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See also

Page Setup: Margins, Page Numbers, and Other Items


Removing page numbers

You can remove page numbers from individual sections  or from an entire document.

To remove page numbers

1.	Position the insertion point in the section from which you want to remove page numbers, and then choose Header And Footer from the View menu.

2.	Select a page number, and then press DELETE.

Word removes all page numbers in the document. However, if the document has multiple sections and you have broken the connection between headers or footers in different sections, Word removes only the page numbers in the current section.

If the current section contains first-page or even or odd headers and footers, make sure to remove page numbers from all headers and footers.

3.	After you finish removing page numbers, choose the Close button on the Header And Footer toolbar.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Changing the page number format

By default, Word uses arabic numerals (1, 2, 3) for page numbers. You can replace the format throughout your document, or just in certain sections. For example, you could use arabic numerals (1, 2, 3) in the body of the document and roman numerals (i, ii, iii) in the appendix.

To change the page number format

1.	Position the insertion point in the section whose page number format you want to change.

2.	From the Insert menu, choose Page Numbers.

3.	Choose the Format button.

4.	In the Number Format box, select the format you want, and then choose the OK button.

5.	After you finish changing the page number format, choose the Close button.

Tip

You can change the appearance of a page number by selecting the page number and then clicking the buttons on the Formatting toolbar or by choosing the Font command from the Format menu.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Including a chapter number in a page number

If a document has chapters, you can include the chapter number in the page numbers -- for example, II-1, II-2, and so on for page numbers in Chapter 2. Before you can include the chapter numbers, you must format the chapter headings with a style that's unique in the document, and then number them.

To include a chapter number in a page number

1.	Make sure that chapter headings are formatted with one of the nine built-in heading styles that come with Word. For more information, see Outlining a new or existing document.

You must apply a heading style that is unique in the document to chapter headings. For example, if you use the Heading 1 style for chapter headings, do not use the Heading 1 style anywhere else in the document.

2.	To number the chapter headings, choose Heading Numbering from the Format menu. Select a numbering style in the dialog box, and then choose the OK button. For more information, see Numbering headings in an outline.

3.	From the Insert menu, choose Page Numbers.

4.	Choose the Format button.

5.	Select the Include Chapter Number check box.

6.	In the Chapter Starts With Style box, select the heading style applied to the chapter headings.

7.	In the Use Separator box, select the character (for example, a hyphen) that you want to use to separate the chapter number from the page number, and then choose the OK button.

8.	To return to the document, choose the OK button.

Note

Word does not display page numbers in normal view. To view page numbers, choose Page Layout from the View menu, or choose Print Preview from the File menu.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Starting page numbering on a page other than the first page

If your document begins with an abstract, an introduction, or a title page, you may not want the numbering to begin on the first page. To start page numbering after the first page or pages, you can make the pages you don't want numbered a section, and then begin your page numbering in the following section.

To start page numbering on a page other than the first page

1.	Do one of the following:

If you have already divided your document into sections, position the insertion point at the beginning of the section in which you want page numbering to start.

If your document is not divided into sections, position the insertion point at the beginning of the page where you want to start numbering. To insert a section break, choose Break from the Insert menu, select Next Page under Section Breaks, and then choose the OK button.

2.	From the View menu, choose Header And Footer.

3. On the Header And Footer toolbar, click the Same As Previous button. This disconnects the headers and footers in the current section from the previous section.

   Same As Previous button

4.	 From the Insert menu, choose Page Numbers.

5.	Select the options you want, and then choose the OK button. For more information, see Inserting page numbers.

Word inserts page numbers in the current section and all following sections.

6.	To return to the document, choose the Close button on the Header And Footer toolbar, or double-click in the main text area.

Note

If you had already inserted page numbers for the first page or pages and want to delete them from the section, position the insertion point in the section, and then choose Header And Footer from the View menu. Select a page number, and then press DELETE.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Hiding the page number on the first page of a document or section

When you number pages, Word prints a page number on the first page of the document or, if you have multiple sections, on the first page of each section. You can instruct Word to hide the numbering on the first page and begin numbering the second page as page 2. This option is useful when writing letters, reports, and many other types of documents.

To hide the page number on the first page of a document or section

1.	Position the insertion point in the section you want to change, and then choose Page Numbers from the Insert menu.

2.	Clear the Show Number On First Page check box, and then choose the OK button.

If the document has multiple sections, the page number is hidden for the first page of the section that contains the insertion point. To hide the first page number in the other sections of the document, position the insertion point in each section where you want to hide the page number, and then follow steps 1 and 2.

Note

If you created a different header or footer for the first page of a document or section, you must delete the page number from the header or footer.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Adding line numbers

When you want to refer to specific lines in a document, such as in a script or legal contract, use line numbering. You can add line numbers to different sections of a document or to the entire document. Word adds numbers to every line except the lines of tables, footnotes, endnotes, frames, headers, and footers.

To add line numbers

1.	Position the insertion point in the section in which you want the lines numbered. If you have not divided your document into sections, line numbers are added to the entire document.

If you want to add line numbers to an entire document that has multiple sections, choose Select All from the Edit menu.

2.	From the File menu, choose Page Setup.

3.	Select the Layout tab.

4.	Choose the Line Numbers button.

5.	Select the Add Line Numbering check box.

You can set any of the following line numbering options:

To begin line numbering with a number other than 1, type or select the line number you want to use in the Start At box.

To specify a distance between the line number and the text, type or select a measurement in the From Text box.

If you select Auto, Word uses the default distance between line numbers and text, which is 0.25 inch for a single column and 0.13 inch for newspaper-style columns.

To print line numbers by increments other than one -- for example, 2, 4, 6 or 1, 5, 10, 15 -- type or select the increment in the Count By box. For example,  if you want Word to print every fifth line number, type 5

To specify where Word should restart line numbering, select an option under Numbering. For more information, see Line Numbers dialog box.

6.	When you finish setting line numbering options, choose the OK button twice.

Note

Word prints line numbers in the margin or between columns. If the margins are too small, the line numbers will not be printed. To view line numbers, choose Page Layout from the View menu, or choose Print Preview from the File menu.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Removing line numbers

You can remove line numbers if you no longer want them in your document.

To remove line numbers

1.	Position the insertion point in the section or select the sections from which you want to remove line numbers.

If you have not divided your document into sections, line numbers will be removed from the entire document.

2.	From the File menu, choose Page Setup.

3.	Select the Layout tab.

4.	Choose the Line Numbers button.

5.	Clear the Add Line Numbering check box, and then choose the OK button.

6.	To return to the document, choose the OK button.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Hiding line numbers for selected paragraphs

You can choose to omit line numbers in selected paragraphs, such as titles, headings, or empty paragraphs. Line numbers do not appear next to the lines in the paragraphs you select, and are not included in the line count.

To hide line numbers for selected paragraphs

1.	Select the paragraphs from which you want to remove line numbers.

2.	From the Format menu, choose Paragraph.

3.	Select the Text Flow tab.

4.	Select the Suppress Line Numbers check box, and then choose the OK button.

Note

When you select the Suppress Line Numbers check box, a black, nonprinting square is displayed just to the left of the paragraph if nonprinting characters are displayed.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Removing a manual page break

You can remove manual, or "hard," page breaks if you want to change where a page starts or stops.

To remove a manual page break

In normal view, select the page break you want to delete, and then press DELETE.

If you insert a page break with the Page Break Before option on the Text Flow tab in the Paragraph dialog box (Format menu), you can remove the page break only by clearing the Page Break Before check box. For more information, see Printing a specific paragraph at the top of a page.

Tip

To search for manual page breaks, choose Find from the Edit menu. Choose the Special button, select Manual Page Break, and then choose the Find Next button.

To search for and delete manual page breaks, choose the Replace button in the Find dialog box, and leave the Replace With box empty. Choose the Replace or Replace All button. This procedure does not find page breaks you inserted with the Page Break Before option on the Text Flow tab in the Paragraph dialog box (Format menu).

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See also

Page Setup: Margins, Page Numbers, and Other Items


Inserting a manual page break

You can insert page breaks manually whenever you want a page to begin at a particular spot -- for example, before the beginning of a new chapter. Page breaks you insert yourself are called manual, or "hard," page breaks. When you insert a manual page break, Word automatically adjusts the automatic page breaks that follow.

To insert a manual page break

1.	Position the insertion point where you want the page break.

2.	From the Insert menu, choose Break.

3.	Choose the OK button.

Word adjusts pagination to accommodate the new page break.

Using the keyboard     You can quickly insert a page break by using keys. Press CTRL+ENTER .

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See also

Page Setup: Margins, Page Numbers, and Other Items


Viewing and adjusting page breaks

You can view page breaks several different ways before you print your document. In normal view, you can scroll through your document and look at page breaks, edit, and format. In page layout view, you see the current page as it will look when you print it. Print preview shows you pages in a reduced size so that you can see the entire page or several pages at once without scrolling.

View	Behavior
Normal	In normal view, you can scroll through your document and look at page breaks, editing and formatting as you go. You can cut, copy, paste, and delete manual page breaks.
Page layout	In page layout view, Word displays the current page, including headers, footers, footnotes, and endnotes, as it will look when printed. You can edit and format the page and immediately see the effects on the page breaks.
Print preview	Print preview displays entire pages at a reduced view, or you can zoom to different magnifications. You can also see one or more pages at a time.
Note

Word automatically repaginates the document whenever you choose the Page Layout or Print Preview command. When you choose the Page Layout command from the File menu, Word repaginates up through the page that contains the insertion point or selection.

Tip

Unwanted page breaks in the middle of a page can be caused by the following:

A paragraph format such as Page Break Before, Keep With Next Paragraph, or Keep Lines Together.

A footnote set to print on the same page as its note reference mark.

A section break set with the Next Page option.

A page break formatted as hidden text.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Working in page layout view

Page layout view displays each page in your document as it will look when you print it. Frames, columns, headers, footers, and footnotes appear in their correct position. You can also continue to type, edit, and format text in this view.

To work in page layout view

1.	From the View menu, choose Page Layout.

2.	Do one or more of the following:

To see the entire page in the document window, choose Zoom from the View menu, and then select the Whole Page option button under Zoom To. To display the full width of the page, select the Page Width option button.

To move a page at a time in page layout view, use the Page Back and Page Forward buttons at the bottom of the vertical scroll bar below the down scroll arrow.

   Page Back button

   Page Forward button

To adjust margins, drag the margin boundaries on the vertical and horizontal rulers. For more information, see Setting margins with the ruler.

To edit headers and footers, double-click in the header or footer area. To return to the document text area, double-click in the document text. For more information, see Creating a header or footer.

To display dotted lines to mark the boundaries of the individual blocks of text and graphics on the page, choose Options from the Tools menu. Select the View tab, and then select the Text Boundaries check box under Show. Word displays boundaries around the page elements in the active window and any new window you open until you clear this option.

To change the position of framed items, drag the frame to a new position. If you have more then one page displayed, you can drag the frame between pages. You can drag framed objects only in page layout view and print preview.

Tip

To quickly change views, click the Page Layout View button at the left end of the horizontal scroll bar.

   Page Layout View button

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See also

Page Setup: Margins, Page Numbers, and Other Items


Keeping lines of a paragraph together on a page

You can prevent a paragraph from splitting between two pages. If an entire paragraph cannot fit on a page during printing, Word moves the entire paragraph to the top of the next page.

To keep lines of a paragraph together on a page

1.	If you have a manual page break in a paragraph you want to keep intact, remove the page break by selecting the page break and then pressing DELETE.

2.	Position the insertion point in the paragraph.

3.	From the Format menu, choose Paragraph, and then select the Text Flow tab.

4.	Under Pagination, select the Keep Lines Together check box, and then choose the OK button.

Note

When you select the Keep Lines Together option, a black, nonprinting square is displayed just to the left of the paragraph if nonprinting characters are displayed.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Printing a specific paragraph at the top of a page

You can place a specific paragraph at the top of a page -- for example, a paragraph that introduces a new subject.

To print a specific paragraph at the top of a page

1.	Position the insertion point anywhere in the paragraph.

2.	From the Format menu, choose Paragraph, and then select the Text Flow tab.

3.	Under Pagination, select the Page Break Before check box, and then choose the OK button.

To remove the page break, you must clear the Page Break Before check box.

Note

When you select the Page Break Before option, a black, nonprinting square is displayed just to the left of the paragraph if nonprinting characters are displayed.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Keeping paragraphs together on a page

You can prevent a page from breaking between two paragraphs -- for example, when you want to keep a heading together with the paragraph that follows it or keep all the items in a list together.  If the first two lines of the second paragraph do not fit at the bottom of a page, Word prints the last two lines of the first paragraph on the next page.

To keep paragraphs together on a page

1.	Do one of the following:

To prevent a page break between two paragraphs, position the insertion point anywhere in the first paragraph.

To prevent a page break in a group of paragraphs, select all but the last paragraph in the group.

2.	From the Format menu, choose Paragraph, and then select the Text Flow tab.

3.	Under Pagination, select the Keep With Next check box, and then choose the OK button.

Note

When you select the Keep With Next option, a black, nonprinting square is displayed just to the left of the paragraph if nonprinting characters are displayed.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Allowing widow and orphan lines

Word automatically prevents awkward page breaks by checking for widow and orphan lines. A widow is the last line of a paragraph printed by itself at the top of a page; an orphan is the first line of a paragraph printed by itself at the bottom of a page. You might want to allow widows and orphans to occur if, for example, you want to print a specific number of lines on a page or you need to minimize the number of pages in your document.

To allow widow and orphan lines

1.	Select the paragraphs in which you want to allow widow and orphan lines.

To allow widow and orphan lines throughout the document, choose Select All from the Edit menu.

2.	From the Format menu, choose Paragraph.

3.	Select the Text Flow tab.

4.	Under Pagination, clear the Widow/Orphan Control check box, and then choose the OK button.

Word now allows a solitary line to be printed as the first or last line at the top or bottom of a page.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Changing background repagination

By default, Word updates page breaks whenever you pause while typing or editing. This is called background pagination. Background pagination is always on in print preview and page layout view, but you can turn it off for other views. If background pagination is off, you may notice a small increase in performance speed.

To change background repagination

1.	In normal view, choose Options from the Tools menu.

2.	Select the General tab.

3.	Under General Options, do one of the following:

To have Word repaginate the document whenever you pause while working in a document, select the Background Repagination check box.

To provide extra working memory and speed, clear the Background Repagination check box.

4.	Choose the OK button.

Note

Regardless of whether you have turned off background pagination, Word repaginates documents whenever you switch to print preview or page layout view, when you print documents, or when you compile an index, table of contents, or other similar tables. You cannot turn off background repagination when you are in page layout view or print preview.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Page Setup command (File menu)

Changes margins, paper source, paper size, and page orientation for the entire document or for selected sections of a document.

Select the tab for the options you want.

Margins tab

Sets margins and the placement of headers and footers in relation to the top and bottom of a page.

Paper Size tab

Sets paper size and page orientation (landscape or portrait).

Paper Source tab

Sets options for printing pages, including the type of printer paper tray and manual feed.

Layout tab

Sets options for headers and footers, section breaks, vertical alignment, and line numbers.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Margins tab

Page Setup command (File menu)

Sets margins and the placement of headers and footers in relation to the top and bottom of a page.

   Tab Options

Top

Type or select the distance between the top of the page and the top of the first line on the page.

Bottom

Type or select the distance between the bottom of the page and the bottom of the last line on the page.

Left

Type or select the distance between the left edge of the page and the left end of each line with no left indent. Used when printing single-sided pages. When you select the Mirror Margins check box, the name of this option changes to Inside.

Right

Type or select the distance between the right edge of the page and the right end of each line with no right indent. Used when printing single-sided pages. When you select the Mirror Margins check box, the name of this box changes to Outside.

Inside

Type or select the distance between the left edge of the page and the left end of each line with no indent on odd-numbered pages, and the distance between the right edge of the page and the right end of each line with no indent on even-numbered pages. Used when printing double-sided pages. When you clear the Mirror Margins check box, the name of this box changes to Left.

Outside

Type or select the distance between the right edge of the page and the right end of each line with no right indent on odd-numbered pages, and the distance between the left edge of the page and the left end of each line with no left indent on even-numbered pages. Used when printing double-sided pages. When you clear the Mirror Margins check box, the name of this box changes to Right.

Gutter

Type or select the amount of extra space you want to add to the margin to allow for binding. The extra space is added to the left margin of all pages if you clear the Mirror Margins check box or to the inside margin of all pages if you select the Mirror Margins check box.

From Edge

Type or select the distance from the top and bottom edge of the page to the header and footer. Word measures the distance from the top edge of the header and the bottom edge of the footer to the page edges.

Mirror Margins

Select if you want to print on both sides of the page. Used to make margins on facing pages mirror each other. The inside margins are the same width and the outside margins are the same width. When you select this check box, the name of the Left box changes to Inside, and the name of the Right box changes to Outside.

Apply To

Indicates the area of the document to which you want to apply the settings.

Whole Document

Applies the settings to all sections in a document.

Selected Text

Applies the settings to the selected text and inserts section breaks before and after the selection.

This Point Forward

Applies the settings from the insertion point to the end of the document. Inserts a section break before the insertion point.

Selected Sections

Applies the settings to the selected sections.

This Section

Applies the settings only to the section that contains the insertion point.

Default

Saves all changes made in the Page Setup dialog box as the new default settings. Word saves the new settings in the attached template and overwrites the old settings. Then whenever you base a document on that template, Word uses the new settings.

Preview

Shows you the result of the margin settings you specify before you apply them to the document.


Paper Size tab

Page Setup command (File menu)

Sets paper size and page orientation.

   Tab Options

Paper Size

Select a paper size available for your printer, or select the measurements of a custom paper size in the Width and Height boxes.

Width

Type or select a measurement for the custom paper width.

Height

Type or select a measurement for the custom paper height.

Orientation

Select a page orientation. When you change the orientation of a page, Word transfers the Top and Bottom margin measurements to the Left and Right margin measurements, and vice versa.

Portrait

Landscape

Apply To

Indicates the area of the document to which you want to apply the settings.

Whole Document

Applies the settings to all sections in a document.

Selected Text

Applies the settings to the selected text and inserts section breaks before and after the selection.

This Point Forward

Applies the settings from the insertion point to the end of the document. Inserts a section break before the insertion point.

Selected Sections

Applies the settings to the selected sections.

This Section

Applies the settings only to the section that contains the insertion point.

Default

Savesall changes made in the Page Setup dialog box as the new default settings. Word saves the new settings in the attached template and overwrites the old settings. Then whenever you base a document on that template, Word uses the new settings.

Preview

Shows you the result of the paper size settings and page orientation you specify before you apply them to the document.


Paper Source tab

Page Setup command (File menu)

Sets options for printing pages, including the type of printer paper tray and manual feed.

   Tab Options

First Page

Select the tray from which you want to draw the first page of each section, or select Manual Feed or Envelope Feed.

Other Pages

Select the tray from which you want to draw the subsequent pages of each section, or select Manual Feed or Envelope Feed.

Apply To

Indicates the area of the document to which you want to apply the settings.

Whole Document

Applies the settings to all sections in a document.

Selected Text

Applies the settings to the selected text and inserts section breaks before and after the selection.

This Point Forward

Applies the settings from the insertion point to the end of the document. Inserts a section break before the insertion point.

Selected Sections

Applies the settings to the selected sections.

This Section

Applies the settings only to the section that contains the insertion point.

Default

Saves all changes made in the Page Setup dialog box as the new default settings. Word saves the new settings in the attached template and overwrites the old settings. Then whenever you base a document on that template, Word uses the new settings.

Preview

Shows you the result of the settings you specify in the Page Setup dialog box before you apply them to the document.


Layout tab

Page Setup command (File menu)

Sets options for headers and footers, section breaks, vertical alignment, and line numbers.

   Tab Options

Section Start

Select where you want the section to begin and the previous section to end.

Continuous

Immediately follows the previous section without inserting a page break. Word fills the last page of the previous section with text from the new section. If the previous section has newspaper-style columns, Word balances the columns above the section break and then fills out the page with a new section.

New Column

Starts printing the text of the section at the top of the next column.

New Page

Breaks the page at the section break and starts the next section at the top of the next page.

Even Page

Starts the next section on the next even-numbered page. This section break is often used for chapters that begin on even-numbered pages.

If the section break falls on an even-numbered page, Word leaves the next odd-numbered page blank.

Odd Page

Starts the next section on the next odd-numbered page. This section break is often used for chapters that begin on odd-numbered pages.

If the section break falls on an odd-numbered page, Word leaves the next even-numbered page blank.

Headers And Footers

Specifies options for headers and footers.

Different Odd And Even

Specify if you want one header or footer for even-numbered pages and a different header or footer for odd-numbered pages. This option affects the entire document, regardless of the number of sections.

Different First Page

Specify if you want a different header or footer on the first page of a section or document that is different from the header or footer used in the rest of the document.

Vertical Alignment

Determines how Word aligns the text vertically on the page.

Top

Aligns the top line with the top margin.

Center

Centers paragraphs between the top and bottom margins.

Justified

Expands the space between paragraphs to align the top line with the top margin and the bottom line with the bottom margin.

Line Numbers

Set line numbering options. See Line Numbers dialog box.

Suppress Endnotes

Prevents endnotes from being printed at the end of the current section. Word will print the current section's endnotes in the next section, preceding the endnotes in that section. This option is available only when you have specified that endnotes be placed at the end of sections. For more information, see Changing the placement of footnotes and endnotes.

Apply To

Indicates the area of the document to which you want to apply the settings.

Whole Document

Applies the settings to all sections in a document.

Selected Text

Applies the settings to the selected text and inserts section breaks before and after the selection.

This Point Forward

Applies the settings from the insertion point to the end of the document. Inserts a section break before the insertion point.

Selected Sections

Applies the settings to the selected sections.

This Section

Applies the settings only to the section that contains the insertion point.

Default

Saves all changes made in the Page Setup dialog box as the new default settings. Word saves the new settings in the attached template and overwrites the old settings. Then whenever you base a document on that template, Word uses the new settings.

Preview

Shows you the result of the options you specify before you apply them to the document.


Line Numbers dialog box

Adds line numbers to the left edge of a section or to an entire document.

Word counts every line except the lines in tables, footnotes, endnotes, headers, footers, and frames. Line numbers do not appear on the screen unless you are working in page layout view or print preview.

   Dialog Box Options

Add Line Numbering

Sets line numbering for the section that contains the insertion point. To clear line numbering for individual paragraphs, see Hiding line numbering for selected paragraphs.

Start At

Type or select the starting number for the first line of the section.

From Text

Type or select the distance between the right edge of line numbers and the left edge of lines. The default distance, Auto, is 0.25 inch for a single column and 0.13 inch for newspaper-style columns.

Count By

Type or select the increments of line numbers to print. For example, to print line numbers 5, 10, 15, 20, and so on, type 5 in the Count By box. All lines are counted, but only every fifth line number is printed.

Numbering

Indicates where you want to restart the line numbering.

Restart Each Page

Restarts numbering at the top of each page.

Restart Each Section

Restarts numbering at the beginning of each section.

Continuous

Numbers lines consecutively from page to page.


Page Layout command (View menu)

Switches a document to page layout view. A bullet next to the Page Layout command on the View menu indicates that Word is in page layout view.

To quickly change views, click the Page Layout View button at the left end of the horizontal scroll bar.

   Page Layout View button

About page layout view

Page layout view displays the layout of each page in a document as it will look when printed. You can see multiple-column layout, headers and footers, and footnotes and endnotes in the proper position on the page, as well as the accurate position of any item you put in a frame. Use page layout view to work with frames or newspaper-style columns, or to check the final appearance of a document and make last-minute changes to the text, formatting, and layout. You can also move framed items on the page by dragging with the mouse.

A similar command, Print Preview on the File menu, displays whole pages at a reduced size and allows you to adjust margins and other aspects of page layout.

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See also

Page Setup: Margins, Page Numbers, and Other Items

Newspaper-Style Columns

Positioning Text and Graphics with Frames


Header And Footer command (View menu)

Adds or changes text that Word repeats at the top of every page (header) or the bottom of every page (footer) in a section or in an entire document.

When you choose this command, Word displays the Header And Footer toolbar. Use the toolbar to quickly add the current time, current date, and page numbers; to move between the headers and footers in the document; and to display or hide the document text. For information about each of the toolbar buttons, click the Help button on the Standard toolbar.

  Help button

When the mouse pointer changes to a pointer with a question mark, click the button for which you want information.

  Help pointer

The header and footer areas in the document are indicated by a nonprinting dashed line. To edit the document text, double-click in the text area; double-click in the header or footer area to return to editing the header or footer.

You can also add a watermark -- text or a graphic that appears on every page of a document -- in the header or footer area. For more information, see Creating a watermark.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Date And Time command (Insert menu)

Inserts the date or time in the format you specify.

   Dialog Box Options

Available Formats

Select the time or date format you want.

Insert As Field

Inserts the time or date as a field.

Word automatically updates the time or date when you print the document. If you do not want Word to update the date or time, clear this check box.

Note

You can manually update the date or time at any time when it is inserted as a field. Position the mouse pointer over the field, and then click the right mouse button. From the shortcut menu, choose Update Field.

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See also

Typing and Revising


Page Numbers command (Insert menu)

Inserts, formats, and positions page numbers within a header or footer.

   Dialog Box Options

Position

Specify whether Word should print the page number at the bottom of the page (footer) or at the top of the page (header).

Alignment

Select the position of the page number between the left and right margins

Left

At the left margin.

Center

Centered between the left and right margins.

Right

At the right margin.

Inside

Positions page numbers close to the inside (binding) edge when you have selected the Mirror Margins check box on the Margins tab (Page Setup command on the File menu).

Outside

Positions page numbers close to the outside edge when you have selected the Mirror Margins check box on the Margins tab (Page Setup command on the File menu).

Show Number On First Page

Displays a page number on the first page. To hide the page number on the first page, clear this check box.

Format

Select formatting options for page numbering. See Page Number Format dialog box.

Preview

Shows you the result of the options you specify before you apply them to the document.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Page Number Format dialog box

Page Numbers command (Insert menu)

Determines the type of page number format, how page numbering starts, and whether to include the chapter number with the page number.

   Dialog Box Options

Number Format

Select the type of number format you want to use.

Include Chapter Number

Includes the chapter number in a page number -- for example, II-1, II-2, and so on, for page numbers in Chapter 2.

Chapter Starts With Style

Select the heading style applied to the chapter titles in the document.

You must apply a heading style to chapter headings that is unique in the document. For example, if you use the Heading 1 style for chapter headings, do not use the Heading 1 style anywhere else in the document. You must also number the chapter headings. For more information, see Including a chapter number in a page number.

Use Separator

Select the separator character, such as a hyphen, you want to appear between a chapter number and a page number. For example, specifying a hyphen results in II-1 and II-2.

Page Numbering

Determines where page numbering starts in a document.

Continue From Previous Section

Continues the page numbering from the previous section in sequence. For example, if the previous section contains pages 1-10, Word starts page numbering in the next section at 11. Select the Start At option button to begin numbering at 1 in each new section.

Start At

Type or select the starting number you want to print on the first page of the section that contains the insertion point.


Break command (Insert menu)

Inserts a page break, column break, or section break at the insertion point. Breaks in a Word document appear as labeled, dotted lines on the screen, except in page layout view and print preview, where you see how the actual page will look when printed.

   Dialog Box Options

Insert

Indicates whether you want to set a page, column, or section break.

Page Break

Inserts a manual page break. Word automatically adjusts the automatic page breaks that follow. Word cannot move page breaks you insert manually; you must adjust them yourself.

Column Break

Inserts a manual column break. Word places the text following the column break into a new column.

Section Breaks

Select where you want the first page of the new section to begin and the previous section to end.

Next Page

Breaks the page at the section break and starts the next section at the top of the next page.

Continuous

Immediately follows the previous section without inserting a page break. Word fills the last page of the previous section with text from the new section. If the previous section has newspaper-style columns, Word balances the columns above the section break and then fills out the page with a new section.

Even Page

Starts the next section on the next even-numbered page. This section break is often used for chapters that begin on even-numbered pages.

If the section break falls on an even-numbered page, Word leaves the next odd-numbered page blank.

Odd Page

Starts the next section on the next odd-numbered page. This section break is often used for chapters that begin on odd-numbered pages.

If the section break falls on an odd-numbered page, Word leaves the next even-numbered page blank.

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See also

Page Setup: Margins, Page Numbers, and Other Items


Recording and Running Macros

Overview

Recording, running, and editing macros

Recording a macro

Suspending and resuming recording a macro

Running a macro

Editing a macro

Assigning macros to menus, toolbars, and shortcut keys

Assigning a command or other item to a menu

Assigning a command or other item without a built-in button to a toolbar button

Assigning a shortcut key to a command or other item

Organizing macros

Copying styles, AutoText entries, toolbars, or macros to the attached template from another template

Renaming a macro

Deleting a macro

Using the macros supplied with Word

Using the macros supplied with Word


Overview of Recording and Running Macros

A macro is a series of Word commands that you can group together as a single command to make everyday tasks easier. You can assign a macro to a toolbar, menu, or shortcut keys, so the macro can be as convenient to use as a standard Word command.

Here are some typical uses for macros:

To speed up routine editing and formatting

To combine more than one command

To make an option in a dialog box more accessible

To automate a complex series of tasks

Word records a macro as a series of instructions in its macro language, WordBasic. You can open a recorded macro in a macro-editing window to modify the instructions. You can also write very flexible and powerful macros that include WordBasic instructions you cannot record. For a WordBasic language reference, see Programming with Microsoft Word.

Once you have assigned a macro to a toolbar, a menu, or shortcut keys, running the macro is as simple as clicking the appropriate toolbar button, choosing the appropriate menu command, or pressing the corresponding key combination. You can also choose the Macro command from the Tools menu to run a macro.

You use the Organizer dialog box to move, copy or rename a macro. By default, Word stores macros in NORMAL.DOT, the Normal template,  so that they are available for use with every Word document. However, if a macro stored in the Normal template is useful only for a particular type of document, you may want to move or copy the macro to the template for that type of document.

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See also

Recording and Running Macros


Recording a macro

It's easy to create a macro: you start the Word macro recorder and record a sequence of actions. You can then run the macro whenever you need to perform that same set of actions. For example, if you often need to display as much of a document as possible, you can record a macro to expand the window to its maximum size and then hide the horizontal ruler, toolbars, and scroll bars.

The macro recorder cannot record mouse actions in document text. You must use the keyboard when recording such actions as moving the insertion point and selecting text. However, you can use the mouse to choose commands and select options when you're recording a macro.

To record a macro

1.	Do one of the following:

Double-click "REC" on the status bar.

From the Tools menu, choose Macro, and then choose the Record button.

2.	In the Record Macro dialog box, under Record Macro Name, type a name for the macro.

A macro name can be as many as 36 characters long. Do not use spaces, commas, or periods. If you prefer to use the name that Word proposes, omit this step.

3.	If you want to include a description of what the macro does, type a description in the Description box. Press SHIFT+ENTER to start a new line. You can type as many as 255 characters in the Description box.

If you assign the macro to a menu or a toolbar button, the text you type in the Description box appears in the status bar when you select the menu item or position the mouse pointer over the toolbar button.

4.	If you want to assign the macro to a toolbar, a menu, or shortcut keys, choose the appropriate button.

For more information about customizing toolbars, menus, and shortcut keys, see Customize command (Tools menu).

5.	If the current document is attached to a template other than the Normal template, select either that template or Normal in the Make Macro Available To box.

If the current document is attached to the Normal template, the macro is automatically stored in the Normal template.

6.	Choose the OK button.

7.	Perform the actions you want to record.

8.	Do one of the following:

Double-click "REC" on the status bar.

Click the Stop button on the Macro Record toolbar.

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See also

Recording and Running Macros


Suspending and resuming recording a macro

When you are recording a macro, you can temporarily stop recording and then resume recording where you stopped. For example, you might want to suspend a macro recording to prepare for the next action.

To suspend and resume recording a macro

1.	To pause recording, click the Pause button on the Macro Record toolbar.

2.	Perform the actions you do not want to record.

3.	To resume recording, click the Pause button again.

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See also

Recording and Running Macros


Running a macro

You can use the Macro command on the Tools menu to run any macro, including commands already built into Word. However, if you think you will use a macro often, it makes sense to assign it to a toolbar, a menu, or shortcut keys. That way, you can run the macro directly.

To run a macro

1.	From the Tools menu, choose Macro.

2.	In the Macros Available In box, select the context for the list of macros you want to choose from.

3.	Select the macro you want to run, and then choose the Run button.

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See also

Recording and Running Macros


Renaming a macro

You can use the Organizer dialog box to manage your macros by renaming them.

To rename a macro

1.	From the Tools menu, choose Macro.

2.	Choose the Organizer button.

3.	In the Macros Available In box on the left side of the dialog box, select the template in which the macro you want to rename is stored.

If the template you need is not open, choose the Close File button to close the open template, and then choose the Open File button to open the template you want.

4.	Select the macro you want to rename.

5.	Choose the Rename button, type the new name, and then choose the OK button.

6.	Choose the Close button.

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See also

Recording and Running Macros


Editing a macro

You can edit macros you write or record in a macro-editing window.

To edit a macro

1.	From the Tools menu, choose Macro.

2.	In the Macros Available In box, select the list of macros you want to choose from.

3.	Select the macro you want to edit, and then choose the Edit button.

Word displays the Macro toolbar.

To	Click
Select a macro to work with	The down arrow next to the list of active macros, and drag to select the macro name
Record a macro
Record the next command you choose
Run the active macro
Run the active macro and highlight each statement as the macro executes it
Continue running a paused macro
Stop recording or running a macro
Run the active macro, highlight each statement as the macro executes it, and pause
Run the active macro, highlight each statement as the macro executes it, and pause, but do not pause within subroutines or user-defined functions
Change the variable values of a paused macro
Add or remove REM (Remark) statements in a selection
Run, create, delete, or revise a macro
Start or switch to the Dialog Editor
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See also

Recording and Running Macros

Programming with Microsoft Word


Using the macros supplied with Word

The macros supplied with Word are stored in templates installed in the MACROS subdirectory of the Word program directory. You can access the macros in these templates by making them global templates, by opening them in document windows, or by using the Organizer dialog box to copy the macros you want to use to the Normal template or another template.

For information on specific macros supplied with Word, see Supplied Macros.

If your Word program directory does not have a MACROS subdirectory or if no templates are installed there, run the Microsoft Word Setup program to install the templates.

To run a macro supplied with Word

1.	From the File menu, choose Templates.

2.	Under Global Templates And Add-ins, choose the Add button.

3.	In the Add Template dialog box, select the template in which the macro you want to run is stored. You may need to change the directory or folder to the Word MACROS directory or folder, where the supplied macro templates are installed.

4.	Choose the OK button to close the Add Template dialog box.

In the Templates And Add-ins dialog box, the template name is added to the list of global templates and add-ins and is automatically selected.

5.	Choose the OK button.

6.	From the Tools menu, choose Macro.

7.	In the Macros Available In box, select All Active Templates or select the global template.

8.	Select the macro you want to run and choose the Run button.

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See also

Recording and Running Macros


Macro command (Tools menu)

Records a macro, runs any macro or standard Word command, deletes a macro, or opens a macro for editing.

To quickly choose the Macro command, in a macro-editing window, click the Macro button on the Macro toolbar.

  Macro button

  Dialog Box Options

Macro Name

Type or select the macro you want to run, edit, or delete. If you type a new name, Word creates a new macro and stores it in the Normal template unless you select a different template in the Macros Available In box. You can store a macro in a template other than the Normal template only if the template is attached to the active document. See Templates command (File menu).

Record

Records a macro, which is a series of actions that you want to later "play back" in sequence. See Record Macro dialog box.

Cancel/Close

Closes the dialog box. The name of this button changes from Cancel to Close when you perform an action.

Run

Runs the selected macro or standard Word command.

Create/Edit

Opens a macro-editing window for a new macro whose name you type in the Macro Name box. If you select or type the name of an existing macro in the Macro Name box, the name of this button changes from Create to Edit, and it displays the contents of the selected macro in a macro-editing window for review or editing.

Delete

Deletes the selected macro.

Organizer

Copies, deletes, or renames macros, AutoText entries, or styles. See Organizer dialog box.

Macros Available In

Select the list of macros you want to appear in the Macro Name box. By default, all currently available macros are listed. If a document template other than the Normal template is attached to the active document, you can select just the macros stored in that template.

Description

Type a short description of the macro. To start a new line, press SHIFT+ENTER. A description can be as many as 255 characters long, although only about 100 characters will fit on the status bar. If you later assign the macro to a menu or a toolbar button, the description appears in the status bar when you select the menu item or position the mouse pointer over the toolbar button.

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See also

Recording and Running Macros


Record Macro dialog box

Macro command (Tools menu)

Records a macro, which is a series of actions you want to later "play back" in sequence. When you are recording a macro, the Macro Record toolbar appears.

To quickly display the Record Macro dialog box, in a macro-editing window, click the Record button on the Macro toolbar.

  Record button

  Dialog Box Options

Record Macro Name

Type a name for the macro. Do not use spaces, commas, or periods. A macro name can be as many as 36 characters long. If a particular macro name is not acceptable, the OK button is dimmed.

Assign Macro To

You can assign the macro you are recording to a toolbar, a menu, or shortcut keys to make the macro more accessible.

Toolbars

Adds a toolbar button for the macro to be recorded. See Toolbars tab.

Menus

Adds a menu item for the macro to be recorded. See Menus tab.

Keyboard

Assigns shortcut keys to the macro to be recorded. See Keyboard tab.

Make Macro Available To

Select the template in which you want the macro to be stored. If the macro is stored in the Normal template, it is available for all documents. If the macro is stored in another template, it is available only to documents based on that template (unless the template is opened as a global template).

Description

Type a short description of the macro. Press SHIFT+ENTER to start a new line. A description can be as many as 255 characters long, although only about 100 characters will fit on the status bar. If you assign the macro to a menu or a toolbar button, the description appears in the status bar when you select the menu item or position the mouse pointer over the toolbar button.


Deleting a macro

You can delete a macro from the Macro dialog box.

To delete a macro

1.	From the Tools menu, choose Macro.

2.	Select the macro you want to delete.

3.	Choose the Delete button, choose the Yes button to verify that you want to delete the macro, and then choose the Close button.

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See also

Recording and Running Macros


Stop button (Macro Record and Macro toolbars)

Stops recording or running a macro. The Macro Record toolbar automatically appears when you are recording a macro, and it disappears when you stop recording.

  Stop button

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Pause button (Macro Record toolbar)

Suspends or resumes recording a macro. When recording is suspended, actions you take and commands you choose are not recorded. The Macro Record toolbar appears when you are recording a macro, and it disappears when you stop recording.

  Pause button

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See also

Recording and Running Macros


Active Macro box (Macro toolbar)

Selects the active macro from the list of macros open in macro-editing windows. The active macro is the macro that runs when you click the Start button on the Macro toolbar.

 Active Macro box

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Record button (Macro toolbar)

Displays the Record Macro dialog box so that you can begin recording a macro. When you are recording a macro, the Macro Record toolbar appears.

  Record button

Note

The Macro toolbar is only available when you are editing a macro.

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See also

Recording and Running Macros


Record Next Command button (Macro toolbar)

Turns on the macro recorder and records the next command you choose. Word inserts the corresponding WordBasic instruction in the active macro-editing window.

  Record Next Command button

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Start button (Macro toolbar)

Runs the active macro. If you have more than one macro open in a macro-editing window, you can change the active macro by selecting a different one in the Active Macro box on the Macro toolbar.

You can press ALT+SHIFT+S to choose the Start button.

  Start button

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Trace button (Macro toolbar)

Runs the active macro and highlights each instruction as the macro runs. Unlike the Step button, which pauses at each instruction, the Trace button runs the macro from start to finish without stopping.

You can press ALT+SHIFT+R to choose the Trace button.

  Trace button

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Continue button (Macro toolbar)

Continues to run a paused macro. When the Continue button is available, it is pushed down.

You can press ALT+SHIFT+O to choose the Continue button.

 Continue button

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Step button (Macro toolbar)

Runs a macro, pausing at each instruction and highlighting it. When you click the Step button again, Word runs the highlighted instruction and then highlights the next one.

You can press ALT+SHIFT+E to choose the Step button.

  Step button

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Step Subs button (Macro toolbar)

Runs a macro, pausing at each instruction and highlighting it, but does not pause at instructions contained in subroutines (other than the main subroutine) or user-defined functions. For macros with only a main subroutine, clicking this button has the same effect as clicking the Step button.

You can press ALT+SHIFT+U to choose the Step Subs button.

  Step Subs button

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Show Variables button (Macro toolbar)

Displays the Macro Variables dialog box, in which you can see and change the variable values of a paused macro.

You can press ALT+SHIFT+V to choose the Show Variables button.

  Show Variables button

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Add/Remove REM button (Macro toolbar)

Adds REM (Remark) statements to, or removes them from, the selected lines in a macro-editing window. When a macro runs, Word ignores lines that begin with a REM statement.

  Add/Remove REM button

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Macro button (Macro toolbar)

Displays the Macro dialog box (Tools menu). You can use the Macro dialog box to create a new macro, run or delete an existing macro, or open a macro for editing or review.

  Macro button

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Dialog Editor button (Macro toolbar)

Starts the Dialog Editor if it is not already running and switches to it. If the Dialog Editor is already running, switches to the Dialog Editor.

  Dialog Editor button

Note

The Macro toolbar is available only when you are editing a macro.

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See also

Recording and Running Macros


Show Variables dialog box

Show Variables button (Macro toolbar)

The Macro Variables dialog box displays the values of numeric and string variables.

Note

The Macro toolbar is available only when you are editing a macro.

  Dialog Box Options

Variables

Lists variable names. Variables in the active subroutine or function are listed first. Variable names are preceded by the name of the subroutine or function for which they are defined, separated by an exclamation point. Since shared variables are not defined within a subroutine or function, they are preceded by an exclamation point only. For example, the listing MAIN!SEARCHTEXT$=hello indicates a string variable called SearchText$ defined in the MAIN subroutine with the value "hello" assigned to it.

Array variables and dialog record variables are not listed.

Set

You use the Set button to display the Set Variable dialog box, where you can change the value of the selected variable.

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See also

Recording and Running Macros


Set Variable dialog box

Set button (Show Variables dialog box)

The Set Variable dialog box displays the value of the variable selected in the Show Variables dialog box.

  Dialog Box Options

Set Variable To

Type a new value for the string or numeric variable selected in the Show Variables dialog box.

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See also

Recording and Running Macros


Connect To Network Drive dialog box

Assigns a drive letter to a shared printer, directory, or folder, and uses that drive to connect your computer to the shared printer, directory, or folder.

  Dialog Box Options

Drive

Type or select a drive letter from the list of available drives. If you type the letter of a drive to which your computer is already connected, Word asks you to confirm that you want to assign the drive to the new location.

Resource

Type or select the name and location of the shared directory or folder. Make sure to include the complete path, including backslashes (\). If you don't know the exact location, type the computer name to see a list of shared directories or printers at that location.

Password

Type a password, if one is required.


Run dialog box

Displays the Control Panel or the Clipboard.

  Dialog Box Options

Run Application

Select the application you want to run.

Clipboard

Displays the Clipboard and the last selection you cut or copied.

Control Panel

Runs the Control Panel so that you can adjust Windows-based functions such as screen colors, mouse responsivenes, and communications setup; and install printer drivers, queue drivers, and fonts.

For more information, see your Windows manual, or choose a command from the Help menu in the Control Panel.


Mail Merge: Advanced Techniques

Overview

Merging information by using electronic mail and fax systems

Merging documents to electronic mail or fax systems

Using a data source from another application and removing an attached data source

Opening a data source from another application

Removing an attached data source

Selecting data records to be merged

Sorting data records by more than one data field

Using a separate header source

Specifying a separate header source

Modifying information in a data source

Displaying the data source to view or modify records

Displaying the Database toolbar to modify the data source

Displaying specific data records

Finding records that contain specific information

Adding, modifying, or deleting records in a data source

Sorting data records by a single data field

Adding, removing, or renaming fields in a data source

Inserting data records from another data source

Using Word fields when merging documents

Inserting Word fields into the main document

Inserting a bookmark field

Modifying or deleting selection rules

Modifying or deleting selection rules when merging documents

Checking the mail merge

Checking and previewing a merged document before printing


Overview of Mail Merge: Advanced Techniques

With the Mail Merge feature, you can produce documents that combine standard text with lists of unique information, including form letters, mailing labels, addressed envelopes, electronic mail and fax documents.

For example, suppose you want to send a form letter to a number of clients. With some clients, you regularly correspond by electronic mail. With other clients, you send letters by fax. With all other clients, you correspond by regular mail.

You may want to merge information from an existing database or a Microsoft Excel worksheet, or from another source of data. When you retrieve data from another source, Word automatically selects the best method to convert the selected files. You can also insert Word fields into the main document so that Word will include information during the merge that isn't in a data source. You can merge virtually any type of information from a data source, including any text or numbers, graphics for which you have a graphics filter installed in Word, and Word fields that display a result, such as an expression field.

By default, Word merges all data records from the data source you've specified. In many cases, however, you may want to merge only a specific set of data records. You can use filters, sorting criteria, and special instructions in a main document to include information from the data source conditionally, provide additional information during the merge operation, and print multiple documents as one document.

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See also

Mail Merge: Advanced Techniques


Merging documents to electronic mail or fax systems

Instead of printing and mailing a merged document such as a form letter, you can merge documents and distribute them by electronic mail and fax applications available on your computer.

To merge documents to electronic mail or fax systems

1.	With the main document in the active window, choose Mail Merge from the Tools menu.

2.	To merge only data records that contain an electronic mail address or fax number, choose the Query Options button under Merge The Data With The Document. On the Filter Records tab, do both of the following:

Under	Select
Field	The name of the data field that contains the electronic mail address or fax number of the recipient.
Comparison	Is Not Blank.
If you want to merge the selected data records in a particular order, see Sorting data records by more than one data field.

3.	In the Mail Merge Helper dialog box, choose the Merge button.

4.	In the Merge To box, select the electronic message system you want to use.

5.	Choose the Setup button.

6.	In the Data Field With Mail/Fax Address box, select the data merge field that contains the electronic mail address or fax number you want to use.

If you want to include a subject line, type the text in the Mail Message Subject Line box.

If you want to preserve the format of a merged document transmitted by electronic mail or fax, select the Send Document As An Attachment check box. Otherwise Word inserts the document text in the mail or fax message as unformatted text.

7.	 Choose the OK button, and then choose the Merge button in the Merge dialog box.

Tip

To add enclosures or other information to a merged document you want to transmit, insert one or more INCLUDETEXT fields into the main document. When you merge the main document with the data source, Word inserts the contents of the document specified by the INCLUDETEXT field. For more information, see Inserting Word fields into the main document.

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See also

Mail Merge: Advanced Techniques


Specifying a separate header source

At the top of the data source, a row or paragraph of merge fields called the header row identifies each kind of information in the data source. You can save the header row in a separate document called a header source.

By saving a header source, you can use the same header row and merge fields for merging data from various sources without having to repeat or change the header row in each data source. If you decide to change a merge field, you need to change only the header source, not each data source.

If you cannot change the merge fields in a data source to match the merge fields in a main document -- for example, if the data source is read-only -- you can use a header source with the correct merge fields.

To specify a separate header source

1.	With the main document in the active window, choose Mail Merge from the Tools menu.

2.	Under Data Source, choose the Get Data button, and then choose Header Options.

3.	Do one of the following:

To	Do this
Create a new header source	Choose the Create button. For more information, see Creating a new data source.
Open an existing header source	Choose the Open button. Type or select the filename of the existing header source.
4.	Choose the OK button.

If you created a new header source, name and save the file.

Under the Get Data button, Word displays the name of the header source.

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See also

Mail Merge: Advanced Techniques


Opening a data source from another application

You can merge information from an existing database, a Microsoft Excel worksheet, or another source of data. If you prefer, you can specify only certain records from a data source.

To open a data source from another application

1.	With the main document in the active window, choose Mail Merge from the Tools menu.

2.	Under Data Source, choose the Get Data button, and then choose Open Data Source.

3.	In the Open Data Source dialog box, type or select the filename of the data source you want to open, and then choose the OK button.

If the data source is not listed, select the appropriate drive, directory, or folder. Then select the appropriate option in the List Files Of Type box.

If you open a Microsoft Excel worksheet, you can insert the entire worksheet or a range of cells. If you open a Microsoft Access database, you can insert records from a table or a selection of records defined by a query. For more information about inserting records from a database, see the documentation for the application you are using.

If you have not inserted merge fields into the main document, Word displays a message after you open the data source. To return to the main document to insert the merge fields, choose the Edit Main Document button.

Once you've inserted the merge fields, you can merge the main document with the data source you've specified. For more information, see Merging the data source with the main document.

__________

See also

Mail Merge: Advanced Techniques


Sorting data records by more than one data field

By sorting data records, you can arrange them in alphabetic or numeric order, display them in the order you want, and determine the order in which Word merges them with the main document.

To sort data records by more than one data field

1.	With the main document in the active window, choose Mail Merge from the Tools menu.

2.	Choose the Query Options button, and then select the Sort Records tab.

3.	In the Sort By box, select the data field you want to sort the data records by, and then do one of the following:

To	Select
Sort text from A to Z and numbers from smallest to largest	The Ascending option button
Sort text from Z to A and numbers from largest to smallest	The Descending option button
Sort by additional data fields	The data fields and the sort order in the Then By boxes
4.	Choose the OK button.

Note

If the data source is from another application, Word sorts only the retrieved set of data records. However, if you are sorting data records in a data source in Word format, all records are sorted, not just the selected set of records. To keep the data records in the specified order, save the data source before you quit Word; then, after a sort, you can close the data source without saving it. When you next open the main document, Word resorts the data records according to the sort criteria you specified.

__________

See also

Mail Merge: Advanced Techniques


Displaying the data source to view or modify records

You can view information in a data source one record at a time in the Data Form dialog box. If the data source is in Word format, you can view all the data records in a document window.

To display the data records in the Data Form dialog box

Do one of the following:

In the Mail Merge Helper dialog box, choose the Edit button under Data Source, and then choose the name of the data source you want to use.

From the main document, click the Edit Data Source button on the Mail Merge toolbar.

   Edit Data Source button

If the data source is displayed in a document window, click the Data Form button on the Database toolbar.

  Data Form button

For more information about creating records in the data source, see Data Form dialog box.

Note

If you click the Data Form button or the Edit Data Source button and the data source is from a Microsoft application that supports DDE -- for example, Microsoft Access or Microsoft Excel -- and the application is installed on your computer, Word starts the application so that you can modify the data records in the original file. You then return to the Mail Merge Helper dialog box.

To display the data source in a document window

Do one of the following:

Display the data records in the Data Form dialog box, and then choose the View Source button. For more information, see Displaying the data source to view or modify records.

Open the data source by choosing the Open command from the File menu.

__________

See also

Mail Merge: Advanced Techniques


Displaying the Database toolbar to modify the data source

When working with the data source in a document window, you can use the Database toolbar to quickly delete and add rows to a table, sort information, and add new categories of information.

To display the Database toolbar to modify the data source

Do one of the following:

If you are working in	Do this
A mail merge main document	Click the Edit Data Source button on the Mail Merge toolbar. Then choose the View Source button. Word displays the data source in a document window and automatically displays the Database toolbar.    Edit Data Source button
A data source	If you opened the data source by using the Open command on the File menu, choose Toolbars from the View menu, and then select the Database toolbar.
__________

See also

Mail Merge: Advanced Techniques


Displaying specific data records

You can choose the data records you want to display so that you don't have to scroll through an entire list.

To display specific data records

1.	Display the data records in the Data Form dialog box. For more information, see Displaying the data source to view or modify records.

2.	Next to Record, do one of the following:

To display	Click
A specific record	In the Record box, type the number, and then press ENTER.
The first record
The preceding record
The next record
The last record
__________

See also

Mail Merge: Advanced Techniques


Finding records that contain specific information

You can locate data records that contain specific information without scrolling through a large table.

To find records that contain specific information

1.	Display the data records in the Data Form dialog box. For more information, see Displaying the data source to view or modify records.

2.	Choose the Find button.

3.	In the Find What box, type the specific information you want to find.

4.	In the In Field box, select the data merge field that contains the type of information you want to search for.

5.	Choose the Find First button.

Word displays the first record that contains the information you specified.

To find the next entry that contains the information you specified, choose the Find Next button.

If the Find In Field dialog box hides the data, move the dialog box by dragging its title bar.

6.	When you finish finding the records you want, choose the Close button.

Using the Database toolbar     To find records while working with the data source in a document window, click the Find Record button on the Database toolbar.

  Find Record button

__________

See also

Mail Merge: Advanced Techniques


Adding, modifying, or deleting records in a data source

You can add information to or modify existing records in a data source.

To add, modify, or delete records in a data source

1.	Display the data records in the Data Form dialog box. For more information, see Displaying the data source to view or modify records.

2.	Do one or more of the following:

To	Do this
Display a blank form for a new record	Choose the Add New button, or press ENTER in the last data field of the last record.
Modify a record	Display the record you want to change and edit the data fields. To move between data fields, press ENTER, TAB, or SHIFT+TAB.
Delete the displayed record	Choose the Delete button.
Cancel changes to the current record	Choose the Restore button.
3.	Choose the OK button.

Tip

When you close the main document, Word displays a message asking you to confirm that you want to save the data source. To save the data source when you modify the data records, choose the View Source button in the Data Form dialog box to display the data source in a document window. Then save the data source document. To return to the main document, click the Mail Merge Main Document button on the Database toolbar.

  Mail Merge Main Document button

Using the Database toolbar     If you are modifying the data source in a document window, you can add or delete records by using the Database toolbar. To add a record to the end of the data source, click the Add New Record button. To delete the record that contains the insertion point or a selection, click the Delete Record button.

  Add New Record button

  Delete Record button

__________

See also

Mail Merge: Advanced Techniques


Sorting data records by a single data field

By sorting data records, you arrange them in alphabetic or numeric order, based on the information in a selected data field. For example, if you want to organize address records for a list of business contacts in alphabetic order by company name, you can sort the records to put them in their proper order as you add new data records.

To sort data records by a single data field

1.	Display the data source in the document window. For more information, see Displaying the data source to view or modify records.

2.	Click anywhere in the data field you want to sort by.

3.	On the Database toolbar, do one of the following:

To sort	Click
Text in alphabetic order (A-Z) or numbers from smallest to largest
Text in reverse alphabetic order (Z-A) or numbers from largest to smallest
__________

See also

Mail Merge: Advanced Techniques


Adding, removing, or renaming fields in a data source

You can add new categories of information to a data source -- for example, to add fax numbers to a client mailing list. You can also delete unneeded data fields, and you can rename fields to better match the data they describe.

To add, remove, or rename fields in a data source

1.	Display the data source in the document window. For more information, see Displaying the data source to view or modify records.

2.	On the Database toolbar, click the Manage Fields button.

  Manage Fields button

3.	Do one or more of the following:

To	Do this
Add a new data field	In the Field Name box, type a new field name, and then choose the Add button. To type information in a new data field, click the Data Form button on the Database toolbar.    Data Form button Word displays the Data Form dialog box so that you can add the new information to each data record.
Delete a data field	In the Field Names In Header Row box, select the data field, and then choose the Remove button.
Rename a data field	In the Field Names In Header Row box, select the field, and then choose the Rename button. Type a new name in the Rename Field dialog box, and then choose the OK button.
4.	When you finish adding, deleting, or renaming fields, choose the OK button.

Note

If you delete a data field, information in that data field is deleted from all data records in the data source.

__________

See also

Mail Merge: Advanced Techniques


Modifying or deleting selection rules when merging documents

You can modify the selection rules used to specify the data records that are merged with the main document. You can also remove selection rules individually or all at once.

To modify or delete selection rules when merging documents

1.	With the main document in the active window, choose Mail Merge from the Tools menu.

2.	Under Merge The Data With The Document, choose Query Options.

3.	Do one of the following:

To	Do this
Modify a rule	Make changes in the Field, Comparison, and Compare To boxes.
Remove a rule	Choose None in the Field box for the rule you want to remove.
Remove all rules	Choose the Clear All button.
4.	Choose the OK button.

__________

See also

Mail Merge: Advanced Techniques


Inserting Word fields into the main document

In addition to the mail merge fields from the data source or header source, you can use other Word fields when you're setting up a main document. These fields instruct Word how to merge the main document with information from the data source and allow you to print information not contained in a data source.

To insert Word fields into the main document

1.	In the main document, position the insertion point where you want to insert the Word field.

2.	On the Mail Merge toolbar, click the Insert Word Field button.

3.	Choose the field you want to insert.

For more information on Word fields, see Insert Word Field box.

Tip

To format the text to be inserted by a field, format the field in the main document. For information about formatting shortcut keys, see Using shortcut keys to format characters.

__________

See also

Mail Merge: Advanced Techniques


Inserting a bookmark field

To print the information assigned to a bookmark by an ASK or SET field, you must insert a bookmark field into the main document text where you want the information to be printed. For more information, see Insert Word Field: Ask dialog box or Insert Word Field: Set Bookmark dialog box.

To insert a bookmark field

1.	Position the insertion point where you want to print the information you assign to the bookmark.

2.	Insert a pair of field characters to enclose the bookmark name by pressing CTRL+F9.

3.	Between the field characters, type the name of the bookmark you defined in the SET (Set Bookmark) or ASK field.

To ensure that the bookmark name matches the name in the ASK or SET field, you can copy the bookmark name and then paste it between the field characters.

Note

If the bookmark name is also the name of a word reserved for a Word field, type REF before the bookmark name; for example, {REF Title}

__________

See also

Mail Merge: Advanced Techniques


Inserting data records from another data source

Information you want to include in a mail merge data source may already exist in another data source. You can insert the information directly into a mail merge data source without retyping it in Word.

To quickly insert specific records from another data source into an existing data source or a new data source, choose the Insert Database button on the Database toolbar.

  Insert Database button

To insert data records from another data source

1.	Display the data source in the document window. For more information, see Displaying the data source to view or modify records.

2.	Do one of the following:

To preserve the existing data, position the insertion point in the blank line at the end of the data records, just in front of the paragraph mark that follows the data records.

To replace the existing data records, position the insertion point anywhere in the data records.

3.	On the Database toolbar, click the Insert Database button.

  Insert Database button

4.	Under Data Source, choose the Get Data button.

5.	In the Open Data Source dialog box, type or select the filename of the data source that contains the data records you want to insert, and then choose the OK button.

If the data source is not listed, select the appropriate drive, directory, or folder. Then select the appropriate option in the List Files Of Type box.

6.	To insert specific information from the database or to list the information in a particular order, choose the Query Options button under Data Options. Do one or more of the following, and then choose the OK button.

To	Choose
Indicate specific records you want to insert into the document	Filter Records, and then specify criteria to select the data records to insert.
List the records you want in a particular order	Sort Records, and then select the data fields by which you want the information sorted.
Indicate which data fields will be inserted	Select Fields, and then remove any fields you don't want from the Selected Fields list. The order of the fields in the list determines the order in which the fields are inserted left to right.
Include the field names from the header row at the top of each column of information in the table	The Include Field Names check box.
7.	Under Insert The Data Into The Document, choose the Insert Data button. You can insert all of the selected records or a range of records. Then choose the OK button.

Note

If you are adding information to an existing data source, make sure the new rows of information have the same number of columns, and that the columns of information are arranged in the same order, left to right.

__________

See also

Mail Merge: Advanced Techniques


Checking and previewing a merged document before printing

After you create a data source and a main document, you can check for errors -- for example, a merge field that contains a character that is not valid.

You can also preview the main document merged with information from a specific data record. If you want to examine all of the resulting merged documents before printing, you can merge them to a single new document.

To check a merged document before printing

1.	With the insertion point in the main document, click the Check For Errors button on the Mail Merge toolbar.

  Check For Errors button

2.	In the Checking And Reporting Errors dialog box, do one of the following:

To complete merging the documents and have Word report any merge field errors each time it finds one, choose the OK button.

To specify how Word should report the errors, select an option, and then choose the OK button. For more information, see Checking And Reporting Errors dialog box.

Word identifies any merge fields used in the main document that do not match names of data fields in the data source.

To view a merged document before printing

With the main document in the active window, click the View Merged Data button on the Mail Merge toolbar.

  View Merged Data button

Word displays information from the first data record in place of the merge fields in the main document text. To view information from other data records, click one of arrow buttons on the Mail Merge toolbar, or type a record number in the Go To Record box.

  Arrow buttons and Go To Record boxes

To merge to a new document

With the insertion point in the main document, click the Merge To New Document button on the Mail Merge toolbar.

  Merge To New Document button

Word places all the resulting merged documents in a single new document. The merged documents are placed in separate sections, which are indicated by section breaks (double dotted lines).

__________

See also

Mail Merge: Advanced Techniques


Merge dialog box

Mail Merge command (Tools menu)

Determines options when you merge a main document with a data source.

If you are working in a main document, you can quickly set merge options by clicking the Mail Merge button on the Mail Merge toolbar.

  Mail Merge button

  Dialog Box Options

Merge To

Select a location for the merged document to go to.

New Document

Creates a new document that contains the results of merging a main document with a data source, but does not print it.

Printer

Immediately prints the resulting merged documents.

Electronic Mail

Sends each resulting merged document to the electronic mail address contained in the corresponding data record. This option is available only if you have installed an electronic mail system that meets the messaging application programming interface (MAPI) or vendor-independent messaging (VIM) standard.

Electronic Fax

Sends each resulting merged document to the electronic fax number contained in the corresponding data record. This option is available only if you have installed an electronic fax system that meets the messaging application programming interface (MAPI) or vendor-independent messaging (VIM) standard.

Setup

Identifies the electronic mail address or fax number to which a merged document is sent. This button is dimmed until you select the Electronic Mail or Electronic Fax option in the Merge To box. For more information, see Merge To Setup dialog box.

Records To Be Merged

Select the range of records you want to merge with the main document.

All

Merges all data records from the data source, if you didn't specify selection criteria. If you specified selection criteria in the Query Options dialog box, Word uses only those records that met the selection criteria.

From

Type the number of the first record in the range of records you want to merge.

To

Type the number of the last record in the range of records you want to merge.

When Merging Records

Determines how you want Word to handle blank lines that occur when a data record contains empty data fields.

Don't Print Blank Lines When Data Fields Are Empty.

Prevents Word from printing blank lines when a field in a data record is empty.

Print Blank Lines When Data Fields Are Empty.

Prints a blank line when a data record contains an empty field.

Merge

Merges the main document with the data source.

Check Errors

Determines how you want Word to report errors found in the main document and data source when the documents are merged. See Checking And Reporting Errors dialog box.

Query Options

Select the criteria you want to use when selecting and sorting records when merging a main document with a data source. For more information, see Query Options dialog box.


Checking And Reporting Errors dialog box

Determines how you want Word to report errors found in merge fields when it merges a main document with a data source.

You can quickly see what a merged document will look like and check for errors in any merge field before you merge documents by clicking the Check For Errors button on the Mail Merge toolbar.

  Check For Errors button

  Dialog Box Options

Displays options for checking for errors before you merge a main document with a data source.

Simulate The Merge And Report Errors In A New Document.

Simulates merging a main document with a data source, and then creates a new document that lists any errors found in merge fields in the main document and in the data source.

Complete The Merge, Pausing To Report Each Error As It Occurs.

Merges a main document with a data source, pausing to display a message each time an error is detected.

Complete The Merge Without Pausing. Report Errors In A New Document.

Merges a main document with a data source, and creates a new document that lists any errors found in merge fields.


Query Options dialog box (Mail Merge command)
Query Options dialog box

Mail Merge command (Tools menu)

Sets options for selecting and sorting records in a data source.

Select the category of options you want.

Filter Records tab

Determines the criteria Word uses to select only certain records in a data source. For example, you can see only those records in which the merge field "City" contains the entry "Munich." See Filter Records tab.

Sort Records tab

Sets options when you sort records in a data source. See Sort Records tab.


Query Options dialog box (Database command)
Query Options dialog box

Database command (Insert menu)

Sets options for selecting and sorting records in a data source. Word includes only information from the selected data records and data fields in the resulting table of data.

Select the category of options you want.

Filter Records tab

Determines the criteria Word uses to select only certain records in a data source. Each selected data record makes up one row of the table of data. For example, you can see only those records in which the merge field "City" contains the entry "Munich." See Filter Records tab.

Sort Records tab

Specifies the order in which rows of information are inserted in the resulting table of data. See Sort Records tab.

Select Fields tab

Determines the data fields included in the resulting table of data. Each selected data field makes up one column of the table. See Select Fields tab.


Filter Records tab

Determines how Word selects the data records to be merged with the main document (Mail Merge command, Tools menu) or inserted as a table in the active document (Database command, Insert menu). For example, you can choose to merge only those records in which the merge field "City" contains the entry "Munich."

  Tab options

Field

Select the merge field in the data source for which you want to specify selection criteria. Word will compare the contents of this data field in each data record with the information you type in the Compare To box.

Comparison

Select the operator you want to include in the selection criteria. These operators apply to both alphabetic and numeric characters.

Equal To

The contents of the selected data field must match the entry in the Compare To box.

Not Equal To

The contents of the selected data field must not be the same as the entry in the Compare To box.

Less Than

The contents of the selected data field must be less than the entry in the Compare To box.

Greater Than

The contents of the selected data field must be greater than the entry in the Compare To box.

Less Than Or Equal

The contents of the selected data field can be less than or equal to the entry in the Compare To box.

Greater Than Or Equal

The contents of the selected data field can be greater than or equal to the entry in the Compare To box.

Is Blank

The selected merge field must be empty.

Is Not Blank

The selected merge field must contain an entry.

Compare To

Type a value to compare with the contents of the selected data field. For example, to merge all records in which the merge field "City" contains the entry "Munich," select City in the Field Name box, and then type Munich in the Compare To box.

And/Or

To indicate that two or more filter criteria must be met, select And. To indicate that matching any one of the filter criteria is acceptable, select Or.

Clear All

Clears all record-selection criteria. If you don't specify selection criteria, Word will use all the records in the data source.


Sort Records tab

Determines the order in which the selected data records are merged with the main document (Mail Merge command, Tools menu) or inserted as a table in the active document (Database command, Insert menu).

  Tab options

Sort By

Select the data field that contains the information by which you want Word to sort the data records. For example, to use postal codes to determine the order in which Word will merge records, select the data field that contains the postal codes.

Ascending

Puts the first alphabetic entry (closest to A), the earliest date, or the lowest number at the top of the sorted items.

Descending

Puts the last alphabetic entry (closest to Z), the latest date, or the highest number at the top of the sorted items.

Then By

Select an additional merge field in the data source that you want to sort by.

Clear All

Clears all sorting criteria. If you don't specify selection criteria, Word will use all the records in the data source.


Select Fields tab

Query Options button (Database command, Insert menu)

Determines which data fields in the selected data records Word will include in the resulting table of data.

  Tab options

Fields In Data Source

Lists all of the available data fields in the specified data source.

Selected Fields

Lists the data fields whose contents will be inserted in the table.

Remove/Select

Removes the selected data fields from the Selected Fields box. If you select a data field in the Fields In Data Source box, the name of the button changes to Select and Word adds the data field to the end of the list in the Selected Fields box.

To select multiple data fields from either list, hold down the CTRL key as you click each field name.

Remove All/Select All

Removes all data fields from the Selected Fields box. If you select a data field in the Fields In Data Source box, the button changes to Select All, which adds all the data fields to the Selected Fields box.

Include Field Names

Uses the field names from the header row of the data source as column headings for the table.

Clear All

Clears all field-selection criteria. If you don't specify selection criteria, Word will use all the records in the data source.


Insert Merge Field dialog box

Macro command (Tools menu)

Inserts merge fields into the main document.

  Dialog Box Options

Mail Merge Fields

Lists the field names defined in the header row of the specified data source. Word lists the category of information you have defined.

Word Fields

Inserts a Word field. With Word fields, you can print additional information not contained in the data source. See Inserting Word fields into the main document.


Invalid Merge Field dialog box

Displays the merge fields in the main document for which Word could not find an identical field name in the header row of the data source.

  Dialog Box Options

This merge field is used in the main document, but it does not exist in the data source.

Word displays the merge field.

You can remove the invalid merge field from the main document.

To remove the invalid field from the main document, choose the Remove button.

You can replace it with a valid merge field from the data source.

Select the name of the data field that contains the information you want Word to print in place of the invalid merge field.

Sample Data

Displays the contents of the first data record in the data source.


Database command (Insert menu)

Inserts information from a database or other specified data source as a table in the active document.

You can quickly insert selected database records into a document by clicking the Insert Database button on the Database toolbar.

  Insert Database button

  Dialog Box Options

Data Source

Indicates the data source from which you want to extract information.

Get Data

Select an existing data source. For more information, see Open Data Source dialog box.

Data Options

Determines the specific information included in the table and the table format.

Query Options

Sets options for selecting and sorting records in a data source. Word includes only information from the selected data records and data fields in the resulting table of data. For more information, see Query Options dialog box.

Table AutoFormat

Automatically applies formats, including predefined borders and shading, to a table. Automatically resizes a table. For more information, see Table AutoFormat command.

Insert The Data Into The Document

Inserts the data in a table into the active document.

Insert Data

Specifies the range of selected records or rows you want to include in the table of data. For more information, see Insert Data dialog box.

__________

See also

Mail Merge: Advanced Techniques


Insert Data dialog box

Database dialog box (Database command)

Specifies the range of selected records or rows you want to include in the table of data.

  Dialog Box Options

Insert Records

Specify the records or the range of records you want to include in the table of data.

All

Inserts information from all data records that met the selection criteria you specified in the Query Options dialog box. If you didn't specify selection criteria, Word inserts all data records from the data source.

From

Inserts a range of records that starts with the record in the From box.

To

Inserts a range of records that ends with the record in the To box.

Insert Data As Field

Inserts the table as a DATABASE field. If information in the original data source is changed, you can automatically update the information in the table by updating the DATABASE field. For more information, see Updating fields.


Header Record Delimiters dialog box

Identifies the type of character, or delimiter, used to separate the data fields or data records in the specified data source if Word cannot recognize the delimiters.

  Dialog Box Options

Field Delimiter

Select the character you want to use to separate the data fields in each data record. The character must be different from the record delimiter.

Record Delimiter

Select the character you want to use to separate the data records in the data source. The character must be different from the field delimiter.

Preview

The Preview box shows the text and delimiters you selected before you apply them to the document.


Header Options dialog box

Get Data button (Mail Merge command, Tools menu)

Lists field names for a data source in a separate document called a header source. For more information about creating a header source, see Specifying a separate header source.

  Dialog Box Options

Create

Creates the merge fields for the header source. See Create Header Source dialog box.

Open

Select an existing header source. For more information, see Open Header Source dialog box.


Find In Field dialog box

Find button (Data Form dialog box)

Finds data records that contain specific information in a selected data field.

To quickly find text in merge fields, click the Find Record button on the Mail Merge or Database toolbar.

  Find Record button

  Dialog Box Options

Find What

Type the text you want to find in the data source. You can type partial words and phrases.

In Field

Select the merge field in which you want to search for the text.

Find First/Find Next

Finds the first occurrence of the text typed in the Find What box. The name of the Find First button changes to Find Next so that you can locate additional records containing the same information.


Confirm Data Source dialog box

Indicates the conversion option you want to use to open a data source created in an application other than Word.

  Dialog Box Options

Open Data Source

Select the conversion option you want to use to convert the files.

Show All

Displays all file converters installed on your computer. If this check box is dimmed, Word displays all installed converters because it could not identify a file converter for the selected data source.


Microsoft Excel dialog box

Specifies the information on a Microsoft Excel worksheet that you want to use as a mail merge data source or to insert as a table in a Word document.

  Dialog Box Options

Named Or Cell Range

Select a named range of cells or type the row and column references you want to use from the worksheet. For example, A1:C5 includes the information in cells A1 through C5.


SQL dialog box

Displays the Structured Query Language (SQL) representation of a Microsoft Access query so that you can see the data you are inserting into the data source. For more information, see your Microsoft Access documentation.

  Dialog Box Options

SQL Text

Displays a view of the SQL representation of the Microsoft Access query.


Merge To Setup dialog box

Setup button (Merge button, Mail Merge command)

Identifies the electronic mail address or fax number to which a merged document is sent, and sets other options for distributing the merged documents.

This option is available only if you have installed an electronic mail or fax system that meets the messaging application programming interface (MAPI) or vendor-independent messaging (VIM) standard.

  Dialog Box Options

Data Field With Mail/Fax Address

Select the data field that contains the electronic mail or fax address you want to use from the data source.

Mail Message Subject Line

Type the message you want to appear in the subject line of each faxed document or piece of electronic mail.

Send Document As Attachment

Sends the merged document as a separate Word document attached to the electronic mail or fax message. If you do not select this check box, Word inserts only the text of the merged document in the mail or fax message. All text formatting is lost.


Insert Word Field box

Mail Merge toolbar

Inserts a Word field into a main document at the insertion point.

  Insert Word Field options

Ask

Inserts an ASK field into a main document so that Word can insert variable information that is not included in the data source. For more information, see Insert Word Field: Ask dialog box.

Fill-in

Prompts users to insert text into a document at the location of the field. For more information, see Insert Word Field: Fill-in dialog box.

If...Then...Else

Inserts an IF...THEN...ELSE field into the main document so that Word can compare two values and then insert the appropriate text for the result of the comparison. For more information, see Insert Word Field: If...Then...Else dialog box.

Merge Record # field

Inserts a MERGEREC field whose result is the number of the current data record that Word found. For more information, see Insert Word Field: Merge Record # field.

Merge Sequence # field

Inserts a MERGESEQ field that numbers merged documents sequentially. For more information, see Insert Word Field: Merge Sequence # field.

Next Record

Merges the next data record into the same merged document rather than a new merged document. For more information, see Insert Word Field: Next Record field.

Next Record If

Compares two expressions to determine whether Word should merge the next data record into the active merge document or into a new merge document. For more information, see Insert Word Field: Next Record If dialog box.

Set Bookmark

Defines the text of the specified bookmark. For more information, see Insert Word Field: Set Bookmark dialog box.

Skip Record If

Skips a data record based on the results of a comparison of two values. For more information, see Insert Word Field: Skip Record If dialog box.


Insert Word Field: Ask dialog box

Insert Word Field button (Mail Merge toolbar)

Inserts an ASK field into a main document so that Word can insert variable information that is not included in the data source. The ASK field prompts you for text to assign to the specified bookmark before you print each merged document.

For example, the field {ASK orderunits "Please type the number of units for this company"} displays a dialog box each time the field is updated, and then it assigns the typed text to the bookmark "orderunits."

To print your responses in the resulting merged documents, you must insert a BOOKMARK field in the main document. For more information, see Inserting a bookmark field.

  Dialog Box Options

Bookmark

Type or select the name of the bookmark to store the text you type in the Ask dialog box.

Prompt

Type the prompt you want Word to display when each record is merged.

Default Bookmark Text

Type the text you want Word to automatically store in the bookmark if no other text is typed in the Ask dialog box.

Ask Once

Displays the prompt only when the first data record is merged. Your response for the first data record will be printed in all resulting merged documents.

__________

See also

ASK field


Insert Word Field: Fill-in dialog box

Insert Word Field button (Mail Merge toolbar)

Prompts you to type additional text in a form letter or other merged document. Word displays the prompt as each data record is merged, so you can type different text for each resulting merged document.

For example, when Word is merging documents, the prompt "What is your name?" appears in the dialog box. Word uses the default text if the user presses ENTER without typing anything; otherwise, Word uses the text the user types in the location of the field.

  Dialog Box Options

Prompt

Type the prompt text you want Word to display each time it encounters the FILLIN field.

Default Fill-in Text

Type the text you want Word to print each time you don't type a specific response to the prompt. If you want to type additional text in only some of the merged documents, leave this box blank.

Ask Once

Displays the prompt only when the first data record is merged. Your response for the first data record will be printed in all resulting merged documents.

__________

See also

FILLIN field


Insert Word Field: If...Then...Else dialog box

Insert Word Field button (Mail Merge toolbar)

Inserts an IF field into the main document. As each data record is merged with the main document, Word compares the contents of a selected data field with the text or number you specify. Depending on the results of the comparison, Word then prints the appropriate text in the resulting merged document. Word prints text where you inserted the IF field in the main document.

For example, the following IF field compares the contents of the data field "order" with 100.

{IF {order} >= 100 "Thank you for your order." "Minimum order is 100."}

If the customer order is 150, the result is "Thank you for your order." If the customer order is 50, the result is "Minimum order is 100."

  Dialog Box Options

If

Indicate the data field and the comparison text you want to use when merging documents.

Field Name

Select the data field you want to insert into the If...Then...Else statement.

Comparison

Select the operator you want to include in the merge selection rule.

Equal To

The contents of the data field must match the entry in the Compare To box.

Not Equal To

The contents of the data field must not be the same as the entry in the Compare To box.

Less Than

The contents of the data field must be less than the entry in the Compare To box.

Greater Than

The contents of the data field must be greater than the entry in the Compare To box.

Less Than Or Equal

The contents of the data field must be less than or equal to the entry in the Compare To box.

Greater Than Or Equal

The contents of the data field must be greater than or equal to the entry in the Compare To box.

Is Blank

The selected data field must be empty.

Is Not Blank

The selected data field must contain an entry.

Compare To

Type a value for the selected merge field.

For example, to insert text for all records in which the merge field "City" contains the entry "Munich," select City in the Field Name box, and then type Munich in the Compare To box.

Insert This Text

Type the text you want Word to print if the data field meets the selected criteria.

Otherwise Insert This Text

Type the text you want Word to print if the data field does not meet the selected criteria.

__________

See also

IF field


Insert Word Field: Merge Record # field

Insert Word Field button (Mail Merge toolbar)

Inserts a MERGEREC field whose result is the number of the current data record that Word found. Word tracks records in a data source by assigning each record a number. You might want Word to insert this number when you merge documents -- for example, so that you know where in a data source this particular record occurs.

If you specified the criteria you want to use to select records in the Query Options dialog box, Word bases the value of the MERGEREC field on the set of data records that met your criteria.

__________

See also

MERGEREC field


Insert Word Field: Merge Sequence # field

Insert Word Field button (Mail Merge toolbar)

Inserts a MERGESEQ field that instructs Word to print a number that indicates the order in which each data record is merged with the main document.

__________

See also

MERGESEQ field


Insert Word Field: Next Record field

Insert Word Field button (Mail Merge toolbar)

The NEXT field merges the next data record into the same merged document rather than a new merged document. This field is useful when you're generating a list of records in one document, such as a list of customer names.

__________

See also

NEXT field


Insert Word Field: Next Record If dialog box

Insert Word Field button (Mail Merge toolbar)

The NEXTIF field examines the contents of a data field you specify as Word merges each data record with the main document. If the current data record meets the comparison criteria you specify, information from that record is not merged. Instead, Word uses information from the next data record in the resulting merged document. If the current data record does not meet the criteria, Word uses the contents of the current data record in the resulting merged document.

You can select the records to be merged more easily by using the Query Options dialog box. For more information, see Sorting data records by more than one data field.

  Dialog Box Options

Field Name

Select the data field whose contents you want to compare with the information you type in the Compare To box.

Comparison

Indicates how to compare the contents of the selected data field.

Equal To

The contents of the data field must match the entry in the Compare To box.

Not Equal To

The contents of the data field must not be the same as the entry in the Compare To box.

Less Than

The contents of the data field must be less than the entry in the Compare To box.

Greater Than

The contents of the data field must be greater than the entry in the Compare To box.

Less Than Or Equal

The contents of the data field must be less than or equal to the entry in the Compare To box.

Greater Than Or Equal

The contents of the data field must be greater than or equal to the entry in the Compare To box.

Is Blank

The selected data field must be empty.

Is Not Blank

The selected data field must contain an entry.

Compare To

Type the text or the number you want to compare with the contents of the data field.

For example, to merge all records in which the merge field "City" contains the entry "Munich," select City in the Field Name box, and then type Munich in the Compare To box.

__________

See also

NEXTIF field


Insert Word Field: Set Bookmark dialog box

Insert Word Field button (Mail Merge toolbar)

The SET field stores a value you specify in a "placeholder" called a bookmark. The value can be text or a number.

For example, the field {SET Rate 10.5%} defines the bookmark named "Rate" to have the value 10.5%.

  Dialog Box Options

Bookmark

Type a new bookmark name or select the name of an existing bookmark in which you want to store the value.

Value

Type the text or number you want to store.

__________

See also

SET field


Insert Word Field: Skip Record If dialog box

Insert Word Field button (Mail Merge toolbar)

The SKIPIF field examines the contents of a data field you specify as each data record is merged with the main document. If the current data record meets the comparison criteria you specify, information from that record is not merged. If the current data record does not meet the criteria, Word uses the contents of the current data record in the resulting merged document.

You can select the records to be merged more easily by using the Query Options dialog box. For more information, see Sorting data records by more than one data field.

  Dialog Box Options

Field Name

Select the data field whose contents you want to compare with the information you type in the Compare To box.

Comparison

Indicates how to compare the contents of the selected data field.

Equal To

The contents of the data field must match the entry in the Compare To box.

Not Equal To

The contents of the data field must not be the same as the entry in the Compare To box.

Less Than

The contents of the data field must be less than the entry in the Compare To box.

Greater Than

The contents of the data field must be greater than the entry in the Compare To box.

Less Than Or Equal

The contents of the data field must be less than or equal to the entry in the Compare To box.

Greater Than Or Equal

The contents of the data field must be greater than or equal to the entry in the Compare To box.

Is Blank

The selected data field must be empty.

Is Not Blank

The selected data field must contain an entry.

Compare To

Type the text or the number you want to compare with the contents of the data field.

For example, to merge all records in which the merge field "City" contains the entry "Munich," select City in the Field Name box, and then type Munich in the Compare To box.

__________

See also

SKIPIF field


Custom Label Information dialog box

Sets the margins, label size, and distance between labels for the type of label you use.

The title of this dialog box reflects the type of label you selected.

  Dialog Box Options

Preview

The Preview box shows a description or result of the options you selected before you apply them to the label.

Top Margin

Type or select the distance from the top edge of the label sheet to the top edge of the first row of labels on a laser printer. For most dot-matrix labels printed on a dot-matrix printer, the top margin should be 0 (zero).

Side Margin

Type or select the distance from the left edge of the label sheet on a laser printer, or continuous label form on a dot-matrix printer, to the left edge of the first column of labels.

Vertical Pitch

Type or select the distance from the top edge of one label to the top edge of the next label.

Horizontal Pitch

Type or select the distance from the left edge of one label to the left edge of the next label.

Label Height

Type or select the distance from the top edge to the bottom edge of the label.

Label Width

Type or select the distance from the left edge to the right edge of the label.

Number Across

Type or select the number of labels in one row on the sheet of labels you want to use.

Number Down

Type or select the number of labels in one column on the sheet of labels you want to use.

__________

See also

Mail Merge: Advanced Techniques

Printing


Manage Fields dialog box

Manage Fields button (Database toolbar)

Adds, removes, or renames data fields in the  data source by using the Manage Fields button on the Database toolbar.

  Manage Fields button

  Dialog Box Options

Field Name

Type the field name you want to add or the new name for a field you want to rename.

Field Names In Header Row

Select the field name you want to remove or rename.

Add

Adds the merge field selected in the Field Name box to the Field Names In Header Row box.

Remove

Removes the selected merge field from the Field Names In Header Row box.

Rename

Renames the merge field selected in the Field Names In Header Row box to the merge field you type in the Rename Field dialog box. For more information, see Rename Field dialog box.


Rename Field dialog box

Manage Fields button (Database toolbar)

Renames the data field selected in the Manage Fields dialog box.

  Dialog Box Options

New Field Name

Type the new name for the selected data field.


Insert Postal Bar Code dialog box

Create Labels/Envelope Address dialog box (Setup button)

Inserts a U.S. Postal Service POSTNET bar code on a label or envelope when you print it so that a computer scanner can sort by the address. In the data source, the ZIP Code and the delivery address must be listed in separate data fields.

  Dialog Box Options

Merge Field With ZIP Code

Select the name of the data field that contains the ZIP Code information.

Merge Field With Street Address

Select the name of the data field that contains the delivery point address, such as a street name and number of post office box.

FIM-A Courtesy Reply Mail

Prints a Facing Identification Mark (FIM), which is used on courtesy reply mail to identify the front of the envelope during presorting. Courtesy reply mail is preprinted with the sender's name and address.


Open Data Source dialog box

Opens an existing data source in a new window.

  Dialog Box Options

File Name

Select or type the name of the document you want to open. This box lists documents of the type selected in the List Files Of Type box. To see a list of files with a particular extension, type an asterisk (*), a period, and the three-character extension, and then press ENTER. To see files with more than one filename extension, type a semicolon (;), a second asterisk (*), a period, and another three-character extension. For example, if you want to see all files with the .DOC extension and all files with the .XLS extension, type *.doc;*.xls

List Files Of Type

Select the type of file you want to see in the File Name list.

All Files (*.*)

Lists all files in the current directory or folder.

Word Documents (*.DOC)

Lists all files in the current directory or folder that were saved with the .DOC extension.

Document Templates (*.DOT)

Lists all files in the current directory or folder that were saved with the .DOT extension.

Rich Text Format (*.RTF)

Lists all files in the current directory or folder that were saved with the .RTF extension.

Text Files (*.TXT)

Lists all files in the current directory or folder that were saved with the .TXT extension.

Drives

Select the drive that contains the file you want to open.

Directories

Select the directory that contains the file you want to open.

Find File

Opens the Find File dialog box so that you can search for documents. For more information, see Find File command.

Network

Opens the Connect Network Drive dialog box so that you can make a connection to a network drive. For more information, choose the Help button in the dialog box.

MS Query

Starts Microsoft Query if it is installed on your computer.

Confirm Conversions

Select this option if you want to confirm the converter that Word proposes when you open a file created in another application.

Read Only

Opens a document as read-only. To save changes you make to a read-only document, use the Save As command to save it with a new name.


Create Header Source dialog box

Header Options command (Get Data button)

Lists field names for the header row in a separate document called a header source. The field names identify the categories of information contained in the data source.

The following are some of the advantages of using a header source:

You can use the same header source with multiple data sources. If you decide to change a merge field, you need to change only the header source, not each data source.

If you cannot change the merge fields in a data source to match the names of the merge fields in a main document -- for example, if the data source is read-only -- you can use a header source that contains the correct merge fields.

  Dialog Box Options

Field Name

Type the merge field you want to add to the Field Names In Header Row box. A merge field can contain up to 40 characters. Each merge field must start with a letter, and subsequent characters must be letters, numerals, or underscore characters (_). Spaces can be inserted, but Word will display them as underscore characters (_).

Field Names In Header Row

Select the merge field you want to move or remove. You may need to scroll down through the list to see all of the merge fields.

Add Field Name

Adds the merge field you typed in the Field Name box to the end of the list in the Field Names In Header Row box.

Remove Field Name

Removes the selected merge field from the Field Names In Header Row box. Word places the merge field in the Field Name box so that you can edit the name if you want.

Move

Moves the selected merge field in the Field Names In Header Row box up or down in the list. The field names in the header row must be in the same order as the columns of information in any data source used with the header source.

MS Query

Starts Microsoft Query if it is installed on your computer.


View Merged Data button

Mail Merge toolbar

Shows how the first data record in a merged document will appear when you merge a main document with a data source.

  View Merged Data button


Mail Merge Main Document button

Database toolbar

When working in a mail merge data source in a document window, switches to the mail merge main document.

  Mail Merge Main Document button


Go To Record buttons

Mail Merge toolbar (Mail Merge command, Tools menu)

When merging documents, displays information from other data records in the selected data source when you click one of the Go To Record arrow buttons on the Mail Merge toolbar.

To display	Click
A specific record	In the Record box, type the number, and then press ENTER.
The first record
The preceding record
The next record
The last record


Tables tab

Microsoft Access dialog box (Database command, Insert menu)

Lists the tables defined in the selected Microsoft Access database.

  Tab options

Tables In database name

Lists the tables defined in the selected database.

View SQL

Displays the Structured Query Language (SQL) instructions used to retrieve the selected table from the database. For more information, see SQL dialog box.


Queries tab

Microsoft Access dialog box (Database command, Insert menu)

Lists the queries defined in the selected Microsoft Access database.

  Tab options

Queries In database name

Lists the tables defined in the selected database.

Link To Query

Retrieves different categories and records of information from the database. Select this check box if you expect the instructions in the selected query to change frequently and you want to use the latest instructions each time Word retrieves the data. Clear this check box to use the original query instructions each time. In any case, Word always retrieves the current information from the database. This option is available only if you have Microsoft Access version 1.1 or later installed on your computer.

View SQL

Displays the Structured Query Language (SQL) instructions used to retrieve the selected table from the database. For more information, see SQL dialog box.


Removing an attached data source

When you merge documents, Word creates an attachment between the data source and a main document. If you want the main document to revert to a regular Word document you can remove the data source to which it is attached.

To remove an attached data source

1.	Open the main document from which you want to remove the data source.

2.	In the Mail Merge Helper dialog box, choose the Create button under Main Document.

3.	Choose Restore To Normal Word Document.

4.	When Word asks you to confirm that you want to remove the attached data source, choose the Yes button, and then close the Mail Merge Helper dialog box.

__________

See also

Mail Merge: Advanced Techniques


Select Table dialog box

Lists the tables defined in the selected database.

  Dialog Box Options

Table

Select the table you want from the tables defined in the database.

Options

Modifies the options available when viewing database files. See Table Options dialog box.


Table Options dialog box

Modifies the options available when viewing database files.

  Dialog Box Options

Show

Select the type of table options you want to use to view the data in the Select Table dialog box. For more information, see the documentation for your database product.


Open Header Source dialog box

Displays an existing header source in a new window.

  Dialog Box Options

File Name

Select or type the name of the document you want to open. This box lists documents of the type selected in the List Files Of Type box. To see a list of files with a particular extension, type an asterisk (*), a period, and the three-character extension, and then press ENTER. To see files with more than one filename extension, type a semicolon (;), a second asterisk (*), a period, and another three-character extension. For example, if you want to see all files with the .DOC extension and all files with the .XLS extension, type *.doc;*.xls

List Files Of Type

Select the type of file you want to see in the File Name list.

All Files (*.*)

Lists all files in the current directory or folder.

Word Documents (*.DOC)

Lists all files in the current directory or folder that were saved with the .DOC extension.

Document Templates (*.DOT)

Lists all files in the current directory or folder that were saved with the .DOT extension.

Rich Text Format (*.RTF)

Lists all files in the current directory or folder that were saved with the .RTF extension.

Text Files (*.TXT)

Lists all files in the current directory or folder that were saved with the .TXT extension.

Drives

Select the drive that contains the file you want to open.

Directories

Select the directory that contains the file you want to open.

Find File

Opens the Find File dialog box so that you can search for documents. For more information, see Find File command.

Network

Opens the Connect Network Drive dialog box so that you can make a connection to a network drive. For more information, choose the Help button in the dialog box.

Confirm Conversions

Select this option if you want to confirm the converter that Word proposes when you open a file created in another application.

Read Only

Opens a document as read-only. To save changes you make to a read-only document, use the Save As command to save it with a new name.


Mail Merge: Step by Step

Overview

Creating merged documents

Setting up a merged main document, such as a form letter

Creating a new data source

Opening an existing data source

Completing a merged main document, such as a form letter

Adding information to a data source

Merging the data source with the main document

Printing envelopes and mailing labels

Setting up and printing envelopes by using Mail Merge

Setting up and printing mailing labels by using Mail Merge

For more mail merge options, see Mail Merge: Advanced Techniques.


Overview of Mail Merge: Step by Step

With Word, you can personalize form letters, print addresses on envelopes and mailing labels, assemble legal documents, and produce catalogs.

Creating merged mail documents, such as a form letter

Preparing any type of merged document -- for example, a form letter -- typically involves merging two documents: a main document and a data source. The main document contains the text and other items you want to be identical in each version of the merged document. The data source contains the information that varies in each version, such as the names and addresses of each recipient of a form letter. You insert special instructions, called merge fields, into the main document to instruct Word where to print the variable information from the data source.

When you merge the data source and the main document, Word replaces merge fields in the main document with the appropriate information from the data source.

Printing envelopes or mailing labels

Once you have set up the envelopes or mailing labels the way you want, Word automates the merging process, collecting information from the data source and setting up the printing placement where you indicated in the main document. Word then prints the envelopes or labels.

While creating form letters is the most common reason to merge documents, you can also use the Mail Merge feature to prepare other kinds of merged documents, such as catalogs, parts lists, directory lists, forms, or invoices. Once you're familiar with the basic process, you can explore these other possibilities for mail merge. See Mail Merge: Advanced Techniques.

__________

See also

Mail Merge: Step by Step

Printing


Setting up a merged main document, such as a form letter

Creating a merged main document, such as a form letter, is a three-step process that involves merging a main document with a data source. In the first step, you set up the main document, which contains the text, punctuation, and other items that remain the same in each version of the form letter.

To set up a merged main document, such as a form letter

1.	Open the document you want to use as the main document.

You can open an existing letter, or you can begin a new letter based on a template you select.

2.	From the Tools menu, choose Mail Merge.

3.	Under Main Document, choose the Create button, and then choose Form Letters.

4.	Choose the Active Window button.

Under the Create button, Word displays the type of merge it will perform and the name of the main document.

Later you will complete the main document by typing and editing the text and inserting merge fields. The next step is to set up the data source, which contains the information that varies in each version. You can set up the data source by doing one of the following:

To use an existing data source, see Opening an existing data source.

To create a new data source, see Creating a new data source.

__________

See also

Mail Merge: Step by Step


Creating a new data source

Creating a merged mail document, such as a form letter, is a three-step process that involves merging a main document with a data source. Once you've completed the first step -- Setting up a merged main document, such as a form letter -- the next step is to create the data source. You do this by setting up the categories of information that vary in each document.

To create a new data source

1.	In the Mail Merge Helper dialog box, choose the Get Data button under Data Source.

2.	Choose Create Data Source.

3.	In the Field Names In Header Row box, Word lists field names for the categories of data commonly used in a data source. To see all of the field names, scroll down through the list. Do one or more of the following:

To	Do this
Delete a category from the data source	Select the field name, and then choose the Remove Field Name button.
Add a category to the data source	Type the new field name in the Field Name box, and then choose the Add Field Name button. A field name can contain up to 40 characters. Each name must start with a letter, and subsequent characters must be letters, numbers, or underscore characters (_). A field name cannot contain spaces.
Change the order of field names	Select a field name in the Field Names In Header Row box, and then click the up or down arrow at the right of the list until the field name is in the position you want.   Up arrow   Down arrow
4.	When you finish creating the field names, choose the OK button.

Word displays the Save Data Source dialog box so that you can save the new data source.

5.	In the File Name box, type a name for the new document, and then choose the OK button.

6.	Word displays a message asking you whether you want to edit the data source or edit the main document. Choose the Edit Data Source button to type the information that varies in each version.

Now you can type the information into the data source. See Adding information to a data source.

__________

See also

Mail Merge: Step by Step


Opening an existing data source

Creating a merged mail document, such as a form letter, is a three-step process that involves merging a main document with a data source. Once you've completed the first step -- Setting up a merged main document, such as a form letter -- the next step is to open the data source. There are two ways to do this: see Creating a new data source; or use an existing data source created either in Word (the current version of Word or an earlier version) or in another application.

To open an existing data source

1.	In the Mail Merge Helper dialog box, choose the Get Data button under Data Source.

2.	Choose Open Data Source.

3.	In the File Name box, select the data source you want to use, and then choose the OK button.

If the data source is not listed, select the appropriate drive, directory, or folder. Then select the appropriate option in the List Files Of Type box.

4.	When Word displays a message, choose the Edit Main Document button.

Now you can complete the main document by inserting merge fields from the data source and by typing or adding information you want to be the same in each form letter, such as the body of the letter, your address, and your logo. See Completing a merged main document, such as a form letter.

__________

See also

Mail Merge: Step by Step


Completing a merged main document, such as a form letter

Creating a merged mail document, such as a form letter, is a three-step process that involves merging a main document with a data source. Once you've completed the second step -- Creating a new data source or Opening an existing data source -- you can complete the main document by inserting merge fields and by typing or adding information you want to be the same in each form letter, such as the body of the letter, your address, and your logo.

To complete a merged main document, such as a form letter

1.	In the main document, type or edit the text and graphics you want to appear in each version of the form letter.

2.	Each time you come to a place where you want to insert information from the data source, click the Insert Merge Field button on the Mail Merge toolbar, and then choose the merge field you want to insert.

Make sure that you type any spaces or punctuation you want between two merge fields or after a merge field.

You cannot type a merge field directly into a document.

3.	When you finish editing the main document, choose Save from the File menu.

Now that you have completed the main document, which contains the information that is the same in each version, the final step is to merge the data source with the main document. See Merging the data source with the main document.

Note

If you are working with field codes hidden (the default), merge fields are displayed within chevrons -- for example <<FIRSTNAME>>. The chevrons are special characters that Word inserts; you cannot type these characters, and you cannot insert them by using the Symbol command on the Insert menu. You can copy, move, or format the whole merge field, but Word ignores any changes you make to the merge field itself.

If you are working with field codes displayed, each merge field is displayed as a MERGEFIELD field within the Word field characters, or braces -- for example, {MERGEFIELD FIRSTNAME}. With field codes displayed, you can select any merge field. However, you should take care to avoid accidentally changing a merge field. The merge field must exactly match the corresponding field name in the header row of the data source. How you view the main document -- with field codes displayed or hidden -- doesn't affect the way it is merged with the data source.

__________

See also

Mail Merge: Step by Step


Adding information to a data source

Creating a merged mail document, such as a form letter, is a three-step process that involves merging a main document with a data source. Once you've completed the first step (Setting up a merged main document, such as a form letter) and started the second step (Creating a new data source or Opening an existing data source), you're ready to type or add the individual information -- such as names, addresses, and account numbers -- to the data source.

To add information to a data source

1.	If the Data Form dialog box is not already displayed, choose the Edit button under Data Source in the Mail Merge Helper dialog box, and then select the data source from the list.

2.	In the Data Form dialog box, type the information you want in each data field box, and then press ENTER.

To move to the next or previous data field box, press TAB or SHIFT+TAB.

3.	Continue typing information, choosing the Add New button to start each new record.

4.	When you finish adding information, choose the OK button.

Tip

To save changes to the data source now, first choose the View Source button in the Data Form dialog box to display the data source in a document window. Then save the data source. To return to the main document, click the Mail Merge Main Document button on the Database toolbar.

  Mail Merge Main Document button

Now that you've completed the data source, you can complete the main document by inserting the data source merge fields into it. See Completing a merged main document, such as a form letter.

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See also

Mail Merge: Step by Step


Merging the data source with the main document

Creating a merged mail document, such as a form letter, is a three-step process that involves merging a main document with a data source. Once you have completed the first step (Setting up a merged main document, such as a form letter) and completed the second step (Creating a new data source or Opening an existing data source), you are ready to create a merged form letter, the third and final step.

You can view the merged form letter before you print it to check for errors or add personalized information to each letter. For more information, see Checking and previewing a merged document before printing.

To merge the data source with the main document

1.	With the main document in the active window, click the View Merged Data button on the Mail Merge toolbar to view the merged documents before printing.

  View Merged Data button

Word displays information from the first data record in place of the merge fields in the main document text. To view information from other data records, click one of the arrow buttons on the Mail Merge toolbar, or type a record number in the Go To Record box.

  Arrow buttons and Go To box

2.	To merge the main document with the data source, click one of the following buttons on the Mail Merge toolbar:

To	Click this button
Place the resulting form letters (or other merged documents) in a single new document
Print the resulting form letters
Display the Merge dialog box to specify a range of data records to be merged or to select other options
Note

To print specific form letters (or other merged documents) that were merged into a single new document, see Setting printing options.

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See also

Mail Merge: Step by Step


Setting up and printing envelopes by using Mail Merge

You can use the Mail Merge Helper dialog box to print names and addresses on envelopes. You can take the addressee information from the same data source you used previously for a form letter or other merged documents, or you can create a new data source. You can choose the merge fields from the data source you want to use when printing.

In preparing the envelopes main document, Word uses information from the printer driver for the selected printer. If you plan to print the envelopes on a different printer, you need to specify the way envelopes will be fed into the printer. You'll also need to specify the size of the envelopes you intend to use.

To set up and print envelopes by using Mail Merge

1.	In a new document window, choose Mail Merge from the Tools menu.

2.	Under Main Document, choose the Create button, and then choose Envelopes.

3.	When Word displays a message, choose the Active Window button.

4.	In the Mail Merge Helper dialog box, choose the Get Data button under Data Source, and then do one of the following:

Choose Open Data Source, select the data source you want, and then choose the OK button.

When Word displays a message that asks you to set up your main document, choose the Set Up Main Document button.

Choose Create Data Source. In the Create Data Source dialog box, make sure that all of the merge fields you want to include are listed in the Field Names In Header Row box, and then choose the OK button.

Word displays a dialog box for you to save the new data source. When Word displays the next message, choose the Edit Data Source button. Fill in the address information in the Data Form dialog box, and then choose the OK button. Then click the Mail Merge Helper button on the Mail Merge toolbar, and then choose the Setup button under Main Document. For more information, see Creating a new data source.

  Edit Data Source button

5.	When Word displays the Envelope Options dialog box, select an envelope size you want on the Envelope Options tab. You can use the Font buttons to change the formatting of the delivery address and return address text. For more information, see Envelope Options tab.

6.	Select the Printing Options tab. Word selects the envelope feed options based on the information about the selected printer. If the default options are not appropriate for your printer, select the correct options. For more information, see Printing Options tab.

7.	When you finish setting the options, choose the OK button.

Word displays the Envelope Address dialog box.

8.	In the Envelope Address dialog box, position the insertion point in the Sample Envelope Address box. Then choose the Insert Merge Field button and choose the appropriate merge fields. Type any spaces and punctuation you want between the merge fields, and press ENTER at the end of each line.

To insert a POSTNET bar code identifying the delivery address, choose the Insert Postal Bar Code button. Then select the data fields containing the addressee's ZIP Code and the delivery address -- for example, the street address or post office box. Choose the OK button.

9.	After you insert the merge fields, choose the OK button to close the Envelope Address dialog box.

10.	In the Mail Merge Helper dialog box, choose the Edit button under Main Document, and then select the name of the main document.

Word displays the envelope main document in page layout view. The merge fields for the delivery address are positioned in a frame so that you can move the position of the delivery address.

If an address is specified in the Mailing Address box on the User Info tab in the Options dialog box (Tools menu), that address is used as the return address. You can edit the return address or delete it if the envelopes have preprinted return addresses.

11.	Make sure your printer is ready to print envelopes. Then click the Merge To Printer button on the Mail Merge toolbar.

  Merge To Printer button

Tip

If you are using an envelope cassette to feed the envelopes into the printer, click the Mail Merge button on the Mail Merge toolbar to display a dialog box in which you can specify a range of records equal to the number of envelopes you can load into the cassette at a time; for example, specify records 1 through 10 for the first 10 envelopes. After the first range is printed, you can reload the cassette and print the next range.

  Mail Merge button

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See also

Mail Merge: Step by Step

Creating and printing an envelope


Setting up and printing mailing labels by using Mail Merge

Once you've set up the data source and the mailing label main document, you can quickly create mailing labels by merging the two documents. You can choose the merge fields from the data source you want to use when printing.

To set up and print mailing labels by using Mail Merge

1.	In a new document window, choose Mail Merge from the Tools menu.

2.	Under Main Document, choose the Create button, and then choose Mailing Labels.

3.	When Word displays a message, choose the Active Window button.

4.	Under Data Source, choose the Get Data button, and then do one of the following:

Choose Open Data Source, select the data source you want, and then choose the OK button.

When Word displays a message that asks you to set up your main document, choose the Set Up Main Document button.

Choose Create Data Source. In the Create Data Source dialog box, make sure that all of the merge fields you want to include are listed in the Field Names In Header Row box, and then choose the OK button.

Word displays a dialog box for you to save the new data source. When Word displays the next message, choose the Edit Data Source button. Fill in the address information in the Data Form dialog box, and then choose the OK button. Then click the Mail Merge Helper button on the Mail Merge toolbar, and under Main Document, choose the Setup button. For more information, see Creating a new data source.

  Edit Data Source button

5.	In the Label Options dialog box, select the type of printer and label feed method, and the type of label and label product number you are using. Then choose the OK button. For more information, see Label Options dialog box.

6.	In the Create Labels dialog box, position the insertion point in the Sample Label box. Then choose the Insert Merge Field button and choose the appropriate merge fields. Type any spaces and punctuation you want between the merge fields, and press ENTER at the end of each line.

To insert a POSTNET bar code identifying the delivery address, choose the Insert Postal Bar Code button. Then select the data fields containing the addressee's ZIP Code and the delivery address -- for example, the street address or post office box. Choose the OK button.

7.	After you insert the merge fields, choose the OK button to close the Create Labels dialog box.

8.	Make sure your printer is ready to print labels. Then, in the Mail Merge Helper dialog box, choose the Merge button under Merge The Data With The Document. Select the options you want, and then choose the Merge button.

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See also

Mail Merge: Step by Step

Printing one mailing label or a sheet of mailing labels for one address


Mail Merge command (Tools menu)

Merges the main document (which contains the text and graphics that remain the same from document to document) with the data source (which contains the information that varies from document to document) to produce mailing labels, personalized form letters, catalogs, and other types of merged documents.

To quickly return to the Mail Merge Helper dialog box from a main document, click the Mail Merge Helper button on the Mail Merge toolbar.

  Mail Merge Helper button

  Dialog Box Options

Main Document

Create and edit the main document for a mail merge.

Create

Select the type of document you want to create, and then choose either the active window or a new window.

Form Letters

Sets up form letters.

Mailing Labels

Sets up mailing labels.

Envelopes

Sets up envelopes.

Catalog

Sets up catalogs, parts lists, membership directories, and other lists of information.

Restore To Normal Word Document

Removes the association between the data and/or header source and the main document and converts the main document to a normal Word document.

Edit/Setup

Select the main document you want to edit, or select the type of mailing label and envelope formatting you want to set up. For more information about the Setup dialog box, see Envelope Options dialog box. or Label Options dialog box.

Data Source

Create and edit the data source for a mail merge.

Get Data

Indicate the data source you want to use.

Create Data Source

Determine merge fields and the order of fields in a data source. For more information, see Create Data Source dialog box.

Open Data Source

Select an existing data source. For more information, see Open Data Source dialog box.

Word opens the data source in the background. The document is not displayed on the screen.

Header Options

Indicate whether you want to create a separate header row file containing the merge fields for the data source or use an existing file for the header row. For more information, see Header Options dialog box.

Edit

Select the data source you want to edit. See Data Form dialog box.

Merge The Data With The Document

Sets options and rules for the merging process, and then starts the merge.

Merge

Starts the merging process by using the main document and data source indicated under Main Document and Data Source. For more information, see Merge dialog box.

Query Options

Indicates the record selection and sorting criteria used to select the data records you want to merge with the main document. For more information, see Query Options dialog box.

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See also

Mail Merge: Step by Step


Create Data Source dialog box

Get Data button (Mail Merge command, Tools menu)

Creates and sets up the data source you want to merge with the text of a main document.

  Dialog Box Options

Field Name

Type the field name you want to add to the list in the Field Names In Header Row box. A field name can contain up to 40 characters. Each name must start with a letter, and subsequent characters must be letters, numbers, or underscore characters (_). A field name cannot contain spaces.

Field Names In Header Row

Word lists names for categories of information commonly used in mailing labels, form letters, and other merged documents. Select the field name you want to move or remove. You may need to scroll down through the list to see all of the field names.

Add Field Name

Adds the field name you typed in the Field Name box to the end of the list in the Field Names In Header Row box.

Remove Field Name

Removes the selected field name from the Field Names In Header Row box. The name is placed in the Field Name box so that you can edit it if you want.

Move

Moves the selected field name in the Field Names In Header Row box up or down within the list.

MS Query

Using the Microsoft Query program, searches a database for records that match certain criteria.


Data Form dialog box

Creates a data form for each record in the data source. In the data form, type information for each field in the record.

To quickly open the Data Form dialog box while you are working in a main document, click the Edit Data Source button on the Mail Merge toolbar.

  Edit Data Source button

  Dialog Box Options

Field Names

Lists field names used as prompts for the information needed in each field name box. If there is no heading or field name for a column, Word uses the name AutoMergeFieldx (for example, AutoMergeField1, AutoMergeField2) as the prompt for the information needed in each field name box. You may need to scroll down through the list to see all of the field names.

Record

Type or select the number of the record you want to display.

Add New

Adds the current data form information to the data source as a record.

Delete

Removes the current data form information from the data source.

Restore

Restores the current record to its original state before you edited it.

Find

Searches the current data source for specified information.  See Find In Field dialog box.

View Source

Displays the data source in table form, with each record as a row in the table to allow you to see multiple records at the same time.


Label Options dialog box

Automatically sets up how a label will be printed according to the type of printer you indicate and the size of the label you choose.

  Dialog Box Options

Printer Information

Select the printer type, and select the bin for sheet feeding.

Dot Matrix

Uses a dot-matrix printer to print the mailing labels.

Laser

Uses a laser printer to print the mailing labels.

Tray

Select the tray or indicate how the envelopes will be fed into the printer.

Label Products

Select the type of label you want to use.

Product Number

Select the product number of the Avery label you want to use.

Label Information

Describes the label you want to use, including its type and size.

Details

Displays the dimensions of the selected Avery label. If you are using a different brand of label that is exactly the same size, you can use the selected Avery label to set up the mailing label main document. For more information, see Custom Label Information dialog box.


Create Labels/Envelope Address dialog box

Setup button (Mail Merge command, Tools menu)

Positions text and merge fields to create a label layout.

  Dialog Box Options

Insert Merge Field

Select the merge fields you want to include in the label.

Insert Postal Bar Code

Select the field name that contains the ZIP Code and delivery point address. For more information, see Insert Postal Bar Code dialog box.

Sample Label

Set up the contents and layout of the labels. You can also change line spacing, insert text and graphics, and apply character formats such as bold, italic, underline, or all capital letters by using character formatting shortcut keys. See Using shortcut keys to format characters.


Using Master Documents to Manage Long Documents

Overview

Working with master documents

Creating a new master document

Converting an existing document to a master document

Inserting an existing Word document into a master document

Opening a subdocument from within a master document

Renaming or moving a subdocument

Locking or unlocking a master document or a subdocument

Rearranging subdocuments within a master document

Splitting a subdocument into two subdocuments

Merging subdocuments

Removing a subdocument from a master document

Reserving read-write privileges for a master document or a subdocument

Printing a master document


Overview of Using Master Documents to Manage Long Documents

Using a master document helps you organize and maintain a long document by dividing it into several subdocuments. With a master document, you can work with the entire long document, or with any individual subdocument. Any Word document can be either a master document or a subdocument.

You can work with a master document in master document view--a special type of outline view--or in any of the other views. You use master document view to create and open subdocuments or to reorganize a long document. For example, you can move, promote, and demote headings in master document view just as you do in outline view. To scroll through and edit the entire master document as if it were a single Word document, work in normal view.

Working with master documents instead of individual Word documents makes it easier to:

Move quickly to a specific part of a long document.

Reorganize a long document just by moving headings.

See the latest changes to a long document without having to open a series of individual documents.

Create cross-references among Word documents.

Compile indexes, tables of contents, and similar lists for long documents.

Print a long document without having to open a series of individual documents.

The master document handles organizational details for you. You don't have to assemble documents or keep track of the filename or location of each subdocument to create a long document. For example, in a workgroup, one person can set up a master document and subdocuments on the server. Individuals who work on the project need to know only where the master document is stored; they can open and work on any subdocument by opening the master document. For more information about using master documents, see Working with master documents.

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See also

Using Master Documents to Manage Long Documents


Creating a new master document

You can set up a master document by creating a new master document "from scratch" when you begin working on a long document. You can also create a master document by using an existing document. For more information, see Converting an existing document into a master document.

To create a new master document

1.	Open a new document in Word.

2.	From the View menu, choose Master Document.

Word displays the Outlining and Master Document toolbars.

3.	Type the outline for the master document.

Word uses the built-in heading styles (Heading 1 through Heading 9) when it creates subdocuments. Make sure that you use these built-in styles to create headings. For example, you could use Heading 1 for the document title and Heading 2 for chapter titles. For more information, see Outlining a new or existing document.

4.	Select the headings and text you want to divide into subdocuments. Make sure that the first heading in the selection is the heading level you want Word to use at the beginning of each subdocument. For example, if your selection begins with a Heading 3, Word creates a new subdocument each time it finds a Heading 3 in the selected text.

5.	On the Master Document toolbar, click the Create Subdocument button.

  Create Subdocument button

Word encloses each subdocument in a box, and displays a subdocument icon in the upper-left corner of each box. Word also separates subdocuments with section breaks. To display the section breaks, click the Show/Hide [image] button on the Standard toolbar.

   Subdocument icon

6.	To save the new master document and all of its subdocuments, choose Save As from the File menu.

7.	Type or select a filename and location for the master document, and then choose the OK button.

Word assigns a filename to each subdocument; it bases the filename on the first characters in the heading the subdocument starts with.

To see the filename that Word assigned to a subdocument, double-click the subdocument icon to open the subdocument, and then choose Save As from the File menu.

Note

The maximum number of subdocuments allowed in a master document is affected by the number of files you have open, the number of applications you are running, the amount of computer memory, the operating system you are using, and other system configurations. If you reach this limit when you save your master document, you can choose one of two options. Word can automatically move some of the subdocuments into the master document and then save the master document. The second option is to cancel saving the master document so that you can change the conditions under which you are working or move the subdocuments yourself.

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See also

Using Master Documents to Manage Long Documents


Converting an existing document to a master document

You can convert an existing long document to a master document to make the long document easier to work with.

To convert an existing document to a master document

1.	Open the existing document.

2.	In master document view, use the buttons on the Outlining toolbar to promote, demote, and arrange headings. For more information, see Outlining a new or existing document.

Word uses its built-in heading styles (Heading 1 through Heading 9) when it creates subdocuments. Make sure that you use these built-in styles for the headings. For example, you could use Heading 1 for the document title and Heading 2 for chapter titles.

3.	Select the headings and text you want to divide into subdocuments. Make sure that the first heading in the selection is the heading level you want Word to use at the beginning of each subdocument. For example, if your selection begins with a Heading 3, Word creates a new subdocument each time it finds a Heading 3 in the selected text.

4.	On the Master Document toolbar, click the Create Subdocument button.

  Create Subdocument button

Word encloses each subdocument in a box, and it displays a subdocument icon in the upper-left corner of each box. Word also separates subdocuments with section breaks. To display the section breaks, click the Show/Hide [image] button on the Standard toolbar.

   Subdocument icon

5.	To save the new master document and all of its subdocuments, choose Save As from the File menu.

6.	Type or select a filename and location for the master document, and then choose the OK button.

Word assigns a filename to each subdocument; it bases the filename on the first characters in the heading the subdocument starts with.

To see the filename that Word assigned to a subdocument, double-click the subdocument icon to open the subdocument, and then choose Save As from the File menu.

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See also

Using Master Documents to Manage Long Documents


Inserting an existing Word document into a master document

You can insert any Word document into a master document as a subdocument.

To insert an existing Word document into a master document

1.	In master document view, open the master document to which you want to add an existing Word document.

2.	Position the insertion point where you want to add the existing document.

3.	On the Master Document toolbar, click the Insert Subdocument button.

  Insert Subdocument button

4.	In the File Name box, type or select the name of the document you want to add, and then choose the OK button.

Word adds the document to the master document as a subdocument and keeps its original filename. If the document was inserted into an existing subdocument, you can split the subdocument. For more information, see Splitting a subdocument into two subdocuments.

Note

If the new document and the master document are based on different templates, or if they have different settings, Word uses the formatting from the template attached to the master document when you open the subdocument from within the master document. However, if you open the subdocument from outside the master document, the original formatting from the template attached to the subdocument remains in effect.

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See also

Using Master Documents to Manage Long Documents


Opening a subdocument from within a master document

You can open a subdocument from within a master document or by using the Open command on the File menu. Opening a subdocument from within a master document is convenient because you don't need to know the filename or location of the subdocument. When you open a subdocument, it appears in a separate document window. You can change it and save it just as you would any other Word document.

Note

Be sure you have saved the master document after creating the subdocuments. This saves the subdocuments with their characteristic names.

To open a subdocument from within a master document

1.	Open the master document, and then switch to master document view.

2.	To open the subdocument, double-click the subdocument icon.

   Subdocument icon

If other users need to work on the master document, close the master document so that they can access it.

3.	Edit the subdocument.

4.	When you finish making changes, save the subdocument. When you save the subdocument, Word automatically updates the changes in the subdocument and its master document.

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See also

Using Master Documents to Manage Long Documents


Renaming or moving a subdocument

If you rename a subdocument or move it to a new location, make sure that you first open the subdocument from within its master document. If you rename or move a subdocument from outside the master document, the master document will not be able to find the subdocument.

Don't close the master document until you've saved the subdocument you renamed or moved.

To rename or move a subdocument

1.	Open the master document.

2.	In master document view, double-click the subdocument icon to open the subdocument you want to move or rename.

   Subdocument icon

3.	From the File menu, choose Save As.

4.	Type a new filename or location for the subdocument, and then choose the OK button.

5.	Close the subdocument.

6.	When you finish renaming or moving subdocuments, close the master document.

If you no longer need the previous version of a subdocument, you can delete it.

Important

Do not use Windows File Manager or MS-DOS commands to rename or move a subdocument, because this breaks the link between the master document and the subdocument.

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See also

Using Master Documents to Manage Long Documents


Reserving read-write privileges for a master document or a subdocument

When another user opens a master document or subdocument, even as a read-only file, you cannot usually open that document as a read-write file. However, you can set options to make sure that you can open a master document or subdocument as a read-write file.

To reserve read-write privileges for a master document or a subdocument

1.	Open the document for which you want to reserve read-write privileges.

2.	From the File menu, choose Save As.

3.	Choose the Options button.

4.	Select the Save tab.

5.	Do one of the following:

Type a password in the Write Reservation Password box.

Select the Read-Only Recommended check box.

6.	Choose the OK button.

If you typed a password in step 5, Word displays the Confirm Password dialog box. Retype the password you entered in step 5, and then choose the OK button.

7.	To save the document, choose the OK button.

When you select either of these options, other users can open the document as a read-only file, but you can still open the document as a read-write file. Other users can open a copy of the document as a read-write file if they know the password or if they choose the No button when Word displays a message asking you to open the document as read-only.

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See also

Using Master Documents to Manage Long Documents


Locking or unlocking a master document or a subdocument

Word provides a special type of file locking to make it easier for several people to work simultaneously on a master document and its subdocuments. When you open a master document, Word opens the subdocuments that "belong" to you (the ones you created) as read-write files; you can both view and edit these subdocuments. Word opens the subdocuments you didn't create as read-only files. You can view these locked subdocuments, but you cannot make changes to them until you unlock them.

For information about other ways to protect a document, see Opening, Saving, and Protecting Documents.

To lock or unlock a master document or a subdocument

1.	Open the master document.

2.	In master document view, do one of the following:

To lock or unlock a master document, position the insertion point in the master document. Make sure the insertion point is not in a subdocument.

To lock or unlock a subdocument, position the insertion point in the subdocument.

3.	On the Master Document toolbar, click the Lock Document button.

  Lock Document button

A locked master document or subdocument cannot be edited. When the master document or subdocument is unlocked, the subdocument can be edited.

When a subdocument is locked, Word displays a padlock symbol below the subdocument icon.

  Subdocument icon

When the master document is locked, no padlock symbol is displayed.

4.	Close the master document.

Note

Word determines the author of a master document or subdocument based on the contents of the Author box in the Summary Info dialog box. To view or change the author name, open the subdocument, and then choose Summary Info from the File menu.

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See also

Using Master Documents to Manage Long Documents


Rearranging subdocuments within a master document

You can easily reorganize a master document by rearranging its subdocuments or by moving headings among subdocuments. Rearranging subdocuments is much like working with headings in outline view.

To rearrange subdocuments within a master document

1.	In master document view, do one of the following:

To select an entire subdocument, click the subdocument icon.

   Subdocument icon

To move certain headings within or among subdocuments, select only the headings you want to move.

2.	Drag the selected text to the new location.

For more information about moving headings, see Moving headings and body text.

3.	To save the changes in both the master document and the subdocuments, choose Save from the File menu.

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See also

Using Master Documents to Manage Long Documents


Splitting a subdocument into two subdocuments

If a subdocument becomes too large, or if you want different authors to work on different parts of a subdocument simultaneously, you can split the subdocument. You should split a subdocument only from within its master document so that the master document will include the new subdocuments.

To split a subdocument into two subdocuments

1.	In master document view, move the insertion point to the heading or other location where you want to split the subdocument.

2.	On the Master Document toolbar, click the Split Subdocument button.

  Split Subdocument button

3.	To save the changes in both the master document and the subdocuments, choose Save from the File menu.

When you save the master document, Word creates a new subdocument and bases its name on the first characters in the heading it starts with.

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See also

Using Master Documents to Manage Long Documents


Merging subdocuments

You can combine two or more subdocuments into a single subdocument if you want to reorganize or streamline the master document.

To merge subdocuments

1.	In master document view, move the subdocuments next to one another in the master document.

2.	Click the subdocument icon of the first subdocument you want to merge.

   Subdocument icon

3.	To select the next subdocument, hold down SHIFT and click its subdocument icon.

4.	Repeat step 3 for each subdocument you want to merge.

5.	On the Master Document toolbar, click the Merge Subdocument button.

  Merge Subdocument button

6.	To save the changes in both the master document and the subdocuments, choose Save from the File menu.

When you save the master document, Word saves the merged subdocuments with the filename of the first subdocument.

Note

If you no longer need the previous version of a subdocument you merged, you can delete that version after you close the master document.

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See also

Using Master Documents to Manage Long Documents


Removing a subdocument from a master document

You can remove a subdocument and its contents from a master document; for example, you may decide to delete a chapter from a book. If you want to reorganize a master document or move text (for example, an introduction to a book) from a subdocument into its master document, you can remove a subdocument but leave its contents in the master document.

To convert a subdocument into part of the master document

1.	In master document view, click the subdocument icon for the subdocument you want to remove.

2.	On the Master Document toolbar, click the Remove Subdocument button.

  Remove Subdocument button

Word removes the subdocument from the master document but leaves its text, separated by section breaks, in the master document.

To remove a subdocument and its contents from a master document

1.	In master document view, click the subdocument icon for the subdocument you want to remove.

2.	Press DELETE.

Word removes the subdocument and its contents from the master document.

Note

When you remove a subdocument from a master document, the subdocument still exists in the location where it was stored.

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See also

Using Master Documents to Manage Long Documents


Working with master documents

You can format a master document just as you would format any other Word document. You can also create a template for a master document, define styles for it, and apply formatting to any part of the master document or its subdocuments. Using a master document to create a long document simplifies the creation of cross-references, an index, a table of contents, and other lists.

Setting section formatting

Each subdocument is a section of the master document. Section properties include headers, footers, margins, page size, page orientation, and page numbers. You can set unique section formatting for each subdocument, and you can also insert additional section breaks within a subdocument to control formatting within that subdocument.

When formatting a master document, keep the following basic rules in mind:

If you want a section property -- such as a header -- to be the same throughout all subdocuments, set the section property in the master document, not in a subdocument.

If you want a section property to apply only to a particular subdocument, set the section property in the open subdocument, not in the master document.

If you import a document and make it part of a master document, the imported document retains its original section formatting. If you want the imported subdocument to share section properties with other subdocuments or with the master document, you can change the section formatting. For more information about section formatting, see Page Setup: Margins, Page Numbers, and Other Items.

Working with document templates

When you work with a subdocument from within a master document, and the master document and the subdocument are based on different templates, the formatting and settings in the template attached to the master document override some of the formatting in the template attached to the subdocument. Styles, AutoText entries, macros, and other items in the template attached to the master document replace those in the template attached to the subdocument. Margins, column layout, page numbers, headers and footers, and other section formatting remain intact for each subdocument. For more information about templates, see Document Templates.

Inserting cross-references

Using a master document is the only way to create cross-references that point to items in different documents. Because a master document ignores the boundaries between subdocuments, Word can create cross-references among documents. For more information, see Creating a cross-reference.

Creating a table of contents

You can create a master document table of contents that is based on the heading levels in the subdocuments. You don't have to combine separate Word documents or use table of contents fields. For more information, see Indexes, Tables of Contents, and Other Tables.

Compiling an index

You can create a master document index that includes index entries for all of the subdocuments. Mark index entries in subdocuments just as you would in an individual Word document. For more information, see Indexes, Tables of Contents, and Other Tables.

__________

See also

Using Master Documents to Manage Long Documents


Printing a master document

You can print master documents in two ways. Use normal view to print an entire master document. Use master document view to control the amount of detail that's printed. For example, you can choose to print only the headings that have the Heading 1 and Heading 2 styles applied to them.

To print a master document

1.	Do one of the following:

To control the amount of detail you want printed, display the master document in master document view.

Expand or collapse headings to display as much of the document as you want to print. For more information, see Expanding or collapsing an outline to a specified level.

To print the entire document, display the master document in normal view.

2.	From the File menu, choose Print.

3.	Select the printing options you want, and then choose the OK button. For more information, see Print command.

__________

See also

Using Master Documents to Manage Long Documents


Master Document command (View menu)

Displays a master document as an outline. If you are creating a new master document, you can type a heading for each subdocument you want to be a part of the master document. For example, if you are creating a book, you can make each chapter a subdocument. If you have already created a master document, use this view to add, reorganize, and remove subdocuments.

When you choose Master Document, Word automatically displays the Master Document and Outlining toolbars. If you need more information about the toolbar buttons, click the Help button on the Standard toolbar, and then click the button you want more information about.

   Help button

__________

See also

Using Master Documents to Manage Long Documents


Insert Subdocument dialog box

Master Document command (View menu)

  Insert Subdocument button

Type or select the name of the file you want to add to the master document as a subdocument.

  Dialog Box Options

File Name

Type or select the name of the document you want to insert. This box lists documents of the type selected in the List Files Of Type box. To see a list of files that have a particular extension, type an asterisk (*), a period, and the three-character extension, and then press ENTER. To see files that have more than one filename extension, type a semicolon (;), a second asterisk (*), a period, and another three-character extension, and then press ENTER. For example, if you want to see all files that have the .DOC extension and all files that have the .XLS extension, type *.doc;*.xls

List Files Of Type

Select the type of file you want to see in the File Name list.

Drives

Select the drive that contains the file you want to open.

Directories

Select the directory that contains the file you want to open.

Open

Inserts the selected document into the master document as a subdocument.

Find File

Opens the Find File dialog box so that you can search for documents. See Find File command.

Network

Opens the Connect Network Drive dialog box so that you can connect to a network drive. For more information, choose the Help button in the dialog box.


Master Document View button
Master Document View button (Outlining toolbar)

Switches a document between outline view and master document view.

  Master Document View button

Use master document view to create master documents or, if you have an existing master document, to add, reorganize, and remove subdocuments.

For more information, see Using Master Documents to Manage Long Documents.


AutoCorrect cannot replace text which contains a space character. Please remove the space, or replace it with something else.

An AutoCorrect entry in the Replace box can have up to 31 characters, and it must not contain any spaces.

To create an AutoCorrect entry correctly

1.	From the Tools menu, choose AutoCorrect.

Make sure that you have selected the Replace Text As You Type check box.

2.	In the Replace box, type a name for the AutoCorrect entry; for example, type teh

3.	In the With box, type the text that will automatically replace the text in the Replace box; for example, type the

4.	Choose the Add button, and then choose the OK button.


Unable to add entry to AutoCorrect because there is insufficient memory.

You tried to add an AutoCorrect entry, but there may not be enough memory available to complete this task.

To accomplish this task

Free up memory, and then try again to add the AutoCorrect entry.


Unable to add because AutoCorrect entries are limited to 31 characters in length.

You tried to add a Replace entry to the AutoCorrect list that is longer than the 31-character maximum length.

To add the entry correctly

Divide the AutoCorrect entry into two entries, making each entry less than the 31-character maximum.


This command is available only from a macro.

You cannot add this command to a menu or a toolbar button or run it directly from the Macro dialog box.

To accomplish this task

Instead of adding this command to a menu or a toolbar button or trying to run it directly from the Macro dialog box, first record and then run a macro that calls this command.

For more information about recording and running macros, see Recording a macro and Running a macro.


The style name contains a character that is not valid.

You typed a style name that contains a backslash ( \ ), semicolon ( ; ), or a brace character( { ).

To create a valid style name

Choose the OK button, and then type a style name that does not contain a backslash, semicolon, or brace character.


Word does not recognize the object (object name).

You tried to insert an object into a Word document, but the object was created in an application that does not support object embedding in Word. Use another application that Word recognizes to create the object.

To insert the object correctly

To re-create the object you want to insert, choose Object from the Insert menu, and then select one of the applications listed in the Object Type box.


The dimensions after cropping are too small or too large.

You tried to crop a picture to a height or width of less than 1/8 inch or more than 22 inches.

To crop the picture correctly

From the Format menu, choose Picture, and then type cropping measurements that will produce dimensions of more than 1/8 inch and less than 22 inches.


You cannot modify a specified link.

You tried to modify a link that is in the result section of another link, but Word does not allow this action.


The password is incorrect. Word cannot overwrite the document.

You tried to save to a password-protected file, but you typed an incorrect password.

To accomplish this task

1.	From the File menu, choose Save As. When the Password box appears, type the correct password, typing uppercase and lowercase letters exactly as you originally typed them.

2.	Save the document with a new name. See Saving a copy of the active document.

For more information, see Changing or deleting a password.


The dimensions after resizing are too small or too large.

You tried to resize a picture to a height or width of less than 1/8 inch or more than 22 inches.

To resize the picture correctly

Type percentages that will produce dimensions of more than 1/8 inch and less than 22 inches.


This is not a valid style name.

Style names can contain up to 253 characters (including aliases and separators) and can include any combination of characters and spaces, except for the backslash ( \ ), semicolon ( ; ), or brace ( { ) character. Style names are case-sensitive.

To give this style a valid name

Choose the OK button, and then type a style name that does not contain a backslash, semicolon or brace character.


The style you want to create is based on too many styles.

You tried to base a style name on a style that is based on another style, which in turn is based on another style, and so on, for 10 styles.

To create the style correctly

In the Based On box, type or select a different style name on which to base the current style, making sure that it is not based on more than 10 styles.


Word cannot open the existing (template name).

When you started Word, it tried to create a document based on a template with this name that is not a valid Word template.

To accomplish this task

Do one of the following:

Choose the OK button.

Word uses the Normal template to provide the document with the default commands and settings that comes with Word.

To prevent this message from appearing each time you start Word, delete or rename the attached Normal template.


The custom dictionary (filename) is not available to be updated. Some additions to it may be lost.

The custom dictionary to which you tried to add words has been deleted or changed to a read-only file. There also may not be enough memory available to update the dictionary.

To accomplish this task

Do one or more of the following:

Make sure that the custom dictionary exists.

Make sure that the custom dictionary is not read-only.

Free up memory, and then try again.


Word cannot change the function of the specified key.

You typed shortcut keys that are already assigned to a built-in Word command.

To change the key function

Do one of the following:

Type different shortcut keys.

Change the existing shortcut keys, and then assign the shortcut keys you originally typed.


There is not enough memory to make the indicated changes to the menu.

You tried to customize the commands on a menu, but there is not enough memory available to complete the changes.

To make changes to a menu

1.	Free up memory.

2.	Try again to customize the menu. For more information, see Menus tab.


You cannot close a running macro.

You are running a macro that is open for editing. The macro contains a statement that will close the macro editing window.

To accomplish this task

Do one of the following:

Edit the macro so that Word does not attempt to close the macro editing window.

From the Window menu, choose Arrange All. Position the insertion point in a document window, and then run the macro.

Close the macro editing window, and then run the macro.


You cannot close Microsoft Word because a dialog is active. Switch to Microsoft Word first and close the dialog.

You cannot quit Word while a message or dialog box is displayed.

To accomplish this task

Close the message or dialog box that is displayed on the screen, and then quit Word.


Word cannot create a work file.

Word cannot create a work file in which to temporarily save editing changes.

To save the changes

Do one of the following:

Make sure that the disk is not full or read-only.

Make sure that the drive is connected -- for example, to a network.

Note

If you are working on a network drive or volume, you must have read, write, create, modify, and delete permissions for the directory or folder in which you are saving the file.


The end of a row cannot be deleted.

The end of each row in a table displays an end-of-cell character ( [image]) that you cannot delete. You tried to delete this character.

To delete rows or columns from a table

1.	Select the rows or columns you want to delete.

2.	From the Table menu, do one of the following:

Choose Delete Rows.

Choose Delete Columns.


Word cannot display this picture format.

Word does not recognize the format of this graphic.

To accomplish this task

Convert the graphic to a graphic that was created in a program whose format is compatible with Word. For more information about creating graphics, see Creating graphics.


You cannot edit a macro while it is being recorded.

You tried to edit the macro you are recording.

To accomplish this task

Stop the macro recorder by clicking the Stop Recorder button on the Macro Recording toolbar, and then edit the macro.


The object (object name) is locked for editing.

The embedded object or link you want to delete, move, or change is being used by the source application. The server has not released the object since its last use, so you cannot edit it in Word.

To accomplish this task

Switch to the other application, edit the information in the source file, and then close the file. Word will then update the information in the document.


Word cannot edit the (object name).

You cannot edit this object in Word until the other application is available -- for example, until you have closed any open dialog boxes in the other application, or there is not enough memory to run the application.

This message also appears if you have linked an object or bookmark, and the document containing the linked object or the bookmark no longer exists.

To accomplish this task

Do one or more of the following:

Switch to the other application to make sure that it is available.

If the application is not installed on your system, you can convert the object so it can be edited in an application that is available. For more information, see Converting an embedded object to a different file format.

Close dialog boxes in the other application, after making sure that all processes are complete.

Return to Word, and then try again to edit the data created in the other application.

Free up memory, and then try again to edit the object.


You cannot edit the result of a link or embedded object.

You tried to edit a field, the result of a link, or an embedded object in the document. Word does not allow you to directly edit the result of an EMBED, LINK, DDE, or DDEAUTO field.

To accomplish this task

Do one of the following:

To edit an object, double-click it, use the EditObject command in the macro, or choose Object from the Edit menu.

To edit the result of a link, choose Links from the Edit menu. See Editing linked information.


Word cannot obtain the data for the (link name) link.

You tried to update a link, but it refers to data that no longer exists, has been moved, or is damaged. You may have erased the file, moved it to another directory or folder, or disconnected a connection to the network in which the file is stored.

To accomplish this task

Do one of the following:

Check the file or bookmark name or range.

Check the source document for the link.

From the Edit menu, choose Links, and then choose the Change Source button to correct the reference to the source application.


Word cannot insert a file into itself.

You tried to insert an active document into itself, but Word does not allow this action.

To accomplish this task

Do one of the following:

Type or select a different filename.

From the File menu, choose Find File, and then choose the Copy button to copy the file to the filename you specified. You can then insert the file by using its new filename.


Word cannot move footnote, endnote, or annotation references to the selected destination.

You tried to move a footnote, endnote, or annotation reference to a selected area that already includes footnote, endnote, or annotation reference marks.

To accomplish this task

Make sure that the selected area you are moving the references to includes no reference marks, and then move the references.


Word cannot move text containing a section break to the selected destination.

You tried to move text containing a section break from a main document to a header source. Word does not allow this procedure.

To accomplish this task

Select the text you want to move from the main document -- this time making sure that the selection includes no section breaks -- and then move it to the header source.


Word cannot open the document.

You tried to open or insert a document, but someone else has the document open, there is insufficient memory available, Word cannot find the document, you typed an incorrect password, or the document is damaged.

To accomplish this task

Do one or more of the following:

Wait until the other user closes the document.

Close other windows to free up memory.

Make sure that the document is on the drive or volume and in the directory or folder where Word is looking.

If the document is password-protected, make sure that you type the correct password to open the document.


Word cannot paste text containing a section break.

You tried to paste a section break into a table cell. A table cell cannot contain a section break.

To accomplish this task

Paste only text that does not contain a section break into the table cell.


The selection contains characters that cannot be edited using the edit text window.

You tried to edit text that contains special characters, such as fields.

To accomplish this task

Select the text you want to edit, this time making sure that you do not select any fields or other special characters.


You cannot quit Microsoft Word because a dialog is active. Switch to Microsoft Word first and close the dialog.

You tried to quit Word while a message or dialog box was displayed, but Word does not allow this action.

To accomplish this task

Close the message or dialog box that is displayed on the screen, and then quit Word.


There is insufficient memory. Word cannot display the requested font.

You tried to apply a font to the selected text, but there is not enough memory available to display the characters correctly. To correct this condition, you can try to increase the amount of memory, or you can install another printer.

To free up memory

1.	Quit Word.

2.	Free up memory.

3.	Restart Word.

To install a different printer, see the documentation for your system or printer.


You cannot record over a macro that is open for editing.

You tried to record a macro with the same name as another macro that is open for editing.

To record the macro successfully

Do one of the following:

Choose another macro name.

Close the macro editing window, and then try again to record.


Word cannot rename or delete a macro that is open for editing.

You typed the name of a macro that is open for editing and then chose the Rename button or the Delete button.

To rename or delete the macro

Do one of the following:

Choose another macro to rename or delete.

Close the macro editing window, and then try again to rename or delete the macro.

For more information, see Renaming a macro or Deleting a macro.


Word cannot replace footnote, endnote, or annotation references.

You selected text in the footnote, endnote, or annotation pane and then tried to copy it to a selected area that already includes a footnote, endnote, or annotation reference mark. You cannot copy, replace, or move a footnote, endnote, or annotation reference to an area that already includes a reference mark.

To accomplish this task

Do one of the following:

From the Tools menu, choose Options. Select the Edit tab, and then clear the Typing Replaces Selection check box under Editing Options.

Position the insertion point in the area you want to copy to.

Select an area to copy to that does not contain a reference mark.


Word could not save the language setting in the custom dictionary.

Word could not find, open, or record changes to this custom dictionary.

To accomplish this task

Edit the custom dictionary directly. See Editing a custom dictionary as a Word document.


You cannot copy or move this selection.

You tried to copy or move a selection that Word does not allow you to copy or move to.

One or more of the following situations that Word does not allow may be occurring:

The destination is a block selection or in a table.

The selection includes footnote reference text.

The selection in the new location cannot cover part of a field or end with the end-of-page marker for the document.

The source selection ends with a paragraph mark.

Copying or moving text would delete the paragraph mark that precedes a table.

The destination document is locked for editing.

To accomplish this task

1.	Select the text or graphic you want to move or copy, making sure that it does not include any of the items listed above.

2.	From the Edit menu, choose either Copy or Cut.

3.	Select the location you want to copy or move the text to, making sure that it does not include any of the items listed above.

4.	From the Edit menu, choose Paste.


This style has a circular Based On list.

The style whose name is listed in the Based On box, or one of the styles it is based on, is based on the style you want to change.

To accomplish this task

Type a style name that is not based directly or indirectly on the style you want to change.


There is not enough memory for such a large Clipboard.

You copied or cut a large selection onto the Clipboard, opened another application, and then tried to paste the selection from the Clipboard. However, the Clipboard does not contain the contents of the text you last cut or copied because there was not enough memory available to store it there.

To delete the contents of the Clipboard

Choose the OK button.

To retain the contents of the Clipboard

1.	Choose the Cancel button.

2.	Free up memory.

Note

If you cannot open the application that holds the file in which you want to paste Word text, you can copy or cut the Word text onto the Clipboard, quit Word, and then start the other application.


There is insufficient memory. Word is closing the saved document.

You successfully saved a document, but there is not enough memory available to display it or another open document.

Every open document takes up memory. By closing documents that have no unsaved changes, you can free up some memory.

To accomplish this task

1.	Free up memory.

2.	Try again to open the document.


Increasing left margin causes first column to become too narrow in some sections having unevenly spaced columns.

You tried to increase the left margin of the document. This caused the first column in some sections of the document to become too narrow.

To accomplish this task

Resize the column widths in the document, and then try again to increase the left margin. For more information about changing column width, see Changing column width in a table.


Increasing right margin causes last column to become too narrow in some sections having unevenly spaced columns.

You tried to increase the right margin of the document. This caused the last column in some sections of the document to become too narrow.

To accomplish this task

Resize the column widths in the document, and then try again to increase the right margin. For more information about changing column width, see Changing column width in a table


Column widths cannot be less than (measurement).

You tried to set the width of columns to less than the minimum amount of the default tab stop setting. The initial, or default, tab stops in Word occur every 0.5 inch and are left-aligned.

To change the spacing between default tab stops

1.	From the Format menu, choose Tabs.

2.	In the Default Tab Stops box, type or select the distance you want between tab stops, and then choose the OK button.


Word cannot start the converter (filename).

You tried to open a document that is stored in a file format other than Word Normal format, and Word cannot start the converter program. The converter program file is damaged or not installed, or Word is low on memory.

To accomplish this task

Do one of the following:

Run the Word Setup program again to install the converter program file. For more information see Installing or removing individual components of Word.

Close open windows to free up memory, and then try again to start the converter.


There is not enough memory to run this converter.

You did one of the following:

You tried to open a document or update an INCLUDE field for a document that is stored in a file format other than Word Normal format. See INCLUDE fields.

You tried to save a document in another file format.

To accomplish this task

Free up memory, and then try again to run the converter.

Make sure that you have sufficient disk space to store temporary files during conversion.


The Paste command failed because the copy and paste areas are different shapes.

You did one of the following:

You selected an area of a table and then tried to paste it into an area with a different number of rows or columns.

You selected text outside a table and then tried to paste it into cells in a table that are not in the same row or column.

To accomplish this task

Do one of the following:

Make sure that the area you paste into has the same number of rows and columns as the area you are cutting or copying.

Make sure that you selected only one table cell into which to paste text from outside the table.


The document is too large for Word to handle.

The document you are working on is too large for Word. You can either reduce the size of the document or free up memory.

To solve this problem

Do one of the following:

Divide the document into more than one document.

Free up memory.


The destination document did not accept the update.

You tried to update an object that is embedded in a Word document, but an error, such as insufficient memory, occurred in the other application.

To accomplish this task

Do one of the following:

Switch to the other application to make sure that it is still active.

Free up memory.


The custom dictionary is full. The word was not added.

You tried to add a word to a custom dictionary that has already reached its maximum size of 128K.

To accomplish this task

Create a new custom dictionary.

For more information about creating a new custom dictionary and using it during a spelling check, see Creating a custom dictionary and Opening and using a custom dictionary.


The disk is full.

You tried to copy a document or Word tried to create a temporary file, but the disk is full or you have too many documents open. Word stores open documents on a disk as temporary work files.

To accomplish this task

Do one or more of the following:

Close any unneeded documents, and then try again to copy the document.

Try saving the document to another disk.

Free up some disk space, then try again.


The disk is full trying to write to (filename). Free some space on this drive or save the document on a different disk.

The disk to which you want to save the document is full.

To accomplish this task

Do one of the following:

Put a new disk in the floppy disk drive, and then save again.

From the File menu, choose Save As, and then save the document on a different disk drive.

Delete files you no longer need in order to clear space.


Word could not shrink the document by one page because the document is already only one page.

The Shrink To Fit button shrinks a document by one page. You attempted to shrink a one-page document.

To correct this problem

Format the document manually to reduce its printed size by choosing different formats, such as a different font, point size, or margin setting.


The disk is full or too many files are open.

You tried to save a document in Word when there were too many files open.

To save the document

Do one or more of the following:

Close files that are open in Word and files that are open in other applications.

Close any windows you do not need.

Delete or move some files from the disk.

Free up memory, and then try again to save the document.


The disk search failed. Word has restored the previous search path.

Word was unable to complete the search of the disk and restored the previous search path.

To accomplish this task

Do one or both of the following:

Correct the search path, and then try the search again.

If a network drive is specified in the search path, connect to the network drive, and then try the search again.


Word did not save the document.

Word could not save this document with a fast save.

To accomplish this task

From the File menu, choose Save again.

If the message reappears

1.	From the File menu, choose Save As.

2.	Choose the Options button.

3.	Clear the Allow Fast Saves check box, and then choose the OK button.

If this does not correct the situation, free up memory.


There is not enough memory to run the thesaurus.

You tried to use the Thesaurus command, but Word does not have enough memory to run the thesaurus.

To accomplish this task

Free up memory, and then try again to run the thesaurus.


A file error has occurred.

A floppy disk drive is open, or another, more serious, error has occurred.

To accomplish this task

Check the floppy disk drives to make sure that the disk is inserted properly.

Check the network connection.

If you suspect insufficient memory, free up memory.

Check the disk or disk drive to make sure that there is not a hardware problem.


Word cannot give a document the same name as an open document.

You tried to save a document that has the same filename as an open document or a template attached to an open document.

To save this document

Do one of the following:

Type a different name for the document.

From the Window menu, choose the document you want to replace. From the File menu, choose Close, and then save the document.


Word cannot save this file because it is already open elsewhere.

One of the following occurred:

You opened a document that is already open in another Word session -- for example, on a network. You opened a copy of the document, but you cannot save changes to the copy under its original name.

Another user opened the document between the time you chose Save and the time Word actually tried to open the file to save changes to it.

To accomplish this task

Do one of the following:

Save the document with a different name or in a different location.

Ask the person who has the document open to copy the document and save it with a different name.


A file of the proposed name already exists.

You tried to create a directory or folder with the same name as a file, directory, or folder that already exists.

To accomplish this task

Type or select a new name for the file, directory, or folder.


The formatting in this document is too complex. Please full save the document now.

You added too much formatting to the document -- for example, applying different styles multiple times to the same text.

To save the formatting.

Do one or both of the following:

Add fewer changes to the document at a time, and save the document more frequently.

Free up memory.


The AutoText name already exists.

You tried to rename an AutoText entry with the same name as an existing AutoText entry.

To rename the AutoText entry

In the New Name box, type a unique name for the AutoText entry.


The AutoText name is not valid.

You typed a name for an AutoText entry that is not valid. A valid AutoText entry has up to 31 characters, and it must not contain any spaces.

To accomplish this task

Type the name you want for the AutoText entry again, making sure that it has no more than 31 characters, and no spaces.


You entered multiple destinations for a page, line, footnote, endnote, or annotation.

You inadvertently typed more than one destination of the same type for one of these items. Word interprets a separate number as a page number. For example, if you type

1p5

this incorrectly tells Word to go to both the first and fifth pages at the same time.

To go to a page, line, footnote, endnote, annotation, or other location

1.	From the Edit menu, choose Go To.

2.	In the Go To What box, select the type of item you want to go to.

3.	Do one of the following:

To go to a specific location, type the name or number of the item in the Enter box, and then choose the Go To button.

To go to the next or previous occurrence of the item, leave the Enter box empty, and then choose the Next button or the Previous button.

For more information about the types of items you can go to, see Go To command.

4.	When you complete the search, choose the Close button.


You can specify only one line, footnote, endnote, annotation, or field at a time.

You specified a destination that contains more than one line, footnote, endnote, annotation, or field. For example, if you type

p5p7

this tells Word to go to two different page locations at the same time. You can specify only one line, footnote, endnote, annotation, or field in a Go To instruction.

To go to a line, footnote, endnote, annotation, field or other location

1.	From the Edit menu, choose Go To.

2.	In the Go To What box, select the type of item you want to go to.

3.	Do one of the following:

To go to a specific location, type the name or number of the item in the Enter box, and then choose the Go To button.

To go to the next or previous occurrence of the item, leave the Enter box empty, and then choose the Next button or the Previous button.

For more information about the items you can go to, see Go To command.

4.	When you complete the search, choose the Close button.


This file is empty or does not contain a graphic image.

You tried to create or update a link to a graphic you inserted in a Word document, but the graphic's source file is empty or does not contain any graphic images.

To accomplish this task

Do one or more of the following:

Create the graphic again in the original application, and then try again to create or update the link. See Creating a link to another file or Word document and Updating a link.

From the Edit menu, choose Links to specify a new location for the graphic.


The graphics filter was unable to convert this file.

Word needs more memory to open this file, or the graphics file is damaged.

To accomplish this task

Do one of the following:

Re-create the graphic.

Import the graphic in another file format for which Word has a graphics filter.

Free up memory, and then try again to convert the file.

Install graphics filters. See Installing or removing individual components of Word.


Word cannot convert graphics files because no printer has been selected in File Print.

You tried to insert a graphic in a Word document or update a graphics link, but no printer has been installed or selected. A printer driver must be installed and selected for Word to correctly convert graphics files.

To accomplish this task

Select a printer.

To install a printer, see the documentation for your computer or printer.


The graphics file is too large to be converted.

The graphics filter you installed with Word cannot convert this file because of its large size.

To accomplish this task

Do one of the following:

Re-create the graphic in smaller, individual files.

Export the graphic in another file format for which Word has a graphics filter.

Install graphics filters. See Installing or removing individual components of Word.


There is not enough memory to run the grammar checker.

You tried to check grammar, but there is not enough memory available to check grammar.

To correct this condition

Free up memory, and then try again to check grammar.


Word cannot locate the hyphenator file.

Word cannot locate the hyphenation file it needs to hyphenate the document. The file may be damaged, or there may not be enough memory available to hyphenate the document.

To correct this condition

Do one of the following:

Make sure that the proofing tools -- the hyphenation file and dictionary -- are stored in the same directory or folder as Word or in the directory or folder you specified on the File Locations tab in the Options dialog box (Tools menu).

Connect to the network drive or volume where the hyphenation file is located.

Run the Word Setup program again to reinstall the hyphenation file. See Installing or removing individual components of Word.


There is not enough memory to hyphenate the document.

You tried to hyphenate the document, but there is not enough memory available to automatically insert hyphens in the document.

To correct this condition

Free up memory, and then try again to hyphenate the document.


Word cannot search for paragraph marks in Outline View.

You tried to search for formatting marks in outline view. Word cannot accommodate this action.

To find formatting

To search for formatting marks, choose either Normal or Page Layout from the View menu.

For more information, see Finding and replacing graphics, fields, annotations, and other special characters.


Word could not determine the destination.

You specified a destination that is not valid.

To go to a page, bookmark, footnote, table, graphic, or other location

1.	From the Edit menu, choose Go To.

2.	In the Go To What box, select the type of item you want to go to.

3.	Do one of the following:

To go to a specific location, type the name or number of the item in the Enter box, and then choose the Go To button.

To go to the next or previous occurrence of the item, leave the Enter box empty, and then choose the Next button or the Previous button.

For more information about items you can go to, see Go To command.

4.	When you have completed the search, choose the Close button.


You cannot paste this selection into a table.

You tried to paste a selection -- for example, a column selection from the Clipboard -- into a table. Word cannot accommodate this action.

To accomplish this task

1.	Select the text or graphic you want to paste into the table.

2.	To move or copy the selection into the table, choose either Cut or Copy from the Edit menu.

3.	From the Edit menu, choose Paste.


You cannot insert this selection into a table.

You tried to insert a selection into a table, but Word did not allow you to insert it.

To accomplish this task

1.	Select the text or graphic you want to insert into the table.

2.	To move or copy the selection into the table, choose either Cut or Copy from the Edit menu.

3.	From the Edit menu, choose Paste.


The indent size is too large.

The size of the indent leaves no space on the page for the contents of the document.

To set an indent correctly

Set indents that leave enough space for text and that are at least the width of one default tab stop.

Note

The default tab stop width in Word is 0.5 inch. You can check the width of tab stops by choosing Tabs from the Format menu.


This is not a valid tab stop.

You typed a tab stop that is less than 0 (zero) inches or greater than 22 inches.

To accomplish this task

Type a tab stop that is greater than or equal to 0 (zero) inches and less than or equal to 22 inches.


Word cannot add the entry because AutoCorrect entries cannot be blank.

In a macro, you tried to add an AutoCorrect entry that is blank. Word does not allow this.

To accomplish this task

Add an AutoCorrect entry that is not blank.

For more information, see Creating an AutoCorrect entry.


The bookmark name is not valid.

In the Bookmark Name box, you typed a bookmark name that contains characters that are not valid. A bookmark name must begin with a letter. The name can contain only letters, numbers, and underscores ( _ ); it can have no more than 40 characters; and it cannot include spaces.

To type a bookmark name correctly

Type a name that meets the criteria described above.


The date range is not valid.

You typed a range of dates that is not valid. For example, the date typed in the After box is later than the date in the Before box.

To accomplish this task

Correct the date range.


This is not a valid action for annotations.

You tried to delete a paragraph mark at the end of an annotation or to type after the paragraph mark at the end of the annotation pane.

To delete all annotations

Delete each annotation mark in the document text.


This is not a valid action for endnotes.

You did one of the following:

You tried to delete the last paragraph mark in the endnote pane. This is an action that Word does not allow.

With the endnote pane open, you deleted the last endnote reference mark in the document and then tried to type text or enter a graphic in the endnote pane.

You tried to insert an annotation, section break, or footnote into the endnote pane.

To delete all endnotes

Delete each endnote reference mark in the document text.


This is not a valid action for footnotes.

You did one of the following:

You tried to delete the last paragraph mark in the footnote pane. This is an action that Word does not allow.

With the footnote pane open, you deleted the last footnote reference mark in the document and then tried to perform an action in the footnote pane.

You tried to insert an annotation, section break, or endnote into the footnote pane.

To delete all footnotes

Delete each footnote reference mark in the document text.


The active document is not a valid mail merge main document.

You tried to perform a mail merge with a main document that does not exist or is incorrectly named.

For more information, see Setting up a form letter main document.


The Based On style name does not exist or is of incorrect type.

The macro contains a style name for Based On that is not valid.

To accomplish this task

Do one of the following:

Make sure that you spelled and typed the style name correctly.

Type or select an existing style name.


This search expression is not valid.

You typed incorrect search criteria in one or more of the boxes.

To type search criteria correctly

Check the entries you typed in the criteria boxes, and correct any mistakes.

For more information, see Finding and replacing graphics, fields, annotations, and other special characters.


This is not a valid date.

Word does not recognize the format you used to type the date.

To accomplish this task

Check the date you typed.

For more information, see Inserting the date and time in a document.


The requested envelope size is not valid.

You typed or selected a height or width for the envelope that Word cannot accommodate.

To specify a valid envelope size

Measure the height and width of the envelope you want to create; then, in the Height and Width boxes, type or select the envelope size you want.

Specify a valid unit of measurement.


This is not a valid hyphenation zone measurement.

You tried to use a number for the hyphenation zone measurement that is less than or equal to 0 (zero) or greater than or equal to 22.

To type a valid measurement

To choose the maximum space you want Word to allow at the end of each line when hyphenating text, type a number between, but not including, 0 (zero) and 22.


The key name is not valid.

You typed the name of a key that Word does not recognize as a key.

To accomplish this task

Type another key name.


The network password is not valid.

The network password you typed is incorrect.

To type the password correctly

Choose the OK button, and then type the password correctly, including exact use of uppercase and lowercase letters. If you do not know the password, check with your network administrator.

Tip

Make sure that the CAPS LOCK key is not inadvertently depressed.


The network path is not valid.

The path you specified for the network connection is incorrect or does not exist.

To type the path correctly

Choose the OK button, and then correct any typing errors, or select a different drive or volume, or directory or folder.

For more information, see your network administrator.


The Next style name does not exist or is of incorrect type.

The macro contains a style name for Next Style that is not valid, or is a character style. You can not have a character style as a Next Style.

To accomplish this task

Type the correct style name, or use a paragraph style.


The numbers in the Start At and Format boxes are not valid.

The numbers you typed are not accurate.

To accomplish this task

1.	In the Start At box, type a valid number.

2.	In the Format box, type a number or letter with some form of punctuation for each outline level.

For more information, see Typing and Revising


The number in the Format box is not valid.

You typed text in the Format box that is not valid.

To type text correctly

Do one of the following:

Type a format name, such as Legal, Outline, or Sequence.

Type a format example, such as A), 1., (i), [a].

For more information, see Typing and Revising


The number in the Start At box is not valid.

You typed a number in the Start At box that is not valid.

To accomplish this task

Type the number you want numbering to begin with.

For more information, see Typing and Revising


This is not a valid selection.

You tried to select text or graphics by using a method that Word cannot accommodate for this action.

To accomplish this task

Use a method that Word can accommodate for the task you are trying to perform.

For more information, see Typing and Revising.


This style name does not exist.

A macro you ran tried to delete or rename a style that does not exist.

To accomplish this task

Edit the macro so that it does not refer to a nonexistent style.


The organizer was unable to copy the (item name) (style name, AutoText entry name, toolbar name, macro name).

Word cannot copy this item because it cannot create a new entry just like it in the destination document because of insufficient memory.

To accomplish this task

Free up memory.


The organizer was unable to rename the (item name) (style name, AutoText entry name, toolbar name, macro name).

Word cannot rename this item because there is not enough memory available.

To accomplish this task

Free up memory.


Line spacing must be at least (measurement).

You typed a measurement for line spacing that is too small.

To accomplish this task

Type a measurement that is greater than 0.01 inch.


The link does not exist.

Word cannot find the linked reference you specified.

To accomplish this task

Do one of the following:

Correct any typing errors.

Make sure that the link exists. See Creating a link to another file or Word document.


There is insufficient memory. The fonts in the copied text may be incorrect.

The text you copied is formatted with fonts that are not available in the active document. Insufficient memory prevents Word from copying all of the fonts with the text.

To accomplish this task

Free up memory.


There is insufficient memory. The list may be incomplete.

You chose a command whose dialog box includes a list box that contains a large number of items. There is not enough memory available to display all of the items.

To accomplish this task

Choose the OK button.

The dialog box will appear, but the list of items may be incomplete.

Note

After you have closed the dialog box, you may want to free up memory.


The top/bottom margins are too large for the page height in some sections.

You specified top or bottom margins for certain sections of the document that are too large for the page height.

To change page margins

See Setting margins with the Page Setup command.


Word cannot make the current document into both a mail merge main document and a data document.

You attempted to create both a main document and a data source from the document you are currently working in. Word cannot accommodate this action.

To accomplish this task

Specify a different data source.

For more information, see Setting up a form letter main document and Creating a new data source.


Make a selection first.

You tried to copy or move text or graphics, but you have not made a selection.

To copy text or graphics

1.	Select the text or graphics you want to copy.

2.	From the Edit menu, choose Copy or Cut.

3.	Position the insertion point where you want to insert the selection.

4.	From the Edit menu, choose Paste.

To move text or graphics

1.	Select the text or graphics you want to move.

2.	From the Edit menu, choose Cut.

3.	Position the insertion point where you want to insert the selection.

4.	From the Edit menu, choose Paste.


This exceeds the maximum number of columns.

You tried to have more than 31 columns in a table. Tables cannot have more than 31 columns.


This exceeds the maximum width.

You tried to add cells to a table, but the additional cells would make one or more rows wider than the maximum width of 22 inches.

To accomplish this task

Do one or more of the following:

Make the columns narrower. See Changing column width in a table.

Delete columns. See Deleting cells, rows, or columns.

If you are pasting cells, paste the new cells over existing cells.


The macro name already exists.

In naming a new macro, you typed the name of an existing macro.

To accomplish this task

Type a different macro name that does not already exist.


The macro name is not valid.

Macro names cannot include spaces, commas, or periods.

To type a valid macro name

In the Macro Name box, do one of the following:

Type a name that does not include spaces, commas, or periods.

Select a macro name from the list in the Macro dialog box.


There is no header layer for this page. All available layers will be displayed.

You turned off the main text layer in page layout view. The header layer is visible on screen, but there is no header text to display, so Word displays all of the text layers.

To create a header or footer

See Creating a header or footer.


This is not a valid measurement.

You typed text that Word does not recognize as a measurement.

To type a valid measurement

Type a number followed by an optional unit of measurement  for example, 1in, 3cm, 1pt, or 2li.

Note

You do not need to type a unit of measurement if you want to use the default unit of measurement. The default unit of measurement is specified on the General tab in the Options dialog box (Tools menu). See General tab.


This is not a valid number.

You typed a number that is not valid.

To type a valid integer

Type an integer. Any negative or positive whole number, other than zero, is allowed.


This is not a valid print range.

You specified a page range for printing that includes numbers that are not valid page numbers. For more information, see Setting printing options.


The formula is empty.

You attempted to insert a formula that contained nothing but an equal sign (=).

To insert a formula correctly

Insert a valid formula such as =sum(ABOVE) or =1+A1+Sum(c:c)

For more information on inserting formulas and equations in Word, see Creating an equation with Equation Editor.


This mail merge main document is not empty. Continuing will replace all text in this document with new text.

You specified a main document for mailing labels that already contains data. Word does not allow this action. Word requires that the main document be empty so that it can insert a table into the merged document.

To continue the merge and replace all text in the main document

Choose the Yes button.

To delete the text in the main document before merging

Choose the No button.

To cancel the merge

Choose the Cancel button.


This AutoCorrect entry does not exist.

You ran a macro to delete an AutoCorrect entry name that does not exist.

To complete this action

Edit the macro so that it specifies an AutoCorrect entry name that does exist.

For more information, see Editing a macro and AutoCorrect and AutoText: Reusing Text and Graphics.


You do not have network permissions for this action.

Word did not allow the action you attempted to perform because you do not have network permission to perform this type of action on a network share. You may have done one of the following:

You tried to save a file in a subdirectory or subfolder, but you do not have write permission for that directory or folder.

You tried to delete a document or directory or folder, but you do not have delete permission for that directory or folder.

You tried to create or modify a document or directory or folder, but you do not have permission to create or modify that directory or folder.

To complete the action

See your network administrator or the documentation for your system.

Note

If you are working on a network drive or volume, you must have read, write, create, modify, and delete permissions for each directory or folder in which you want to work.


The password is incorrect.

You typed an incorrect password.

To type a password correctly

Do one or more of the following:

Type the password again to make sure that you typed it correctly.

Confirm that the password you are typing is the correct password, checking the use of uppercase and lowercase letters.

Make sure that the CAPS LOCK key is not inadvertently depressed.

Check the password against a previous version of the document to see whether the password is accurate.


There are not enough system resources to complete the operation.

You tried to add a button to a toolbar, but there is not enough memory available to complete this action.

To complete this action

Free up memory, and then try again to add the button to the toolbar.


There are too many open files.

You tried to open more than 255 documents, or you added INCLUDE fields to a document that already includes more than 255 files.

To complete this action

Close documents, or remove INCLUDE fields until no more than 255 files are open or included at one time.


After several attempts, Word was unable to shrink the document by one page.

Word tried to shrink the document to one page but did not succeed. For example, because the size of the fonts in the document was too large, Word was unable to reduce the size of the document to one page.

To complete this action

Try to shrink the document manually by changing formatting, margins, or page breaks so that the entire document will fit onto one page.


Word found no annotations.

You tried to display the annotations for a document that has no annotations.

To insert an annotation

1.	Select the text you want to comment on, or position the insertion point at the end of the text you want to comment on.

2.	From the Insert menu, choose Annotation.

Word inserts an annotation mark (initials and a number) into the document in hidden text format and opens the annotation pane.

Word uses the user initials typed during the installation of Word. To view the initials and change them, choose Options from the Tools menu, and then select the User Info tab.

3.	Type the annotation text in the annotation pane, and then do one of the following:

To close the annotation pane and return to the document, choose the Close button.

To keep the annotation pane open and add additional annotations, click in the document window.


The file (filename) is not available.

You tried to open a file that is stored on a drive or volume, but someone else is using the file.

To complete this action

Wait until the file is available, and then try again to open it.


Word cannot replace the found item with text containing a break.

You attempted to replace text with other text that contains a page break, section break, or column break. This is an action that Word does not allow.

To complete this action

Make sure that the replacement text does not contain breaks of any kind.


There must be at least one column defined.

The macro you ran formatted a document that contains less than one column or the macro specified spacing between columns that is less than zero.

To complete this action

Edit the macro so that the document has at least one column and the spacing between columns (if there is more than one column) is zero or greater.


You cannot put drawing objects into a text box, callout, annotation, footnote, endnote, or macro.

You tried to paste drawing objects or text containing drawing objects into a text box, callout, annotation, footnote, endnote or macro. This is an action that Word does not allow. You can insert drawing objects only into the main area of the document, headers, and footers.

To complete this action

Return to the source text; select only the text, without selecting any drawing objects; and then copy the selection onto the Clipboard.


Word found no endnotes.

This document contains no endnotes.

To insert footnotes and endnotes

1.	In normal view, position the insertion point where you want to insert the note reference mark.

2.	From the Insert menu, choose Footnote.

3.	Under Insert, select either the Footnote or Endnote option button.

4.	Under Numbering, do one of the following:

To have Word number notes automatically, select the AutoNumber option button.

To create a custom reference mark, type up to 10 characters in the Custom Mark box, and then choose the OK button; or choose the Symbol button, select a character (such as [image]), and then choose the OK button. Word does not renumber or update custom reference marks.

5.	Choose the OK button.

Word inserts the note reference mark, opens the note pane, and moves the insertion point into the note pane.

6.	Type the note text, and then do one of the following:

To close the note pane and return to your document, choose the Close button.

To keep the note pane open and return to your document, click in the document pane.


Word found no XE (Index Entry) fields for the index.

This document contains no XE (Index Entry) fields.

To create index entries

See Marking index entries.


Word found no footnotes.

You tried to display footnotes in a document that has no footnotes.

To insert footnotes and endnotes

1.	In normal view, position the insertion point where you want to insert the note reference mark.

2.	From the Insert menu, choose Footnote.

3.	Under Insert, select either the Footnote or Endnote option button.

4.	Under Numbering, do one of the following:

To have Word number notes automatically, select the AutoNumber option button.

To create a custom reference mark, type up to 10 characters in the Custom Mark box, and then choose the OK button; or choose the Symbol button, select a character (such as [image]), and then choose the OK button. Word does not renumber or update custom reference marks.

5.	Choose the OK button.

Word inserts the note reference mark, opens the note pane, and moves the insertion point into the note pane.

6.	Type the note text, and then do one of the following:

To close the note pane and return to your document, choose the Close button.

To keep the note pane open and return to your document, click in the document pane.


The file viewer could not be initialized.

There is not enough memory available to display the contents of the files in the Find File dialog box. Until you free up memory, Word can display only the titles of the files in the Find File dialog box.

To complete this task

Free up memory, and then try again to display the dialog box.

For more information, see Viewing file contents and information.


Dropdown list form fields must have at least one item in their list.

You attempted to insert a drop-down form field list into a document. You must first add at least one item to the drop-down form field list.

To add items to a drop-down form field list

1.	From the Insert menu, choose Form Field.

2.	Choose the Show Toolbar button.

3.	Select the drop-down form field you want to add items to.

4.	On the Forms toolbar, click the Form Field Options button.

5.	In the Drop-Down Item box, type the text you want to add to the list.

A drop-down form field list can have a maximum of 50 characters. To provide users with an option to leave a form field blank when an entry is required, type None

6.	Choose the Add button, and then choose the OK button.


There is not enough memory to edit a macro.

You tried to edit a macro, but there is not enough memory available to display the macro-editing window.

To complete this action

Free up memory, and then try again to edit the macro.


There is not enough memory to update the display.

You made a change that Word usually displays, but there is not enough memory available to update the display.

To complete this action

Free up memory, and then again try to update the display.


There is not enough memory to record the command.

You are recording a macro, but there is not enough memory available to record the entire macro.

To complete this action

Do one of the following:

Free up memory.

On the Macro toolbar, click the Stop button. Divide the macro into two smaller macros, and then try again to record the rest of the macro.

  Stop button

At the end of the first macro, you can record the action that runs the second macro.

For more information, see Recording a macro.


There is not enough memory to define the AutoText entry.

You tried to define an AutoText entry, but there is not enough memory available to add the entry.

To complete this action

Free up memory, and then try again to define the AutoText entry.


There is not enough memory to create the hand annotation.

You tried to add information to the document by using a pen, but there is not enough memory available to create the hand annotation.

To complete this action

Free up memory, and then try again to create the annotation.


There is not enough memory to compile the index.

You tried to compile an index or update an INDEX field. but there is not enough memory available to complete this action.

To complete this action

Free up memory, and then try again to compile or update the index.

Note

If this message continues to appear after you have freed up memory, divide the document you want to index into two smaller documents, and then try again.


There is not enough memory to run the DDE application.

You did one of the following:

While opening a document that contains a DDE field, you tried to start another application.

You tried to update a DDE field.

To correct this situation

Free up memory, and then try again to start the application or update the DDE field.


There is not enough memory to convert the macros in this file.

You tried to convert a macro that was created in a previous version of Word, but there is not enough memory available to convert the macro.

To complete this action

Free up memory, and then try again to convert the macro.


There is not enough memory to merge the styles.

There is not enough memory available to merge these styles, so no changes were made to the existing styles.

To complete this action

Free up memory, and then try again to merge the styles.


There is not enough memory to complete the operation.

There is not enough memory available to complete the task you began.

To complete this action

Free up memory, and then try again to complete the task.


There is not enough memory to display the outline.

There is not enough memory available to display the outline.

To complete this action

Free up memory, and then try again to display the outline.


There is not enough memory to display or print the picture.

You inserted a graphic into the document, but the graphic will appear as an empty box because there is not enough memory available to display or print it.

To complete this action

Free up memory, and then try again to display or print the graphic.


There is insufficient memory. Close extra windows and try again.

You are recording a macro, but there is not enough memory available to do this.

To correct this situation

1.	Click the Stop button on the Macro Record toolbar, if necessary.

2.	Free up memory.

3.	Try again to record the macro.


There is not enough memory to display the ruler.

There is not enough memory available to display the ruler.

To correct this situation

Free up memory, and then try again to display the ruler.


There is not enough memory to sort.

You tried to sort a selection, but there is not enough memory available to sort.

To correct this situation

Free up memory, and then try again to sort.

Note

If this message continues to appear after you have freed up memory, sort a smaller selection.


There is insufficient memory. Save the document now.

Word is running out of memory to store the document.

To correct this situation

1.	Save the document.

2.	Free up memory.


Word cannot create the (filename) file because no field names were specified.

You tried to create a new data source or header source without specifying any fields.

To complete this action

Edit the macro so that it includes the field names you want to create.

Note

A field name can contain only letters, numbers, and underscore characters, up to a maximum of 31 characters; and it must begin with a letter.


You cannot repaginate until a printer is installed.

Word must repaginate a document to insert accurate page numbers. Word cannot repaginate a document until you have installed a printer.

To complete this action

Install a printer.

For installation procedures, see the documentation for your system or printer.


Word cannot save or create this file. Make sure the disk is not write protected

You tried unsuccessfully to save or create a file.

To complete this action

Do one of the following:

Free up memory.

Make sure that the disk you want to save the file on is not full, write protected, locked, or damaged.

If the disk is	Do this
Write protected	Replace the disk.
Locked	Wait for the disk to become unlocked, or use a different drive.
Damaged	Try to back up the files, reformat the disk, and then restore the files.


No text or formatting is in the Find box.

You wrote a macro that includes a Find statement, but there is no text or formatting in the Find What box.

To accomplish this task

Edit the macro so that it inserts text, formatting, or special characters in the Find What box.


Word cannot insert a section break here.

You tried to insert a section break in a footnote, annotation, or header/footer pane. This is an action that Word does not allow.

To correct this situation

Do one of the following:

Insert text that does not include a section break.

Insert the section break in the main portion of the document.


There is not enough memory to complete the operation.

There is not enough memory available to complete the operation.

To complete this operation

Free up memory, and then try the operation again.


(Name) is not a valid macro or command name.

You attempted to assign a macro that is not available or a command that does not exist.

To complete this action

Edit the macro instruction so that it assigns an available macro or command.

Note

You can use the Macro dialog box (Tools menu) to see the list of available macros and commands.


You must type some text for a custom footnote or endnote mark.

You attempted to insert a custom footnote or endnote reference mark, but you did not type the custom text in the Custom Mark box before you chose the Insert button.

To complete this action

Type the custom text of up to 10 characters you want in the Custom Mark box, and then choose the OK button.


Word found no TC (Table of Contents Entry) fields for the table of contents.

This document contains no TC (Table of Contents Entry) fields, so Word cannot compile a table of contents.

To compile a table of contents

Do one of the following:

See Creating and compiling a table of contents by using fields.

See Compiling a table of contents by using built-in heading styles.

See Mark Table Of Contents Entry dialog box.


The search item was not found.

The text you typed in the Find box does not exist in this document.

For more information about finding text and formatting, see Finding text and formatting.


This is not a valid action for the end of a row.

You positioned the insertion point to the right of the last (rightmost) cell in a table row and then tried to type text.

To move within a table

Press TAB.

To add another row to a table

Move to the last (rightmost) cell in the bottom row of the table, and then press TAB.

To place text on either side of a table

1.	Type the text above or below the table.

2.	Insert a frame around the table. See Inserting a frame around selected items.


The linked document in (document name) is unavailable.

You attempted to create a link with a file that has been moved, deleted, or damaged, or that is currently in use.

To complete this action

Do one of the following:

From the Edit menu, choose Links, and then check the path of the source file. For more information, see Exchanging Information with Other Applications.

Try to open the source file to see if it has been damaged, and then recreate the information you need, if necessary.


The number must be between (number) and (number).

To correct this error

Type a number that is between the two numbers shown.


The number must be between (number) and (number).

To correct this error

Type a number that is between the two numbers shown.


There is a syntax error in a field condition.

You tried to perform a mail merge for a document that contains an IF, NEXTIF, or SKIPIF field, but the IF condition is not typed correctly, is missing, or is incomplete.

To correct this error

1.	Correct the IF condition.

2.	From the Tools menu, choose Mail Merge, and then choose the Merge button.


Word cannot open a window for the result. Close some open windows and try again.

You tried to open a new document while performing a mail merge, but there is not enough memory available to complete the task.

To complete this action

1.	Close any windows you don't need.

2.	If necessary, take other steps to free up memory.


The requested record is beyond the end of the mail merge data source.

The specified range does not include any records in the data source. The record you requested for mail merge is beyond the end of the data source.

To correct this error

Type a range that includes at least one record in the data source.

Note

If the record number is correct, save the data source and then try again.


The page height for some sections is greater than the maximum allowable page height.

You have specified a page height for some sections of the document that is greater than the maximum height allowed on the current printer.

For more information, see Setting margins with the Page Setup command.


This action will not change the default page number format. To change the default page number format for this section, use Inser
This action will not change the default page number format. To change the default page number format for this section, use Insert Page Number and choose the Format button.

You inserted a PAGE field by using a format option other than Use Default Numbering.

To change the default page number format

1.	If the document has multiple sections, position the insertion point in the section for which you want to change the page number format.

2.	From the Insert menu, choose Page Numbers.

If you number pages by using the Page Numbers command, Word does not print a page number on the first page unless you select the Show Number On First Page option.

3.	Choose the Format button.

4.	In the Number Format box, select the format you want to use for page numbers, and then choose the OK button.

For this page number format	Select
Arabic numerals	1 2 3...
Lowercase letters	a b c...
Uppercase letters	A B C...
Lowercase roman numerals	i ii iii...
Uppercase roman numerals	I II III...
5.	In the Page Numbers dialog box, choose the OK button.

Repeat this procedure for each section for which you want to change the page number format.


The paragraph is too wide.

You typed negative indents that make the paragraph wider than 22 inches, or you used the ruler to set the indents more than 22 inches apart. In Word, the maximum paragraph width is 22 inches.

To correct this error

Reduce the negative indents so that the paragraph width does not exceed 22 inches.


The network drive cannot be accessed without a password.

You tried to make a network connection, but a password is required.

To complete this action

Type the correct password.


The password is too long.

The maximum length of a password is 15 characters.

To correct this error

Specify a password that is no more than 15 characters long.


There are too many characters in the selection for the edit text window.

The text you selected to edit contains more than the maximum number of characters allowed. Word allows you to edit text selections in the edit text window that contain no more than 256 characters.

To correct this error

Select the text you want to edit again, making sure that you do not select more than 256 characters.


Word cannot open the graphics file.

The graphics file you tried to open is not available. Word cannot locate it, or the file is not valid.

To complete this task

Do one or both of the following:

Check to see if the graphics file is damaged. If it is, recreate the graphic. If it is not, try again to open it in Word.

Install graphics filters. See Installing or removing individual components of Word.


Word cannot open the (proofing tool) (filename) for (language name).

Word cannot open the specified proofing tool.

To complete this action

Run the Word Setup program again to reinstall the proofing tools. See Installing or removing individual components of Word.


The recorded macro was too long and has been truncated.

You tried to record too many actions for Word to store as a macro, so Word shortened the macro. The maximum size of a macro is 64K.

To complete this action

1.	Record two smaller macros to carry out the actions you want.

2.	At the end of the first macro, record the action to run the second macro.

For more information, see Recording a macro.


The number in the Position box must be positive.

You tried to set a negative value when positioning text or graphics, but Word accepts only positive values.

To complete this action

Type a positive number.


Word cannot complete the save due to a file permission error.

Word created the document but could not save it because you do not have the permission you need to work on the network.

To complete this task

Do one or both of the following:

See your network administrator to obtain permission to save documents on the network.

Save a copy of the document in a different location. For more information, see Saving a copy of the active document.


Word cannot rename the file.

Word was unable to rename the document as you requested. The first time you try to save a file on a Novell network, you must have read, write, create, and delete permissions for that file.

To complete this action

See your network administrator or the network documentation.

Save a copy of the document. For more information, see Saving a copy of the active document.


There is insufficient memory, and Word cannot perform the replace operation.

There is not enough memory available to complete the replace action.

To correct this problem

Do one of the following:

Select a smaller portion of the document, and then try again to replace the selection.

Free up memory, and then try again to replace the selection.


Word found no revision marks.

You tried to search for revision marks, but Word found none in the document.

To turn on revision marking

From the Tools menu, choose Revisions, and then select the Mark Revisions While Editing check box.

To show revision marks

From the Tools menu, choose Revisions, and then select the Show Revisions On Screen check box.


Another window cannot be opened until one is closed.

You performed an action -- for example, opening several documents at once or editing a macro -- that requires Word to open one or more document windows. However, there is not enough memory available to perform this task.

To correct this situation

Do one or both of the following:

Close any unneeded document windows, and then try the action again.

Free up memory.


Word cannot sort fields in the selection.

The selection you made contains a field showing a result that contains more than one paragraph. Word cannot sort a result that has more than one paragraph.

To complete this action

Unlink the field, and then try again to sort the selection.

For more information, see Breaking a link.


Word found no valid records to sort.

The selection you made is too small to sort.

To complete this action

Change the selection so that it includes at least two paragraphs, cells, or rows. Then try again to sort the selection.

For more information, see Sorting information or Sorting a list.


Records with an incorrect number of fields will be skipped.

While sorting a selection in a table, you selected fewer cells in at least one row than you selected in the first row. Word skips the rows that have a smaller number of cells to avoid trying to insert data into cells that don't exist.

To complete this action

For each row you want to sort, select the same number of cells.


Word cannot start the spelling checker.

You tried to check spelling in a document, but one or both of the following conditions exists:

The spelling checker files are damaged, are incorrectly named, or are not in the correct location on the disk.

There is not enough memory available to check spelling.

To complete this action

Do one or both of the following:

If you suspect insufficient memory, close open windows to free up memory, and then try again to check spelling.

Run the Word Setup program again to reinstall the spelling checker files. See Installing or removing individual components of Word.


There is not enough memory to run the spelling checker.

You tried to check the spelling in a document, but there is not enough memory available to do this.

To correct this situation

Free up memory, and then try again to check spelling.


Word cannot open custom dictionary (filename).

You tried to open a custom dictionary for a read-only document, or another application or user is using the custom dictionary. Word cannot open a custom dictionary under either of these conditions.

To complete this action

Do one of the following:

Wait until the other application or user has closed the custom dictionary you want to use.

Remove the read-only status from the document. For more information, see your system documentation.


The built in (item name) cannot be deleted.

You cannot delete built in styles that come with Word. For more information about changing styles, see Changing the formats of a style.


A built in style cannot be renamed.

You cannot rename the styles that come with Word.

For more information about changing the formats of a style or saving a style under another name, see Changing the formats of a style or Renaming a style.


The style sheet is full. Word cannot define the new style.

You tried to define a new style, but the document already contains the maximum number of styles.

To complete this action

Delete any styles you no longer need, and then try again to define the new style.


The style sheet is full. The style of some paragraphs may become Normal.

When you tried to merge styles for a document, Word converted the styles of some paragraphs to Normal style because the number of styles in the style sheet exceeds the maximum number that Word can accommodate.

To complete this action

Check the styles in the document, and then change the style of paragraphs you do not want to have the Normal style.


You cannot base a style on itself.

You tried to base a new style on an existing style that has the same style name.

To correct this problem

Type or select a different style name in the Based On box.


This style name already exists or is reserved for a built-in style.

While naming a new style, you gave it the name of a style that already exists.

To correct this problem

Type a style name that does not already exist. Style names are case-sensitive.


This document has too many styles. Word discarded some styles.

While converting a rich-text format (RTF) file, Word found that the number of styles in the style sheet of the RTF file is more than the maximum number of styles that Word allows per style sheet.

Note

Word discards styles from a document only after you have converted the document from RTF format.


This tab stop is too large.

The tab stop measurement can be no more than 22 inches and no less than 22 inches.

To correct this problem

Set the tab stop so that it does not exceed 22 inches.


There are too many tab stops to clear at one time.

You tried to clear more than 50 tab stops at the same time.

To correct this problem

Clear 50 or fewer tab stops at one time.


The maximum number of fields allowed is 31.

You tried to insert more than 31 mail merge fields into the header source of the data document.

To complete this action

Do one of the following:

Insert no more than 31 merge fields.

Tables can be no longer than 31 columns. Convert the table to text, separate the columns with commas or tab characters, and then add the additional field. See Converting a table to text paragraphs.


There are too many tab stops set in this paragraph.

You tried to set a tab stop, but this paragraph already has 50 tab stops. Word can accommodate up to 50 tab stops in a paragraph.

To correct this problem

Clear any existing tab stops you no longer need, and then try again to set the new tab stop.


You have tried to open too many custom dictionaries. Word can have up to 10 custom dictionaries open at the same time.

You attempted to open more than 10 custom dictionaries, which is the maximum number that Word can accommodate at one time when checking spelling.

To correct this problem

Close one of the open custom dictionaries before you attempt to open another one.


One or more rows are too wide for this operation.

You tried to perform an operation that would result in a row that is wider than 22 inches. Row width cannot exceed 22 inches.

To correct this problem

Decrease the width of the columns and the space between columns, and then try again. See Changing column width and the space between columns.


One or more rows are too wide to split.

You tried to split cells that were previously merged, but at least one of the resulting rows will be wider than Word allows. Row width cannot exceed 22 inches.

To correct this problem

Try again to split the rows after doing one or both of the following:

Decrease the space between columns in the rows you want to split. See Changing the space between columns.

Decrease the width of the columns. See Changing column width in a table.


A grammar checker error occurred. Word is ending the current session.

A problem occurred when you tried to check grammar in this file.

To correct this situation

Do one or both of the following:

Check the disk where the grammar checker files are stored to make sure that they are not damaged.

Run the Word Setup program to reinstall the grammar checker files. See Installing or removing individual components of Word.


A hyphenation error occurred. Word is ending the current session.

Word stopped hyphenating the document because of a problem with the disk where Word stores either the hyphenation files or the document.

To correct this problem

Do one or both of the following:

Check the disks that store the hyphenation files and the document to make sure that they are not damaged.

Run the Word Setup program to reinstall the hyphenation files. See Installing or removing individual components of Word.


A thesaurus error occurred. Word is ending the current session.

Word stopped using the thesaurus because of a problem with the disk where Word stores either the thesaurus files or the document.

To correct this problem

Do one or both of the following:

Check the disks that store the thesaurus files and the document to make sure that they are not damaged.

Run the Word Setup program again to reinstall the thesaurus. See Installing or removing individual components of Word.


A spelling checker error occurred. Word is ending the current session.

Word ended the current spelling check because of a problem with the disk where Word stores either the spelling checker files or the document.

To correct this problem

Do one or more of the following:

Check the disk where the spelling checker files are stored to make sure that they are not damaged.

Run the Word Setup program to reinstall the spelling checker files. See Installing or removing individual components of Word.


Word cannot open this file because it is being updated by another process.

Another application or user is using a file you want to open, so Word cannot make a copy of the file. For example, between the time you closed the file and asked Word to save it, another user opened the file.

To correct this problem

Wait for the other user to finish using the file, and then try again to open it.


The value is out of range.

You ran a macro with a statement that includes an argument with a value that is outside the accepted range. For example, the macro includes a SpaceBetweenCols argument at 12 inches, but the maximum allowed for that particular table is 2 inches.

To correct this situation

Edit the macro so that all values in the argument are within the accepted range. For more information, see Programming with Microsoft Word.


There is insufficient memory. Close an application.

There is insufficient memory because you are running too many other applications at the same time as Word.

To correct this situation

1.	Close one of the other applications.

2.	Free up memory, if necessary.


The window is too small.

The size you chose for this window is too small.

To complete this action

Do one of the following:

If you reduced the height of a window, enlarge the window by at least two text lines for each toolbar or ruler you want to display in the window.

If you tried to open a pane in a window that is too small to split, enlarge the window, and then try again.


The measurement must be between (minimum number) and (maximum number).

To type a valid measurement

Type a number that is between these two measurements.


One or more columns or column spaces with zero width were found and removed.

You created columns with a width of zero or specified that the space between columns be less than zero. Word removes zero-width columns and combines columns that have zero or less than zero space between them into one column.


That toolbar already exists in the specified context. Please choose a different name.

You attempted to create or rename a custom toolbar, but there is already a toolbar with that name in this template.

To correct this problem

Type another name for the toolbar.


The name you have chosen is already used for a built-in toolbar. Please choose a different name.

You attempted to create or rename a custom toolbar, but there is another toolbar in Word that has the same name.

To correct this problem

Type a different name for the toolbar (one that is not already in use).


The new toolbar must have a name.

You attempted to create a new toolbar, but you did not give it a name.

To correct this problem

Type a unique name for the toolbar.


Do you want to add the misspelled word and its correction to the AutoCorrect list so that it can be automatically corrected as y
Do you want to add the misspelled word and its correction to the AutoCorrect list so that it can be automatically corrected as you type?

You must confirm that you want Word to automatically correct future occurrences of this misspelling.

To have Word automatically correct future occurrences of the misspelled word

Choose the Yes button.

To have Word disregard future occurrences of the misspelled word

Choose the No button.

To cancel the AutoCorrect entry

Choose the Cancel button.


The Replace Text As You Type option in the AutoCorrect dialog box is turned off. Do you want to turn it on now?

You attempted to add an AutoCorrect entry during a spell check, without first selecting the Replace As You Type check box in the AutoCorrect dialog box (Tools menu).

To select the Replace Text As You Type check box in the AutoCorrect dialog box

Choose the Yes button.

To leave the Replace Text As You Type check box clear

Choose the No button.

To cancel the AutoCorrect entry

Choose the Cancel button.


Word found no TA (Table of Authorities Entry) fields for the table of authorities.

This document contains no marked citations to include in a table of authorities. For more information, see Marking citations.


Do you want to replace the existing bullets with numbers?

You must confirm that you want to replace bullets with numbers.

To replace all bullets with numbers

Choose the Yes button.

To retain all bulleted paragraphs

Choose the No button.

To cancel the operation

Choose the Cancel button.


To continue setting up this mail merge, you must save the current (filename) file. If you do not save the (filename) file now, y
To continue setting up this mail merge, you must save the current (filename) file. If you do not save the (filename) file now, you will lose all of the work done in the Mail Merge Helper dialog box. Do you want to save the (filename) file?

You created a data source or header source and then tried to cancel the save.

To save the file

Choose the Yes button.

To cancel the save

Choose the No button.


Word cannot undo this action. Do you want to continue?

Word cannot reverse the effect of the command you selected. You may want to cancel the operation at this point and save the document before you proceed.

To continue the operation

Choose the Yes button.

You cannot use the Undo command to reverse the effect of this action.

To cancel the operation

Choose the No button.


Word cannot update fields in this selection.

You tried to update fields in a column selection, or block selection. Word does not allow this action.

To correct this situation

1.	Clear the block selection.

2.	Select the text again without selecting it as a column.

3.	Try again to update the fields.

For more information, see Typing and Revising and Inserting Information with Fields.


Word cannot read (filename).

Word cannot read this file because the file locked while it was being saved on the network or because you do not have permission to read, write, delete, or save the file.

To correct this situation

Do one of the following:

If you think the file is locked, try to open it again later.

If you suspect insufficient memory, free up memory, and then try again to open the file.


Word cannot delete the file. (Filename) is (status).

You tried to delete a file that is read-only, protected, open, or being used by another person.

To correct this situation

Do one or both of the following:

If the file is read-only, remove the protection. For more information, see your system documentation.

Close the file, or wait until the other user closes the file, and then try again to delete it.


Do you want to delete (filename)?

You tried to delete an existing file or files. You must confirm that you want to delete the file or files.

To delete the file or files

Choose the Yes button.

To retain the file or files

Choose the No button.


Do you want to save the changes to the form field (form field) ?

You changed a form field. You must confirm that you want to retain the changes to the form field.

To retain the changes

Choose the Yes button.

To discard the changes

Choose the No button.


Word cannot obtain data from (application name) for (field name).

You performed an action that updates a dynamic data exchange (DDE) field, but the topic or item you specified does not exist.

To complete this action

Do one of the following:

Correct your typing of the DDE field topic or item.

Create the DDE field topic or item in the other application.

For more information, see Creating a link to another file.


This task is taking longer than expected. Do you want to continue waiting?

The document contains a link to another application. Word requires information from the other application, but the other application has not yet provided it.

To continue waiting for the application to respond

Choose the Yes button.

To skip the link at this time

Choose the No button.


Do you want to delete macro (macro name)?

You tried to delete an existing macro, but before Word deletes the macro, you must confirm that you want to delete it.

To delete the macro

Choose the Yes button.

To retain the macro

Choose the No button.


Do you want to delete style (style name)?

You tried to delete an existing style, but before Word deletes the style, you must confirm that you want to delete it.

To delete the style

Choose the Yes button.

To retain the style

Choose the No button.


Do you wish to delete the (toolbar name) toolbar?

You tried to delete an existing toolbar, but before Word deletes the toolbar, you must confirm that you want to delete it.

To delete the toolbar

Choose the Yes button.

To retain the toolbar

Choose the No button.


The dictionary name or path is not valid.

Word does not recognize this custom dictionary name. The name or path may be incorrect, or you may have used an asterisk (*) to indicate a possible filename.

To correct this problem

1.	Choose the OK button.

2.	Check the name and location of the custom dictionary you want to add.

3.	Type the name again, and then choose the OK button.


This operation will allow you to edit the custom dictionary as a Word document. Do you want to continue?

You selected a custom dictionary and chose the Edit button to make changes in it. However, before you can edit the dictionary, you must confirm that you want to open it as a Word document.

To open the custom dictionary as a Word document

Choose the Yes button.

To cancel the opening of the custom dictionary

Choose the No button.


Word cannot create the mail merge document.

Word cannot create the mail merge document because there is not enough memory available to do this.

To correct this problem

Free up memory, and then try again to create the mail merge document.


(Filename) does not exist

You tried to open a file that does not exist.

To accomplish this task

Do one of the following:

Make sure that you typed the correct path and filename.

Make sure that you type the name of a file that exists.

If a list is available, select the filename from the list.


Word cannot copy a file to (filename) because it is already open.

You tried to copy a file or files to an open file or files.

To copy one file

Choose the OK button, close the file, and then try again to copy the file.

To cancel the copy

Choose the Cancel button.


The row or column value is too large or small for this sheet of labels.

The label position you specified doesn't exist on the label sheet you selected.

To change the row or column number

1.	Under Print, type or select the correct row or column number in the Row or Column box.

2.	Choose the Print button to print the label.

To change the label type

1.	Choose the Options button.

2.	In the Label Products box, select the label product type you want to use, and then choose the OK button.

3.	Choose the Print button to print the label.

For more information, see Envelopes And Labels command (Tools menu).


The margins, label size, and number across or down values produce a page that is larger than the label page size.

The label measurements you specified would create a page size that is larger than the sheet of labels.

To correct the measurements

1.	Type or select measurements that correspond to the label page size, and then choose the OK button.

2.	Choose the Print button or the New Document button.

To select a different label type

1.	Choose the Cancel button.

2.	In the Label Products box, select a different label type, and then choose the OK button.

3.	Choose the Print button or the New document button.

For more information, see Envelopes And Labels command (Tools menu).


Horizontal and vertical pitch must be greater than or equal to the label width and height, respectively.

You must type or select a horizontal pitch measurement that is greater than or equal to the measurement in the Label Width box and a vertical pitch measurement that is greater than or equal to the measurement in the Label Height box.

To complete this action

Do one or both of the following:

Type a measurement in the Horizontal Pitch box that is greater than or equal to the measurement specified in the Label Width box.

Type a measurement in the Vertical Pitch box that is greater than or equal to the measurement specified in the Label Height box.

Choose the OK button twice, and then choose the Print button.


You have changed the custom label information. Do you want to save these changes?

You made changes to the custom label specifications or the custom dot-matrix printer. You must confirm that you want to save these changes.

To save the changes

Choose the OK button.

To retain the original custom label information

Choose the Cancel button.


Label width and height must be positive values.

You specified a label width or height that was less than or equal to zero, but Word does not allow this.

To correct this problem

Do one or both of the following:

Type a measurement in the Label Height box that is greater than zero.

Type a measurement in the Label Width box that is greater than zero.

Choose the OK button twice, and then choose the Print button or the New Document button.


Typing over a note reference mark will delete it and the corresponding footnote or endnote text. Do you want to delete the note
Typing over a note reference mark will delete it and the corresponding footnote or endnote text. Do you want to delete the note or change the options for how the marker is displayed?

You selected a note reference mark for a footnote or endnote and attempted to type over the mark. This action will delete both the note reference mark and the footnote or endnote it refers to.

To delete a footnote or endnote and replace it with the characters you typed

Choose the Delete button.

To change how the note reference mark is displayed

Choose the Options button.

To retain the note reference mark as it is

Choose the Cancel button.


Do you wish to overwrite the existing (item) entry (name)?

You tried to copy a style, AutoText entry, toolbar, or macro to a document or template that has an item with the same name as the one you want to copy.

To replace the existing item with the new one

Choose the Yes button.

To replace all existing items with new ones of the same name

Choose the Yes To All button.

To retain the existing item

Choose the No button.

To close the dialog box

Choose the Cancel button.


Do you wish to delete the (item) (name)?

You tried to delete an existing style, AutoText entry, toolbar, or macro from a document or template.

To delete the item

Choose the Yes button.

To delete all selected items

Choose the Yes To All button.

To retain the item

Choose the No button.

To cancel the deletion

Choose the Cancel button.


You are inserting a (frame) in normal view. Switch to page layout view to see, resize, or reposition the (frame). Do you want to
You are inserting a (frame) in normal view. Switch to page layout view to see, resize, or reposition the (frame). Do you want to switch to page layout view now?

You can see the relationship of frames to other elements on the page only in page layout view.

To insert the frame and switch to page layout view

Choose the Yes button.

To insert the frame in normal view

Choose the No button.

To cancel the inserting of the frame

Choose the Cancel button.


This operation will require copying many styles. Do you want to use Normal style instead?

To complete this task, Word must copy a large number of styles. This will require you to wait briefly.

To complete the copy by using Normal style

Choose the Yes button. Word converts the original styles to Normal.

To complete the copy by using the original styles

Choose the No button. You may have to wait briefly while Word copies the original styles.

To cancel the copy

Choose the Cancel button.


Recording Clipboard style sheet will require copying many styles. Do you want to use Normal style instead?

To complete this task, Word must copy a large number of styles. This will require you to wait briefly.

To complete the copy by using Normal style

Choose the Yes button. Word converts the original styles to Normal.

To complete the copy by using the original styles

Choose the No button. You may have to wait briefly while Word copies the original styles.

To cancel the copy

Choose the Cancel button.


(Style name) refers to more than one style.

In the Style box on the Formatting toolbar, or in a macro, you specified multiple style names, or a style name and one or more aliases that refer to different styles. Word can apply only one style per paragraph or selection.

To complete this task

Do one or both of the following:

Apply one style per paragraph or selection. If you include an alias, make sure that it is a valid alias for the specified style.

Apply one style per paragraph. If you include an alias, make sure that it matches the style exactly.


Please provide a user name.

Your tried to close the User Info tab when the Name box was empty. Type the name you want Word to add to the summary information for any documents you create. Word will also use this name in your return address on envelopes.


The main document has a header source attached to it, but it does not have a data source attached. You may either continue the m
The main document has a header source attached to it, but it does not have a data source attached. You may either continue the merge by choosing OK, or cancel the merge and attach a data source.

You must specify a data source for the main document. The data source contains the information you want merged. If you continue the merge now, only field names in the header source will be merged with the main document.

To cancel the mail merge and specify a data source

1.	Choose the Cancel button.

2.	From the Tools menu, choose Mail Merge.

3.	In the Mail Merge Helper dialog box, choose the Get Data button, and then either open an existing data source or create a new one.

For more information about creating a data source, see Creating a new data source.

To continue the mail merge by using only the header source

Choose the OK button.

Choosing the OK button merges field names in the header source with the main document.


No mail merge errors have been found in (filename).

The main document is ready to merge with the data source.

To continue the mail merge process

Choose the OK button.


(Style name) is not a style name.

To correct this problem

Check your typing, or select the style from the Formatting toolbar.


The requested reference is empty.

The cross-reference you requested does not exist.

To create a cross-reference

See Creating a cross-reference.


Do you want to replace the existing numbers with bullets?

You must confirm that you want to replace numbers with bullets.

To replace numbers with bullets

Choose the Yes button.

To retain the numbers in the selection

Choose the No button.

Word inserts bullets in front of paragraphs without numbers.

To cancel the operation

Choose the Cancel button.


You cannot insert a Word Object into itself.

You attempted to embed a Word object into itself, but Word does not allow this action.

To accomplish this task

Embed the Word document or text selection in a new location that does not include the same Word document. See Embedding an object.


Word is waiting for the server to release (object name).

You cannot insert this data into a Word document until the other application is available. For example, if you have dialog boxes open in the other application, it is not available.

To complete this task

Do the following:

Switch to the other application to make sure that it is available.

Close all dialog boxes in the other application.


Do you want to replace the destination files with files of the same names?

You tried to create new destination documents, but there are existing files that have the names you typed. You must confirm that you want to overwrite the original files with the new files of the same names.

To replace the existing files

Choose the Yes button.

To retain the existing files

Choose the No button.


There are fewer fields in data record (record name) than there are field names in the header record. Do you want to continue wit
There are fewer fields in data record (record name) than there are field names in the header record. Do you want to continue with the mail merge?

Each data record (row of information) in the data source must have the same number of data fields (categories of information) as there are field names listed in the header record.

If you continue with the mail merge, information from the specified data record may not merge correctly. However, you can continue merging the remaining records.

To correct the specified data record now

Choose the No button.

Then edit the data source to ensure that the data record contains a data field for each field name in the header row. If the data record doesn't contain information for that category, leave the data field blank.

To continue the mail merge

Choose the Yes button.


There are more fields in data record (record name) than there are field names in the header record. Do you want to continue with
There are more fields in data record (record name) than there are field names in the header record. Do you want to continue with the mail merge?

Each data record (row of information) in the data source must have the same number of data fields (categories of information) as there are field names listed in the header record.

If you continue with the mail merge, information from the specified data record may not merge correctly. However, you can continue merging the remaining records.

To correct the specified data record now

Choose the No button.

Then edit the data source to ensure that the data record contains a data field for each field name in the header row. Remove any blank fields that do not have corresponding fields in the header row.

To continue the mail merge

Choose the Yes button.


The password confirmation does not match.

The password you typed does not match the previously assigned password for this file.

To correct this problem

Type the correct password, and then choose the OK button.


It will not be possible to send PRINT field data to the printer with the currently installed printer driver. Do you want to cont
It will not be possible to send PRINT field data to the printer with the currently installed printer driver. Do you want to continue printing?

You tried to send PRINT field data directly to the printer, but the installed printer driver cannot support this action.

To print without printing PRINT field information

Choose the Yes button.

To cancel the printing

Choose the No button.

For more information about using printers in Word, see your system documentation, or see the Printers section in the Readme Help file that comes with Word.

For more information about the PRINT field, see PRINT field.


(Document name) should be opened as read-only unless changes to it need to be saved. Open as read-only?

The author of this document recommends that you open it as read-only unless you need to save changes to the document.

To open the document as read-only

Choose the Yes button.

To open the document and make changes to it

Choose the No button.

To cancel the task

Choose the Cancel button.


An AutoCorrect entry for (entry name) already exists. Do you want to redefine it?

You typed or selected an AutoCorrect entry name that has already been defined.

To replace the current AutoCorrect entry with the new entry

Choose the Yes button.

To retain the current AutoCorrect entry

1.	Choose the No button.

2.	Type a different name in the Replace box.


Do you want to redefine the AutoText entry?

You typed or selected an AutoText entry name that has already been defined.

To replace the current AutoText entry with the selection

Choose the Yes button.

To retain the current AutoText entry

1.	Choose the No button.

2.	Type a different name for the selection.


Are you sure you want to replace the current selection?

You tried to replace a large selection in the document. This is an action you must confirm before Word can replace the selection.

To replace the selection

Choose the Yes button.

To cancel the replacement

Choose the No button.


Do you want to remove the bullets as well?

The text you selected contains bullets as well as numbers.

To remove bullets from the selection

Choose the Yes button.

To retain the bullets in the selection

Choose the No button.

Word removes only the numbers.

To cancel the task

Choose the Cancel button.


Do you want to remove the numbers as well?

The text you selected contains numbers as well as bullets.

To remove numbers from the selection

Choose the Yes button.

To retain the numbers in the selection

Choose the No button.

Word removes only the bullets.

To cancel the task

Choose the Cancel button.


Do you want to replace the existing macro?

You tried to record a macro, but you typed the name of an existing macro. You must confirm that you want to replace the existing macro with the one you are recording.

To replace the existing macro

Choose the Yes button.

To retain the existing macro

Choose the No button.


Do you want to replace the existing (document name)?

While saving a document, you typed the name of an existing document.

To replace the existing document with the active document

Choose the Yes button.

To retain the existing document

Choose the No button, and then type a different name for the active document.


Do you want to replace the selected table of contents?

You made changes to the table of contents, and now you must confirm that you want to update the table of contents with the changes you have made.

To replace the existing table of contents

Choose the Yes button.

To retain the existing table of contents

Choose the Cancel button.


This operation will delete the current list of ignored words. Do you want to continue?

You must confirm that you want to delete the list of words that Word is ignoring during the current spelling check.

To delete the list of ignored words

Choose the Yes button.

To retain the list of ignored words

Choose the No button.


Do you want to revert to the saved '(document name)'?

You used the File Open command to open a document while you were working on the document.

To delete the changes made since you last saved the document and then return to the document

Choose the Yes button.

To retain the changes and return to the document

Choose the No button.


Do you want to save changes to (filename)?

You quit Word or closed a file without first saving the changes you made to a file.

To save the changes

Choose the Yes button.

To discard the changes

Choose the No button.

To continue without quitting Word or saving the changes

Choose the Cancel button.


Changes have been made that affect the global template, (template name). Do you want to save those changes?

You changed one or more of the macros, menu or toolbar assignments, shortcut keys, AutoCorrect or AutoText entries, styles, or items of page setup information that are part of the specified global template. You then quit Word or tried to save the changes.

To retain the changes

Choose the Yes button.

Word saves the changes to the global template.

To discard the changes and retain the template unchanged

Choose the No button.

To cancel quitting Word

Choose the Cancel button.


Do you want to keep the changes to the macro (macro name)?

You created or edited a macro in the macro editing window. You then performed an action -- for example, closing the macro -- that would discard the changes you have made.

To save the macro in this template

Choose the Yes button.

To discard the editing changes

Choose the No button.

For more information about editing macros, see Editing a macro.


Do you also want to save changes to the document template?

You've changed one or more of the macros, menu or toolbar assignments, shortcut keys, AutoText entries, or styles that are part of the template attached to this document.

To make the changes available to all documents based on the template

Choose the Yes button.

To retain the existing document template

Choose the No button.

To return to the document

Choose the Cancel button.


You placed a large amount of text on the Clipboard. Do you want this text to be available to other applications after you quit W
You placed a large amount of text on the Clipboard. Do you want this text to be available to other applications after you quit Word?

During this Word session, you cut or copied a large amount of text or graphics onto the Clipboard and then tried to quit Word.

To retain the contents of the Clipboard

Choose the Yes button.

To discard the contents of the Clipboard

Choose the No button.

Note

Discarding the contents of the Clipboard frees up memory.


Do you want to save the recorded macro?

You recorded actions for a macro but did not stop the recording process by choosing the Stop Recorder button in the Macro dialog box. You then performed an action -- for example, quitting Word -- that would discard the recording you have done so far. You can choose to save the macro to the current template.

To save the macro to the template

Choose the Yes button.

Word saves the macro to the document template.

To discard the recording

Choose the No button.


Do you want to save the new return address as the default return address?

You used a return address other than the one that Word stored as your default return address. You can enter a new default return address by choosing Options on the Tools menu and then selecting the User Info tab.

To save the new address as the default mailing address

Choose the Yes button.

To retain the default mailing address

Choose the No button.


Do you want to change the default settings for page setup? This change will affect all new documents based on the (template name
Do you want to change the default settings for page setup? This change will affect all new documents based on the (template name) template.

When you change margin settings, paper size, or page orientation and then choose the Default button, you must confirm that you want all new documents based on this template to reflect the new settings.

To change the default settings for the current template

Choose the Yes button.

To change settings only for the active document

Choose the No button.


There is no custom dictionary (filename). Do you want to create it now?

This custom dictionary does not yet exist.

To create the custom dictionary and continue to check spelling

Choose the Yes button.

To continue to check spelling without creating this custom dictionary

Choose the No button.

To cancel this spelling check

Choose the Cancel button.


The Change To box contains a word that is not found in the main or custom dictionaries. Do you want to use this word and continu
The Change To box contains a word that is not found in the main or custom dictionaries. Do you want to use this word and continue checking?

You typed a word in the Change To box that is not listed in any of the open dictionaries.

To change the word to the spelling in the Change To box

Choose the Yes button.

To correct the word in the Change To box

Choose the No button, and then type or select the word you want.

Note

If you choose the Change All button, Word will use the spelling of the word in the Change To box before asking you to confirm it.


Do you want to automatically link the document to applications outside Word for (application)?

You opened a document that contains a DDEAUTO field, or automatic link field.

To start the automatic link

Choose the Yes button.

To ignore the automatic link

Choose the No button.

For more information, see Exchanging Information.


This action requires that you be in page layout view. Do you want to switch to page layout view now?

You can see the relationship of frames and drawing objects to other elements on the page only in page layout view.

To switch to page layout view

Choose the Yes button.

To continue working in the current view

Choose the No button.

To cancel the task

Choose the Cancel button.


Plain text entries cannot exceed 255 characters. Therefore, this entry has been shortened. Do you want to define the entry anywa
Plain text entries cannot exceed 255 characters. Therefore, this entry has been shortened. Do you want to define the entry anyway?

You attempted to define a plain text AutoCorrect entry with more than the maximum number of characters (255), but Word cannot allow this action and has shortened the entry. You must confirm that you want to retain the shortened version as an AutoCorrect entry.

To define the AutoCorrect entry the way Word shortened it

Choose the Yes button.

To cancel the AutoCorrect entry and define the text as formatted

1.	Choose the No button.

2.	Select the AutoCorrect option in the AutoCorrect dialog box.


You have deselected the first dictionary in the list. Please note that changing this may affect the default dictionary used by o
You have deselected the first dictionary in the list. Please note that changing this may affect the default dictionary used by other Microsoft applications.

You cleared the check box for the first custom dictionary in the list, which is the default custom dictionary. Clearing this dictionary makes it unavailable to Word or to any other application that attempts to use this dictionary during this Word session. However, because it is the default dictionary, the next time you check spelling, Word will continue to use this dictionary.


Word has insufficient memory. You will not be able to undo this action once it is completed. Do you want to continue?

You made a large number of editing changes since the last time you saved the document, so Word is now low on memory or the action you are attempting requires more memory than is currently available. If you continue, you will not be able to reverse, or undo, the current action.

To continue without the ability to reverse

Choose the Yes button.

To cancel and reverse the current action

Choose the No button.

To make the Undo command available

Do one or more of the following:

Choose the No button.

Save the document, and then repeat the last action again.

Perform a number of smaller actions to accomplish what you want, and save after each smaller group of changes.

Free up memory.


The Undo command will reverse changes in the main document only. Do you want to continue?

You tried to reverse changes in the document, but Word cannot reverse any changes made to footnotes, endnotes, headers, footers, or annotations in the document.

To cancel changes to the main document

Choose the Yes button.

To cancel the Undo command and retain the changes to the main document

Choose the No button.


Are you sure you want to break the selected links?

You must confirm that you want to break the links selected in the document. When you break a link, the linked information remains in the document; however, it can no longer be updated. Once you have broken a link, you cannot reconnect it.

To cancel the links

Choose the Yes button.

To preserve the links

Choose the No button.


Do you want to update (filename)?

You made changes in a Word document that is an embedded object in another Word document or that contains a link to an embedded object. You then tried to close the file.

To save changes in the document and send the updated information to the application in which the document is embedded

Choose the Yes button.

To discard changes

Choose the No button.

To cancel the operation and return to the document

Choose the Cancel button.


Do you want to update the embedded objects in (filename) before saving it?

This document contains embedded objects for which the source applications are still active. These objects may have been changed in their source applications. You must confirm that you want to retrieve the current object information from the source applications before you can save the Word document.

To update Word with the current data for these objects before you save your Word document

Choose the Yes button.

To save the document without updating changes to the objects

Choose the No button.


Ambiguous mail address. There are two or more people whose mail addresses match the one specified.

The mail address you specified is not specific enough. More than one person has the address you typed.

To type the mail address correctly

Check the address for misspellings, typographic errors, or other errors, and then type the complete mail address.

For more information about routing documents, see Add/Edit Routing Slip command (File menu).


Word cannot rename a file to another drive.

You tried to rename a file by specifying a location on another drive. Word does not allow this action.

To rename a document to another drive and save it

Choose the OK button. Move the document to the new location on another drive, and then try again to rename the document.


Word cannot save the mail file.

You tried unsuccessfully to save a mail file.

To accomplish this task

See Free up memory.


You cannot save a template file to non-template format.

You tried to save a template file in another file format. Word does not allow this action.

To save work you've done in a template as a document

1.	From the File menu, choose Save As.

2.	To preserve the original template, save the template that contains your work with a new name.

3.	From the File menu, choose New, and then base a new document on the template that contains your work.

4.	Under New, select the Document option button.

5.	In the Template box, select the template that contains your work, and then choose the OK button.


The entry is empty.

You tried to mark an index entry without specifying the text you want for the entry.

To accomplish this task

In the document, select the text you want to appear in the index, or position the insertion point in the document and type the text you want to appear in the index in the Mark Index Entry box.

For more information, see Marking index entries.


Fields are nested too deeply.

You have a field within a field that, within another field, and so on, more than 20 fields deep. Word does not allow this action.

To correct this situation

Split up the fields.


This save format is not valid.

You are running a macro that includes the FileSaveAs command, but the specified file format is not valid.

To accomplish this task

Edit the macro so that the number specified for a save format is less than 6 or equal to or greater than 100.

Word reserves the numbers 0 (zero) through 6 for the predefined file formats that are listed in the Save File As Type box in the Save As dialog box. For example, 0 (zero) is reserved for Word format. The numbers 100 and above are reserved for conversion programs. The number 100 represents the first conversion program that follows RTF in the Save File As Type box in Word.


You can have no more than 25 items in your drop-down list box.

You tried to add more than 25 items to a drop-down form field list. A drop-down form field list can contain no more than 25 items.

To accomplish this task

Choose the OK button, delete an item, and then try again to add the 25th item to the drop-down form field list.


The new menu name cannot be the same as an existing menu name.

You tried to add a new menu to the template, but the menu name you specified already exists.

To accomplish this task

Choose the OK button, and then specify a different menu name.


The Update Source command cannot be used to update a master document.

You tried to update an INCLUDE field that lists a master document. In Word, you cannot update a master document by using the Update Source command.

For more information about master documents, see Working with master documents.


The file cannot be opened with write privileges.

You tried to change the status of a subdocument to read/write from read-only. Word does not allow this action because the file is already open with read/write permission in another location or by another user, or because system permissions for the file are set to read-only.

To accomplish this task

Do one of the following:

Close the file in the other location.

Wait for the user who is working on the file to close it.

Remove the system read-only permission. For more information, see your system documentation.


Word could not recognize the field and record delimiter you specified.

You used a delimiter, or separator character, that is not recognized by Word to separate fields or records in the data source. The most common field delimiters are commas, tab characters, and table cells. The most common record delimiters are paragraph marks and table cells.

To see a list of valid delimiters

Choose the Manage Fields button, and then browse through the delimiters listed in the Field Delimiter and Record Delimiter boxes.

To format the data with the appropriate delimiters

1.	Insert field and record delimiters in your data that are recognized by Word as valid.

2.	On the Database toolbar, click the Manage Fields button.

3.	In the Field Delimiter box, select the delimiter you want to use to separate each field.

4.	In the Record Delimiter box, select the delimiter you want to use to separate each record.

5.	Choose the OK button.


The field delimiter cannot be the same as the record delimiter.

You used the same delimiter, or separator, to separate both fields and records in the data source. Word does not allow this action.

To accomplish this task

In the Field Delimiter and Record Delimiter boxes, select field and record delimiters that differ from one another.

The most common field delimiters recognized by Word are commas, tabs, and table cells. The most common record delimiters are paragraph marks and table cells.


Your mail system does not support certain services needed for document routing.

You tried to route a document by using an electronic mail system that does not support this feature.

To accomplish this task

Install another electronic mail application that supports document routing.

For more information about removing a routing slip, see Add/Edit Routing Slip command (File menu).


An unlocked subdocument already exists in another master document.

You tried to unlock a subdocument, but this subdocument is already unlocked in another open master document. A subdocument can be unlocked in only one master document at a time.

To unlock the subdocument

Do one of the following:

Close the other master document. On the Master Document toolbar in the active master document, click the Lock Document button.

       Lock Document button

Lock the subdocument in the other master document. On the Master Document toolbar in the active master document, click the Lock Document button.

For more information about locking documents, see Locking or unlocking a master document or a subdocument.


This version of the spelling checker does not understand the language formatting of custom dictionary (dictionary name).

You are using a version of the spelling checker that is not compatible with language formatting. You must install the most recent version of the spelling checker.

To install the spelling checker

See Installing or removing individual components of Word.

If you have purchased additional language versions of proofing tools, such as foreign language dictionaries, to use with an earlier version of Word, you must upgrade them before you can use them with Word 6.0. To obtain the new versions of the proofing tools, contact Microsoft customer service or the vendor from whom you originally purchased the proofing tools.


Unknown mail address.

You tried to mail a document to a mail address that does not exist.

To accomplish this task

Check the address for misspellings, typographic errors, or other errors, and then type the complete mail address.

For more information about routing documents, see Add/Edit Routing Slip command (File menu).


(Filename) should normally be opened read-only. Do you wish to continue and save your changes to it?

The author of this document recommends that it be opened as a read-only document, unless you need to save changes to it. You must confirm that you want to open the document and save changes to it.

To open the document and save changes to it

Choose the Yes button.

To open the document without saving changes to it

Choose the No button.

To cancel opening the document

Choose the Cancel button.


The current drive is not valid. A network connection may have been lost, the floppy drive door may be open, or the floppy drive
The current drive is not valid. A network connection may have been lost, the floppy drive door may be open, or the floppy drive may contain the wrong disk. Choose the Yes button to retry.

You may be disconnected from a network, the floppy disk drive is open on your computer, or you inserted an incorrect disk.

To accomplish this task

Reconnect to the network or insert the correct disk and close the drive door, if applicable, and then choose the Yes button.


Do you want to delete this header/footer and connect to the header/footer in the previous section?

You tried to link the current header or footer for this section to the header or footer from the preceding section. You must first confirm that you want to delete the current header or footer before you can establish a link to the header or footer from the preceding section.

To delete the current header or footer and replace it with the header or footer from the preceding section

Choose the Yes button.

Word replaces the current header or footer with the header or footer from the preceding section.

To retain the current header or footer

Choose the No button.

For more information about reconnecting a header or footer to the preceding header or footer, see Creating different headers or footers within the same document.


No changes may be made to locked parts of a master document.

You tried to find and replace information in a master document, but a portion of the text you want to change is in a locked subdocument.

To unlock a master document or a subdocument

On the Master Document toolbar, click the Lock Document button.

  Lock Document button

For more information, see Locking or unlocking a master document or a subdocument.


At least one subdocument or the master document is locked. No changes were made to any locked parts of this master document.

You tried to use the Spelling, Grammar, Find, Replace, or Revision Marks command, but a portion of the text you are working with is from a locked master document or a locked subdocument.

To unlock a master document or a subdocument

On the Master Document toolbar, click the Lock Document button.

  Lock Document button

For more information, see Locking or unlocking a master document or a subdocument.


Do you want to replace the selected index?

You made changes to the index, and now you must confirm that you want to update the index with the changes you have made.

To replace the existing index

Choose the OK button.

To retain the existing index

Choose the Cancel button.

For more information about updating indexes, see Updating an index.


Do you want to replace the selected category of the table of authorities?

You made changes to the table of authorities, and now you must confirm that you want to update the table of authorities with the changes you have made.

To replace the selected category in the table of authorities

Choose the OK button.

To retain the selected category in the table of authorities

Choose the Cancel button.

For more information, see Updating a table of authorities.


Do you want to save changes to the subdocument (filename)?

You must confirm that you want to save changes to the subdocument.

To make the changes to the subdocument

Choose the Yes button.

To retain the existing subdocument

Choose the No button.


Do you want to change the default (item) to (item)? This change will affect all new documents based on the (template name) templ
Do you want to change the default (item) to (item)? This change will affect all new documents based on the (template name) template.

You must confirm that you want to change the default settings in the template attached to the active document. Once you've changed these properties of the Normal style, all new documents that are based on the same template as the active document will use the new default settings.

To change the default setting

Choose the Yes button.

To retain the existing default setting

Choose the No button.

For more information, see Redefining the Normal style.


Are you sure you want to delete this menu? This action will remove all menu items assigned to this menu.

You must confirm that you want to delete an existing menu, including all items listed on the menu.

To delete the menu and all of its menu items

Choose the OK button.

To retain the menu and all of its current menu items

Choose the Cancel button.


(Key name) is currently assigned as the first key in one or more two-key command assignments. Reassigning this key will remove a
(Key name) is currently assigned as the first key in one or more two-key command assignments. Reassigning this key will remove all of those assignments. Are you sure you want to continue?

The key name you specified is the first key in other shortcut key assignments. You must confirm that you want to reassign this key and remove all of its other assignments.

To reassign the key and remove the existing shortcut key assignments

Choose the OK button.

To retain the existing shortcut key assignments

Choose the Cancel button.


Are you sure you want to reset the key assignments? This action will remove all keys currently assigned to macros and styles in
Are you sure you want to reset the key assignments? This action will remove all keys currently assigned to macros and styles in (template name).

You must confirm that you want to reset key assignments in the active template to their original settings.

To reset the key assignments

Choose the Yes button.

To retain the existing key assignments

Choose the No button.


Are you sure you want to reset the menu assignments? This action will remove all menu changes in (template name).

You must confirm that you want to reset menu assignments in the active template to their original settings. This action also removes all menu changes saved in this template.

To reset the menu assignments

Choose the Yes button.

To retain the existing menu assignments

Choose the No button.


Word could not save the subdocument. Please try a full save of the master document.

Word could not save a subdocument because of insufficient memory or a network connection that is no longer valid.

To save the master document

Choose the OK button, and then do one of the following:

Save the master document.

Check network connections to make sure that they are still valid.

Free up memory.


The Find What text contains a Pattern Match expression which is not valid.

You typed text in the Find What box that is not valid for the Use Pattern Matching option. For example, an opening parenthesis or bracket exists, but there is no closing parenthesis or bracket in the text.

To complete this search

Correct the text typed in the Find What box.

For more information about pattern matching, see Finding and replacing text by using advanced search criteria.


The master document needs to be saved. Please save it now and try the operation again.

You edited a subdocument and then tried to change its status to read-only from read/write permissions. Word must save the master document before changing the permissions of the subdocument.

To change the document permissions

Choose the OK button. From the File menu in the master document, choose Save, and then try again to change the document permissions.


The selection does not consist of heading levels.

You tried to create a new subdocument with text from a master document that does not contain a heading style. Word does not allow this action.

To create a new subdocument

Choose the OK button. In the master document, select a heading, and then click the Insert Subdocument button on the Master Document toolbar again.

  Insert Subdocument button

For more information about using built-in styles to create headings, see Creating a new master document.


There is not enough memory to save the entire Ignore All list.

After checking spelling and choosing the Ignore All button, there was not enough memory to save the entire list of words that were flagged as misspelled.

To correct this condition

Free up memory, and then try again to choose the Ignore All button. The next time you check spelling, the words in this list will be flagged for you again.


Text formatted with (no proofing) was skipped.

Word completed the proofing task, but it did not check any text that was formatted with No Proofing by using the Language command (Tools menu).

To proof the remaining text

1.	Choose the OK button.

2.	From the Tools menu, choose Language.

3.	In the Mark Selected Text As box, select a language.

4.	Choose the OK button, and then check spelling again.

For more information about using the No Proofing option, see Language command.


The style name is too long. The maximum number of characters allowed is 253.

You typed a style name that is too long.

To correct this problem

1.	Choose the OK button.

2.	Type a style name that is no longer than 253 characters.


Word found no paragraphs with heading styles to include in the table of contents.

Word cannot compile a table of contents because this document contains no paragraphs formatted with heading styles.

To compile a table of contents

Do one of the following:

Apply heading styles to the paragraphs you want to appear in the table of contents, and then try again to create the table of contents. For more information, see Compiling a table of contents by using built-in heading styles.

If you are using fields, make sure the Table Entry Fields check box in the Table Of Contents Options dialog box is selected. For more information, see Creating and compiling a table of contents by using fields.


Word cannot merge the style sheet from the active template.

You tried to merge styles from the active template.

To correct this error

Free up memory, and then try again to merge the styles from the active template.


Settings you chose for the left and right margins, column spacing, or paragraph indents are too large for the page width in some
Settings you chose for the left and right margins, column spacing, or paragraph indents are too large for the page width in some sections.

You chose a combination of settings for left and right margins, indents, number of columns, and spacing between columns that is too wide for the printer or that sets up columns that are narrower than the default tab stop width.

To correct this error

Do one or more of the following:

From the Format menu, choose Columns. Then, under Width And Spacing, reduce the spacing between columns.

From the File menu, choose Page Setup. Select the Margins tab and then reduce the margins.

From the Format menu, choose Paragraph. Then, on the Indents And Spacing tab, reduce the paragraph indents under Indentations.

From the Format menu, choose Tabs, and then reduce the setting in the Default Tab Stops box.


(Filename) is being used by (user name). Do you want to make a copy?

Another user has opened this file. You can open a copy of the file, but you cannot save changes to it unless you open it after the first user closes the original file or you save your copy of the file with a different name.

To open a copy of the file

Choose the OK button.

To postpone opening a copy of the file

Choose the Cancel button.


The document is too large to save. Delete some text before saving.

You tried to save a document that is too large to save.

To save the document

Free up memory, and then try again to save the document.

To decrease the size of the document and then save it

1.	Select some text.

2.	From the Edit menu, choose Cut to move the selected text to the Clipboard.

3.	From the Edit menu, choose Paste to paste the deleted text from the Clipboard into another document.

4.	Try again to save the document.

If you see this message again, you must repeat this process until the document is small enough to save.


The password is incorrect. Word cannot open the document.

You typed an incorrect password for a password-protected document.

To correct this error

1.	Choose the OK button.

2.	In the Password box, type the correct password by using the exact combination of uppercase and lowercase letters.

3.	Choose the OK button.

For more information, see Changing or deleting a password.


Check the floppy drive to make sure the door is closed and it contains the correct disk.

The door on a floppy disk drive is open, or the drive contains the wrong disk.

To accomplish this task

Make sure that the correct disk is inserted in the floppy disk drive, and then close the door, if applicable.


The Find What text for a Sounds Like search can only contain non-accented alphabetic letters.

After selecting the Sounds Like option, you typed something other than non-accented, alphabetic characters in the Find What box.

To perform the search

Do one of the following:

Remove any characters that are accented or not alphabetic from the Find What box, as well as any spaces following the text.

Select another option, such as Use Pattern Matching.

For more information, see Find command (Edit menu).


There has been a network or file permission error. The network connection may be lost.

You tried to open a document on a network that may no longer be connected to your computer.

To accomplish this task

Make sure that your computer is connected to the network the document is stored on.

For more information, see your system documentation.


Word found no captions to include in the table of figures.

You tried to compile a table of figures, but Word found no captions to compile.

To compile a table of figures

Do one of the following:

For information about compiling a table of figures, see Formatting and compiling a table of figures.

If you are using fields, make sure the Table Entry Fields check box in the Table Of Contents Options dialog box is selected. For more information, see Creating and compiling a table of figures or other table by using fields.


The operation cannot be completed because a master document cannot contain more than 9 levels of subdocuments.

The master document contains more than nine nested levels of subdocuments. Word can accommodate only nine levels of subdocuments.

To correct this problem

Make sure that each subdocument in the master document contains no more than eight levels of subdocuments, and then try again to complete the task.


Too many DDE channels are open. Please close a window.

Your document has more than 30 DDE fields, which is the maximum number allowed by this version of Word.

To correct this situation

Choose the OK button, and then close a DDE link window or delete a DDE field.

For more information about DDE fields, see DDE (Dynamic Data Exchange).


There are too many edits in the document. This operation will be incomplete. Save your work.

You have made a large number of editing changes to this document by using the Replace command, or tried to convert a large table to text, or tried to convert a large text file to a table. There is not enough memory available to complete the task.

To correct this situation

Do one of the following:

From the File menu, choose Save.

Free up memory. If you still cannot complete the task, quit Word and then restart it.


Too many Word documents are open. Please close a window.

You have a large number of Word documents open. There is not enough memory available to complete the task.

To accomplish this task

Do one of the following:

Close any documents you are not currently working on, and then try again to complete the task.

Free up memory, and then try again to complete the task.


Too many files are open. Please close a window.

You have a large number of files open. There is not enough memory available to complete the task.

To accomplish this task

Do one of the following:

Close any files you are not currently working on, and then try again to complete the task.

Free up memory, and then try again to complete the task.


Do you want to replace the selected table of figures?

You made changes to the table of figures, and now you must confirm that you want to update the table of figures with the changes you have made.

To update the selected table of figures

Choose the Yes button.

To retain the existing table of figures

Choose the No button.


Subdocument (filename) has a different template than its master document. The master document template will be used.

You must use the template attached to the master document as the template for all subdocuments of the master document. Word does this automatically when the master document is open.

To correct this error

For each subdocument, attach the same template that is attached to the main document. For more information, see Attaching a different template to a document.


Word could not open (filename) as a data or header source because it is the active mail merge main document.

You tried to open the mail merge main document as a data source or header source. Word does not allow this action.

To accomplish this task

Open a different data source.

For more information, see Opening an existing data source or Creating a new data source.


(Filename) is a mail merge main document. Word cannot find its (data source name).

Word cannot locate the data source for this main document.

To open an existing data source

Choose the Find Data Source button, select a directory or folder, and then open a data source.

To choose an option so that you can remove the attached data source

Choose the Options button.

To open a main document that has a data source attached to it

Choose the Cancel button, choose the OK button, and then open a mail merge main document that has a data source attached to it.

For more information, see Opening an existing data source or Creating a new data source.


If the mail merge data/header source (filename) no longer exists, choose Remove Data/Header Source to remove its association wit
If the mail merge data/header source (filename) no longer exists, choose Remove Data/Header Source to remove its association with (filename) or choose Remove All Merge Info to make (filename) a normal Word document.

Each time you open this mail merge main document, Word will attempt to open its data source. If you no longer want to use the attached data source, you should remove it.

To remove the data source or header source

Choose the Remove Data/Header Source button.

Word removes the association between the data source or header source and the active main document.

To remove all merge information from the main document

Choose the Remove All Merge Information button.

Word removes all merge information and converts the main document to a normal Word document. Any fields you have created remain in the document, but they are no longer associated with a data source.

To open an existing data source

Choose the Cancel button, and then choose the Find Data Source button.

To open another main document

Choose the Cancel button twice, choose the OK button, and then open a mail merge main document that has a data source attached to it.

For more information, see Opening an existing data source or Creating a new data source.


Word found no merge fields in your main document. Choose the Edit Main Document button to insert merge fields into your main doc
Word found no merge fields in your main document. Choose the Edit Main Document button to insert merge fields into your main document.

You tried to merge a main document with a data source, but no merge fields exist in the main document.

To insert merge fields into a main document

1.	Choose the Edit Main Document button.

2.	Each time you come to a place where you want to insert information from the data source, click the Insert Merge Field button on the Mail Merge toolbar, and then select the field name you want to insert.

   Insert Merge Field button

Make sure that you type any spaces or punctuation you want between two field names or after a field name.

You cannot type a field name directly into a document.

3.	When you finish editing the main document, choose Save from the File menu.

If you've made any changes to the data source that you haven't saved, Word asks if you want to save the changes now. Choose the Yes button.


The data source you just created contains no data records. You can either add new records to your data source by choosing the Ed
The data source you just created contains no data records. You can either add new records to your data source by choosing the Edit Data Source button or lay out your main document by choosing the Set Up Main Document button.

You have created a data source and attached it to a main document, which is formatted for envelopes or labels. You can now choose to add data records to the data source or to lay out the main document.

To add records to the data source

Choose the Edit Data Source button.

To add merge fields to the main document

Choose the Setup Main Document button.


(Data source name) is being referenced by a mail merge main document. Do you want to save (filename)?

You tried to save a data source, but first you must confirm that you want to save the attached mail merge main document.

To save the main document now

Choose the Yes button.

To leave the main document unsaved

Choose the No button.

To cancel the action

Choose the Cancel button.


(Main document name) is a mail merge main document that is attached to a data source (data source name) that has not been saved.
(Main document name) is a mail merge main document that is attached to a data source (data source name) that has not been saved. Do you want to save (data source name)?

You tried to save a mail merge main document, but first you must confirm that you want to save the attached data source.

To save the data source

Choose the Yes button.

To leave the data source unsaved

Choose the No button.

To cancel the action

Choose the Cancel button.


By restoring (filename) to a normal Word document, the text of the document will not change. However, (data source name) will no
By restoring (filename) to a normal Word document, the text of the document will not change. However, (data source name) will no longer be a mail merge main document. Do you want to continue?

When Word converts a mail merge main document to a normal Word document, it removes its association with the data source but does not change the text.

To convert the mail merge main document to a normal Word document

Choose the Yes button. Any fields you have created remain in the document, but they are no longer associated with a data source.

To continue using the document as a mail merge main document

Choose the No button.


You can change (filename) from (mail merge type) to (mail merge type) or you can create a new main document.

The current main document in the active window is a different mail merge type than the type you selected in the Create box. For example, you selected Envelopes in the Create box, but the current main document is a form letter.

To change the current main document to the selected type of mail merge document

Choose the Change Document button.

To create a new main document of the type you selected

Choose the New Main Document button.

To return to the Mail Merge Helper without creating a main document

Choose the Cancel button.


To create the (item), you can use the active document window (filename) or a new document window.

You can use the document in the active window as a mail merge main document, or you can create a new main document.

To use the current document as a main document

Choose the Active Window button.

To create a new main document

Choose the New Main Document button.

To cancel and return to the Mail Merge Helper

Choose the Cancel button.

For more information about merging documents, see Mail Merge: Step by Step.


Word needs to set up your main document. Choose the Set Up Main Document button to finish setting up your main document.

Before Word can attach a data source to your main document so that you can print envelopes or mailing labels, it needs to lay out the text or graphics in the main document.

To set up the main document

Choose the Set Up Main Document button.

To cancel attaching the data source and return to the Mail Merge Helper

Choose the Cancel button.

For more information, see Setting up and printing envelopes by using Mail Merge or Setting up and printing mailing labels by using Mail Merge.


The original document already has revision marks. Word may not detect some existing revisions. Compare anyway?

You tried to compare two different versions of a document and the first version contains revision marks. When you compare documents that are marked with revision marks, Word treats marked text as if it were not marked.

To compare versions without revision marks

1.	Choose the No button.

2.	Review and incorporate the revisions. For more information, see Reviewing and incorporating revisions.

3.	Compare the two versions again.

To compare versions with revision marks

Choose the Yes button.

To cancel comparing versions

Choose the Cancel button.


The new document already has revision marks. Word may ignore some existing revisions. Compare anyway?

You tried to compare two different versions of a document and the new version contains revision marks. When you compare documents that are marked with revision marks, Word treats marked text as if it were not marked.

To compare versions without revision marks

1.	Choose the No button.

2.	Review and incorporate the revisions. For more information, see Reviewing and incorporating revisions.

3.	Compare the two versions again.

To compare versions with revision marks

Choose the Yes button.

To cancel comparing versions

Choose the Cancel button.


The merged documents contain unmarked revisions. Do you want to merge up to the first unmarked revision?

You tried to merge revisions and annotations in two documents, but the documents contain unrevised or unannotated text that is not identical. Word stopped merging at the point where it found unrevised or unannotated text that did not match.

To retain the revisions and annotations merged before Word stopped

Choose the OK button.

To cancel merging revisions and annotations and preserve the two documents as they were before the merge

Choose the Cancel button.

For more information, see Merging revision marks and annotations.


Ambiguous recipient name found in the recipient list. Use a valid name and try again.

One of the mail recipients you specified does not match the name of a mail recipient in this mail system.

To specify a valid mail recipient name

Check the address for misspellings, typographic errors, or other errors, and then type the complete mail address.

For more information about routing documents, see Add/Edit Routing Slip command (File menu).


The style (style name) refers to more than one style in the destination document.

You tried to copy a style with multiple names (aliases) to a document that contains several identical style names. For example, you tried to copy a style named "body1, body2" to a document that contains styles named "body1" and "body2."

To accomplish this task

Choose the OK button, and then rename or delete styles in the source document or the destination document.

For more information about copying styles, see Copying styles from a document or template.


The template cannot be customized because it is locked for editing.

You tried to customize a template, but you cannot edit the template because it is locked.

To customize the template

From the Tools menu, choose Unprotect Document. Type the password, and then choose the OK button.

For more information, see Adding or removing protection from a document.


Do you want to accept all revisions in (filename)?

After marking changes in a document by using the Revision Marks command, you chose the Accept Revisions button in the Revision Marks dialog box.

To retain all changes and remove any revision marks

Choose the Yes button.

To make no changes and retain the revision marks in the document

Choose the No button.

For more information about revisions, see Revisions command (Tools menu).


Do you want to reject all revisions in (filename)?

After marking changes in a document by using the Revision Marks command, you chose the Reject Revisions button in the Revision Marks dialog box.

To reject all changes and remove any revision marks

Choose the Yes button.

To retain the revision marks in the document

Choose the No button.

For more information about revisions, see Revisions command (Tools menu).


Word cannot copy style (style name) because it matches a style of a different type.

You tried to copy a particular type of style to a template or document that contains a style of the same name but of a different style type. For example, you tried to copy a paragraph style to a document that contains a character style of the same name. Word will replace the style in the destination document only if the two styles are of the same type.

To copy the style

Choose the OK button, and then rename one of the styles or delete the style you want to replace.

For more information about copying styles, see Copying styles from a document or template. or Deleting a style.


One or more margins are set outside the printable area of the page. Choose the Fix button to increase the appropriate margins.

In the Page Setup dialog box, one or more of the margin settings is smaller than the minimum size required by the current printer. When you print the document, Word may not print some of the text on the page.

To set the margins at the minimum setting

Choose the Fix button.

To keep the current margin settings

Choose the Ignore button.


Word cannot recognize this language.

In a macro, you specified the name of a language by using a word that is not in that language -- for example, ToolsLanguage .Language = "Spanish"  instead of ToolsLanguage .Language = "Español."

To accomplish this task

Specify the correct name of the language.


Word was unable to mail your document.

You asked Word to attach a document to a mail message, but Word was unable to do so.

To accomplish this task

Choose the OK button, and then make sure that you have installed Microsoft Mail version 3.0 or later.

For more information, see Send command (File menu).


Do you want to change the default compatibility options? This change will affect all new documents based on the (template name)
Do you want to change the default compatibility options? This change will affect all new documents based on the (template name) template.

You must confirm that you want to change the default compatibility options. Once you change these options, the new settings will affect all new documents based on the template attached to the active document.

To change the default compatibility options for all new documents based on the attached template

Choose the Yes button.

To retain the existing default compatibility options

Choose the No button.


You cannot see the field without displaying hidden characters. Do you want Word to display hidden characters?

You selected a field in the Go To box that is visible only when Word displays hidden text.

To view the field

Choose the Yes button.

Word moves the insertion point to the selected field and then displays it.


If you choose to edit the data source, Word will break the link to (filename). In breaking the link your mail merge data source
If you choose to edit the data source, Word will break the link to (filename). In breaking the link your mail merge data source will no longer be automatically updated when you make changes to (filename) in the future.

Your data source is linked to a file in another application. When you edit the data source in Word, the link will be broken and the changes you make will no longer affect the previously linked file. If you use the other application to make changes to the file, these changes will no longer affect the data source in Word.

To break the link to the other file

Choose the Break The Link button.

To retain the link to the other application

Choose the Cancel button.


The maximum length value must be equal to or greater than the length of the default text, (number) characters.

You typed or selected a number in the Maximum box that is less than the number of characters in the Default Text box.

To accomplish this task

In the Maximum box, type or select a number that is equal to or greater than the number of characters in the Default Text box, and then choose the OK button.


Start At must be between (number) and (number) for this format.

In the Start At box, you typed a number that is not within the accepted range.

To complete this task

In the Start At box, type a number that is within the range accepted by Word.


The Find What text contains a range that is not valid.

You entered a range in the Find What box and you did one of the following:

You did not enclose the range in brackets.

You selected the Pattern Matching check box and then entered a range that is not valid in the Find What box, for example -- [1-0] or [a-A].

To complete this task

Enclose the range in brackets. In the following example, "r-t" is the range.

[r-t]ight (finds "right," "sight," and "tight".)

For more information, see Finding and replacing text by using advanced search criteria.


Word cannot update the index.

You tried to update an index that contains more than one column and is inside a table or frame. Word does not allow this action.

To update the index

1.	Position the insertion point in the index.

2.	From the Insert menu, choose Index And Tables.

3.	 In the Columns box, type or select Auto.

4.	To update the index, choose the OK button.

To edit the index field

1.	Press SHIFT+F9.

2.	Edit the field to remove the extra columns.

For more information about editing fields, see Editing fields.


No index entries were marked.

This message is displayed when one of the following occurs:

You chose the Mark All button but Word has already maked all occurrences of the index entry. No new occurrences were found.

You tried to automatically mark index entries in a document by using a concordance file, but the concordance file does not contain index entries that match words in the document.

To mark index entries by using a concordance file

1.	Choose the OK button.

2.	Do one of the following:

From the Insert menu, choose Index And Tables, and then select the Index tab. Choose the AutoMark button. Select a concordance file that contains index entries that match words in your document, and then choose the OK button.

Create a concordance file that contains index entries that match words in your document.

For more information, see Creating an index from automatically marked index entries.


Subdocument (name) cannot be inserted because it is the current master document or because it contains the current master docume
Subdocument (name) cannot be inserted because it is the current master document or because it contains the current master document as a subdocument.

You tried to insert a subdocument, but Word will not allow this action because it recognized the subdocument to be one of the following:

An active master document into which you are trying to insert a subdocument. You cannot insert a document into itself.

Another master document that contains the active master document as a subdocument

To accomplish this task

Choose the OK button, and then insert a subdocument that is not one of the following:

The active master document

Another master document that contains the active master document as a subdocument


A proofing tool menu item is automatically added when Word detects that the tool has been installed. This item cannot be removed
A proofing tool menu item is automatically added when Word detects that the tool has been installed. This item cannot be removed from the menu.

You tried to customize Word by removing an installed proofing tool -- such as the spelling checker, thesaurus, or grammar checker -- from the Tools menu. Word does not allow this action.

To remove a proofing tool from the Tools menu

Run Word Setup again, and choose not to install the proofing tool you want to remove from the menu. See Installing or removing individual components of Word.

Word will then remove the menu item for the proofing tool that is no longer available.


Word cannot attach a document to a protected template.

You tried to attach a document to a protected template. Word does not allow this action.

To complete this task

Open the template. From the Tools menu, choose Unprotect Document, and then try again to attach the document to the template.


Record (number) contained too few field delimiters (number).

One or more of the rows in the data source contains fewer delimiters than the header row. Each row must have the same number of delimiters as the header row.

To correct this problem

Choose the OK button, and then insert the missing delimiters.


Record (number) contained too many field delimiters (number).

One or more of the rows in the data source contains more delimiters than the header row. Each row must have the same number of delimiters as the header row.

To correct this problem

Choose the OK button, and then delete the unneeded delimiters.


This menu item is automatically added by Word and cannot be removed from the menu.

You tried to delete a menu item from a shortcut menu. Word does not allow this action.

For more information about removing commands from menus, see Removing a command or other item from a menu.


Would you like to permanently convert all of the missing fonts in this document to their current substitute fonts?

You have asked Word to permanently convert all of the fonts in this document that display text on your computer screen and are listed in the Missing Document Font box to the corresponding fonts listed in the Substituted Font box.

To permanently convert the missing fonts

Choose the OK button.

To cancel the conversion

Choose the Cancel button.


You placed a picture on the Clipboard. Do you want this picture to be available to other applications after you quit Word?

During this Word session, you cut or copied a large graphic onto the Clipboard and then tried to quit Word. You must choose whether to keep the graphic for future use or discard it.

To retain the contents of the Clipboard for future use

Choose the Yes button.

To discard the contents of the Clipboard

Choose the No button.

Note

Discarding the contents of the Clipboard frees up memory.


This document has a routing slip. Do you want to route now to (recipient)?

You added a routing slip to a document, and then you tried to close the document without routing it.

To route the document

Choose the Yes button.

To close the document without routing it

Choose the No button.

To return to the document without closing it

Choose the Cancel button.


The current selection does not contain a valid table or list.

If you want Word to recognize this document as a data source, you must first enter data and then use delimiters to format the data as a table or list.

To see a list of valid delimiters

On the Database toolbar, click the Manage Fields button, and then browse through the delimiters listed in the Field Delimiter and Record Delimiter boxes.

  Manage Fields button

To format the data with the appropriate delimiters

1.	Insert field and record delimiters in your data that are recognized by Word as valid.

2.	On the Database toolbar, click the Manage Fields button.

3.	In the Field Delimiter box, select the delimiter you want to use to separate each field.

4.	In the Record Delimiters box, select the delimiter you want to use to separate each record.

5.	Choose the OK button.

For more information, see Creating a new data source.


Are you sure you want to delete the field (name) along with all of the data it contains?

Before you can delete a field, you must confirm that you want to delete all of the data it contains.

To delete the field and all of the data it contains

Choose the Yes button.

To return to the Manage Fields dialog box without deleting the field

Choose the No button.


Word cannot read the header or footer in this document. Save the document in Rich Text Format, close it, and then reopen it.

The active document has a header or footer that Word cannot read.

To correct this situation

Choose the OK button. Save the document in Rich Text Format, close the document, and then reopen it as a Word document.

For more information, see Saving a Word document in a different file format.


This document cannot be edited because it contains an embedded font.

You have opened a document that contains a Print/Preview embedded font. You can only view and print a document that contains this type of embedded font. You cannot add to, edit, or format the document.

To display the document without editing it

Choose the OK button.


Bookmark (bookmark name) exists in both the document being added (filename) and the master document. Would you like to rename th
Bookmark (bookmark name) exists in both the document being added (filename) and the master document. Would you like to rename the bookmark in the subdocument?

You added a subdocument to a master document, and the subdocument contains a bookmark with the same name as an existing bookmark in the master document.

To rename the bookmark in the subdocument

Choose the Yes button.

Word adds a number to the name of the bookmark in the subdocument so that each bookmark has a unique name.

To retain the bookmark in the master document and delete the bookmark in the file you are adding

Choose the No button.


The Replace With text contains a group number which is out of range.

You typed a number in the Replace With box that does not refer to one of the expressions in the Find What box. With the backslash (\) operator, you refer to the expressions in the Find What box by using numbers that indicate their order. Then you can reorder the expressions when you replace them.

For example, if you typed (Newton) (Christie) in the Find What box, typing \1 in the Replace With box would refer to (Newton), and \2 would refer to (Christie). If you typed \3 in the Replace With box, the number would not be valid.

To replace by using reordered expressions

1. In the Find What box, type the expressions you want to replace -- for example, (Newton) (Christie)

2. In the Replace With box, type backslashes and numbers to specify how you want to change the order of Find What expressions as the replacement text -- for example, \2, \1. In this example, \2 refers to the second Find What expression, (Christie), and \1 refers to the first expression, (Newton).

3. Choose the Replace button. In this example, Word replaces "Newton Christie" in the document text with "Christie Newton."


(Character) is not a valid special character for the Find What box.

You typed a special character in the Find What box that cannot be used for one of the following reasons:

It is not on the list of characters that Word can find.

You selected the Use Pattern Matching check box, which does not support using the following special characters:

^p -- Paragraph mark

^e -- Endnote

^d -- Field

^f --  Footnote

^b -- Section break

^w -- White space

Note

The special character ^m, which represents page breaks, represents both page and section breaks when the Use Pattern Matching check box is selected.

To specify a special character that Word can find

1.	Position the insertion point in the Find What box.

2.	Choose the Special button, and then select a special character from the list.

For more information about finding and replacing text, see Finding and replacing text by using advanced search criteria.


(Character) is not a valid special character for the Replace With box.

You typed a special character in the Replace With box that is not on the list of characters that Word can use to replace text in the Find What box.

To specify a special character that Word can use to replace text

1.	Position the insertion point in the Replace With Box.

2.	Choose the Special button, and then select a special character from the list.

For more information about the finding and replacing feature, see Finding and replacing text by using advanced search criteria.


Word cannot create a subdocument within a field code or result.

You tried to create a subdocument within a field code or a field result. Word does not allow this action.

To create a subdocument

1.	Choose the OK button.

2.	Position the insertion point outside the field code or field result. For more information, see Viewing field results and field codes.

3.	On the Master Document toolbar, click the Create Subdocument button.

  Create Subdocument button

For more information about working with master documents and subdocuments, see Creating a new master document.


Word cannot create a subdocument within a table.

You tried to create a subdocument within a table. Word does not allow this action.

To create a subdocument

1.	Choose the OK button.

2.	Position the insertion point outside the table.

3.	On the Master Document toolbar, click the Create Subdocument button.

  Create Subdocument button

For more information about working with master documents and subdocuments, see Creating a new master document.


Word cannot create a subdocument within a frame.

You tried to create a subdocument within a frame. Word does not allow this action.

To create a subdocument

1.	Choose the OK button.

2.	Position the insertion point outside the frame.

3.	On the Master Document toolbar, click the Create Subdocument button.

  Create Subdocument button

For more information about working with master documents and subdocuments, see Creating a new master document.


Word cannot find the designated menu.

In a macro, you tried to rename or delete a menu, or you tried to rename, add, or delete a menu item. Word cannot locate the menu you specified.

To accomplish this task

Do one or more of the following:

Make sure that the menu exists in Word.

Make sure that you have specified the correct menu category.

Check for typing errors, and then run the macro again.

For more information about modifying menus, see Customizing and Optimizing Word.


Word cannot find the designated menu item.

In a macro, you tried to rename or delete a menu item. Word cannot locate the menu item you specified.

To rename or delete a menu item

Do one or more of the following:

Make sure that you have specified the correct menu and menu type, and the correct position, command name, or menu text for the menu item you want to modify.

Check for typing errors, and then run the macro again.

For more information about modifying menus, see Customizing and Optimizing Word.


The MACRO field macro (macro name) is not available.

When the field results are updated, Word is supposed to run a macro in the MACRO field. However, no macro with that name exists in an open template or in a Word add-in.

You may have misspelled the macro name, deleted the macro in the MACRO field, or copied the field from one template to another without copying the macro.

To run the macro when the field is updated

Do one of the following:

Find the macro and copy it into the template.

Type the correct name of the macro in the MACRO field.

Write a macro, and then give it the same name as the macro in the MACRO field.


You must type a character for the custom separator.

You must specify the custom separator character you want to use when you do the following:

Separate paragraphs when you sort them

Separate columns or data you want to convert from a table to text or from text to a table

To specify a separator when you sort paragraphs

Type a separator character in the Other box, or select either the Tabs or Comma option from the list.

To specify a separator character when you convert from a table to text or from text to a table

Type a separator character in the Other box, or select either the Tabs, Comma, or Paragraph option from the list.


The list of filenames is too long. Word cannot open this many files at one time.

You selected several documents in sequence and then tried to open them all at the same time. Word cannot open this many files at one time.

To open the files

Choose the OK button, and then open the files one at a time, or open them in small groups.

For more information, see Opening several documents at the same time.


The macro currently being recorded is being saved to (filename). Are you sure you want to close this file?

You recorded a macro and instructed Word to save it in the template attached to the active document. You then closed the active document and the attached template while recording the macro.

To finish recording the macro without closing the document and the template

Choose the No button.

When you finish recording the macro, it will appear in the Macro dialog box because the template to which it has been saved is still open.

To close the document and the template that contains the macro

Choose the Yes button.

Word will keep the template open until it finishes recording the macro, and then it will close the template. The macro will not appear in the Macro dialog box after the template is closed.


The font '(font name)' is not available on your system. Do you want to use it anyway?
The font (font name) is not available on your system. Do you want to use it anyway?

In the Font box, you typed the name of a font that is not available on your system. If you confirm that you want Word to add this name to the list of fonts, you will be able to view the document later, on another system where the font is installed.

To add the font so that you can view it in the document on another system

Choose the Yes button.

To cancel the addition of the font

Choose the No button.


The subdocument (filename) is missing. Do you want to open the master document without the subdocument?

You tried to open a master document, but Word cannot find one of its subdocuments. The subdocument may have been renamed, deleted, moved to a different drive or volume, or directory or folder, or deleted, or it may exist on a network that is no longer connected to your computer or that you do not have access to.

To open the master document and insert the subdocument again

1.	Choose the Yes button.

2.	From the View menu, choose Master Document.

3.	On the Master Document toolbar, click the Insert Subdocument button.

  Insert Subdocument button

4.	Select the drive or volume and directory or folder where the subdocument is located, select the subdocument's filename, and then choose the OK button.

To postpone opening the master document

Choose the No button.

For more information about renaming or moving subdocuments, see Renaming or moving a subdocument.


No font substitution is necessary. All fonts used in this document are available.

You opened or created a document and then chose the Font Substitution button on the Compatibility tab. The Font Substitution command is not available because Word can display all of the fonts in this document.

To return to your document

Choose the OK button.


No Help information is available.


The built-in styles Normal and Default Paragraph Font cannot be based on any style.

In a macro, you tried to base the Normal style on another style. Word does not allow this action.

To modify the formats defined for the Normal style

1.	Open a document that is based on the template you use for new documents.

2.	Select a paragraph formatted with the Normal style.

3.	Using the Formatting toolbar, shortcut keys, or the commands on the Format menu, apply the formats you want to use for most text in a document.

4.	On the Formatting toolbar, click in the Style box, and then press ENTER.

When Word asks you to confirm that you want to redefine the Normal style according to the example text you formatted, choose the OK button.

5.	From the Format menu, choose Style.

6.	Choose the Modify button, select the Add To Template check box, and then choose the OK button.

7.	Choose the Close button to close the Style dialog box.


The master document (filename) must have a name before Word can begin to save it automatically. Do you want to name it now? If y
The master document (filename) must have a name before Word can begin to save it automatically. Do you want to name it now? If you do not name it now, Word will not try to save it automatically at regular intervals for the rest of this session.

Word tried to automatically save a master document before you named and saved it.

To automatically save the master document and overwrite the original file.

Choose the Yes button, and then save the document.

To discontinue the automatic save feature for the rest of the Word session

Choose the No button.

For more information about saving documents automatically, see Saving documents automatically as you work.


Word must complete pagination before displaying the selected text in (view). Do you wish to continue pagination? To display the
Word must complete pagination before displaying the selected text in (view). Do you wish to continue pagination? To display the text in Normal view, select No.

Word was displaying your document in print preview or page layout view when you pressed the ESC key to stop pagination. Word can stop pagination, but you first need to confirm that you want Word to display the document in normal view.

To stop pagination and return to normal view

Choose the No button.

To continue pagination and view the document in print preview or page layout view

Choose the Yes button.

For more information about viewing documents, see Different ways to view a document.


Word found no TC (Table of Contents Entry) fields for the table of figures.

You tried to compile a table of figures, but Word found no TC (Table of Contents Entry) fields in your document.

To compile a table of figures

For information about compiling a table of figures, see Formatting and compiling a table of figures and Compiling a table of figures from captions not created with the Captions command.

If you are using fields, make sure the Table Entry Fields check box in the Table Of Contents Options dialog box is selected. For more information, see Creating and compiling a table of figures or other table by using fields.


You have routed this document before. Do you want to route it again?

After routing a document, you chose Edit Routing Slip from the File menu and tried to route the document again.

To route the document again

Choose the OK button.

To cancel routing the document again

Choose the Cancel button.

For more information about routing documents, see Routing a document to others.


Do you want to save changes to the master document (filename)?

You clicked the Lock Document button on the Master Document toolbar to protect (lock) or remove protection from a master document. Before Word can lock or unlock the master document, you must specify whether or not you want to save changes you have made to it.

To save the changes and lock or unlock the master document

Choose the Yes button.

Word will save the changes, close the document, and then reopen it as a protected document.

To lock or unlock the master document without saving the changes

Choose the No button.

Word will close the document without saving the changes and then reopen it as a protected document.

To retain the current protection status

Choose the Cancel button.


No citations were marked.

You tried to mark all instances of a citation in a document, but the document does not contain additional instances of this citation.

To continue marking citations

Choose the OK button, choose the Next Citation button, and then continue marking citations.

For more information about marking citations before creating a table of authorities, see Marking citations.


Word could not restore an automatically saved document from the last session.

A power failure or other problem occurred before you saved your work. Word could not automatically save the changes you made to any open documents. You may not be able to recover any changes made since you saved the documents with the Save command.

To continue working in Word

Choose the OK button.

For more information, see Saving documents automatically as you work.


The document cannot be locked.

You tried to lock a master document or a subdocument, but Word does not have enough memory available to complete this task.

To lock the document

1.	Choose the OK button.

2.	Free up memory, and then try again to lock the document.

If the message reappears, you may need to free up disk space by deleting unneeded files.


This toolbar name already exists.

You tried to rename a custom toolbar by giving it the name of an existing toolbar.

To rename the toolbar

Choose the OK button, and then type a different name for the toolbar in the New Name box.

For more information, see Renaming a custom toolbar.


This toolbar name is not valid.

You tried to rename a custom toolbar but did not specify a name.

To rename the toolbar

Choose the OK button, and then type a new name for the toolbar in the New Name box.

For more information, see Renaming a custom toolbar.


This caption label is not valid.

In the Label box, you typed a caption name that contains a backslash (\), a double quotation mark ("), or a "smart" quotation mark ( [image]). Word does not allow this action.

To create a new label for your caption

Choose the OK button, and then type a name in the Label box that does not contain a backslash (\), a double quotation mark ("), or a "smart" quotation mark ( [image]).

For more information about caption labels, see Changing a label in a caption


Word automatically saved changes to the normal document template. Do you want to load it?

A power failure or other problem occurred before you saved the changes you made to the Normal document template. Word automatically saved the changes you made to the template.

To keep the changes you made to the Normal document template

Choose the Yes button.

To keep the original version of the Normal document template, without the changes

Choose the No button.


Word did not update the source file because it is protected or is an open subdocument.

You made changes to a document that was inserted into and linked to the active document, and then you tried to update the information in the source file. Word did not allow this action because the source file is locked, the source file is a locked form, or the source file is an open subdocument in a master document.

To update the information in the source file

Do one of the following:

If the source file is protected, open it and then choose the Unprotect Document command from the Tools menu. Then try again to update the information in the destination document.

If the source file is a protected form, open it and then click the Protect Form button on the Forms toolbar. Then try again to update the information in the destination document.

  Protect Form button

If the source file is an open subdocument, close it and then try again to update the information in the destination document.

For more information about protecting documents, see Locking or unlocking a link or Protecting a form from changes.


No citation was found.

You chose the Next Citation button, but Word did not recognize any other citations in the document.

To find the next citation

1.	Do one of the following:

Insert additional citations into the document.

Edit existing citations in the document so that Word will recognize them.

When you choose the Next Citation button, Word searches the document for the next occurrence of text commonly found in citations, such as "in re" or "v."

2.	Try again to mark the citations.

For more information, see Marking citations.


The name you typed is not a valid AutoText entry. Use the AutoText button on the Standard toolbar to define AutoText entries tha
The name you typed is not a valid AutoText entry. Use the AutoText button on the Standard toolbar to define AutoText entries that can be inserted as a long piece of text or a graphic.

You tried to insert an AutoText entry, but the name you typed is not an existing AutoText entry.

To insert an existing AutoText entry

1.	Type the name of an existing AutoText entry.

2.	On the Standard toolbar, click the AutoText button.

  AutoText button

To create an AutoText entry

1.	Select the text or graphic you want to store as an AutoText entry.

2.	On the Standard toolbar, click the AutoText button.

  AutoText button

3.	In the Name box, accept the default name or type a new name. An AutoText name can have up to 32 characters, including spaces.

4.	Choose the Add button, and then choose the OK button.

For more information about the AutoText feature, see AutoCorrect and AutoText: Reusing Text and Graphics.


Word has already routed this message. Reset the routing slip and try again.

You ran a macro that contains the FileRoutingSlip.Route Document command, but Word has already routed this document. Word does not allow this action.

To route the document again

In the macro, reset the routing slip by using the FileRoutingSlip.ResetSlip command, and then run the macro again.

A routing is considered finished when the document has been routed to all of its recipients and has been returned to the sender (or when it has reached the last recipient if a return was not requested).


Word cannot run a macro until it has finished routing this document.

You ran a macro that contains the FileRoutingSlip.ResetSlip command before Word completed routing the document to all recipients. Word does not allow this action.

To reset the routing slip

Wait until the document has been routed to all recipients, and then run the macro again.


Word is about to automatically format (document name). Do you want to continue?

You chose AutoFormat from the Tools menu, and now you must confirm that you want Word to automatically format your document.

To cancel automatic formatting

Choose the No button.

To format the document automatically

Choose the Yes button.

When Word automatically formats a document, it makes one or more of the following changes, depending on the options you've selected on the AutoFormat tab in the Options dialog box (Tools menu):

Applies a style to each paragraph.

Removes extra paragraph marks ( [image]).

Replaces indents inserted with the SPACEBAR and the TAB key with paragraph indents.

Inserts bullets ( [image]) in place of asterisks (*), hyphens (-), or similar characters that may have been used to denote bulleted lists.

Replaces (C), (R) and (TM) with the copyright ( [image]), registered trademark ( [image]), and trademark ( [image]) symbols from the font character set.


A valid date or time is required.

You typed something other than a date in a text form field that is formatted to accept only dates.

To type a date in the form field

Type a date, using only numbers or including the name of the month.

For more information about completing a form, see Filling in an online form.


There is no picture available at the specified location.

You ran a macro that contains a Picture statement or a DlgSetPicture statement, but Word cannot find the picture specified in the statement.

To correct this problem

Change the statement in the macro to reflect the correct location of the picture.


The default menu for this command does not exist. Use the Customize command to add this command to a menu.

You tried to add a command to the default menu for that command, but the menu has been removed from Word. To add the command to a different menu, see Assigning a command or other item to a menu.

For more information about restoring default menus, see Restoring all built-in menus to the original Word settings.


This document was routed by you. Do you wish to merge any changes into the original version?

You opened a Word document that was routed back to you by someone who made changes to the document. You need to confirm that you want to merge the changes into the original document.

To merge changes into the original document

1.	Choose the OK button.

2.	In the Original File Name box, type or select the name of the original document you want to merge revisions into, and then choose the OK button.

To cancel merging the changes and leave both versions of the documents unchanged

Choose the Cancel button.

For more information about sending documents to other users, see Routing a document to others.


You have added a routing slip.

You tried to send the active document with a routing slip. You can route the document to the recipient or recipients listed on the routing slip, or you can send it without using the routing slip.

To route the document to the recipients listed on the routing slip

Select the Route Document To Recipient Name option button.

To send the document without using a routing slip

Select the Send Copy Of Document Without Using The Routing Slip option button.

Word opens the Send Note dialog box, where you can specify a recipient for the document and type the subject of the message.

To cancel sending the document

Choose the Cancel button.

For more information about routing documents, see Routing a document to others.


This document has a routing slip.

You tried to send the active document with a routing slip. You can route the document to the recipient or recipients listed on the routing slip, or you can send it without using the routing slip.

To route the document to the recipients listed on the routing slip

Select the Route Document To Recipient Name option button.

To send the document without using a routing slip

Select the Send Copy Of Document Without Using The Routing Slip option button.

Word opens the Send Note dialog box, where you can specify a recipient for the document and type the subject of the message.

To cancel sending the document

Choose the Cancel button.

For more information about routing documents, see Routing a document to others.


You have routed this document before.

You tried to send the active document after you had already sent it. You can route the document again to the recipient or recipients listed on the routing slip, or you can send it without using the routing slip.

To route the document again to the recipients listed on the routing slip

Select the Route Document To Recipient Name option button.

To send the document without using a routing slip

Select the Send Copy Of Document Without Using The Routing Slip option button.

Word opens the Send Note dialog box, where you can specify a recipient for the document and type the subject of the message.

To cancel sending the document

Choose the Cancel button.

For more information about routing documents, see Routing a document to others.


Word found no paragraphs with the styles needed to compile a table of figures.

You tried to compile a table of figures, but Word found no styles that are used to identify captions.

To compile a table of figures

For information about compiling a table of figures, see Compiling a table of figures from captions not created with the Captions command.


Word found no paragraphs with the styles needed to compile a table of contents.

You tried to compile a table of contents, but Word found no styles that are used to identify table of contents entries.

To compile a table of contents

For more information, see Compiling a table of contents by using styles other than built-in heading styles.


This action will not be marked as a revision. Do you want to continue?

You tried to delete columns or rows or to merge or split cells while revision marks were turned on. Word does not mark these kinds of changes in a document with revision marks.

To make the changes in a document without marking them

Choose the OK button.

To cancel the command

Choose the Cancel button.

For more information about using revision marks, see Marking changes with revision marks.


Do you want to remove references to the data and/or header source file from (filename)? If you continue, (filename) will become
Do you want to remove references to the data and/or header source file from (filename)? If you continue, (filename) will become a normal Word document and will no longer be a mail merge main document.

You chose the Remove All Merge Information option. You need to confirm that you want Word to remove all merge information and convert the main document to a normal Word document. Word will retain any fields you inserted into the document, but these fields will no longer be associated with a data source.

To remove all merge information from the document

Choose the OK button.

To keep the mail merge information in the main document

Choose the Cancel button.

For more information, see Opening an existing data source or Creating a new data source.


Word could not merge the main document with the data source because the data records were empty or no data records matched your
Word could not merge the main document with the data source because the data records were empty or no data records matched your query options.

You tried to merge a main document with a data source or to query records in a data source, but Word either found no data in the data source or found no records that matched your query options.

To merge the main document with a data source

1.	From the Tools menu, choose Mail Merge.

2.	Under Data Source, choose the Edit button.

3.	Select the data source you want to merge with the main document or to query, and then do one or more of the following:

Check the data source to be see if it contains the expected information.

Enter data in the data source.

Enter data that matches the query options you want to use.

For more information, see Query Options dialog box and Merging the data source with the main document.


There is not enough memory to display the Mail Merge toolbar.

You tried to merge a main document with a data source, but there is not enough memory available for Word to display the Mail Merge toolbar,

To display the toolbar

Choose the OK button. Free up memory, and then choose Mail Merge from the Tools menu.


Word cannot merge documents that can be distributed by mail or fax without a valid mail address. Choose the Setup button to sele
Word cannot merge documents that can be distributed by mail or fax without a valid mail address. Choose the Setup button to select a mail address data field.

You tried to merge a main document to an electronic mail or fax system, but you need to specify an electronic mail address or fax number in the Merge To box.

To merge a document to an electronic mail or fax system

See Merging documents to electronic mail or fax systems.


Word could not open (filename) because it didn't contain a valid database

You tried to insert data into a document, but the file you selected as a data source is not organized in data fields and data records that Word recognizes.

To insert data records

See Inserting data records from another data source and Mail Merge: Advanced Techniques.


You cannot send a catalog created by merging documents directly to mail, fax, or a printer.

While working in a mail merge main document that is a catalog, you tried to print the catalog by clicking the Merge To Printer button on the Mail Merge toolbar. Before you can print the catalog, you must merge it to a new document.

To merge the catalog to a new document

On the Mail Merge toolbar, click the Merge To New Document button.

  Merge To New Document button

For more information, see Merging the data source with the main document.


The document contains a character set that is not supported by this version of Word.

You tried to open a document that was created in the Far East version of Word version 6.0. Word does not allow this action.

To open the document

Choose the OK button, and then open the document in the Far East version of Word version 6.0.


Microsoft Mail Local Fax is not installed on your system.

In the Merge dialog box, you selected the Electronic Fax option in the Merge To box. Word could not find Microsoft Mail Local Fax.

To merge documents that will be distributed by Microsoft Mail Local Fax

Install Microsoft Mail Local Fax on your computer, and then try again to merge the main document.

For more information about merging documents that will be distributed by a fax system, see Merging documents to electronic mail or fax systems.


The operation is cancelled.

While running a macro, you pressed CANCEL or the macro encountered a condition that prompted it to stop.

To edit the macro so that it will continue to run

See Editing a macro.


Word cannot save (type of file) files. The converter for this format can only open files.

You tried to save a file that was created in another application, but Word cannot save the file in the format it was created in with the changes you made. Word can only open files created in this format.

To make and save changes to the file

Do one of the following:

To move a document between Word and an application for which a specific converter is not available, save the document in Rich Text Format (RTF) or one of the other plain-text file formats supplied with Word. For more information, see File formats that Word can convert.

Open the file in the application it was created in, modify it, and then save it.


Word cannot open (document name) as a data or header source because it is a mail merge main document.

You tried to open a data source that is actually a mail merge main document. Word does not allow this action.

To open a data or header source

Open a data source or header source  that is not a mail merge main document.

For more information, see Opening an existing data source.


This command is unavailable because the form field was not inserted with the Forms toolbar or by using the Insert Form Field dia
This command is unavailable because the form field was not inserted with the Forms toolbar or by using the Insert Form Field dialog box.

You tried to insert a form field by typing the field name in the document. Word does not allow this action.

To insert form fields

See Inserting form fields.


The macro (macro name) cannot be renamed or deleted because it is currently open for editing or recording.

You tried to rename, delete, or replace a macro that is open for editing or recording. Word does not allow this action.

To rename, delete, or replace the macro

Switch to the macro, close it just as you would a document, and then try again to rename, delete, or replace it.

For more information, see Organizer dialog box or Editing a macro.


A valid number is required.

In an online form, you entered data that was not a number in a form field that requires numeric data.

To enter data in the field

Type numeric data in the field.

For more information about completing an online form, see Filling in an online form.


The organizer could not delete the (item).

In the Organizer dialog box, you tried to delete a style, macro, toolbar, or AutoText entry, but there is not enough memory available to complete this task.

To delete the item

Free up memory, and then try again to delete the item.


The (item) does not exist.

In the Organizer dialog box, you tried to delete, copy, or rename a style, macro, toolbar, or AutoText entry, but Word cannot find it.

To accomplish this task

Make sure that the item you want to delete, copy, or rename exists in the template you selected, and then try again to complete the task.


This command supports only table and paragraph-delimited lists.

You tried to use the Data Form dialog box to edit records in a data source, but you must first separate the records by formatting the data in the data source as a table or by using paragraph marks.

To format the data in the data source

See Converting existing text to a table.

For more information about separating records, see Header Record Delimiters dialog box.


Word could not parse your query options into a valid SQL string.

You tried to do one of the following:

Insert a database with no fields selected under Select Fields in the Query Options dialog box.

Run a macro that contains a database command that is not valid.

Word will not insert the database until fields are selected.

To insert the database

1.	On the Database toolbar, click the Insert Database button.

2.	Under Data Source, choose the Get Data button.

3.	In the Open Data Source dialog box, type or select the filename of the data source that contains the data records you want to insert, and then choose the OK button.

If the data source is not listed, select the appropriate drive or volume and directory or folder. Then select the appropriate option in the List Files Of Type box.

4.	To insert specific information from the database or to list the information in a particular order, choose the Query Options button under Data Options. Do one or more of the following, and then choose the OK button.

To	Select
Indicate only specific records you want to insert into the document	The Filter Records tab, and then specify criteria to select the data records to insert.
List the records you want in a particular order	The Sort Records tab, and then select the data fields you want to sort the information by.
Indicate which data fields will be inserted	The Select Fields tab, and then remove any fields you don't want from the Selected Fields list. The order of the fields in the list determines the order in which the fields are inserted left to right.
Include the field names from the header row as the first table row	The Include Field Names check box.
5.	Under Insert The Data Into The Document, choose the Insert Data button. You can insert all of the selected records or a range of records. Then choose the OK button.

For more information about working with fields in a data source, see Adding, removing, or renaming fields in a data source.


Word cannot insert a database that has no field names selected.

You tried to insert a database but did not select any fields in the Selected Fields box.

To insert the database

1.	On the Database toolbar, click the Insert Database button.

2.	Under Data Source, choose the Get Data button.

3.	In the Open Data Source dialog box, type or select the filename of the data source that contains the data records you want to insert, and then choose the OK button.

If the data source is not listed, select the appropriate drive or volume and directory or folder. Then select the appropriate option in the List Files Of Type box.

4.	To insert specific information from the database or to list the information in a particular order, choose the Query Options button under Data Options. Do one or more of the following, and then choose the OK button.

To	Select
Indicate only specific records you want to insert into the document	The Filter Records tab, and then specify criteria to select the data records to insert.
List the records you want in a particular order	The Sort Records tab, and then select the data fields you want to sort the information by.
Indicate which data fields will be inserted	The Select Fields tab, and then remove any fields you don't want from the Selected Fields list. The order of the fields in the list determines the order in which the fields are inserted left to right.
Include the field names from the header row as the first table row	The Include Field Names check box.
5.	Under Insert The Data Into The Document, choose the Insert Data button. You can insert all of the selected records or a range of records. Then choose the OK button.

For more information about working with fields in a data source, see Adding, removing, or renaming fields in a data source.


You can type no more than 32 characters in the Text Before and Text After boxes.

In the Modify Numbered List dialog box, you typed more than a total of 32 characters in the Text Before and Text After boxes. Word does not allow this action.

To customize the text that precedes and follows the numbers in a list

Type fewer than 32 characters (total) in the Text Before and Text After boxes.

For more information, see Modifying bullet or number formats.


Word could not replace the selection with the specified database.

There is not enough memory available to complete this task.

To replace the selection with the specified database

Choose the OK button. Free up memory, and then try again to replace the selection.


Word could not finish merging these documents or inserting this database.

Word could not merge these documents or insert the database because the operation was canceled.

To complete the task

Try again to merge these documents or insert the database.


Word could not merge these documents or insert this database.

Word could not merge these documents or insert the database because there was not enough memory available.

To complete the task

Choose the OK button. Free up memory, and then try again to complete the task.


The document does not have a routing slip. Add a routing slip and try again.

In a macro, you used the FileRoutingSlip.Route command or the FileRoutingSlip.ResetSlip command, but the document has no routing slip attached to it.

To add a routing slip

See Routing a document to others.


Word does not recognize the filename in the data source you typed.

You typed a DATA field in the document, but Word does not recognize the filename of the data source identified in the field.

To correct the DATA field

Retype the field, using the correct filename, as in the following example:

{data clients}


Word does not recognize the filename in the header source you typed.

You typed a DATA field in the document, but Word does not recognize the filename of the header source identified in the field.

To correct the DATA field

Retype the field, using the correct filename, as in the following example:

{data clients struct.hdr}


The data source you just created contains no data records. You can add new records to your data source by choosing the Edit Data
The data source you just created contains no data records. You can add new records to your data source by choosing the Edit Data Source button, or add merge fields to your main document by choosing the Edit Main Document button.

You have created a data source and attached it to a main document that is formatted as a form or catalog. You can now choose to add data records to the data source or to add merge fields to the main document.

To add records to the data source

Choose the Edit Data Source button.

To add merge fields to the main document

Choose the Edit Main Document button.


Do you want to delete (saved search name)?

You tried to delete an existing saved search. You must first confirm that you want to delete it.

To delete the saved search

Choose the Yes button.

To retain the saved search

Choose the No button.


Do you want to replace the existing saved search (saved search name)?

You typed or selected the name of an existing saved search. You must confirm that you want to replace the existing saved search.

To replace the saved search

Choose the Yes button.

To retain the saved search

Choose the No button.


You cannot paste form fields into annotations, headers, footers, footnotes, endnotes, or text boxes.

You tried to insert a form field into an annotation, header, footer, footnote, endnote, or text box. Word does not allow this action.

To correct this problem

Type the text contained in the form field where you want the text to appear.


Word cannot read the formatting in this document.

You tried to convert a document that contains formatting that Word cannot translate.

To read the formatting in the document

Make sure that the file you are trying to convert is in a file format that Word can convert. For more information, see Converting file formats.

Run the Word Setup program again to install converters. See Installing or removing individual components of Word.


Word cannot undo this action because a subdocument or master document is locked.

You tried to undo an action, but the subdocument or master document is locked.

To undo an action

See if the subdocument is open in another window. If the subdocument is open, close it, return to the master document, and try again to undo the action.

If the subdocument or master document is locked, unlock it and then try again. For more information, see Locking or unlocking a master document or a subdocument.


Word has suspended printing (document name) in the background.
Word is background printing (document name). Press Stop Print to cancel the print job. Press Print to go to the Print dialog.

You started to print a document with the background printing option turned on, and then you tried to print the document again. You must indicate that you want Word to either continue or stop printing the document.

To continue printing the document

Choose the Cancel button.

To cancel the printing of the document

Choose the Stop Print button.

To set additional printing options

Choose the Print button.


This document is part of an open master document and cannot be reopened as a read-only document. Do you want to open it as a rea
This document is part of an open master document and cannot be reopened as a read-only document. Do you want to open it as a read-write document?

You tried to open a subdocument as read-only, but the subdocument already has read-write status because it is open as part of a master document.

To open the document as a read-only document

Close the master document and the subdocument, and then open the subdocument again with read-only status. For more information, see Opening a document as read-only.


Word cannot find the requested bookmark.

You tried to find a bookmark that is in a header, footer, footnote, endnote, or annotation, but Word is searching the main part of the document. You must position the insertion point in the pane where the bookmark is located.

To find the requested bookmark

Do one or more of the following:

If the bookmark is in a footnote or endnote, make sure the document is in normal view. From the View menu, choose Footnotes. In the Notes box at the top of the note pane, select All Footnotes or All Endnotes and then try again to find the bookmark.

If the bookmark is in an annotation, make sure that the document is in normal view. From the View menu, choose Annotations. Position the insertion point in the annotation pane, and try again to find the bookmark.

If the bookmark is in a header of footer, choose Header And Footer from the View menu, and then try again to find the bookmark.


There is no chapter number to include in the caption or page number. To apply chapter numbers use the Heading Numbering command
There is no chapter number to include in the caption or page number. To apply chapter numbers use the Heading Numbering command on the Format menu.

You tried to add chapter numbers to page numbers or captions in a document by selecting the Include Chapter Number check box. To have Word recognize chapter numbers, you must first number the chapters by using the Heading Numbering command (Format menu).

To add chapter numbers to caption or page numbers

See Including a chapter number in caption numbers or Including a chapter number in a page number.


You cannot change a locked subdocument or master document.

You tried to make editing changes to a locked master document or subdocument, but when a document is locked it has read-only status and you cannot make changes to it.

To unlock a subdocument or master document

1.	From the View menu, choose Master Document.

2.	Position the insertion point in the document you want to unlock.

3.	On the Master Document toolbar, click the Lock Document button.

  Lock Document button

4.	Try again to edit the document.

For more information about locking documents, see Locking or unlocking a master document or a subdocument.


(Character) is not a valid special character for the Find What box or is not supported when the Use Pattern Matching checkbox is
(Character) is not a valid special character for the Find What box or is not supported when the Use Pattern Matching checkbox is selected

You typed a special character in the Find What box that cannot be used for one of the following reasons:

It is not in the list of characters that Word can find.

You selected the Use Pattern Matching check box, which does not support using these special characters:

^p -- Paragraph mark

^e -- Endnote

^d -- Field

^f --  Footnote

^b -- Section break

^w -- White space

Note

When the Use Pattern Matching check box is selected, the special character ^m, which represents page breaks, represents both page breaks and section breaks.

To specify a special character that Word can find

1.	Position the insertion point in the Find What box.

2.	Choose the Special button, and then select a special character from the list.

For more information about finding and replacing text, see Finding and replacing text by using advanced search criteria.


Word cannot search for paragraph marks in master document view.

You tried to search for paragraph marks in master document view. Word does not allow this action.

To find formatting

To search for paragraph marks, choose Normal or Page Layout from the View menu, and then start the search again.

For more information, see Finding and replacing graphics, fields, annotations, and other special characters.


Style '(style name)' exists in both the subdocument you are adding (filename) and the master document. Would you like to rename
Style (style name) exists in both the subdocument you are adding (filename) and the master document. Would you like to rename the style in the subdocument?

You tried to insert a subdocument into a master document, and Word detected that both documents have a style with the same style name. You must indicate whether you want to rename the style in the subdocument, or have the style take on the properties of the style of the same name in the master document.

To change the name of the style in the subdocument

Choose the Yes button

To rename and retain all the styles in the subdocument that have the same names as styles in the master document, choose the Yes To All button.

To change the style properties of the style in the subdocument to match the style of the same name in the master document

Choose the No button.

To redefine all the styles in the subdocument that have the same names as styles in the master document, choose the No To All button.


This entry is not valid for sorting. Please type or select another entry from the list.

You have typed a number or text that Word cannot sort by.

To use a valid entry

Select a valid option in the Sort By or Then By list.

For more information about sorting, see Sorting a list and Sort command.


You cannot edit a picture that is not saved in the document.

You tried to edit a picture that is linked to the document but is not stored in Word.

To save and edit the picture in Word

1.	Select the picture.

2.	From the Edit menu, choose Links.

3.	Select the Save Picture In Document check box, and then choose the OK button.

The picture is now an embedded object and is stored in Word. You can edit the picture by double-clicking it in Word.


Word cannot sort this table or selection because all of its rows are table headings.

You tried to sort a table or part of a table that is formatted as table headings. Word does not sort table headings and therefore cannot sort a table whose contents are formatted as table headings.

To sort the table

1.	Select the rows that you do not want formatted as table headings.

2.	From the Table menu, choose Headings.

3.	Try again to sort the table.

For more information about sorting tables, see Sorting information.


The action cannot be completed because (server application) is busy.

You tried to edit an object in your document, but the server application is busy -- for example, a dialog box is open.

To make the server application available

Do one or more of the following:

Choose the Switch To button to switch to the server application, and then close any open dialog boxes or finish editing. You will be switched back to Word, and the editing action you started will be completed.

Choose the Retry button to see if the server application is no longer busy.


A valid date format is required.

Word does not recognize the date format you used in the Date Format box.

To use a date format that Word recognizes

Choose the OK button. In the Date Format box, select a date format from the list.


A valid number format is required.

Word does not recognize the number format you used in the Text Form Fields Options dialog box.

To use a number format that Word recognizes

Choose the OK button. In the Text Format box, select a number format from the list.


The add-in template is not valid.

You tried to load a template that is damaged or is no longer a template. Word does not allow this action.

To load an add-in file

Make sure that the file was saved as a template. For more information, see Loading add-in programs.


Do you want to save changes to the subdocuments?

You tried to change the type of protection in the master document. Word needs to lock one or more of the subdocuments, but must save any subdocuments before it can lock them.

To lock a subdocument without saving any changes

Choose the No button

To lock a subdocument and save changes

Choose the Yes button.


This page contains too many drawing objects to update the display.

You have more drawing objects on this page than Word can display.

To update the display of the drawing objects

Do one or both of the following:

Reduce the number of drawing objects on the page by moving or deleting one or more objects. You can also reduce the total number of drawing objects by combining them, or grouping them. For more information, see Grouping or ungrouping drawing objects.

Return to the application in which the picture was created, and then modify the image to make it simpler. Update the picture in Word, and then try again to edit it.


You cannot put section breaks into a header, footer, footnote, endnote, annotation, text box, callout, or macro.

You tried to insert a section break in a part of the document that is not in the main document window. Word does not allow this action.

To insert a section break

Insert the section break only in the main document window.


The operation cannot be completed because the subdocument is open in another window.

You tried to unlock a subdocument that is open in another window. You must close the subdocument before you can unlock it.

To unlock the subdocument

Choose the OK button. Switch to the window that contains the open subdocument, and then close the subdocument. Return to the master document, and then try again to unlock the subdocument.


The operation cannot be completed because the subdocument has a different type of protection from the master document. Make the
The operation cannot be completed because the subdocument has a different type of protection from the master document. Make the protection the same for the master document and the subdocuments.

You changed the type of protection for the master document so that it is different from its subdocument. For example, you protected the master document for revisions, whereas you protected a subdocument for annotations. Make sure that the master document and its subdocuments have the same type of protection.

To change the type of protection

With the insertion point in the master document, choose Protect Document from the Tools menu. Select the same type of protection that's applied to the subdocuments. For more information, see Protecting or unprotecting a document for annotations and revision marks.


The operation cannot be completed because the master document or subdocument contains an open embedded object. You must update a
The operation cannot be completed because the master document or subdocument contains an open embedded object. You must update and close these objects before you can continue.

You have an embedded object open in your document. Before you can continue the operation -- for example, locking the document -- you must update and close the embedded object.

To complete this operation

Choose the OK button. Switch to the window that contains the embedded object, and then update and close the window. Return to the master document, and then try again to complete the operation.


Word cannot make the requested network connection.

You tried to connect to a network, but Word was unable to make the connection.

To connect to a network

Choose the OK button. Correct any typing errors, or select a different drive or volume, or directory or folder.

If Word still cannot connect to the network, see your network administrator.


The selection is marked as deleted text.

You selected text that is marked by revisions marks as deleted text. You cannot move or remove the text marked as deleted until you've accepted or rejected the revision.

To accept or reject revisions

See Reviewing and incorporating revisions.


There are too many characters in the form field.

In an online form, you entered too many characters in the form field.

To correct this problem

Do one or both of the following:

Type fewer characters in the form field.

If you designed the form, increase the maximum number of characters allowed for the form field under Maximum Length in the Text Form Field Options dialog box.


The selected drawing objects will not fit in a single group.

You selected several drawing objects and then tried to group the drawing objects. Word cannot combine this many objects into one group.

To group the drawing objects

Choose the OK button, select fewer objects, and then try again to group them.


There is not enough memory to display the menus. Save all changes and close Word.

Word does not have enough memory to display the menus.

To display the menus

Free up memory and then try again.


You cannot copy text to another document before you finish reviewing changes made with the AutoFormat command.

You tried to move text from one document into another while the Review AutoFormat Changes dialog box was open. Word does not allow this action.

To move the text from one document to another document

Finish accepting or rejecting changes in the Review AutoFormat Changes dialog box, and then try again to move the text.


Word could not insert the results because your query generated an empty result.

You conducted a query on your data source that returned no results.

To insert the database

Conduct your query again, using different options.


Word cannot open (filename) as a header file because it cannot be converted to a Word file format.

You tried to open a file to use as a header file, but Word cannot convert the file to a Word file format.

To use the file as a header file

Do one or more of the following:

Make sure that you have installed all of the converters you need to convert files. For more information, see File formats that Word can convert.

Open the file by using the Open command on the File menu, and then try to save the file in Word format.

Copy the information in the header file to a format that Word can convert -- for example, Microsoft Excel file format.


Do you want to have Word reopen (filename) every time Word needs to open your data source?

You tried to open a data source that uses Microsoft Query. You must confirm that you want to open Microsoft Query every time you open the data source.

To update the information in the data source every time you open the file

Choose the Yes button. Microsoft Query will open and update the data source automatically if any changes have been made.

To open the data source without updating the query every time you open the file

Choose the No button. Microsoft Query will not be opened, and no changes will be made to the data source.


Word is about to replace the current selection with the new database. Do you want to continue?

You selected text or graphics in the active document and then tried to insert a database into the document. You must confirm that you want to replace the selected text with the database.

To replace the selection with the database

Choose the Yes button.

To insert the database without replacing the selected text

Choose the No button to cancel the selection in the document. Position the insertion point in the document where you want to insert the database, and then try again to insert it.


Subdocument (filename) is open and has not yet been saved. This subdocument will not be included in the master document (filenam
Subdocument (filename) is open and has not yet been saved. This subdocument will not be included in the master document (filename) if you close the master document now. Do you want to close the master document anyway?

You tried to close a master document, but you have an unsaved subdocument open in another window. To include the subdocument as part of the master document, you must save and close the subdocument before you close the master document.

To save the subdocument and include it in the master document

Choose the No button. Switch to the window that contains the open subdocument, close the subdocument, and then close the master document.


A DATA field must be the first field in the main document.

When Word was merging documents, it detected that the main document contains a field that appears before the DATA field.

To correct this error

Do one or both of the following:

Make sure that you have a DATA field in the main document.

Move the DATA field to the beginning of the main document so that it appears before any other field.

For information about creating a mail merge document, see Mail Merge: Step by Step.


This document contains formatting that cannot be saved in text format. Do you want to save changes to (document name)?

You tried to close a text-only file that contains formatting that cannot be saved in a text-file format.

To save the formatting changes

Choose the Yes button, and then save the file in Word format.

To remove the formatting changes

Choose the No button. Word will save the file in text-only format, without the formatting changes.


Word cannot read the next record from the data source because the data source has a mismatched double quotation mark.

Word found a double quotation mark in the data source, but it cannot find the another double quotation mark. If text in a field contains a tab, comma, line break, paragraph mark, or quotation marks (single or double), you must enclose the entire field in double quotation marks.

To read the record

Make sure that the record that contains one of the characters listed above has both opening and closing double quotation marks.


The item name (name) of link (name) cannot be found.

You tried to change the source file for linked information by selecting or typing a different source filename in the Change Source dialog box. Word cannot find the item name in the new source file.

To link to a different source file

Choose the OK button, and then do one or more of the following:

Type or select a different filename.

Select a new drive or volume, or directory or folder to find the correct source file.

For more information, see Reconnecting or changing a link.


Word is removing bullets and numbers.

You selected text that is numbered or bulleted. Word replaces the existing numbers or bullets with the option you selected in the Heading Numbering dialog box.

For more information, see Adding or removing bullets and numbers in a list.


Word cannot save master document (filename) because it has too many subdocuments. Do you want Word to move some of these subdocu
Word cannot save master document (filename) because it has too many subdocuments. Do you want Word to move some of these subdocuments into the master document?

The maximum number of subdocuments allowed in a master document is affected by the number of files you have open, the number of applications you are running, the amount of computer memory, the operating system you are using, and other system configurations. If you reach this limit when you save your master document, you can choose one of two options. Word can automatically move some of the subdocuments into the master document and then save the master document. The second option is to cancel saving the master document so that you can change the conditions under which you are working or move the subdocuments yourself.

To have Word automatically move some subdocuments into the master document so that it can save the master document

Choose the Yes button.

To cancel saving the master document and try again later

1.	Choose the No button.

2.	Complete the following procedures in the order listed. After each one, try again to save the master document:

bmc b.bmp	Close files that are open in Word and files that are open in other applications.

bmc b.bmp	Close all windows and panes except for the active window.

bmc b.bmp	Hide the toolbars.

bmc b.bmp	Hide the horizontal ruler.

bmc b.bmp	If you selected the Horizontal Scroll Bar, Vertical Scroll Bar, Status Bar, and Picture Placeholders check boxes on the View tab of the Options dialog box (Tools menu), clear them. Then type 0 (zero) in the Style Area Width box.

bmc b.bmp	Decrease the number of subdocuments by moving the text in a subdocument to the master document. See Removing a subdocument from a master document.

bmc b.bmp	Combine two or more subdocuments. See Merging subdocuments.


The file appears to be corrupted.

When opening a file with a converter, the converter reads the file as being corrupted.


Word cannot create a master document from these Word for the Macintosh files. Perhaps there is not enough memory.

You tried to create a master document, but there may not be enough memory to create a master document.

To accomplish this task

Free up memory, and then try again to create a master document.


The directory name is not valid.

You typed a directory name that Word cannot find.

To accomplish this task

Do one of the following:

Make sure that the specified directory exists.

Make sure that you typed the correct directory name.

If you want to make a copy of a document and use the same name for the copy, you must store it in a different directory than the original document.


The document name or path is not valid.

You tried to open a file, but you may have typed an incorrect filename or path.

To accomplish this task

Do one of the following:

Select a file from the File Name list.

In Word for Windows, type a valid filename with no more than eight characters, a period (.), and no more than three characters in the extension. You cannot use spaces, commas, or colons in a filename.

In Word for Windows NT, you can type a longer filename in which you can use most characters, including spaces, periods, and semicolons. If you use spaces or semicolons in a filename, you must enclose the filename in double quotation marks (" ").

Check the path to make sure that you typed it correctly. The name of the drive must be followed by a colon (:), and the name of each directory must be separated by a backslash (\). The filename is the last item in the path. For example, you might type c:\excel\examples\amortize.xls -- the drive name, two directory names, and the filename -- to identify the path to a Microsoft Excel file.


This is not a valid filename.

You typed a filename or path that is not valid.

To accomplish this task

Do one of the following:

Type a correct filename. The filename in Word for Windows can contain up to eight characters and an extension up to three characters long -- for example, FILENAME.DOC.

In Word for Windows, check in the filename for characters that are not valid, such as spaces, commas, or colons.

In Word for Windows NT, you can type a longer filename in which you can use most characters, including spaces, periods, and semicolons. If you use spaces or semicolons in a filename, you must enclose the filename in double quotation marks (" ").

Check the path to make sure that you typed it correctly.


There is a printer error.

A problem exists with the printer driver, printer, or printer port.

To accomplish this task

Do one of the following:

Make sure that the printer is connected and properly installed.

Make sure that the printer is ready to print.

If you suspect insufficient memory

Free up memory, and then try again.

If you've tried all of the memory-saving techniques you know of, but the message continues to appear

For more information about using printers in Word, see Printers and Printing.


Word cannot use the AUTOSAVE-PATH specified in the WINWORD6.INI file because it is not valid.

One of the following conditions exists:

The directory specified in the WINWORD6.INI file for storing documents does not exist or has been renamed.

The disk has been removed.

The disk drive is not connected.

The path you typed is incorrect.

Word ignores the incorrect information in the WINWORD6.INI file and uses the directory that contains the Word program file.

To accomplish this task

Do one or more of the following:

From the Tools menu, choose Options, and then select the File Locations tab to check the paths specified in the AutoSave Files line in the WINWORD6.INI file and correct any typing errors.

Make sure that the disk drive is connected -- for example, to a network.

Make sure that the directory exists. If the directory does not exist, create one or change the AutoSave Files path. For more information, see Saving documents automatically as you work.


Word cannot use the DOC-PATH specified in the WINWORD6.INI file because it is not valid.

One of the following conditions exists:

The directory specified in the WINWORD6.INI file for storing documents does not exist or has been renamed.

The disk has been removed.

The disk drive is not connected.

The path you typed is incorrect.

Word ignores the incorrect information in the WINWORD6.INI file and uses the directory that contains the Word program file.

To accomplish this task

Do one or more of the following:

From the Tools menu, choose Options, and then select the File Locations tab. You can then check the paths specified in the Documents line in the WINWORD6.INI file and correct any typing errors.

Make sure that the disk drive is connected -- for example, to a network.

Make sure that the directory exists. If the directory does not exist, create one or change the Documents path.


Word cannot use the DOT-PATH specified in the WINWORD6.INI file because it is not valid.

One of the following conditions exists:

The directory specified in the WINWORD6.INI file for storing document templates does not exist or has been renamed.

The disk has been removed.

The disk drive is not connected.

The path you typed is incorrect.

Word ignores the incorrect information in the WINWORD6.INI file and uses the directory that contains the Word program file.

To accomplish this task

Do one or more of the following:

From the Tools menu, choose Options, and then select the File Locations tab. You can then check the paths specified in the User Templates and Workgroup Templates lines in the WINWORD6.INI file and correct any typing errors.

Make sure that the disk drive is connected -- for example, to a network.

Make sure that the directory exists. If the directory does not exist, create one or change the User Templates or Workgroup Templates line.


Word cannot use the INI-PATH specified in the WINWORD6.INI file because it is not valid.

One of the following conditions exists:

The directory specified in the WINWORD6.INI file for storing the WINWORD6.INI file does not exist or has been removed.

The disk has been removed.

The disk drive is not connected.

The path you typed is incorrect.

Word ignores the incorrect information in the WINWORD6.INI file and uses the directory that contains the Word program file.

To accomplish this task

Do one or more of the following:

From the Tools menu, choose Options, and then select the File Locations tab. You can then check the path specified in the Startup line in the WINWORD6.INI file and correct any typing errors.

Make sure that the disk drive is connected -- for example, to a network.

Make sure that the directory exists. If the directory does not exist, create one or change the Startup path.


Word cannot use the PIC-PATH specified in the WINWORD6.INI file because it is not valid.

You started Word, but one of the following conditions exists:

The network connection does not exist or the network is connected to a different drive.

The directory specified in the WINWORD6.INI file for storing graphics files does not exist.

The disk has been removed.

The disk drive is not connected.

The path is incorrect.

Word ignores the incorrect information in the WINWORD6.INI file and uses the directory that contains the Word program file.

To accomplish this task

Do one or more of the following:

From the Tools menu, choose Options, and then select the File Locations tab. You can then check the path specified in the Clipart Pictures line in the WINWORD6.INI file and correct any typing errors.

Make sure that the disk drive is connected -- for example, to a network.

Make sure that the directory exists. If the directory does not exist, create one or change the Clipart Pictures path.

Replace network connections that specify drive and directory with connections by using \\SERVER\SHARE\DIRECTORY.


Word cannot use the TOOLS-PATH specified in the WINWORD6.INI file because it is not valid.

You started Word, but one of the following conditions exists:

The network connection does not exist, or the network is connected to a different drive.

The directory specified in the WINWORD6.INI file for storing the files for spelling, Help, the thesaurus, and hyphenation does not exist.

The disk has been removed.

The disk drive is not connected.

The path is incorrect.

Word ignores the incorrect information in the WINWORD6.INI file and uses the directory that contains the Word program file.

To accomplish this task

Do one or more of the following:

From the Tools menu, choose Options, and then select the File Locations tab. You can then check the path specified in the Dictionaries line in the WINWORD6.INI file and correct any typing errors.

Make sure that the disk drive is connected -- for example, to a network.

Make sure that the directory exists. If the directory does not exist, create one or change the Dictionaries path.


Word cannot save the document while the backup file is open. Clear the backup option or save the document with a new name.

You tried to save an open document while its backup file was open and the Always Create Backup Copy check box was selected.

To create and save a backup copy of this document

1.	Close the backup file.

2.	From the File menu, choose Save.

Word creates a backup copy of the document when you save it.

To clear the Always Create Backup Copy check box

1.	From the File menu, choose Save As.

2.	Choose the Options button.

3.	Under Save Options, clear the Always Create Backup Copy check box, and then choose the OK button.

4.	To save the file, choose the OK button.

For more information, see Saving a copy of the active document.


The server application, source file, or item cannot be found. Make sure the application is properly installed, and that it has n
The server application, source file, or item cannot be found. Make sure the application is properly installed, and that it has not been deleted, moved, or renamed.

You tried to insert an object into the document, but a problem occurred. There may not be enough memory available to insert the object, or there may be a problem with the application in which you are trying to create the object.

To accomplish this task

Do one of the following:

Try running the server application EXE program by itself, and then try again to create the object in Word.

Free up memory, and then try again.

Run the Setup program again to install the server application in which you created the object, and then try again to create the object in Word.


Word could not create the work file. Check the temp environment variable.

While you are working on a document and before you save it, Word saves the changes in a temporary work file. You started to make changes, but Word cannot record them in a temporary work file. A problem may exist with the directory in which Word stores work files, or you may need to free up memory.

To accomplish this task

Do one of the following:

Make sure that the SET TEMP = line in the AUTOEXEC.BAT file lists a directory that exists; is not read-only; is connected (for example, to a network); and is one that you have permission to read, write, create, and delete to that location.

Make sure that the disk containing the temporary directory is not full.

Free up memory.


Word cannot delete the old backup file because it is read-only or another user has it open.

While trying to create a new backup file, Word detected that the existing backup file is read-only or has been opened by another user.

To remove the read-only status from the previous copy of the backup file

1.	From the File menu, choose Open.

2.	In the File Name box, select the name of the backup file.

The backup file will have the same name as the document, with a .BAK extension.

3.	Clear the Read Only check box, and then choose the OK button.

4.	Close the file.


Cannot delete the current working directory.

You cannot delete the directory in which you are working.

To accomplish this task

If you want to delete the directory, change to a different working directory, and then delete it.


Word cannot start Examples and Demos.

You tried to view the Examples and Demos for Word by choosing Examples and Demos from the Help menu, but the files are not installed or are installed incorrectly.

To copy Examples and Demos to the hard disk

Install the Examples and Demos. See Installing or removing individual components of Word.


Word cannot find the file WORDCBT.CBT.

Word cannot locate the file needed to run the Examples and Demos.

To find the file and copy the Examples and Demos to the hard disk

Install Examples and Demos. See Installing or removing individual components of Word.


Word cannot locate the server application for (filename) objects. Install the server application with the Setup program.

You tried to edit information you created in another application and then inserted into a Word document, but Word cannot locate the original application. It is not listed in the current path. You may have erased the application; moved it to another drive or directory; or disconnected a link to the network in which it is stored.

To accomplish this task

Make sure that you installed the application for the information you want to insert. (You can also reinstall it.) Then try again to edit the information.

Check the path in the AUTOEXEC.BAT file, and either correct the location of the server application or add it if it is not listed. Then restart the system for the change to take effect.

Check the [EMBEDDING] section of the WIN.INI file to verify the server application's location.Note

You can use the Word Setup program to install the applications that come with Word: Microsoft Graph, WordArt, and Equation Editor. For more information, see Installing or removing individual components of Word.


Word cannot start Help for WordPerfect Users.

You tried to start Help for WordPerfect Users, but Word cannot locate the WPHELP.DLL file.

To accomplish this task

Install the WPHELP.DLL file that came with Word in the same directory you installed the Word program file in. See Installing or removing individual components of Word.


Word cannot open this document template.

You opened a document that is based on a template that has been deleted or moved from the directory where Word expects to find it -- the directory where the document is located, the TEMPLATE directory in the Word program directory, the directory specified in the File Locations tab (Options command on the Tools menu), or the directory specified with the Template command (File menu).

To accomplish this task

Do one of the following:

Check the disk to see if the template exists in a directory other than the directory where the document is located or the TEMPLATE directory.

From the Tools menu, choose Options, and then select the File Locations tab. You can then check the paths specified for User Templates and Workgroup Templates.

If the template exists but is not in the TEMPLATE directory of the Word program directory or the User Templates or Workgroup Templates directory, choose Template from the File menu, and under Document Template, type the full path to attach it.

To prevent the message from appearing each time you open the document

Move the template to the TEMPLATE directory in the Word program directory or to the directory specified in the User Templates or Workgroup Templates line in the File Locations tab under the Options command (Tools menu).

To attach a different template to a document

1.	Open the document to which you want to attach a different template.

2.	From the File menu, choose Template.

3.	In the Document Template box, type the name of the template you want, and then choose the OK button.

To locate and attach a template in a different location, choose the Attach button.


The specified data type is unavailable.

You chose Object from the Insert menu, but Word cannot locate the application for the object you want to create.

To accomplish this task

Make sure that the drive and the directory where the application is stored are listed correctly in the [EMBEDDING] section of the WIN.INI file.


Windows cannot print due to a problem with the current printer setup.

The Windows Print Manager cannot print because the printer has not been initialized or connected or because the system is out of disk space or memory for storing a temporary print file.

To accomplish this task

Do one or more of the following:

Open the Windows Control Panel and then check the printer settings.

Quit other applications or close other windows to free up memory.

If the printer is running on a network, check with the network administrator.

See the system or printer documentation.

Check the SET TEMP= statement in the AUTOEXEC.BAT file, and verify that the specified directory exists and that there is available disk space on the specified drive.


Word cannot find or run the application.

You tried to access an application, but Word could not locate or run the application.

To accomplish this task

Make sure that the application is on a drive and in a directory that are in the path and that are specified correctly in the macro.

If you suspect insufficient memory, free up memory, and then try again.


Word cannot write to file (filename).

You made changes that are typically stored in the WINWORD6.INI file, but one or more of the following conditions occurred:	The WINWORD6.INI file containing your preferences may be locked, read-only, or otherwise unavailable.

You were working with a copy of Word in a protected directory that does not contain a WINWORD6.INI file. When you quit Word, Word could not create the file.

To accomplish this task

If you suspect that the WINWORD6.INI file has been damaged, choose Exit from the File menu. Rename WINWORD6.INI, and then start Word again.

Word creates a new WINWORD6.INI file when it starts again.


This document could not be registered.

Word registers documents so that they can be inserted as Word objects in the document. Word was unable to register this document.

To accomplish this task

1.	Close the document.

2.	Free up memory.

3.	To open the document again, choose Open from the File menu.

Note

If this message reappears, quit Word by choosing Exit from the File menu, and then start Word again.


The directory is not valid.

Word cannot find the directory name you typed.

To accomplish this task

Do one of the following:

Make sure that the specified directory exists.

Make sure that you typed the correct directory name, if not, type the name again.

If you want to make a copy of a document and use the same name for the copy, you cannot store the copy in the same directory as the original document.


The disk drive is not valid.

You typed a drive letter that is incorrect or does not exist.

To accomplish this task

Choose the OK button, check the floppy disk drive or network drive letter you want to use, and then type or select the correct drive letter in the path.


The path is not valid.

You typed a path that is incorrect or does not exist.

To accomplish this task

Choose the OK button, and then do one of the following:

Type or select a different path.

Connect to the network drive where the file is located and type the password, if required.


The list of paths is full.

While searching for a file, you tried to add a new path to the Search path list. There is not enough memory available to search the path list in the Edit Path dialog box, or the path list contains more than 200 paths  the maximum number allowed in Word.

To accomplish this task

1.	In the Edit Path dialog box, delete one or more of the existing paths in the Search Path box.

2.	In the Path box, try again to add the paths you want.

If you suspect insufficient memory

Free up memory.


The custom dictionary (filename) is too large. Try dividing it in half.

Word cannot load this custom dictionary because it exceeds the maximum size of 128K.

To accomplish this task

1.	Open the custom dictionary as a text document.

2.	Select half of the file, and then choose Cut from the Edit menu.

3.	Create a new document, and then choose Paste from the Edit menu to paste half of the former custom dictionary into the new document.

4.	Save both files as text-only documents.

5.	From the Tools menu, choose Options, and then select the Spelling tab.

6.	Choose the Add button.

7.	In the File Name box, type or select the filename of the first custom dictionary file, and then choose the OK button.

If you do not see the document you want to open, select a new drive, directory, or select a different type of file in the List Files Of Type box.

8.	Repeat steps 6 and 7 for the second custom dictionary file.

9.	Choose the OK button to close the dialog box.


A directory of the proposed name already exists.

You tried to create a directory in the Create Directory dialog box, but the name you typed is already in use.

To accomplish this task

Type the name of the directory you want to create and save, making sure that it is not the name of an existing directory.


The original file may be damaged due to a serious disk error. Save it with a new filename.

You tried to save a document, but Word could not read the original version of the document or template.

To accomplish this task

1.	From the File menu, choose Save As.

2.	In the File Name box, type a new name, and then choose the OK button.

Word attempts to return the document to its original state by saving it in Word format so that you can work on it again.

Note

If you exit a file and do not save it with a different name, you may no longer be able to use the file.


You cannot save while the file is in use by another process. Try saving the file with a new name.

You tried to save this document while it was in use by another user or in another Word session or another application.

To accomplish this task

1.	From the File menu, choose Save As

2.	In the File Name box, type a new name for the document, and then choose the OK button.

Note

If there are other applications open on your computer, close the document from all other applications, and then try again to save the file.


The document is locked and cannot be opened.

Someone else is using the document, or the author has protected it.

To accomplish this task

Do one or more of the following:

Wait until the document is closed by the first user, and then try again to open it.

If you are not the author of the document, check with the author to get permission to open the document.

Note

If you install the SHARE.EXE program when you install Word, more than one user can use a document at the same time. See Installing or removing individual components of Word.


Word cannot start the thesaurus.

Word cannot locate the thesaurus files, the files are damaged, or there is not enough memory available to look up words in the thesaurus.

To accomplish this task

Do one or more of the following:

Make sure that the thesaurus files are stored in the same directory as Word, in the directory you specified in the Dictionaries line in the File Locations tab (Options command on the Tools menu), or in the directory you specified in the WIN.INI and WINWORD6.INI files.	Connect to the network drive that contains the thesaurus files, and then try again to start the thesaurus.

Run the Word Setup program again to reinstall the thesaurus. See Installing or removing individual components of Word.

Free up memory.


The document template is not valid.

You tried to open a document that is attached to a damaged template or to a file that is no longer a template, or Word cannot locate the template because it is not in the TEMPLATE directory or in the template specified in the WINWORD6.INI file.To attach a different template to a document

1.	Open the document you want to attach a different template to.

2.	From the File menu, choose Templates.

3.	Do one of the following:

In the Document Template box, type the name of the template you want.

To attach a template stored on a different drive or in a different directory, choose the Attach button in the Templates dialog box. See Attach Template dialog box.

4.	Choose the OK button.


This filename is not valid or it contains a path.

You typed a path or a character in a filename that is not valid.

To type a valid filename

Do one or more of the following:

Select a file from the File Name list.

Type a filename, without the path.

In Word for Windows, type a valid filename with no more than eight characters, a period (.), and no more than three characters in the extension. You cannot use spaces, commas, or colons.

In Word for Windows NT, you can type a longer filename in which you can use most characters, including spaces, periods, and semicolons. If you use spaces or semicolons in a filename, you must enclose the filename in double quotation marks (" ").

Check the path to make sure that you typed it correctly. The name of the drive must be followed by a colon (:), and the name of each directory must be separated by a backslash (\). The filename is the last item in the path. For example, you might type c:\excel\examples\amortize.xls -- the drive name, two directory names, and the filename -- to identify the path to a Microsoft Excel file.

Select a new drive or directory, or select a different type of file in the List Files Of Type box.


Graphics files can be inserted using the Picture option from the Insert menu.

You tried to open a graphics file, but you cannot open a picture in Word until you have inserted it.

To import an entire graphics file

1.	In the Word document, position the insertion point where you want to insert the graphic.

2.	From the Insert menu, choose Picture.

3.	Under File Name, type or select the name of the file you want.

If you do not see the file you want to import, select a different drive or directory, or choose the Find File button to search for the file you want.

To see what the selected file will look like, select the Preview Picture check box.

4.	Choose the OK button.


You cannot print a graphics file using the Find File command.

You tried to print a graphics file, but Word cannot print a graphic unless it has been inserted into a Word document.

To import an entire graphics file

1.	In the Word document, position the insertion point where you want to insert the graphic.

2.	From the Insert menu, choose Picture.

3.	Under File Name, type or select the name of the file you want.

If you do not see the file you want to import, select a different drive or directory, or choose the Find File button to search for the file you want.

To see what the selected file will look like, select the Preview Picture check box.

4.	Choose the OK button.


The file is too large to save. Delete some text and try again.

You tried to save a document that is too large to save.

To accomplish this task

1.	Select a portion of the document.

2.	From the Edit menu, choose Cut to move the selected portion onto the Clipboard.

3.	From the File menu, choose Exit.

Choose the Yes button when Word asks you to confirm that you want to save the text on the Clipboard.

4.	Start Word again.

5.	Paste the text from the Clipboard into another document.

6.	From the File menu, choose Save.

If you see this message again, you must repeat this procedure until the document is small enough to save.

For more information about handling large documents, see Using Master Documents to Manage Long Documents.


This file is read-only.

You tried to save a document that has already been saved as read-only or that you opened as read-only. Word cannot save changes to a read-only document.

To save changes in a new document

1.	Choose the OK button.

2.	In the File Name box, type a different filename, and then choose the OK button.

Note

To remove the read-only attribute from a file, see your documentation for MS-DOS or Windows.


This graphics file may be damaged and cannot be converted.

The graphics filter you installed with Word found data that is not valid in this file.

To accomplish this task

Do one or more of the following:

Check the extension on the graphics file  for example, .CGM. Then check the entry in the WIN.INI file to see what extension the graphics filter requires. For example:Computer Graphics Metafile(CGM)=c:\win31\msapps\grphflt\cgmimp.flt,CGM

Check to see if the file is damaged, and then either create the graphic or try again to open it in Word.

Install graphics filters. See Installing or removing individual components of Word.


Word cannot read this file. Graphics filters must be installed in the WIN.INI file.

You tried to update a field or insert a graphic into a Word document, but the necessary filter is not installed in the WIN.INI file.

To accomplish this task

Install graphics filters. See Installing or removing individual components of Word.


Word cannot start the graphics filter.

Word cannot locate the graphics filter, or the graphics filter is damaged or incompatible with Word.

To accomplish this task

Do one or more of the following:

Check to make sure that the graphics filter is installed in the WIN.INI file.	Connect to the network drive where the graphics filters are located.

Install graphics filters. See Installing or removing individual components of Word.

Free up memory.


This file was not recognized by the specified graphics filter.

The graphics filter you installed with Word does not recognize the format of this file.

To accomplish this task

Do one or more of the following:

Re-create the graphic in an application that's compatible with Word. See Importing and Creating Graphics.

Check the extension on the graphics file  for example, .CGM. Then check the entry in the WIN.INI file to see what extension the graphics filter requires. For example:

Computer Graphics Metafile(CGM)=c:\win31\msapps\grphflt\cgmimp.flt,CGM

Install the graphics filter that matches the format of the file you want to insert. See Installing or removing individual components of Word.


The grammar checker is in use.

You cannot use the grammar checker because it is in use by another user or application, or because the previous Word session ended before the grammar check was complete.

To accomplish this task

Do one of the following:

Wait until Word finishes the first grammar check.

Close the other application.

If the current Word session is the only session running, quit Word, quit Windows, restart Windows, restart Word, and then try again to check grammar in the document.

Note

If you terminated a previous Word session while Word was checking grammar, you may need to quit Windows to remove the grammar checker from memory. Then restart Windows, restart Word, and try again to check grammar.


Word cannot start the grammar checker.

You tried to check the grammar in the document, but Word cannot locate the grammar files, the files are damaged, or there is not enough memory available to check grammar.

To accomplish this task

Do one of the following:

Make sure that the proofing tools are stored in the same directory as Word or in the directory where the spelling files are also located; the \\windows\msapps\proof directory.

Connect to the network drive where the grammar files are located.

Run the Word Setup program again to reinstall the grammar-checking tools. See Installing or removing individual components of Word.

Free up memory, and then try again to start the grammar checker.


Word is hyphenating another document.

You cannot hyphenate more than one document at a time in a single Word session.

To correct this condition

Do one of the following:

Wait until Word finishes the first hyphenation, and then, in the second document, choose Hyphenation from the Tools menu.

If the current Word session is the only session running, quit Word, quit Windows, restart Windows, restart Word, and then try again to hyphenate the document.

Note

If you terminated a previous Word session while Word was hyphenating, you may need to quit Windows to remove the hyphenation file from memory. Then restart Windows, restart Word, and try again to hyphenate the document.


The setting does not exist or cannot be deleted.

The setting is not listed in the WIN.INI file, or the WIN.INI file is in use, so Word cannot make changes to the setting.To make changes to the setting

Do one or more of the following:

Type the setting again.

Select one of the settings in the Startup Options box.

Check the list of settings in the WIN.INI file.

Make sure that the WIN.INI file is closed before you attempt to change it within Word.


The setting could not be created.

You cannot adjust settings in the WIN.INI file while the WIN.INI file is open or when Word does not have enough memory available.To change the WIN.INI file

1.	Close the WIN.INI file.

2.	From the Tools menu, choose Customize, and then select the Menus tab.

3.	In the Categories box, select All Commands.

4.	In the Commands box, select ToolsAdvancedSettings.

5.	In the Change What Menu box, select the menu you want to add the command to.

6.	In the Position On Menu box, select the location where you want to add the ToolsAdvancedSettings command, and then choose the Add button.

7.	Choose the Close button.

8.	From the menu you chose, select the Advanced Settings command.

9.	Adjust any settings you want to change, and then click the close box or press ESC.

Note

If the above procedure does not correct the problem, try freeing up memory.


Make the list separator and the decimal separator different before calculating.

You must use a different character for the list separator than you used for the decimal separator. For example, if you used a period (.) for a decimal separator, you must use another character, such as a hyphen (-), for a list separator.

To accomplish this task

Double-click the International icon in the Windows Control Panel. Change the list separator or the decimal separator and then try again to calculate.

For more information on separators, see your Windows documentation on the Control Panel.


This search list is not valid.

You typed a path that does not exist or that Word does not recognize.

To accomplish this task

Do one of the following:

Correct any typing errors.

Check the filename for characters that are not valid, such as spaces, commas, or colons.

Connect to any network drives or volumes that are specified in the search list.


This font style name does not exist.

You typed a font style name that does not exist. You must type one of the font style names that are listed in the Font Style box.

To accomplish this task

Correct any typing errors.

Reinstall the font style you want to use. For more information, see your Windows documentation.


There is insufficient memory. Close extra windows and save your work.

To close a document window

1.	From the Window menu, choose a filename.

2.	Press CTRL+W.

To close an application window

1.	Press ALT+TAB until you reach the application window you want to close.

2.	Do one of the following:

Double-click the application Control-menu box.

 Application Control menu box

Choose Exit from the File menu.

To save your work

Do one of the following:

From the File menu, choose Save.

If necessary, free up memory.


Word cannot start the file converter (converter name) because it is being used by another Word session.

Another Word session is using the file converter.

To accomplish this task

Do one of the following:

Complete the first document conversion, and then open the second document.

Quit Word, quit Windows, and make sure that all printers are disconnected. Restart Windows and Word, and then reconnect the printers.


(Macro name) macro conversion failed.

You tried to convert a macro created in a previous version of Word to the version of Word you are currently using. Word cannot convert this macro because there is not enough memory available or the macro is not valid.

To accomplish this task

Do one of the following:

Use a previous version of Word to reduce the number of macros or to divide them into more than one file.

Free up memory.

If the macro is not valid, try opening the macro file in Word version 2.0 for Windows , and then copy the macro to another file.

For more information, see Recording and Running Macros.


This macro is too big for Word to run. Split it into two or more macros.

You created a macro that has a large number of statements, and then you tried to run the macro. The size limit for macros is 64K.

To accomplish this task

1.	Divide the macro so that you have two or more separate macros to carry out the actions you want.

2.	At the end of the first macro, add a statement that calls the second macro.

For more information, see Recording and Running Macros.


The macro (macro name) in the template (template name) is too big and will be truncated. To completely convert the macro, edit i
The macro (macro name) in the template (template name) is too big and will be truncated. To completely convert the macro, edit it in Word for Windows 1.x and split it into two or more macros.

You tried to convert a macro from Word version 1.x for Windows to the version of Word you are currently using. Word cannot completely convert such a large macro.

To convert the macro

1.	Open the template in Word version 1.x for Windows, and then split the macro into two or more smaller macros.

2.	Try again to open the template in the current version of Word.


Word detected an error while trying to bring up the Connect Network dialog box.

You chose the Network button in a Word dialog box to make a network connection by using Windows, but the Windows operating system cannot make the connection at this time.

To accomplish this task

Try again later to make the connection.

See your Windows documentation.


This macro line is too long.

In the macro editing window, you typed a macro statement that exceeds the maximum number of characters allowed. For example, you may have included a complex command statement with many arguments.

To accomplish this task

Do the following:

Add backslash characters (\) and paragraph marks to divide the line into strings with fewer than 255 characters each. When dividing an argument enclosed in quotation marks, you must break the argument into two sets of quotation marks and precede the backslash with a plus sign (+).

Split the macro line into two or more shorter macro lines.

Tip

You can ensure that all lines in the macro are within the limit by recording the macro. For example, if you record the typing of a large amount of text, Word separates the text into multiple statements.


Freeing up memory

Use as many of the following procedures as practical to free up memory. After each step below, try again to complete the task.

To free up memory

Do one or more of the following:

From the File menu, choose Save All.

Quit any other applications you are running.

Close all windows and panes except for the active window.

If you selected the Horizontal Scroll Bar, Vertical Scroll Bar, Status Bar, or Picture Placeholders check boxes on the View tab in the Options dialog box (Tools menu), clear them. Then type 0 (zero) in the Style Area Width box.

Hide the horizontal ruler.

Hide the toolbars.

Quit Word, and then restart it.

Quit all open applications, and then restart the computer. If applicable, disconnect network connections, and quit terminate-and-stay-resident applications (TSRs) and any other utilities you usually run.


Word could not successfully convert the picture metafile into drawing objects.

One of the following situations occurred:

 Word ran out of memory while trying to convert the graphic. Other tasks Word is performing may be interfering with the memory necessary for this action.

 The graphic is too large or has too many elements to be represented with the Drawn Object format.

The metafile was corrupt in some way, or Word could not understand some part of the metafile.

To complete this action

Do one or both of the following:

Free up memory.

Use a graphic with fewer elements.


This file is in use by another application or user.

Another user or another application is working with the file you want to open.

To complete this action

Quit Windows, and then try again to open the document when it is available.

Wait until the file is available, and then try again to open it.


This bookmark does not exist.

You specified a bookmark that either does not exist or exists in another document.

To complete this action

Do one or both of the following:

Type or select the name of a bookmark that exists in the active document.

If you are using the \prevsel1 or \prevsel2 bookmark, make sure that the active document contains the selection you need.


Word cannot create the specified destination file.

You tried to make a copy of a file, but Word cannot open the new file. Either the file you want to copy is read-only, the disk is full, too many files are open, or the filename is not valid.

To complete this action

Do one or more of the following:

Make sure that there is enough disk space in the location you want to copy the file to.

Make sure that you typed the name correctly; if necessary, type the filename again or select it from the list in the box.

Remove the read-only status from the file you want to copy.

Note

If you are working on a network drive, you must have read, write, create, modify, and delete authorization for the directory in which you are saving the file.


The command name must have an extension.

You performed an action that requires you to install another application, but you did not specify the filename extension for the application. For example, you typed excel but what you must type is excel.exe

To complete this action

Add the extension to the command name, and then perform the action again.


The path cannot contain any periods as path elements.

You tried to add a path that contains a period (.) or two periods (..). Word allows periods in filenames but does not allow them in paths.

To complete this action

Retype the correct path, making sure that you do not include any periods (.) in it.


The network drive cannot be connected because there are no free drive letters.

You tried to connect to a network drive, but all of the available drive letters are being used for other connections.

To complete this action

Do one of the following:

Disconnect one network connection, and then reconnect that drive letter to the new location.

Check the last drive line in the CONFIG.SYS file to see if you can add another drive letter. See your MS-DOS manual for more information.


There is not enough memory to run Examples and Demos.

There is not enough memory available to display Examples and Demos

To complete this situation

Do one or more of the following:

Free up memory, and then try again to choose the Example and Demo.

Make sure that the WORDCBT line in the WIN.INI file contains the correct location of the files.	Close the Example and Demo before trying to choose another one.


There is not enough memory to run the application.

In a macro, you tried to run the Clipboard or Control Panel or another application, or you tried to run the Print Manger. There is not enough memory available to run the application.

To correct this situation

Free up memory, and then try again to start the other application.


There is not enough memory to run Help for WordPerfect Users.

You chose Help for WordPerfect Users from the Help menu, but there is not enough memory available to run WordPerfect Help.

To correct this situation

Free up memory, and then try again to run WordPerfect Help.


Word cannot print. There is no printer installed.

No printer is installed, or the printer is not set up correctly.

To complete this action

Install a printer.

For installation procedures, see the documentation for your system or printer.


Word cannot change printers. No printers are installed.

You chose Print Setup from the File menu to change printers, but no printers are installed.

For information about installation procedures, see the documentation for your system or printer, or see the Printers information in the README Help file that came with Word.


You cannot include DATA, NEXT, NEXTIF, or SKIPIF fields in annotations, headers, footers, footnotes or endnotes.

The main document contains a DATA, NEXT, NEXTIF, or SKIPIF field in an annotation, header, footer, footnote, or endnote.

To correct this error

Do one or both of the following:

Delete the misplaced field.

Move the misplaced field into the main document window.

For more information about a field, choose Field from the Insert menu, select the name of the field in the Field Names box, and then press F1.


You cannot insert DATA, NEXT, NEXTIF, or SKIPIF fields inside other fields.

The main document contains a DATA, NEXT, NEXTIF, or SKIPIF field within another field.

To correct this error

Delete or move the misplaced field.

For more information about a field, choose Field from the Insert menu, select the name of the field in the Insert Field Type box, and then press F1.


You cannot attach a document template as a data or header source.

You tried to use a template (*.DOT file) as a data source or header source. This is an action that Word does not allow.

To correct this error

Select a file that does not have a *.DOT extension and is not a template.


A DATA field does not contain a data filename.

The DATA field cannot contain a filename for a data source.

To complete this action

1.	Add the filename of the data source to the DATA field.

2.	From the Tools menu, choose Mail Merge.

For more information, choose Field from the Insert menu, select Data in the Insert Field Type box, and then press F1.


There is not enough memory to repaginate or print this document.

Word cannot print or repaginate the document because the Print Manager in Windows is not functioning correctly or there is not enough memory available.

To complete this action

Do one or more of the following:

Free up memory, and then try again to repaginate or print the document.

Install printer drivers. See Installing or removing individual components of Word.

For more information, see the Windows and printer documentation.


Word for Windows is opening a Word for OS/2 document. (This document may be fully converted by saving it as a Word for Windows d
Word for Windows is opening a Word for OS/2 document. (This document may be fully converted by saving it as a Word for Windows document from within Word for OS/2.)

You tried to open a Word for OS/2 document by using Word for Windows.

To complete this action

1.	From the File menu in Word for Windows, choose Exit.

2.	Start Word for OS/2.

3.	To open the Word for OS/2 document you want to work on in Word for Windows, choose Open from the File menu in Word for OS/2. See Opening an existing document.

4.	From the File menu in Word for OS/2, choose Save As.

5.	 If necessary, type or select a filename in the Save File Name box, and then choose the Options button.

6.	In the File Format box, select Word For Windows Document, and then choose the OK button.

7.	From the File menu in Word for OS/2, choose Exit.

8.	Start Word for Windows.

9.	To open the document, choose Open from the File menu in Word for Windows.

Edit and save changes to the document as you would in any other Word for Windows document.


Windows needs more disk space to print this document.

Windows requires more disk space to store the document you want to print.

To complete this action

Do one of the following:

To free up disk space, delete unneeded files, and then try again to print.

In Windows, check the Set Temp= line in the AUTOEXEC.BAT file to verify that it is there, that it specifies a valid drive and directory, and that there is available disk space on the specified drive.


Word cannot write to the WIN.INI file.

You tried to make changes to the WIN.INI file, but there is not enough memory available, or the file is already open.

To complete this action

Do one of the following:

Check to see if the WIN.INI file is already open.

If another application is editing the WIN.INI file, wait until the file is closed, and then try again.

Remove unnecessary files from the drive where the WIN.INI file is located to free up some disk space.


You cannot change printer orientation with the current printer installed.

The printer you installed does not support both portrait and landscape page orientation. To find out which page orientation the printer supports, see your printer documentation.

To change printers

From the File menu, choose Print, and then choose the Printer button.

To change page orientation

1.	From the File menu, choose Page Setup.

2.	Select the Size tab.

3.	Under Orientation, select either the Portrait or Landscape option button, and then choose the OK button.

To install a new printer, see your Windows documentation.


Word cannot find the (proofing tool) (tool name).

Word cannot find the proofing tool -- such as the thesaurus or dictionary -- it needs to proof the document.

To complete this action

Make sure that you store the proofing tools and custom dictionaries in either the same directory in which Word is stored, the \WINDOWS\MSAPPS\PROOF directory, or the defined tools path. To check the path, choose Options from the Tools menu, and select the File Locations tab.

Check the disk where the proofing tools are stored to make sure that it is not damaged.

Reinstall the proofing tools that came with Word. See Installing or removing individual components of Word.


(Proofing DLL) is not a valid (proofing tool) dll.

Word was unable to use this DLL (dynamic-link library) proofing tool. Either the file is not a DLL proofing tool, it is damaged, or it is an old version that does not run with Word version 6.0 for Windows . A DLL can be thought of as a small program, much like any other Windows application. However, it cannot be run by itself; it must be started by another program, and it can be shared by other Windows applications.

To complete this action

Do one of the following:

Make sure that you store the proofing tools and custom dictionaries in either the same directory in which Word is stored, the \WINDOWS\MSAPPS\PROOF directory, or the defined tools path. To check the path, choose Options from the Tools menu, and select the File Locations tab.

Check the disk where the proofing tools are stored to make sure that it is not damaged.

Reinstall the proofing tools that came with Word. See Installing or removing individual components of Word.


(Grammar DLL) is an incorrect version of the (version number) DLL.

All proofing tool DLLs (dynamic-link libraries) have a version number. Word loaded a DLL for proofing and then found that this version of the DLL is not compatible with Word version 6.0 for Windows. You must update the grammar DLL when you install a new version of Word. A DLL can be thought of as a small program, much like any other Windows application. However, it cannot be run by itself; it must be started by another program, and it can be shared by other Windows applications.

To complete this action

Reinstall the proofing tools that came with Word. See Installing or removing individual components of Word.


Word cannot find the (proofing tool) (filename) for (language name).

Word cannot find the proofing tool it needs for this action.

To complete this action

Do one or more of the following:

Make sure that you store the proofing tools and custom dictionaries in either the same directory in which Word is stored, the \WINDOWS\MSAPPS\PROOF directory, or the defined tools path. To check the path, choose Options from the Tools menu, and select the File Locations tab.

Check the disk where the proofing tools are stored to make sure that it is not damaged.

Run the Word Setup program again to reinstall the proofing tools you want. See Installing or removing individual components of Word.


There is a serious disk error on file (filename).

There is a problem with the disk you are working with. Before you continue, do one or both of the following:

 Make sure that the disk is correctly inserted in the disk drive and that the drive door is closed, if applicable.

Use the CHKDSK command to make sure that the disk is formatted.


The spelling checker is in use.

You chose Spelling from the Tools menu, but either Word is checking spelling in another Word session or another application is using the spelling checker.

To complete this action

When Word completes the spelling check in the other Word session or the other application is finished with the spelling checker, return to this document and try again to check spelling.

Note

If you terminated a previous Word session while Word was checking spelling, you may need to quit Windows to remove the spelling checker from memory. Then restart Windows, restart Word, and try again to check spelling.


Word cannot create the custom dictionary (filename).

You tried to create a custom dictionary, but Word cannot create the custom dictionary you specified.

To complete this action

Make sure that you have typed the path correctly and that the path exists.


The Word work file and memory are nearly full. Save your work.

Word is storing editing and formatting changes in a temporary work file; however, there is not enough memory available to do this.

To correct this situation

1.	Save your work.

2.	Close any unneeded windows.

3.	Free up memory.

If this message appears again

1.	Quit Word.

2.	Make sure that the program directory and the directory for storing temporary files (set by a SET TEMP= line in the AUTOEXEC.BAT file) are not read-only.

Temporary files can be stored in the current directory, or the directory containing the current document.


You are working without a Word work file and memory is nearly full. Save your work.

When you began to make editing and formatting changes to a document, Word did not create a temporary work file to store the changes. There is not enough memory available to complete this action.

To correct this situation

1.	Save your work.

2.	Quit Word.

3.	Make sure that the program directory and the directory for storing temporary files (set by a SET TEMP= line in the AUTOEXEC.BAT file) are not read-only.

4.	Make sure that the disk has space available for files.

Temporary files can be stored in the current directory, or the directory containing the current document.


The custom dictionary (filename) is not available.

Word cannot open this custom dictionary because the file is a Word document or because another application is using the dictionary.

To correct this problem

Try again to open the dictionary after doing one or both of the following:

Check the disk where the dictionary is stored to make sure that the dictionary is a text-only file and that it is not damaged.

Close the other application, and then choose Spelling from the Tools menu.

Note

The custom dictionary file, CUSTOM.DIC, must be a text file.


There is an unrecoverable disk error on file (filename).

There is a problem with a disk you are working on. Before you continue:

 Make sure that the disk is correctly inserted in the disk drive and that the drive door is closed, if applicable.

Use the CHKDSK command to make sure that the disk is formatted.


Word cannot open (filename) as a data or header source because it contains no data.

Word cannot open the file you specified as a data source or a header source because the file does not contain any data.

To open a data source

1.	In the Mail Merge Helper dialog box, choose the Get Data button under Data Source, and then select Open Data Source.

2.	In the File Name box, select the name of the data source you want to use, and then choose the OK button.

To create a data source

See Creating a new data source.


The margins of section (section number) are set outside the printable area of the page. Do you want to continue?

You cannot print text outside a printers printable area.

You did one of the following:

You set page margins that are too close to the edge of the paper. For example, most laser printers cannot print within 0.25 inch of the edge of the paper; others cannot print within 0.5 inch of the edge.

You are using a template that has margins set too close to the edge of the paper and outside the printable area of the selected printer.

To change margins

1.	To return to the document, choose the OK button.

2.	To change the page margins, choose Page Setup from the File menu.

3.	Select the Margins tab, and then make the page margin changes you want.

If you are printing on a dot-matrix printer, you can print with 0-inch top and bottom margins if you select Tractor Feed in the Paper Source box.

Note

Make sure that the template you are using is compatible with the selected printer.


The margins of sections (section numbers) are set outside the printable area of the page. Do you want to continue printing?

You cannot print text outside a printers printable area.

You did one of the following:

You set page margins that are too close to the edge of the paper. For example, most laser printers cannot print within 0.25 inch of the edge of the paper; others cannot print within 0.5 inch of the edge.

You are using a template that has margins set too close to the edge of the paper and outside the printable area of the selected printer.

To continue printing with the margins set as they are

Choose the Yes button.

To return to the document and change the margin settings

1.	To return to the document, choose the OK button.

2.	To change the page margins, choose Page Setup from the File menu.

3.	Select the Margins tab, and then make the page margin changes you want.

Note

Make sure that the template you are using is compatible with the selected printer.


The margins of section (section number) are set outside the printable area of the page.

You cannot print text outside the printer's printable area.

You did one of the following:

You set page margins that are too close to the edge of the paper. For example, most laser printers cannot print within 0.25 inch of the edge of the paper; others cannot print within 0.5 inch of the edge.

You are using a template that has margins set too close to the edge of the paper and outside the printable area of the selected printer.

To change margins

1.	To return to the document, choose the OK button.

2.	To change the page margins, choose Page Setup from the File menu.

3.	Select the Margins tab, and then make the page margin changes you want.

If you are printing on a dot matrix printer, you can print with 0-inch top and bottom margins if you select Tractor Feed in the Paper Source box.

Note

Make sure that the template you are using is compatible with the selected printer.


The margins of sections (section numbers) are set outside the printable area of the page.

You cannot print text outside a printers printable area.

You did one of the following:

You set page margins that are too close to the edge of the paper. For example, most laser printers cannot print within 0.25 inch of the edge of the paper; others cannot print within 0.5 inch of the edge.

You are using a template that has margins set too close to the edge of the paper and outside the printable area of the selected printer.

To change margins

1.	To return to the document, choose the OK button.

2.	To change the page margins, choose Page Setup from the File menu.

3.	Select the Margins tab, and then make the page margin changes you want.

Note

Make sure that the template you are using is compatible with the selected printer.


Automatic Save is postponed for (filename).

Word cannot automatically save the document because you made a large number of changes, your autosave path is not valid, or there is not enough disk space. You must manually save the changes by using the Save command.

To correct this situation

1.	Choose the OK button, and then choose Save from the File menu.

2.	Do one or both of the following:

Check the path for autosaved files. From the Tools menu, choose Options, and then select the File Locations tab.

Free up memory.


Word does not have enough memory for the large Clipboard. Do you want to discard it?

You have a large amount of text or graphics stored on the Clipboard. If you want to discard the contents of the Clipboard, you can free up memory.

To discard the contents of the Clipboard and free up memory

Choose the OK button.

To cancel the operation

Choose the Cancel button.

To save the contents of the Clipboard

1.	Display the application Control menu (ALT+SPACEBAR).

2.	From the application Control menu, either choose Run or press U.

3.	Choose the OK button.

4.	From the File menu on the Clipboard, choose Save As.

5.	In the Filename box, type a filename.

6.	Choose the OK button.

7.	From the File menu on the Clipboard, choose Exit.


The filename is too long. (filename).

A Word for Windows filename can contain only up to eight characters, a period (.), and an extension with up to three characters -- for example, FILENAME.DOC.

To type a valid filename

In Word for Windows, type valid filename with no more thaneight characters, a period (.), and no more than three characters in theextension. You cannot use spaces, commas, or colons in a filename.	In Word for Windows NT, you can type a longer filename in which you can use most characters, including spaces, periods, and semicolons. If you use spaces or semicolons in a filename, you must enclose the filename in double quotation marks (" ").


Word cannot copy a file to itself. (filename).

You tried to create a copy of a file that uses the same filename and location as the original file. You cannot copy a file to itself.

To correct this problem

Type a new filename or path.	If you want to make a copy of a document and use the same name for the copy, you must store it in a different directory than the original document.


Word found locked fields during the update. Word cannot update locked fields.

Word cannot update locked fields.

To update locked fields

1.	Select the locked fields.

2.	Unlock the fields by pressing CTRL+SHIFT+F11, and then try again to update the fields.

For more information, see Preventing fields from updating.


The remote data (name) is not accessible. Do you want to start the application (application name)?

You performed an action that updates a dynamic data exchange (DDE) field, but the application from which Word needs to get the data is not running. For more information, see DDE fields.

To start the application

Choose the OK button.

Note

The application must be either in the current directory or in one of the directories in your path.

To prevent Word from updating the field

Choose the No button.

To increase the amount of time Word allows for the other application to respond

If the other application is already running, it is not able to update the information in the time that Word allows for this task.

1.	Switch to Program Manager and start Notepad.

2.	Open the WINWORD6.INI file.

3.	Find the line in the text file that contains the setting for DDETIMEOUT, and then increase the setting.

For example, if DDETIMEOUT = 60, you could change 60 to 120 to increase the response time for other applications from 60 seconds to 120 seconds.

4.	From the File menu in Notepad, choose Save.

5.	Quit Notepad and switch to Word.

Word increases the response time for other applications from 60 seconds to 120 seconds.


The file (filename) is a Word version (number).0 for Windows document. Do you want to overwrite it with Word version 6.0 for Win
The file (filename) is a Word version (number).0 for Windows document. Do you want to overwrite it with Word version 6.0 for Windows format?

You tried to save a file that is currently formatted with a different file format.

To save the file with a new file format

Choose the Yes button.

To revise the instructions to save the file

Choose the No button.

To cancel the save

Choose the Cancel button.


The paper size of section (section number) is different from the printer page size. The paper size options you select in the Pag
The paper size of section (section number) is different from the printer page size. The paper size options you select in the Page Setup dialog box (File menu) and the Printers dialog box (Control Panel) must match. Do you want to continue printing?

In the Page Setup dialog box (File menu), you set the page width and height to sizes different from the Printer settings in the Printers dialog box (Control Panel). You then tried to print.

To coordinate the document and printer settings and then print

1.	Choose the No button.

2.	Do one or both of the following:

From the File menu, choose Page Setup.

Switch to Program Manager, open the Control Panel, and then open the Printers dialog box.

3.	Make adjustments to the Page Setup and Printers options as needed, and then try again to print.

To print without coordinating the settings

Choose the Yes button.


The paper size of sections (section numbers) are different from the printer paper size. The paper size options you select in the
The paper size of sections (section numbers) are different from the printer paper size. The paper size options you select in the Page Setup dialog box (File menu) and the Printers dialog box (Control Panel) must match. Do you want to continue printing?

In the Page Setup dialog box (File menu), you set the page width and height to sizes different from the Printer settings in the Printers dialog box (Control Panel). You then tried to print.

To coordinate the document and printer settings and then print

1.	Choose the No button.

2.	Do one or both of the following:

From the File menu, choose Page Setup.

Switch to Program Manager, open the Control Panel, and then open the Printers dialog box.

3.	Make adjustments to the Page Setup and Printers options as needed, and then try again to print.

To print without coordinating the settings

Choose the Yes button.


The paper size of section (section number) is different from the printer page size. The paper size options you select in the Pag
The paper size of section (section number) is different from the printer page size. The paper size options you select in the Page Setup dialog box (File menu) and the Printers dialog box (Control Panel) must match.

In the Page Setup dialog box (File menu), you set the page width and height to sizes different from the settings in the Printers dialog box (Control Panel). You then tried to print.

To coordinate the document and printer settings and then print

1.	Choose the OK button.

2.	To make adjustments to print correctly with the current printer, do the following:

To change the printer paper size, switch to Program Manager, open the Control Panel, open the Printers dialog box, and then make the changes you want.

To change the document paper size, choose Page Setup from the File menu, select the Paper Size tab, and then make the changes you want.


The paper size of sections (section numbers) are different from the printer paper size. The paper size options you select in the
The paper size of sections (section numbers) are different from the printer paper size. The paper size options you select in the Page Setup dialog box (File menu) and the Printers dialog box (Control Panel) must match.

In the Page Setup dialog box (File menu), you set the page width and height to sizes different from the settings in the Printers dialog box (Control Pane). You then tried to print.

To coordinate the document and printer settings

1.	Choose the OK button.

2.	To make adjustments to print correctly with the current printer, do the following:

To change the printer paper size, switch to Program Manager, open the Control Panel, open the Printers dialog box, and then make the changes you want.

To change the document paper size, choose Page Setup from the File menu , select the Paper Size tab, and then make the changes you want.


The graphics resolution of the currently selected printer is too high for Word to handle. Please select a different printer or a
The graphics resolution of the currently selected printer is too high for Word to handle. Please select a different printer or a lower graphics resolution using the Print command.

Word cannot print with the graphics resolution of the printer you selected.

To select a printer that has a lower graphics resolution

1.	From the File menu, choose Print.

2.	Choose the Printer button.

3.	Select a printer that has a lower graphics resolution. (For more information about the graphics resolution your printer supports, see your printer documentation.)

4.	Choose the Close button.

5.	Choose the OK button to print the document.

To select a lower graphics resolution

1.	From the File menu, choose Print.

2.	Choose the Printer button.

3.	Choose the Options button.

4.	Choose the Advanced button.

5.	Under Graphics Resolution, select a lower graphics resolution (fewer dots per inch), and then choose the OK button.

6.	Choose the OK button, and then choose the Close button to close the Print Setup dialog box.

7.	Choose the OK button to print the document.


The current printer is connected to the (port name) port. This port is not present on the computer. Do you wish to attempt to pr
The current printer is connected to the (port name) port. This port is not present on the computer. Do you wish to attempt to print anyway?

The printer you are trying to use is connected either to a local port that is not available or to a network server that is not available.

To complete this task and print the document

1.	Switch to Program Manager and open the Control Panel.

2.	Make sure that the printer you have selected as the default printer in the Printer Options dialog box is connected either to an available local port or to a network server.

3.	Choose the Yes button.

To return to the document

Choose the No button.


Word converted the macros in the global template so that they are compatible with Word version 6.0. Changes have been made that
Word converted the macros in the global template so that they are compatible with Word version 6.0. Changes have been made that affect the global template, (template name). Do you want to save those changes, which include the macro conversions?

Word converted macros in the global template that were created in an earlier version of Word. You must confirm that you want to save the changes to the converted macros and anything else that was changed in the template.

To save the converted macros

Choose the Yes button.

To retain the existing macros

Choose the No button.

To cancel the conversion

Choose the Cancel button.


Word has insufficient memory. Do you want to save (document name) as (document name)?

You ran out of memory, and you must confirm that you want to save your document.

Word is in an extremely low-memory situation and cannot display dialog boxes. To save the file you are working on, Word proposes to save it as RESCUEN.DOC, where N is a number that makes the file unique. You can either save the document as RESCUEN.DOC or not save it at all.To save the document with any changes made since the last time you saved the file

Choose the Yes button.

To discard any changes made to the file since you last saved it

Choose the No button.


Select a concordance file

To use a concordance, you must select the concordance file you want.

To accomplish this task

In the File Name box, type or select the name of the concordance file you want to open.

If you do not see the document you want to open, select a new drive or directory, or select a different type of file in the List Files Of Type box.

For information about creating a concordance file, see Creating an index from automatically marked entries.


General mail failure. Close Microsoft Word, restart the mail system, and try again.

A problem has occurred with Word or your electronic mail system.

To correct this situation

From the File menu, choose Exit, and then quit Windows. Restart Windows, Word, and your electronic mail system, and then try again to complete the task.

For more information, see your mail system documentation.


Too many mail sessions. Log off other mail sessions and try again.

You have too many sessions of electronic mail running on your computer.

To correct this situation

Quit Windows, restart the electronic mail system, and then try again to complete the task.


Word cannot save a document as form data only with the same name as an open document.

You tried to save only the data in a document, but the filename you specified is the same as the name of the active document.When you save a document as form data only, Word creates a new document that contains only the form data. The new document must have a different name so that it can be saved without changing the original document.

To accomplish this task

Choose the OK button, and then type or select a different filename. You can also use the same filename with a .TXT extension so that each file has a unique name. In Word for Windows NT, you can type a longer filename.

For more information, see Saving online form data.


Word is currently printing. Quitting Word will cancel all pending print jobs. Do you want to quit Word?

You are printing a document. If you quit Word, you will cancel any print jobs that you have sent to the printer.

To quit Word and cancel all pending print jobs

Choose the OK button.

To continue printing without quitting Word

Choose the Cancel button.


The thesaurus is in use.

You cannot use the Thesaurus command because you are already using the thesaurus in another application or you ended your Word session before it finished using the thesaurus.

To accomplish this task

When Word completes running the thesaurus in the other Word session or the other application is finished with the thesaurus, return to this document and try again to run the thesaurus.

Note

If you terminated a previous Word session while Word was using the thesaurus, you may need to quit Windows to remove the thesaurus from memory. Then restart Windows, restart Word, and try again to run the thesaurus.


The default directory for this item cannot be on a floppy drive. Please choose a directory on a hard drive.

You specified a directory on a floppy disk drive as the directory to which you want to automatically save files. Word does not allow this action.

To accomplish this task

Choose the OK button, and then type or select a directory on a hard disk drive.


Word cannot open (document name) because it was created with an unrecognized version of Word. Do you want to open this document
Word cannot open (document name) because it was created with an unrecognized version of Word. Do you want to open this document as plain text?

You tried to open a document that was created in a  version of Word that is more recent than the version you are currently using. If you choose to open the document as a text-only file, the formatting will be lost.

To open the document as a text-only file

Choose the OK button.

To save the document in Word version 6.0 format from within the later version of Word

1.	From the File menu, choose Exit to quit the earlier version of Word.

2.	Start the more recent version of Word.

3.	Open the document.

4.	From the File menu, choose Save As.

5.	In the Save File As Type box, select Word Document.

To cancel the operation

Choose the Cancel button.

For more information about saving in different file formats, see Saving a Word document in a different file format.


(Document name) was being edited by another Word session. If you save this document with the original name, you will overwrite a
(Document name) was being edited by another Word session. If you save this document with the original name, you will overwrite any changes made in the other session. Do you want to save the document using the original name anyway?

Another user had this file open when you tried to open it, so Word opened a copy with the same name for you to work on. When you try to save the changes that you have just made to this document, Word will overwrite any changes made and saved in the original copy of the document.

To save your changes with the original filename

Choose the Yes button.

To save your copy of the document with a new name

1.	Choose the No button.

2.	From the File menu, choose Save As.

3.	In the File Name box, type a new name for the document.

4.	Choose the OK button.

To cancel saving your copy of the document

Choose the Cancel button.


This is not a valid filename.

You typed a document name or path that is not valid.

To correct this situation

Do one or more of the following:

In Word for Windows, type a valid filename with no more than eight characters, a period (.), and no more than three characters in the extension -- for example, FILENAME.DOC. You cannot use spaces, commas, or colons.

In Word for Windows NT, you can type a longer filename in which you can use most characters, including spaces, periods, and semicolons. If you use spaces or semicolons in a filename, you must enclose the filename in double quotation marks (" ").	Type or select the correct path. The name of the drive must be followed by a colon (:), and the name of each directory must be separated by a backslash (\). The filename is the last item in the path. For example, you might type c:\excel\examples\amortize.xls -- the drive name, two directory names, and the filename -- to identify the path to a Microsoft Excel file.


Word detected Microsoft Query on your system. Would you like to edit (filename) using Microsoft Query?

You used the OBDC driver to open a data source created in another application. You can edit this data source only in Microsoft Query.

To open the data source for editing and use Microsoft Query to edit it

Choose the Yes button.

To choose an option for breaking the link with the data source and then use Word to edit it

Choose the No button.


A demonstration is not available for the WordPerfect command just entered.

No demonstration is available for the WordPerfect command you specified.


Word requires an active document to display Help for WordPerfect Users.

You have pressed a WordPerfect key combination, but Word cannot display Help for WordPerfect Users unless a document is open in Word.

To display Help for WordPerfect Users

1.	Choose the OK button.

2.	Open a new or existing document by clicking the New or Open button on the Standard toolbar.

  New button

  Open button

3.	Press the WordPerfect key combination again.

To turn off WordPerfect Help

1.	Choose the OK button.

2.	Open a new or existing Word document.

3.	From the Tools menu, choose Options.

4.	Select the General tab.

5.	Under General Options, clear the Help for WordPerfect Users check box.


Do you want Word to convert text in (filename) enclosed by chevrons to mail merge fields?

You tried to open a Word for the Macintosh document, but first you must confirm that you want to convert the items marked with chevrons (<< >>) to mail merge fields.

To convert the chevrons to mail merge fields

Choose the Yes button.

To open the document without converting the items marked with chevrons to mail merge fields

Choose the No button.


Word has insufficient memory. Do you want to save (filename) as (filename)? WARNING: This operation will save all text in the ma
Word has insufficient memory. Do you want to save (filename) as (filename)? WARNING: This operation will save all text in the master document, but not its structure.

There is not enough memory available to save the master document and all of its subdocuments.

To free up memory and try to save the entire master document and its structure

Choose the No button. Free up memory, and then try again to save the master document.

To save the master document and the text of its subdocuments, but not the structure of the master document

To save only the text in the master document as a document called RESCUE.DOC, choose the Yes button.

Word will save all text in the master document, but it cannot save any formatting or links between the master document and its subdocuments.


The mail system has its own routing support

You tried to use Word to route a document, but the Routing Slip command (File menu) is not available. The [Mail] section of the WIN.INI file specifies that all routing must occur through an electronic mail system.

To accomplish this task

Route the document by using the mail system instead of Word.


The SQL string associated with the mail merge data source (filename) is too complex for Word to parse. Do you want to edit the S
The SQL string associated with the mail merge data source (filename) is too complex for Word to parse. Do you want to edit the SQL string directly?

In a macro, you typed a Structured Query Language (SQL) string that is either not valid or too complicated for Word to understand.

To correct this problem

Choose the Yes button, edit the string, and then try again to query the data source.


You cannot record a macro to a locked file.

You tried to record a macro in a master document or subdocument that is locked or is a read-only file.

To unlock the master document or subdocument

On the Master Document toolbar, click the Lock Document button, and then try again to record the macro.

  Lock Document button

For more information, see Locking or unlocking a master document or a subdocument.

To remove read-only status from the document

1.	Quit Word, switch to File Manager, and then select the document.

2.	From the File menu, choose Properties.

3.	In the Properties dialog box, clear the Read Only check box.

4.	Restart Word, open the document, and then try again to record the macro.


This file could not be found.

In the File Name box, you typed the name of a file that does not exist in the selected directory or folder.

To open the document

Choose the OK button, and then do one or more of the following:

Type a different filename.

Select a different type of file in the List Files Of Type box.

Select a new drive or volume, or directory or folder.

For more information about opening documents, see Opening an existing document.


Word cannot find or run the Print Manager.

You clicked the Print Status icon on the status bar, but Word did not start Print Manager because Print Manager is not installed or there is not enough memory available for Word to run it.

To run Print Manager

Do one of the following:

Install Windows again. Print Manager will be automatically included in the installation.

Free up memory.

The next time you double-click the Print Status icon, Word will start Print Manager.


Word cannot display Macintosh pictures without a graphics filter.

You tried to open a Word for the Macintosh document that contains a picture, but Word for Windows cannot display the picture because the graphics filter is not properly installed.

To display the picture

1.	Quit Word.

2	Run the Word Setup program.

3.	In the Options box, select the Converters, Filters And Data Access check box.

4.	Start Word, and then try again to open the Word for the Macintosh document and view the picture.

For more information about running the Word Setup program, see Installing or removing individual components of Word.


Word cannot load the Button Editor, COMMTB.DLL.

You chose Edit Button Image from a shortcut menu, but Word cannot find the Button Editor because it has been deleted or moved to another location. To install the Button Editor, you will need to reinstall Word.

To edit a toolbar button image

1.	Quit Word.

2	Run the Word Setup program.

3.	Under Options, select the Applets option.

4.	Choose the Change Option button.

5.	Under Options, select the Button Editor option, and then choose the OK button.

6.	Choose the Continue button to start the Setup program.

4.	Start Word again, and then try again to edit the toolbar button image.

For more information about running the Word Setup program, see Installing or removing individual components of Word.


Word for Windows cannot open a Word for the Macintosh glossary file.

You tried to open a glossary file that was created in Word version 4 or 5 for the Macintosh. Word does not allow this action.

To open the glossary file

Choose the OK button, and then open the file in Word version 6.0 for the Macintosh or later.


Word has increased the envelope height or width because it was too small. The minimum envelope dimensions are 6.4 by 2.13 inches
Word has increased the envelope height or width because it was too small. The minimum envelope dimensions are 6.4 by 2.13 inches.

In the Envelope Size dialog box, you specified an envelope size that is smaller than the minimum size allowed by Word -- 6.4 inches by 2.13 inches.

To print this envelope

Adjust the margins for envelopes so that Word can print on smaller envelopes even though a larger envelope size is specified.

For more information about changing the position of an address on an envelope, see Envelope Options tab.


Word could not locate or start (application).

You clicked one of the buttons on the Microsoft toolbar, but Word did not start the application you want. For example, you clicked the Microsoft Excel button but Word did not start Microsoft Excel.

To switch to the application you want

1.	In the Windows Program Manager, start the application you tried to start.

2.	Return to Word.

3.	On the Microsoft toolbar, click the button corresponding to the application you just started.

Word will switch you to the application. From now on, Word will start the application every time you click the corresponding button on the Microsoft toolbar.


The file (filename) is a Word for the Macintosh (version number) document. Do you want to overwrite it with the Word for Windows
The file (filename) is a Word for the Macintosh (version number) document. Do you want to overwrite it with the Word for Windows version 6.0 format?

You tried to save a file that was created in Word for the Macintosh. You must first confirm that you want to save the file as a Word for Windows document.

To save the file as a Word for Windows document without overwriting the original Word for the Macintosh file

1.	From the File menu, choose Save As.

2.	In the File Name box, type a different name for the document, and then choose the OK button.

Word for Windows will save the file in both Word for Windows and Word for the Macintosh file formats.


Word did not update the source file.

You tried to update a source file that is not a Word document by editing the field result in the destination document and then pressing CTRL+SHIFT+F7. Word does not allow this action.

To update the source file

See Editing linked information and Updating a link.


Word cannot print because there is no default printer selected. Please select a printer.

You tried to print a document, but no default printer has been selected in the Printers dialog box (Windows Control Panel).

To print the document

1.	Switch to Program Manager.

2.	Double-click the Control Panel icon, and then double-click the Printers icon.

3.	Choose the Connect button, connect a printer to your computer, and then choose the OK button

4.	Choose the Close button, and then switch back to Word and try again to print the document.

For information about installing a printer, see Print Setup dialog box.

For information about printing problems, see Printers and Printing.


Word cannot switch applications.

You tried to switch to another Microsoft application by clicking a button on the Microsoft toolbar, but Word cannot find the file (MSTOOLBR.DLL) needed to carry out this command. You must reinstall the Microsoft toolbar.

To install the Microsoft toolbar so that you can switch to other Microsoft applications

1.	Quit Word.

2	Run the Word Setup program.

3.	In the Options box, select the Microsoft Word check box. Word will automatically install the Microsoft toolbar.

4.	Start Word, and then try again to switch to an application by clicking a button for that application on the Microsoft toolbar.

For more information about running the Word Setup program, see Installing or removing individual components of Word.


Word converted the macros in this template so that they are compatible with Word version 6.0. Before saving the template, would
Word converted the macros in this template so that they are compatible with Word version 6.0. Before saving the template, would you like to save a backup copy of the original template called (template name)?

The template you are saving was created with a previous version of Word for Windows. When you opened the template, Word converted the macros so that they will work in Word version 6.0 for Windows. You must confirm that you want to retain a copy of this template in the previous version of Word.

To save a backup copy of the original template without the converted macros

Choose the Yes button.

To continue saving the converted template without making a backup copy

Choose the No button.

To cancel saving the template

Choose the Cancel button.


This document template does not exist.

Word could not find the template attached to the active document.

To attach a different template to the document

1.	Open the document you want to attach a different template to.

2.	From the File menu, choose Templates.

3.	Do one of the following:

In the Document Template box, type the name of the template you want.

To attach a template stored in a different drive or directory, choose the Attach button. Find the location of the template using the Drive and Directory boxes, select a template in the File Name box, and then choose the OK button.

For more information about attaching templates to documents, see Attaching a different template to a document and Attach Template dialog box.

4.	Choose the OK button.

_____________

See also

Document Templates


Word cannot start the grammar checker because ctl3dv2.dll was not found.

You tried to run the grammar checker, but Word could not find the file (CTL3Dv2.DLL) that is needed to carry out this command. You must reinstall the proofing tools that come with Word.

To install the proofing tools so that you can run the grammar checker

1.	Quit Word.

2	Run the Word Setup program.

3.	In the Options box, select the Proofing Tools check box. Word will install the file required to run the grammar checker.

4.	Start Word again, and then try again to run the grammar checker.

For more information about running the Word Setup program, see Installing or removing individual components of Word.


Windows must start the Print Manager before you can print in the background. Would you like to start the Print Manager?

On the Print tab, you selected the Background Printing option, which allows you to continue working in Word while you print a document. Before you can use background printing, you must confirm that you want to start the Windows Print Manager.

To start the Windows Print Manager and use background printing

Choose the Yes button.

To return to the document without selecting the Background Printing option

Choose the No button.


The document name or path is not valid.

You tried to open a file, but you may have typed an incorrect filename or path.

To open an existing file

Do one of the following:

Select a file from the File Name list.

In Word for Windows, type a valid filename with no more than eight characters, a period (.), and no more than three characters in the extension. You cannot use spaces, commas, or colons.

In Word for Windows NT, you can type a longer filename in which you can use most characters, including spaces, periods, and semicolons. If you use spaces or semicolons in a filename, you must enclose the filename in double quotation marks (" ").

Check the path to make sure that you typed it correctly. The name of the drive must be followed by a colon (:), and the name of each directory must be separated by a backslash (\). The filename is the last item in the path. For example, you might type c:\excel\examples\amortize.xls -- the drive name, two directory names, and the filename -- to identify the path to a Microsoft Excel file.


This document cannot be opened in the Organizer dialog box.

In the Organizer dialog box, you tried to open a document that has a read-only status or is a protected document.

To remove read-only status from the document

1.	Quit Word, switch to the Windows File Manager, and then select the document.

2.	From the File menu, choose Properties.

3.	In the Properties dialog box, clear the Read Only check box.

4.	Restart Word, open the document, and then try again to open the document in the Organizer dialog box.

To remove protection from the document

From the Tools menu, choose Unprotect Document.

If the author has protected the document with a password, you must know the password to unprotect the document.

For more information about protecting documents, See Protecting or unprotecting a document for annotations and revision marks.


Word could not retrieve a SQL string from the active data source.

You opened a Microsoft Access database and chose the View SQL button. However, you cannot view any SQL statements because no queries have been created for this database.

To correct this problem

For information about how to create queries in Microsoft Access, see your Microsoft Access documentation.

For more information, see Opening a data source from another application.


Word could not re-establish a DDE connection to (application name) to complete the current task.

You tried to insert a Microsoft Excel or Microsoft Access database, but Word could not connect to the other application by using dynamic data exchange (DDE).

To insert the database

Make sure that the application you are trying to insert the database from is properly installed and that there are no dialog boxes open in that application. Then try again to insert the database.

For more information, see Opening a data source from another application.


Word is opening a Word version 1.x for Windows template. Macros from Word 1.x for Windows cannot be converted and will be lost i
Word is opening a Word version 1.x for Windows template. Macros from Word 1.x for Windows cannot be converted and will be lost if this file is saved in Word 6.0 for Windows format.

You tried to open a Word version 1.x for Windows template that contains macros. Because Word version 6.0 cannot convert Word version 1.x for Windows  macros, the macros will be lost if you continue.

To convert the macros

1.	Open and save the Word version 1.x for Windows file in Word version 2.0 for Windows.

The macros will be saved in version 2.0 format.

2.	Open the file in Word version 6.0 for Windows. The macros will be converted to Word version 6.0 for Windows format.


The picture contains embedded PostScript information. Converting it to Word drawing objects will discard any data not seen in th
The picture contains embedded PostScript information. Converting it to Word drawing objects will discard any data not seen in the visible metafile. Do you want to proceed anyway?

You inserted an Encapsulated PostScript [EPS} picture in Word, and then you double-clicked the picture to edit it in Word.

EPS commands communicate with the printer to tell it how to print the pictures. The commands sometimes contain data that tells Word how to display the picture on the screen. If you convert the picture to a Word drawing object, the PostScript commands embedded in the picture will be deleted, and the picture will no longer be printed properly on a PostScript printer.

To edit the picture

Do one of the following:

If you see a picture that has an acceptable display, choose the Yes button and edit the picture in Word. Some of the details in the original picture may be lost when you convert it to a Word drawing object.

If you only see text stating that this is a PostScript picture, do not edit the picture in Word. If you do edit the picture in Word, you won't see a picture; instead, you'll see a text object with the text shown.

Choose the No button, and edit the picture in the program in which it was created. Then try again to insert the picture into Word.


Word cannot start the Quick Preview.

You tried to view the Quick Preview for Word version 6.0, which provides demos of new and updated Word features. The files are not installed or are installed incorrectly.

To install the Quick Preview files

See Installing or removing individual components of Word.


Word cannot sort these numbers because it does not recognize the list separator, number format, or currency format settings used
Word cannot sort these numbers because it does not recognize the list separator, number format, or currency format settings used in Windows. To see the current settings, double-click the International icon in the Windows Control Panel.

Word cannot sort these numbers because it does not recognize settings in the Control Panel. For example, if you have set both the 1000 Separator and the Decimal Separator to be a comma (,) and try to sort a list of numbers that contains commas, Word cannot sort the numbers.

To correct this problem

Double-click the International icon in the Windows Control Panel, change the settings affecting the sort, and then try again to sort the numbers.

For more information about list separators, number formats, and currency formats, see your Windows documentation on the Control Panel.


Word cannot save changes to the global template because it was opened with read-only access. Do you want to save the changes in
Word cannot save changes to the global template because it was opened with read-only access. Do you want to save the changes in a template with a different name?

You tried to save changes to the global template, NORMAL.DOT, but it was opened as a read-only document. Word cannot save changes to a read-only document, but it can save the template with the changes in a document or template with a different name.

To save the template without any changes

Choose the No button.

To save the changes in a new template

Choose the Yes button. In the File Name box, type a different name for the template, and then choose the OK button.


Word cannot save the global template because it is being used by another user. Do you want to save it to a different name?

You tried to save changes to the global template, NORMAL.DOT, but it is being used by another user. You can save the changes to the template by saving the template with a different name.To save the template without any changes

Choose the No button.

To save the changes in a new template

Choose the Yes button. In the File Name box, type a different name for the template, and then choose the OK button.


The global template, NORMAL.DOT, is already open as an add-in program.

You tried to load the global template, NORMAL.DOT, as an add-in. Word does not allow this action.

For more information about add-ins, see Loading add-in programs.


The password contains accented characters or punctuation marks that will not transfer correctly to Microsoft Word for the Macint
The password contains accented characters or punctuation marks that will not transfer correctly to Microsoft Word for the Macintosh.

The password you typed contains characters that cannot be interpreted by Microsoft Word for the Macintosh. The password should not contain accented characters or punctuation marks not used in English.

To accept the password you typed

Choose the OK button. Type the password again in the Confirm Password dialog box.

To type a new password

Choose the Cancel button, and then type a different password.


Word could not load this add-in program.

You tried to open an add-in program, but Word could not load it.

To load the add-in program

Do one or more of the following:

Make sure that you have typed the correct name and location of the add-in.

Free up memory.

Make sure that the file is a valid add-in file, with either a *.DOT or *.WLL file extension.For information about loading an add-in program, see Loading add-in programs.


An Open Database Connectivity error has occurred.

There is an Open Database Connectivity (ODBC) error. The text of this error message depends on the type of problem that has occurred.

For help on ODBC errors, see the Help files that come with the ODBC drivers. The Help files for ODBC drivers, located in the SYSTEM subdirectory of your Windows directory, begin with the letters "DRV" and end with the .HLP filename extension -- for example, DRVFOX.HLP and DRVACCSS.HLP.


Word cannot sort Microsoft Access queries. You must sort the query in Microsoft Access.

In a Word macro, you tried to sort Microsoft Access queries. Word does not allow this action.

To sort Microsoft Access queries

Sort the queries in Microsoft Access.


These query options are too complex for Microsoft Access version 1.0. Please upgrade to a later version of Microsoft Access to p
These query options are too complex for Microsoft Access version 1.0. Please upgrade to a later version of Microsoft Access to perform these query options.

You generated an SQL string that is longer than 255 characters. Microsoft Query version 1.0 supports only strings of 255 characters or fewer.

To generate a valid SQL string

Do one of the following:

Reduce the complexity of the query options so that the SQL string is 255 characters or fewer.

Upgrade to a later version of Microsoft Access. There is no limit on the SQL string length in Microsoft Access versions later than 1.0.


Word cannot open the Word help file because WRDHLP32.DLL was not found.

Word cannot locate the file needed to run the Help files.

To install the Word Help files

See Installing or removing individual components of Word.


Word is still active. Save your document and close Word before exiting Windows.

You tried to quit Windows, but an embedded object is still open in Word. You must close the object before you can quit Windows.

To quit Word

Choose the OK button. Switch to Word, close all open embedded objects, and then quit Word. Return to Windows, and then try again to quit Windows.


Message index

!Call Microsoft Customer Support.

!Error at

!Exponent Not an Integer

!Formula Too Complex.

!Illegal Index Combination

!Index Too Large

!Invalid Character Setting

!Is Not In Table

!Missing Operator

!Mixed Relative/Absolute Cell References

!Number Too Large

!Number Too Large To Format

!Number Too Small

!Out of Memory

!Syntax Error

!Table Index Cannot be Zero

!The Formula Not In Table

!Undefined Bookmark

!Unexpected End of Formula

!Zero Divide

###

(Character) is not a valid special character for the Find What box.

(Character) is not a valid special character for the Find What box or is not supported when the Use Pattern Matching checkbox is selected

(Character) is not a valid special character for the Replace With box.

(Data source name) is being referenced by a mail merge main document. Do you want to save (filename)?

(Document name) should be opened as read-only unless changes to it need to be saved. Open as read-only?

(Document name) was being edited by another Word session. If you save this document with the original name, you will overwrite any changes made in the other session. Do you want to save the document using the original name anyway?

(Filename) does not exist

(Filename) is a mail merge main document. Word cannot find its (data source name).

(Filename) is being used by (user name). Do you want to make a copy?

(Filename) should normally be opened read-only. Do you wish to continue and save your changes to it?

(Grammar DLL) is an incorrect version of the (version number) DLL.

(Key name) is currently assigned as the first key in one or more two-key command assignments. Reassigning this key will remove all of those assignments. Are you sure you want to continue?

(Macro name) macro conversion failed.

(Main document name) is a mail merge main document that is attached to a data source (data source name) that has not been saved. Do you want to save (data source name)?

(Name) is not a valid macro or command name.

(Proofing DLL) is not a valid (proofing tool) dll.

(Style name) is not a style name.

(Style name) refers to more than one style.

- A -

A built in style cannot be renamed.

A DATA field does not contain a data filename.

A DATA field must be the first field in the main document.

A demonstration is not available for the WordPerfect command just entered.

A directory of the proposed name already exists.

A file error has occurred.

A file of the proposed name already exists.

A grammar checker error occurred. Word is ending the current session.

A hyphenation error occurred. Word is ending the current session.

A proofing tool menu item is automatically added when Word detects that the tool has been installed. This item cannot be removed from the menu.

A spelling checker error occurred. Word is ending the current session.

A thesaurus error occurred. Word is ending the current session.

A valid date format is required.

A valid date or time is required.

A valid number format is required.

A valid number is required.

After several attempts, Word was unable to shrink the document by one page.

Ambiguous mail address. There are two or more people whose mail addresses match the one specified.

Ambiguous recipient name found in the recipient list. Use a valid name and try again.

An AutoCorrect entry for (entry name) already exists. Do you want to redefine it?

An Open Database Connectivity error has occurred.

An unlocked subdocument already exists in another master document.

Another window cannot be opened until one is closed.

Are you sure you want to break the selected links?

Are you sure you want to delete the field (name) along with all of the data it contains?

Are you sure you want to delete this menu? This action will remove all menu items assigned to this menu.

Are you sure you want to replace the current selection?

Are you sure you want to reset the key assignments? This action will remove all keys currently assigned to macros and styles in (template name).

Are you sure you want to reset the menu assignments? This action will remove all menu changes in (template name).

At least one subdocument or the master document is locked. No changes were made to any locked parts of this master document.

AutoCorrect cannot replace text which contains a space character. Please remove the space, or replace it with something else.

Automatic Save is postponed for (filename).

- B -

Bookmark (bookmark name) exists in both the document being added (filename) and the master document. Would you like to rename the bookmark in the subdocument?

Bookmark not defined!

By restoring (filename) to a normal Word document, the text of the document will not change. However, (data source name) will no longer be a mail merge main document. Do you want to continue?

- C -

Cannot delete the current working directory.

Changes have been made that affect the global template, (template name). Do you want to save those changes?

Check the floppy drive to make sure the door is closed and it contains the correct disk.

Column widths cannot be less than (measurement).

Country code not valid!

- D -

DisplayText cannot span more than one line!

Do you also want to save changes to the document template?

Do you want to accept all revisions in (filename)?

Do you want to add the misspelled word and its correction to the AutoCorrect list so that it can be automatically corrected as you type?

Do you want to automatically link the document to applications outside Word for (application)?

Do you want to change the default (item) to (item)? This change will affect all new documents based on the (template name) template.

Do you want to change the default compatibility options? This change will affect all new documents based on the (template name) template.

Do you want to change the default settings for page setup? This change will affect all new documents based on the (template name) template.

Do you want to delete (filename)?

Do you want to delete (saved search name)?

Do you want to delete macro (macro name)?

Do you want to delete style (style name)?

Do you want to delete this header/footer and connect to the header/footer in the previous section?

Do you want to have Word reopen (filename) every time Word needs to open your data source?

Do you want to keep the changes to the macro (macro name)?

Do you want to redefine the AutoText entry?

Do you want to reject all revisions in (filename)?

Do you want to remove references to the data and/or header source file from (filename)? If you continue, (filename) will become a normal Word document and will no longer be a mail merge main document.

Do you want to remove the bullets as well?

Do you want to remove the numbers as well?

Do you want to replace the destination files with files of the same names?

Do you want to replace the existing (document name)?

Do you want to replace the existing bullets with numbers?

Do you want to replace the existing macro?

Do you want to replace the existing numbers with bullets?

Do you want to replace the existing saved search (saved search name)?

Do you want to replace the selected category of the table of authorities?

Do you want to replace the selected index?

Do you want to replace the selected table of contents?

Do you want to replace the selected table of figures?

Do you want to revert to the saved '(document name)'?

Do you want to save changes to (filename)?

Do you want to save changes to the master document (filename)?

Do you want to save changes to the subdocument (filename)?

Do you want to save changes to the subdocuments?

Do you want to save the changes to the form field (form field) ?

Do you want to save the new return address as the default return address?

Do you want to save the recorded macro?

Do you want to update (filename)?

Do you want to update the embedded objects in (filename) before saving it?

Do you want Word to convert text in (filename) enclosed by chevrons to mail merge fields?

Do you wish to delete the (item) (name)?

Do you wish to delete the (toolbar name) toolbar?

Do you wish to overwrite the existing (item) entry (name)?

Dropdown list form fields must have at least one item in their list.

- E -

Error!

Error! AutoText entry not defined.

Error! Bookmark doesn't contain a footnote or endnote mark.

Error! Bookmark not defined.

Error! Cannot insert return character.

Error! Cannot open data source

Error! Cannot open file referenced on page.

Error! Cannot open file.

Error! Cannot read or display file.

Error! Cannot repaginate; no printer installed.

Error! Category number not found

Error! Digit expected.

Error! Disk Full. Free some disk space and recalculate this field.

Error! Filename not specified.

Error! Include may not refer to itself.

Error! Index not allowed in footnote, endnote, header, footer, or annotation.

Error! Macro not defined

Error! MergeField was not found in header record of data source

Error! Missing comparison.

Error! Missing second part of test condition.

Error! Missing test condition.

Error! No application specified.

Error! No AutoText entry specified.

Error! No bookmark name given.

Error! No filename specified in document reference on page.

Error! No heading paragraphs found.

Error! No index entries found.

Error! No link item specified.

Error! No sequence specified.

Error! No style name given.

Error! No table of authorities entries found

Error! No table of contents entries found.

Error! No table of figures entries found

Error! No text of specified style in document.

Error! No topic specified.

Error! Not a valid bookmark in entry on page (nn).

Error! Not a valid bookmark self-reference.

Error! Not a valid document self-reference on page (nn).

Error! Not a valid embedded object.

Error! Not a valid filename.

Error! Not a valid heading level in TOC entry on page ( ).

Error! Not a valid heading level range.

Error! Not a valid Hex digit.

Error! Not a valid link.

Error! Not a valid range of characters.

Error! Not a valid result for table.

Error! Number cannot be represented in specified format.

Error! Objects cannot be created from editing field codes.

Error! Paragraph doesn't contain number formatting

Error! Picture string contains unmatched quotes.

Error! Picture switch must be first formatting switch.

Error! Reference source not found

Error! Style not defined.

Error! Switch argument not specified.

Error! Table not allowed in footnote, endnote, header, footer, or annotation.

Error! Too many picture switches defined.

Error! Trailing portion of string too long for wildcard match.

Error! Unknown character in picture string.

Error! Unknown Clipboard format.

Error! Unknown info keyword.

Error! Unknown op code for conditional.

Error! Unknown switch argument.

- F -

Fields are nested too deeply.

FIM Argument not valid!

Freeing up memory

- G -

General mail failure. Close Microsoft Word, restart the mail system, and try again.

Graphics files can be inserted using the Picture option from the Insert menu.

- H -

Horizontal and vertical pitch must be greater than or equal to the label width and height, respectively.

- I -

If the mail merge data/header source (filename) no longer exists, choose Remove Data/Header Source to remove its association with (filename) or choose Remove All Merge Info to make (filename) a normal Word document.

If you choose to edit the data source, Word will break the link to (filename). In breaking the link your mail merge data source will no longer be automatically updated when you make changes to (filename) in the future.

Increasing left margin causes first column to become too narrow in some sections having unevenly spaced columns.

Increasing right margin causes last column to become too narrow in some sections having unevenly spaced columns.

It will not be possible to send PRINT field data to the printer with the currently installed printer driver. Do you want to continue printing?

- J -

- K -

- L -

Label width and height must be positive values.

Line spacing must be at least (measurement).

- M -

Main Document Only.

Make a selection first.

Make the list separator and the decimal separator different before calculating.

Microsoft Mail Local Fax is not installed on your system.

- N -

No bookmark name!

No changes may be made to locked parts of a master document.

No citation was found.

No citations were marked.

No font substitution is necessary. All fonts used in this document are available.

No Help information is available for this message.

No index entries were marked.

No mail merge errors have been found in (filename).

No text or formatting is in the Find box.

No zip code!

- O -

One or more columns or column spaces with zero width were found and removed.

One or more margins are set outside the printable area of the page. Choose the Fix button to increase the appropriate margins.

One or more rows are too wide for this operation.

One or more rows are too wide to split.

- P -

Plain text entries cannot exceed 255 characters. Therefore, this entry has been shortened. Do you want to define the entry anyway?

Please provide a user name.

- Q -

- R -

Record (number) contained too few field delimiters (number).

Record (number) contained too many field delimiters (number).

Recording Clipboard style sheet will require copying many styles. Do you want to use Normal style instead?

Records with an incorrect number of fields will be skipped.

- S -

Select a concordance file

Settings you chose for the left and right margins, column spacing, or paragraph indents are too large for the page width in some sections.

Start At must be between (number) and (number) for this format.

Style '(style name)' exists in both the subdocument you are adding (filename) and the master document. Would you like to rename the style in the subdocument?

Subdocument (filename) has a different template than its master document. The master document template will be used.

Subdocument (filename) is open and has not yet been saved. This subdocument will not be included in the master document (filename) if you close the master document now. Do you want to close the master document anyway?

Subdocument (name) cannot be inserted because it is the current master document or because it contains the current master document as a subdocument.

- T -

Text formatted with (no proofing) was skipped.

That toolbar already exists in the specified context. Please choose a different name.

The (item) does not exist.

The action cannot be completed because (server application) is busy.

The active document is not a valid mail merge main document.

The add-in template is not valid.

The AutoText name already exists.

The AutoText name is not valid.

The Based On style name does not exist or is of incorrect type.

The bookmark name is not valid.

The built in (item name) cannot be deleted.

The built-in styles Normal and Default Paragraph Font cannot be based on any style.

The Change To box contains a word that is not found in the main or custom dictionaries. Do you want to use this word and continue checking?

The command name must have an extension.

The current drive is not valid. A network connection may have been lost, the floppy drive door may be open, or the floppy drive may contain the wrong disk. Choose the Yes button to retry.

The current printer is connected to the (port name) port. This port is not present on the computer. Do you wish to attempt to print anyway?

The current selection does not contain a valid table or list.

The custom dictionary (filename) is not available to be updated. Some additions to it may be lost.

The custom dictionary (filename) is not available.

The custom dictionary (filename) is too large. Try dividing it in half.

The custom dictionary is full. The word was not added.

The data source you just created contains no data records. You can either add new records to your data source by choosing the Edit Data Source button or lay out your main document by choosing the Set Up Main Document button.

The data source you just created contains no data records. You can add new records to your data source by choosing the Edit Data Source button, or add merge fields to your main document by choosing the Edit Main Document button.

The date range is not valid.

The default directory for this item cannot be on a floppy drive. Please choose a directory on a hard drive.

The default menu for this command does not exist. Use the Customize command to add this command to a menu.

The destination document did not accept the update.

The dictionary name or path is not valid.

The dimensions after cropping are too small or too large.

The dimensions after resizing are too small or too large.

The directory is not valid.

The directory name is not valid.

The disk drive is not valid.

The disk is full or too many files are open.

The disk is full trying to write to (filename). Free some space on this drive or save the document on a different disk.

The disk is full.

The disk search failed. Word has restored the previous search path.

The document cannot be locked.

The document contains a character set that is not supported by this version of Word.

The document does not have a routing slip. Add a routing slip and try again.

The document is locked and cannot be opened.

The document is too large for Word to handle.

The document is too large to save. Delete some text before saving.

The document name or path is not valid.

The document name or path is not valid.

The document template is not valid.

The end of a row cannot be deleted.

The entry is empty.

The field delimiter cannot be the same as the record delimiter.

The file (filename) is a Word for the Macintosh (version number) document. Do you want to overwrite it with the Word for Windows version 6.0 format?

The file (filename) is a Word version (number).0 for Windows document. Do you want to overwrite it with Word version 6.0 for Windows format?

The file (filename) is not available.

The file cannot be opened with write privileges.

The file is too large to save. Delete some text and try again.

The file viewer could not be initialized.

The filename is too long. (filename).

The Find What text contains a Pattern Match expression which is not valid.

The Find What text contains a range that is not valid.

The Find What text for a Sounds Like search can only contain non-accented alphabetic letters.

The font '(font name)' is not available on your system. Do you want to use it anyway?

The formatting in this document is too complex. Please full save the document now.

The formula is empty.

The global template, NORMAL.DOT, is already open as an add-in program.

The grammar checker is in use.

The graphics file is too large to be converted.

The graphics filter was unable to convert this file.

The graphics resolution of the currently selected printer is too high for Word to handle. Please select a different printer or a lower graphics resolution using the Print command.

The indent size is too large.

The item name (name) of link (name) cannot be found.

The key name is not valid.

The link does not exist.

The linked document in (document name) is unavailable.

The list of filenames is too long. Word cannot open this many files at one time.

The list of paths is full.

The macro (macro name) cannot be renamed or deleted because it is currently open for editing or recording.

The macro (macro name) in the template (template name) is too big and will be truncated. To completely convert the macro, edit it in Word for Windows 1.x and split it into two or more macros.

The macro currently being recorded is being saved to (filename). Are you sure you want to close this file?

The MACRO field macro (macro name) is not available.

The macro name already exists.

The macro name is not valid.

The mail system has its own routing support

The main document has a header source attached to it, but it does not have a data source attached. You may either continue the merge by choosing OK, or cancel the merge and attach a data source.

The margins of section (section number) are set outside the printable area of the page. Do you want to continue?

The margins of section (section number) are set outside the printable area of the page.

The margins of sections (section numbers) are set outside the printable area of the page. Do you want to continue printing?

The margins of sections (section numbers) are set outside the printable area of the page.

The margins, label size, and number across or down values produce a page that is larger than the label page size.

The master document (filename) must have a name before Word can begin to save it automatically. Do you want to name it now? If you do not name it now, Word will not try to save it automatically at regular intervals for the rest of this session.

The master document needs to be saved. Please save it now and try the operation again.

The maximum length value must be equal to or greater than the length of the default text, (number) characters.

The maximum number of fields allowed is 31.

The measurement must be between (minimum number) and (maximum number).

The merged documents contain unmarked revisions. Do you want to merge up to the first unmarked revision?

The name you have chosen is already used for a built-in toolbar. Please choose a different name.

The name you typed is not a valid AutoText entry. Use the AutoText button on the Standard toolbar to define AutoText entries that can be inserted as a long piece of text or a graphic.

The network drive cannot be accessed without a password.

The network drive cannot be connected because there are no free drive letters.

The network password is not valid.

The network path is not valid.

The new document already has revision marks. Word may ignore some existing revisions. Compare anyway?

The new menu name cannot be the same as an existing menu name.

The new toolbar must have a name.

The Next style name does not exist or is of incorrect type.

The number in the Format box is not valid.

The number in the Position box must be positive.

The number in the Start At box is not valid.

The number must be between (number) and (number).

The number must be between (number) and (number).

The numbers in the Start At and Format boxes are not valid.

The object (object name) is locked for editing.

The operation cannot be completed because a master document cannot contain more than 9 levels of subdocuments.

The operation cannot be completed because the master document or subdocument contains an open embedded object. You must update and close these objects before you can continue.

The operation cannot be completed because the subdocument has a different type of protection from the master document. Make the protection the same for the master document and the subdocuments.

The operation cannot be completed because the subdocument is open in another window.

The operation is cancelled.

The organizer could not delete the (item).

The organizer was unable to copy the (item name) (style name, AutoText entry name, toolbar name, macro name).

The organizer was unable to rename the (item name) (style name, AutoText entry name, toolbar name, macro name).

The original document already has revision marks. Word may not detect some existing revisions. Compare anyway?

The original file may be damaged due to a serious disk error. Save it with a new filename.

The page height for some sections is greater than the maximum allowable page height.

The paper size of section (section number) is different from the printer page size. The paper size options you select in the Page Setup dialog box (File menu) and the Printers dialog box (Control Panel) must match. Do you want to continue printing?

The paper size of section (section number) is different from the printer page size. The paper size options you select in the Page Setup dialog box (File menu) and the Printers dialog box (Control Panel) must match.

The paper size of sections (section numbers) are different from the printer paper size. The paper size options you select in the Page Setup dialog box (File menu) and the Printers dialog box (Control Panel) must match. Do you want to continue printing?

The paper size of sections (section numbers) are different from the printer paper size. The paper size options you select in the Page Setup dialog box (File menu) and the Printers dialog box (Control Panel) must match.

The paragraph is too wide.

The password confirmation does not match.

The password contains accented characters or punctuation marks that will not transfer correctly to Microsoft Word for the Macintosh.

The password is incorrect.

The password is incorrect. Word cannot open the document.

The password is incorrect. Word cannot overwrite the document.

The password is too long.

The Paste command failed because the copy and paste areas are different shapes.

The path cannot contain any periods as path elements.

The path is not valid.

The picture contains embedded PostScript information. Converting it to Word drawing objects will discard any data not seen in the visible metafile. Do you want to proceed anyway?

The recorded macro was too long and has been truncated.

The remote data (name) is not accessible. Do you want to start the application (application name)?

The Replace Text As You Type option in the AutoCorrect dialog box is turned off. Do you want to turn it on now?

The Replace With text contains a group number which is out of range.

The requested envelope size is not valid.

The requested record is beyond the end of the mail merge data source.

The requested reference is empty.

The row or column value is too large or small for this sheet of labels.

The search item was not found.

The selected drawing objects will not fit in a single group.

The selection contains characters that cannot be edited using the edit text window.

The selection does not consist of heading levels.

The selection is marked as deleted text.

The server application, source file, or item cannot be found. Make sure the application is properly installed, and that it has not been deleted, moved, or renamed.

The setting could not be created.

The setting does not exist or cannot be deleted.

The specified data type is unavailable.

The spelling checker is in use.

The SQL string associated with the mail merge data source (filename) is too complex for Word to parse. Do you want to edit the SQL string directly?

The style (style name) refers to more than one style in the destination document.

The style name contains a character that is not valid.

The style name is too long. The maximum number of characters allowed is 253.

The style sheet is full. The style of some paragraphs may become Normal.

The style sheet is full. Word cannot define the new style.

The style you want to create is based on too many styles.

The subdocument (filename) is missing. Do you want to open the master document without the subdocument?

The template cannot be customized because it is locked for editing.

The thesaurus is in use.

The top/bottom margins are too large for the page height in some sections.

The Undo command will reverse changes in the main document only. Do you want to continue?

The Update Source command cannot be used to update a master document.

The value is out of range.

The window is too small.

The Word work file and memory are nearly full. Save your work.

There are fewer fields in data record (record name) than there are field names in the header record. Do you want to continue with the mail merge?

There are more fields in data record (record name) than there are field names in the header record. Do you want to continue with the mail merge?

There are not enough system resources to complete the operation.

There are too many characters in the form field.

There are too many characters in the selection for the edit text window.

There are too many edits in the document. This operation will be incomplete. Save your work.

There are too many open files.

There are too many tab stops set in this paragraph.

There are too many tab stops to clear at one time.

There has been a network or file permission error. The network connection may be lost.

There is a printer error.

There is a serious disk error on file (filename).

There is a syntax error in a field condition.

There is an unrecoverable disk error on file (filename).

There is insufficient memory, and Word cannot perform the replace operation.

There is insufficient memory. Close an application.

There is insufficient memory. Close extra windows and save your work.

There is insufficient memory. Close extra windows and try again.

There is insufficient memory. Save the document now.

There is insufficient memory. The fonts in the copied text may be incorrect.

There is insufficient memory. The list may be incomplete.

There is insufficient memory. Word cannot display the requested font.

There is insufficient memory. Word is closing the saved document.

There is no chapter number to include in the caption or page number. To apply chapter numbers use the Heading Numbering command on the Format menu.

There is no custom dictionary (filename). Do you want to create it now?

There is no header layer for this page. All available layers will be displayed.

There is no picture available at the specified location.

There is not enough memory for such a large Clipboard.

There is not enough memory to compile the index.

There is not enough memory to complete the operation.

There is not enough memory to complete the operation.

There is not enough memory to convert the macros in this file.

There is not enough memory to create the hand annotation.

There is not enough memory to define the AutoText entry.

There is not enough memory to display or print the picture.

There is not enough memory to display the Mail Merge toolbar.

There is not enough memory to display the menus. Save all changes and close Word.

There is not enough memory to display the outline.

There is not enough memory to display the ruler.

There is not enough memory to edit a macro.

There is not enough memory to hyphenate the document.

There is not enough memory to make the indicated changes to the menu.

There is not enough memory to merge the styles.

There is not enough memory to record the command.

There is not enough memory to repaginate or print this document.

There is not enough memory to run Help for WordPerfect Users.

There is not enough memory to run the application.

There is not enough memory to run the DDE application.

There is not enough memory to run the grammar checker.

There is not enough memory to run the spelling checker.

There is not enough memory to run the thesaurus.

There is not enough memory to run this converter.

There is not enough memory to save the entire Ignore All list.

There is not enough memory to sort.

There is not enough memory to update the display.

There must be at least one column defined.

These query options are too complex for Microsoft Access version 1.0. Please upgrade to a later version of Microsoft Access to perform these query options.

This action requires that you be in page layout view. Do you want to switch to page layout view now?

This action will not be marked as a revision. Do you want to continue?

This action will not change the default page number format. To change the default page number format for this section, use Insert Page Number and choose the Format button.

This AutoCorrect entry does not exist.

This bookmark does not exist.

This caption label is not valid.

This command is available only from a macro.

This command is unavailable because the form field was not inserted with the Forms toolbar or by using the Insert Form Field dialog box.

This command supports only table and paragraph-delimited lists.

This document cannot be edited because it contains an embedded font.

This document cannot be opened in the Organizer dialog box.

This document contains formatting that cannot be saved in text format. Do you want to save changes to (document name)?

This document could not be registered.

This document has a routing slip.

This document has a routing slip. Do you want to route now to (recipient)?

This document has too many styles. Word discarded some styles.

This document is part of an open master document and cannot be reopened as a read-only document. Do you want to open it as a read-write document?

This document template does not exist.

This document was routed by you. Do you wish to merge any changes into the original version?

This entry is not valid for sorting. Please type or select another entry from the list.

This exceeds the maximum number of columns.

This exceeds the maximum width.

This file could not be found.

This file is empty or does not contain a graphic image.

This file is in use by another application or user.

This file is read-only.

This file was not recognized by the specified graphics filter.

This filename is not valid or it contains a path.

This font style name does not exist.

This graphics file may be damaged and cannot be converted.

This is not a valid action for annotations.

This is not a valid action for endnotes.

This is not a valid action for footnotes.

This is not a valid action for the end of a row.

This is not a valid date.

This is not a valid filename.

This is not a valid filename.

This is not a valid hyphenation zone measurement.

This is not a valid measurement.

This is not a valid number.

This is not a valid print range.

This is not a valid selection.

This is not a valid style name.

This is not a valid tab stop.

This macro is too big for Word to run. Split it into two or more macros.

This macro line is too long.

This mail merge main document is not empty. Continuing will replace all text in this document with new text.

This menu item is automatically added by Word and cannot be removed from the menu.

This operation will allow you to edit the custom dictionary as a Word document. Do you want to continue?

This operation will delete the current list of ignored words. Do you want to continue?

This operation will require copying many styles. Do you want to use Normal style instead?

This page contains too many drawing objects to update the display.

This save format is not valid.

This search expression is not valid.

This search list is not valid.

This style has a circular Based On list.

This style name already exists or is reserved for a built-in style.

This style name does not exist.

This tab stop is too large.

This task is taking longer than expected. Do you want to continue waiting?

This toolbar name already exists.

This toolbar name is not valid.

This version of the spelling checker does not understand the language formatting of custom dictionary (dictionary name).

To continue setting up this mail merge, you must save the current (filename) file. If you do not save the (filename) file now, you will lose all of the work done in the Mail Merge Helper dialog box. Do you want to save the (filename) file?

To create the (item), you can use the active document window (filename) or a new document window.

Too many DDE channels are open. Please close a window.

Too many files are open. Please close a window.

Too many mail sessions. Log off other mail sessions and try again.

Too many Word documents are open. Please close a window.

Typing over a note reference mark will delete it and the corresponding footnote or endnote text. Do you want to delete the note or change the options for how the marker is displayed?

- U -

Unable to add because AutoCorrect entries are limited to 31 characters in length.

Unable to add entry to AutoCorrect because there is insufficient memory.

Unknown mail address.

- V -

- W -

Windows cannot print due to a problem with the current printer setup.

Windows must start the Print Manager before you can print in the background. Would you like to start the Print Manager?

Windows needs more disk space to print this document.

Word automatically saved changes to the normal document template. Do you want to load it?

Word cannot add the entry because AutoCorrect entries cannot be blank.

Word cannot attach a document to a protected template.

Word cannot change printers. No printers are installed.

Word cannot change the function of the specified key.

Word cannot complete the save due to a file permission error.

Word cannot convert graphics files because no printer has been selected in File Print.

Word cannot copy a file to (filename) because it is already open.

Word cannot copy a file to itself. (filename).

Word cannot copy style (style name) because it matches a style of a different type.

Word cannot create a subdocument within a field code or result.

Word cannot create a subdocument within a frame.

Word cannot create a subdocument within a table.

Word cannot create a work file.

Word cannot create the (filename) file because no field names were specified.

Word cannot create the custom dictionary (filename).

Word cannot create the mail merge document.

Word cannot create the specified destination file.

Word cannot delete the file. (Filename) is (status).

Word cannot delete the old backup file because it is read-only or another user has it open.

Word cannot display Macintosh pictures without a graphics filter.

Word cannot display this picture format.

Word cannot edit the (object name).

Word cannot find or run the application.

Word cannot find or run the Print Manager.

Word cannot find the (proofing tool) (filename) for (language name).

Word cannot find the (proofing tool) (tool name).

Word cannot find the designated menu.

Word cannot find the designated menu item.

Word cannot find the file WORDCBT.CBT.

Word cannot find the requested bookmark.

Word cannot give a document the same name as an open document.

Word cannot insert a database that has no field names selected.

Word cannot insert a file into itself.

Word cannot insert a section break here.

Word cannot load the Button Editor, COMMTB.DLL.

Word cannot locate the hyphenator file.

Word cannot locate the server application for (filename) objects. Install the server application with the Setup program.

Word cannot make the current document into both a mail merge main document and a data document.

Word cannot make the requested network connection.

Word cannot merge documents that can be distributed by mail or fax without a valid mail address. Choose the Setup button to select a mail address data field.

Word cannot merge the style sheet from the active template.

Word cannot move footnote, endnote, or annotation references to the selected destination.

Word cannot move text containing a section break to the selected destination.

Word cannot obtain data from (application name) for (field name).

Word cannot obtain the data for the (link name) link.

Word cannot open (document name) as a data or header source because it is a mail merge main document.

Word cannot open (document name) because it was created with an unrecognized version of Word. Do you want to open this document as plain text?

Word cannot open (filename) as a data or header source because it contains no data.

Word cannot open (filename) as a header file because it cannot be converted to a Word file format.

Word cannot open a window for the result. Close some open windows and try again.

Word cannot open custom dictionary (filename).

Word cannot open the (proofing tool) (filename) for (language name).

Word cannot open the document.

Word cannot open the existing (template name).

Word cannot open the graphics file.

Word cannot open the Word help file because WRDHLP32.DLL was not found.

Word cannot open this document template.

Word cannot open this file because it is being updated by another process.

Word cannot paste text containing a section break.

Word cannot print because there is no default printer selected. Please select a printer.

Word cannot print. There is no printer installed.

Word cannot read (filename).

Word cannot read the formatting in this document.

Word cannot read the header or footer in this document. Save the document in Rich Text Format, close it, and then reopen it.

Word cannot read the next record from the data source because the data source has a mismatched double quotation mark.

Word cannot read this file. Graphics filters must be installed in the WIN.INI file.

Word cannot recognize this language.

Word cannot rename a file to another drive.

Word cannot rename or delete a macro that is open for editing.

Word cannot rename the file.

Word cannot replace footnote, endnote, or annotation references.

Word cannot replace the found item with text containing a break.

Word cannot run a macro until it has finished routing this document.

Word cannot save a document as form data only with the same name as an open document.

Word cannot save changes to the global template because it was opened with read-only access. Do you want to save the changes in a template with a different name?

Word cannot save master document (filename) because it has too many subdocuments. Do you want Word to move some of these subdocuments into the master document?

Word cannot save or create this file. Make sure the disk is not write protected

Word cannot save the document while the backup file is open. Clear the backup option or save the document with a new name.

Word cannot save the global template because it is being used by another user. Do you want to save it to a different name?

Word cannot save the mail file.

Word cannot save this file because it is already open elsewhere.

Word cannot save (type of file) files. The converter for this format can only open files.

Word cannot search for paragraph marks in master document view.

Word cannot search for paragraph marks in Outline View.

Word cannot sort fields in the selection.

Word cannot sort Microsoft Access queries. You must sort the query in Microsoft Access.

Word cannot sort these numbers because it does not recognize the list separator, number format, or currency format settings used in Windows. To see the current settings, double-click the International icon in the Windows Control Panel.

Word cannot sort this table or selection because all of its rows are table headings.

Word cannot start Help for WordPerfect Users.

Word cannot start the converter (filename).

Word cannot start the file converter (converter name) because it is being used by another Word session.

Word cannot start the grammar checker.

Word cannot start the grammar checker because ctl3dv2.dll was not found.

Word cannot start the graphics filter.

Word cannot start the Quick Preview.

Word cannot start the spelling checker.

Word cannot start the thesaurus.

Word cannot switch applications.

Word cannot undo this action because a subdocument or master document is locked.

Word cannot undo this action. Do you want to continue?

Word cannot update fields in this selection.

Word cannot update the index.

Word cannot use the AUTOSAVE-PATH specified in the WINWORD6.INI file because it is not valid.

Word cannot use the DOC-PATH specified in the WINWORD6.INI file because it is not valid.

Word cannot use the DOT-PATH specified in the WINWORD6.INI file because it is not valid.

Word cannot use the INI-PATH specified in the WINWORD6.INI file because it is not valid.

Word cannot use the PIC-PATH specified in the WINWORD6.INI file because it is not valid.

Word cannot use the TOOLS-PATH specified in the WINWORD6.INI file because it is not valid.

Word cannot write to file (filename).

Word cannot write to the WIN.INI file.

Word converted the macros in the global template so that they are compatible with Word version 6.0. Changes have been made that affect the global template, (template name). Do you want to save those changes, which include the macro conversions?

Word converted the macros in this template so that they are compatible with Word version 6.0. Before saving the template, would you like to save a backup copy of the original template called (template name)?

Word could not create the work file. Check the temp environment variable.

Word could not determine the destination.

Word could not finish merging these documents or inserting this database.

Word could not insert the results because your query generated an empty result.

Word could not load this add-in program.

Word could not locate or start (application).

Word could not merge the main document with the data source because the data records were empty or no data records matched your query options.

Word could not merge these documents or insert this database.

Word could not open (filename) as a data or header source because it is the active mail merge main document.

Word could not open (filename) because it didn't contain a valid database

Word could not parse your query options into a valid SQL string.

Word could not re-establish a DDE connection to (application name) to complete the current task.

Word could not recognize the field and record delimiter you specified.

Word could not replace the selection with the specified database.

Word could not restore an automatically saved document from the last session.

Word could not retrieve a SQL string from the active data source.

Word could not save the language setting in the custom dictionary.

Word could not save the subdocument. Please try a full save of the master document.

Word could not shrink the document by one page because the document is already only one page.

Word could not successfully convert the picture metafile into drawing objects.

Word detected an error while trying to bring up the Connect Network dialog box.

Word detected Microsoft Query on your system. Would you like to edit (filename) using Microsoft Query?

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Word Help Contents

To learn how to use Help, press F1.

	Using Word Step-by-step instructions to help you complete your tasks
	Reference Information Answers to common questions; tips; and guides to terminology, commands, and the keyboard
	Programming with Microsoft Word Complete reference information about the WordBasic macro language
	Technical Support  Available support options so that you can get the most from your Microsoft product


WordBasic Help
Jump to WordBasic Help

Contents


Word for Windows Technical Support
Jump to Word for Windows Technical Support

Contents


README Help
Jump to README Help

Contents


Reference Information

Late-breaking Information About Word

Word Readme Help

General Reference Information

Definitions

Field Types and Switches

Keyboard Guide

Menu Commands

Parts of the Word Screen and Toolbars

Common Questions and Tips

Answers to Common Questions About Microsoft Word

Tip of the Day

Microsoft Word Accessibility

Accessibility for People with Disabilities


WordArt, Equation Editor, and Graph

Overview

WordArt and Equation Editor

Creating a special text effect with WordArt

Creating an equation with Equation Editor

Editing a WordArt or Equation Editor object

Graph

Creating a chart with Graph

Editing a Graph object


Overview of WordArt, Equation Editor, and Graph

Word includes supplementary applications to help you add special text effects, equations, and charts to documents. WordArt, Equation Editor, and Graph create objects that you insert, or embed, in a document. These applications all use object linking and embedding, or OLE, a standard that Microsoft created to help applications share information.

Once an object has been embedded, it is part of a document. You can resize it, move it to a new location, and edit it. For more information on linking and embedding objects in documents, see Exchanging Information with Other Applications.

If you selected the Complete setup option when you installed Word, then you installed WordArt, Equation Editor, and Graph on your system. To verify that the applications were installed, choose the Object command from the Insert menu. All currently installed supplementary applications are listed under Object Type. If the application is not listed, run Setup again. See Installing or removing individual components of Word.

Note

When you embed an object and you see a code like {EMBED MSWordArt.2 \s} instead of the object you created, Word is displaying field codes. To display the object, choose Options from the Tools menu, and select the View tab. Clear the Field Codes check box, and then choose the OK button.

__________

See also

WordArt, Equation Editor, and Graph


Creating a special text effect with WordArt

With WordArt, you can give plain text designs and shapes that may not otherwise be available in a document. WordArt can use any TrueType font installed on your system, giving you a wide choice of formatting options.

To create a special text effect with WordArt

1.	Position the insertion point where you want to add a special text effect.

2.	From the Insert menu, choose Object, and then select the Create New tab.

3.	In the Object Type box, select Microsoft WordArt 2.0, and then choose the OK button.

Word displays the WordArt toolbar, text entry box, and menu.

4.	In the Enter Your Text Here box, type the text you want to format.

5.	 Select the text effect options you want from the WordArt menu and toolbar. If you type new text, choose the Update Display button to view the changes to the text.

For more information on the text effect options, press F1 while WordArt is open.

6.	When you finish creating the text effect, click in the Word document window.

To edit the text, double-click it.

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See also

WordArt, Equation Editor, and Graph

Formatting Text Characters


Creating an equation with Equation Editor

With Equation Editor you can add fractions, exponents, integrals, and other mathematical elements to a Word document. As you create an equation, Equation Editor applies most of the formatting for you -- for example, it applies superscript format, reduces the font size of exponents, formats variables in italic, and adjusts spacing between elements.

To create an equation with Equation Editor

1.	Position the insertion point where you want to insert an equation.

2.	From the Insert menu, choose Object, and then select the Create New tab.

3.	Under Object Type, select Microsoft Equation 2.0, and then choose the OK button.

Word displays the Equation Editor toolbar and menus.

4.	Create an equation by typing text and by choosing symbols, operators, and templates from the Equation Editor toolbar and menus.

For more information on Equation Editor, press F1 while Equation Editor is open.

5.	When you finish creating an equation, click in the Word document window to return to Word. To edit the equation, double-click it.

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See also

WordArt, Equation Editor, and Graph


Creating a chart with Graph

You can create area, bar, column, line, pie, and other types of charts by using Graph. You can create the chart with data from an existing Word table or other application; or you can open Graph, type the data in the datasheet, and then create a chart.

To create a chart with Graph

1.	Do one of the following:

If you have data in a Word table that you want to use in a chart, select the Word table that contains the data.

If you don't have existing data, position the insertion point where you want to insert the chart.

2.	On the Standard toolbar, click the Insert Chart button.

  Insert Chart button

3.	Do one of the following:

If you had data selected when you clicked the Insert Chart button, Word displays the selected data in a datasheet, as well as the ChartWizard, which you can use to complete the chart. If you do not want to use the ChartWizard,  choose the Cancel button and then choose Chart Type from the Format menu to select the options you want.

If you did not have existing data, Word displays a datasheet with default placeholder data and a chart. Edit the data in the datasheet window to reflect the information you want in the chart. To select a different type of chart, choose Chart Type from the Format menu and then select the options you want.

For detailed information on options, press F1 while Graph is open.

4.	To insert the chart, click outside the chart in the document.

To edit the chart, double-click it.

Using the Object command     You can also insert a chart by choosing Object from the Insert menu in Word, selecting the Create New tab, and then selecting Microsoft Graph.

Tip

You can also insert data from other applications such as Microsoft Excel, Works, and Multiplan, as well as from Lotus 1-2-3 and Symphony. To import data from another source, open Graph and click in the datasheet. Choose Import Data from the Edit menu, select the file that contains the data you want to use, and then choose the OK button.

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See also

WordArt, Equation Editor, and Graph

Working with Tables


Editing a Graph object

Once you've inserted a chart into a document, you can change the type of chart and add to or change the data. When you edit data directly in the Graph datasheet, Graph automatically updates the chart each time the data changes.

To edit a Graph object

1.	Double-click the Graph object you want to edit.

To display the datasheet, choose Datasheet from the View menu.

2.	Edit the chart. When you finish making the changes you want, click outside the chart in the document.

To edit a Graph object that contains data from a Word table

If the Graph object you've inserted in a Word document is based on a Word table, and you have included both the table and the corresponding chart in a document, Graph will not automatically update both the chart and the table unless you use the following procedure to link the table and the chart.

1.	Make the changes you want to the data in the Word table in the document.

2.	Select the table, and copy it onto the Clipboard.

3.	Double-click the corresponding chart in the Word document.

4.	From the View menu, choose Datasheet.

5.	Click the Graph datasheet, and then choose Paste Link from the Edit menu to link the Word table to the datasheet. Now, when you change any information in the Word table, the chart will also be updated.

6.	When you finish editing the chart, click outside the chart in the document.

Tip

You can also use the shortcut menu to quickly edit, move, or apply formats, such as a border, to the chart. To display the shortcut menu, position the insertion point on the object. Click the right mouse button, and then choose the command you want from the menu.

__________

See also

WordArt, Equation Editor, and Graph

Working with Tables


Editing a WordArt or Equation Editor object

Once you've inserted a WordArt or Equation Editor object into a Word document, it is part of the document. You can edit the object even if you move the document to another computer or location on a network, as long as the new location also has WordArt or Equation Editor installed.

To edit a WordArt or Equation Editor object

1.	Double-click the object you want to edit.

Word displays the WordArt or Equation Editor toolbar and menus.

2.	When you finish making the changes you want, click in the Word document outside the WordArt or Equation Editor object.

Tip

You can also use the shortcut menu to quickly edit, move, or apply formats, such as a border, to the object. To display the shortcut menu, position the insertion point on the object. Click the right mouse button, and then choose the command you want from the menu.

__________

See also

WordArt, Equation Editor, and Graph


Opening, Saving, and Protecting Documents

Overview

Opening a document

Creating a document

Opening a recently closed document

Opening an existing document

Inserting a second document into an open document

Opening several documents at the same time

Switching to a different open document

Opening a file created in another application

Saving a document

Saving an existing document

Saving a new, unnamed document

Saving all open documents

Saving a copy of the active document

Saving a document that was created in a different format

Saving a Word document in a different file format

Protecting a document from changes

Opening a document as read-only

Protecting a document with a password

Changing or deleting a password

Controlling how Word saves a document

Saving documents automatically as you work

Selecting or clearing fast saves

Making a backup copy when you save

Creating default directories or folders

Deleting a document

Deleting one or more files

Closing a document and quitting Word

Closing a document

Quitting Word


 Overview of Opening, Saving, and Protecting Documents

To work on a document, you must first open and display it on your screen. You can then edit, format, and print it. To preserve your work, you must save the document on a disk.

Opening

When you start Word, a new, blank document named Document1 opens. To begin working on it, just start typing.

You do not have to type and format each new document from scratch. You can save time by using one of the supplied templates for common documents such as letters and memos. You can also use a wizard to guide you through the steps of creating a document.

To open an existing document, use the Open command on the File menu or click the Open button on the Standard toolbar. Word keeps track of the documents you worked on last. To open one of these documents quickly, just choose it from the list at the bottom of the File menu.

You can open several documents at the same time and move between them as you work. If you cannot remember the name of a particular document or where it is stored, use the Find File command on the File menu to search for it. You can also use the Find File command to open, copy, move, print, or delete several documents simultaneously. For more information, see Locating and Managing Documents.

Saving

When you open a document, Word copies it from the disk and displays it in a document window. As you work, you change the copy of the document in the window. To preserve your changes, it is a good idea to save the document frequently. You can save quickly by clicking the Save button on the Standard toolbar. You can also use the Automatic Save feature.

When you save a document, it remains on your screen so that you can continue working. To clear a document from your screen, close the document.

Deleting

When you no longer need a document, you can delete it by using the Find File command on the File menu.

_____________

See also

Opening, Saving, and Protecting Documents


Creating a document

You can create a document from scratch or base it on a template or use a wizard.

To create a document

1.	From the File menu, choose New.

2.	To base the document on a specific template or use a wizard, type or select the name of the template or wizard in the Template box.

If you do not select a template, Word uses the Normal template.

3.	Under New, make sure the Document option button is selected, and then choose the OK button.

Word gives the new document a temporary name until you save it with a unique name of your choice.

Using the Standard toolbar      You can create a document quickly with the Normal template by clicking the New button.

  New button

Tip

To change the template attached to a document, choose Templates from the File menu. See Attaching a different template to a document.

_____________

See also

Opening, Saving, and Protecting Documents


Opening an existing document

The Open command on the File menu opens a document that has been saved on a disk.

You can locate documents by using the Find File command (File menu) to search different drives, volumes, directories, or folders for filenames or for specific words or phrases in documents. You can also search by using the summary information that you've supplied, such as a descriptive title, a subject, and keywords. In addition, you can preview documents before you open them, and you can open, print, copy, or delete several documents at the same time. See Locating and Managing Documents.

To open an existing document

1.	Do one of the following:

On the Standard toolbar, click the Open button.

  Open button

From the File menu, choose Open.

2.	In the File Name box, type or select the name of the document you want to open.

If you do not see the document you want to open, select a new drive or volume, or directory or folder; select a different type of file in the List Files Of Type box; or choose the Find File button.

3.	Choose the OK button.

To return to the location of the insertion point when you last closed the document, press SHIFT+F5 as soon as you open the document.

Tip

To review a document without making changes or to open a document on a network and leave it available to others, open it as read-only. Select the Read Only check box in the Open dialog box before you choose the OK button. For more information, see Opening a document as read-only.

_____________

See also

Opening, Saving, and Protecting Documents


Opening a recently closed document

Word keeps track of the documents you last worked on and lists them at the bottom of the File menu. See 1, 2, 3, 4 command.

To open a recently closed document

From the bottom of the File menu, select the document you want to open.

Tip

As many as nine documents can be listed at the bottom of the File menu. To change the number of documents in this list, choose Options from the Tools menu, and then select the General tab. In the Entries box next to the Recently Used File List check box, type or select the number of documents you want to list, and then choose the OK button.

_____________

See also

Opening, Saving, and Protecting Documents


Switching to a different open document

You can display several documents on the screen at the same time. To work on a particular document, click anywhere in its window or select its name from the Window menu.

To switch to a different open document

Do one of the following:

If you can see part of the document you want to switch to, click anywhere in its window.

From the Window menu, select the document you want to work with.

The document becomes the active document and is displayed on top of other open documents.

_____________

See also

Opening, Saving, and Protecting Documents


Opening several documents at the same time

With the Find File command on the File menu, you can open several documents at the same time. The exact number depends on the amount of available memory. Each document appears in a separate window.

To open several documents at the same time

1.	From the File menu, choose Find File.

Word does one of the following:

The first time you use Find File, Word displays the Search dialog box. For information on searching, see Searching for documents.

If you've used Find File at least once before, Word uses the last search criteria you specified and displays the list of files in the Find File dialog box.

If a document you want is not listed, choose the Search button and specify new criteria to search for the documents you want to open.

2.	In the Find File dialog box, do one of the following:

Click the name of the first document you want to open. Hold down CTRL, and then click the name of each additional document you want to open.

Press [image] to move to the name of the first document you want to open, and then press SHIFT+F8 to select it. Press [image] or [image] to move to the next document name, and then press the SPACEBAR to select it; and so on.

If you selected a document you do not want to open, click the document name again. Or press [image] or [image] to move to the document name, and then press the SPACEBAR.

3.	Choose the Open button.

Tip

To select several documents in sequence, click the name of the first document you want to open, hold down SHIFT, and then click the name of the last document you want to open.

_____________

See also

Opening, Saving, and Protecting Documents


Saving a new, unnamed document

Until you give a new document a unique name, Word displays in the title bar a temporary name. The first new document is Document1; the second, Document2; and so on.

To save a new, unnamed document

1.	Do one of the following:

On the Standard toolbar, click the Save button.

  Save button

From the File menu, choose Save As.

2.	Do one of the following:

To save the document	Do this
On the current drive and in the current directory or folder	Type a name in the File Name box.
On a different drive or in a different directory or folder	Select a different drive or directory. Or type the complete pathand filename in the File Name box.
For information about guidelines you must follow when you name a document, see the Save As command.

3.	Choose the OK button.

Tip

If you want Word to display the Summary Info dialog box each time you save a new document, choose Options from the Tools menu, and then select the Save tab. Select the Prompt For Summary Info check box, and then choose the OK button.

_____________

See also

Opening, Saving, and Protecting Documents


Saving an existing document

If you have already saved a document, use the Save button on the Standard toolbar or the Save command frequently to preserve your work. You can also use the Automatic Save feature. See Saving documents automatically as you work.

To save an existing document

Do one of the following:

On the Standard toolbar, click the Save button.

  Save button

From the File menu, choose Save.

If you haven't saved the document before, the Save As dialog box appears. For more information, see Save As command.

Tip

If you open a read-only document and want to save changes you have made to it, you must save the revised document with a new name. See Saving a copy of the active document.

_____________

See also

Opening, Saving, and Protecting Documents


Saving all open documents

If you are working on more than one document at a time, you can save all open documents, templates, dictionaries, macros, and AutoText entries at the same time.

To save all open documents

From the File menu, choose Save All.

If any open documents have not been saved before, Word displays the Save As dialog box so that you can name them. For more information, see Save As command.

Note

When you quit Word, Word closes all documents. If you haven't saved changes to an open document, Word asks if you want to save the document before quitting.

_____________

See also

Opening, Saving, and Protecting Documents


Saving documents automatically as you work

To make sure that you don't lose work, you can use the Automatic Save feature to save documents at a specified interval -- for example, every 10 minutes. Word saves a temporary copy of the document as often as you specify. You must still use the Save command on the File menu to save the document normally when you finish working on it.

Documents saved automatically are stored in a special format and location until you save them. When you restart Word after a power failure or other problem that occurred before you saved your work, Word opens all automatically saved documents so that you can recover them. Word adds "(Recovered)" to the title of each window. Use the Save command to save these documents. Any recovered documents that were not saved are deleted when you quit the Word session.

If you're unable to save a recovered document, restart Word and go to the C:TMP directory. The recovered document has the same name as the original, but it has the filename extension .ASD. You can also use the Find File command on the File menu to search for the recovered document. For more information, see Locating and Managing Documents. After you open it, you must use the Save command to save the recovered document; otherwise, it will be deleted when you quit the Word session.

You can also specify a location for recovered documents. Choose Options from the Tools menu, and then select the File Locations tab. In the File Types box, select AutoSave Files, and then choose the Modify button. Type or select the drive or volume, or directory or folder in which you want Word to store recovered documents, choose the OK button, and then choose the Close button.

To save documents automatically as you work

1.	From the Tools menu, choose Options.

2.	Select the Save tab.

3.	Under Save Options, select the Automatic Save Every check box.

4.	In the Minutes box, type or select how often (in minutes) you want Word to save documents, and then choose the OK button.

You can choose an interval from 1 to 120 minutes. For example, to save documents every 15 minutes, type 15

_____________

See also

Opening, Saving, and Protecting Documents


Selecting or clearing fast saves

You can save changes quickly as you work. When you select the Allow Fast Saves option, Word saves only the changes to a document. This takes less time than a full save, in which Word saves the complete, revised document. However, full saves require less disk space than fast saves.

You should do a full save before you do any of the following:

Save a document for the last time.

Begin a task that uses a lot of memory, such as searching for text or compiling an index

Transfer the document text to another application

Convert the document to a different file format

To select or clear the Allow Fast Saves check box

1.	From the Tools menu, choose Options.

2.	Select the Save tab.

3.	Do one of the following:

To save all open documents with a fast save, select the Allow Fast Saves check box.

To save all open documents with a full save, clear the Allow Fast Saves check box.

4.	Choose the OK button.

Note

If you select the Always Create Backup Copy check box on the Save tab of the Options command (Tools menu), Word clears the Allow Fast Saves check box because backup copies can be created only with full saves.

_____________

See also

Opening, Saving, and Protecting Documents


Opening a document as read-only

To review a document without making changes or to open a document on a network and leave it available to other users, you can open it as read-only. When you open a document as read-only, you're opening a copy of the file.

To open a document as read-only

1.	Do one of the following:

On the Standard toolbar, click the Open button.

  Open button

From the File menu, choose Open.

2.	In the File Name box, type or select the name of the document you want to open.

If you don't see the document you want, select a new drive or volume, or directory or folder; select a different type of file in the List Files Of Type box; or choose the Find File button.

3.	Select the Read Only check box, and then choose the OK button.

Word displays the phrase (Read-Only) in the title bar of the document.

To clear the read-only option, clear the Read Only check box.

Tip

If you open a read-only document and want to save changes you have made to it, you must save the revised document with a new name. See Saving a copy of the active document.

_____________

See also

Opening, Saving, and Protecting Documents


Protecting a document with a password

To prevent other users from opening and changing a document, you can protect it with a password. If you protect a document with a password, you must provide the password each time you open the document.

You cannot open a password-protected file without the password.

To protect a document with a password

1.	Open the document you want to protect with a password.

2.	From the File menu, choose Save As.

If you have not yet named the document, type a name in the File Name box.

3.	Choose the Options button.

4.	Do one of the following:

To allow only users who know the password to open the document, type a password in the Protection Password box.

To prevent other users from saving changes to the document, type a password in the Write Reservation Password box. Users who do not know the password can still open the document as read-only.

A password can contain up to 15 characters and can include letters, numbers, symbols, and spaces. As you type the password, Word displays an asterisk (*) for each character you type.

5.	Choose the OK button.

6.	When Word prompts you to confirm the password, retype it and then choose the OK button.

Passwords are case-sensitive, so the combination of characters, including capitalization must match.

7.	To save the document, choose the OK button.

Make sure that you write down the document password exactly as you typed it. You will need to type it the next time you open the document.

Tip

If you want to allow other users to add only comments to a document, you can protect it by using the Protect Document command on the Tools menu. Other users can then open the document, but they can only make comments by using revision marks or annotations.

_____________

See also

Opening, Saving, and Protecting Documents


Changing or deleting a password

You can change or delete a password you have assigned to a document.

To change or delete a password

1.	Open the document whose password you want to change or delete.

2.	From the File menu, choose Save As.

3.	Choose the Options button.

4.	In the Protection Password box or the Write Reservation Password box, select the row of asterisks that represents the existing password, and then do one of the following:

To change the password, type the new password.

To delete the password, press DELETE.

5.	Choose the OK button.

If you changed the password, Word asks you to retype the new password.

6.	To save the document with the new password, choose the OK button.

If you changed the password, choose the Replace button when Word asks if you want to replace the existing password.

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See also

Opening, Saving, and Protecting Documents


Saving a copy of the active document

If you revise a document and want to preserve the original version, or if you want to save a copy in a different location, you can save the document with a different name or in a different location. The original document remains unchanged.

To save a copy of the active document

1.	From the File menu, choose Save As.

2.	In the File Name box, type a new name for the document.

To save the document copy in a different location, do one of the following:

In the File Name box, type the complete path of the document -- for example, a:reportssales

Select a different drive or directory.

3.	Choose the Save button.

If you type a filename that already exists, Word displays a message asking whether or not you want to replace the existing document with the active document.

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See also

Opening, Saving, and Protecting Documents


Making a backup copy when you save

Word can save the previous version of a document as a backup copy every time you save that document. Each new backup copy overwrites the previous backup copy.

To make a backup copy when you save

1.	From the Tools menu, choose Options.

2.	Select the Save tab.

3.	Under Save Options, select the Always Create Backup Copy check box, and then choose the OK button.

Note

Word can save backup copies only when it performs a full save. When you select the Always Create Backup Copy check box, Word clears the Allow Fast Saves check box if it is selected.

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See also

Opening, Saving, and Protecting Documents


Closing a document

You can close a document without quitting Word. If you changed the document since you last saved it, Word asks if you want to save the document. If you are working on a network, closing a document makes it available to other users on the network.

To close a document

From the File menu, choose Close.

If a document has changes you have not saved, Word asks if you want to save the changes before closing. If you choose the Yes button but have not named the document, Word displays the Save As dialog box.

Using the mouse     You can double-click the document Control menu box in the upper-left corner of the document window to close a document.

  Document Control menu box

Double-clicking the document Control menu box closes only the active window. Other windows that are open for the same document remain open.

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See also

Opening, Saving, and Protecting Documents


Inserting a second document into an open document

You can insert the contents of another document into an open document.

To insert a second document into an open document

1.	Position the insertion point where you want to insert the second document.

2.	From the Insert menu, choose File.

3.	In the File Name box, type or select the name of the document you want to insert.

If you don't see the document you want, select a new drive or volume, or directory or folder, or select a different type of file from the List Files Of Type box.

4.	Choose the OK button.

Word inserts the complete second document where you positioned the insertion point. The remaining portions of the first document, if any, follow the end of the inserted document.

Note

To create a link between your document and the document you insert, select the Link To File check box . To update this link when you want the latest version of the document, choose Links from the Edit menu or position the insertion point in the field, and then press F9.

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See also

Opening, Saving, and Protecting Documents


Deleting one or more files

You can use the Find File command to delete documents you no longer need. You must close a document before you can delete it.

To delete one or more files

1.	From the File menu, choose Find File.

Word does one of the following:

The first time you use Find File, Word displays the Search dialog box. For information on searching, see Searching for documents.

If you've used Find File at least once before, Word uses the last search criteria you specified and displays the list of files in the Find File dialog box.

If a document you want is not listed, choose the Search button and specify new criteria to search for the documents you want to delete.

2.	In the Find File dialog box, click the name of the first document you want to delete.

3.	If you want to delete more than one document, do one of the following:

Click the name of the first document you want to delete. Hold down CTRL, and then click the name of each additional document you want to delete.

Press [image] to move to the name of the first document you want to delete, and then press SHIFT+F8 to select it. Press [image] or [image] to move to the next document name, and then press the SPACEBAR to select it; and so on.

If you selected a document you do not want to delete, click the name of the document again. Or press [image] or [image] to move to the document name, and then press the SPACEBAR.

4.	Choose the Commands button, and then choose Delete.

When Word displays a message confirming that you want to delete the document, choose the Yes button.

Tip

To select several documents in sequence, click the name of the first document you want to delete, hold down SHIFT, and then click the name of the last document you want to delete.

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See also

Opening, Saving, and Protecting Documents


New command (File menu)

Creates a document or template. Word proposes that you base the new document or template on the Normal template. If you are creating a letter, memo, or other common type of document, you can often save time by using one of the supplied templates or wizards. To open an existing document, use the Open command.

To quickly create a new document based on the Normal template, click the New button on the Standard toolbar.

  New button

  Dialog Box Options

Template

Type or select the name of the template on which you want to base the document, or the wizard you want to use to create your template or document. The default template, also known as the Normal template, is named NORMAL.DOT. The other templates listed are stored either in the TEMPLATE directory or in the directory or folder you specify for workgroup templates after choosing the Options command (Tools menu) and selecting the File Locations tab. See File Locations tab. You can put templates that you want to share with other users on a network in the directory or folder you specify for workgroup templates.

New

Select either the Document or Template option button.

Document

Creates a new document.

Template

Creates a new template.

Description

Displays information about the template or wizard you selected in the Template box.

Summary

Closes the New dialog box, creates the document or template, and opens a dialog box where you can record information about the new document. For more information, see Summary Info dialog box.

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See also

Opening, Saving, and Protecting Documents


Open command (File menu)

Opens an existing document or template in a new window. Word keeps track of the documents you last worked on. You can quickly open one of them by selecting it from the bottom of the File menu.

When you finish working on a document and you want to remove it from your screen, close it by using the Close command.

You can create documents by using the New command.

To quickly open a document, click the Open button on the Standard toolbar.

  Open button

  Dialog Box Options

File Name

Select or type the name of the document you want to open. This box lists documents of the type selected in the List Files Of Type box. To see a list of files with a particular extension, type an asterisk (*), a period, and the three-character extension, and then press ENTER. To see files with more than one filename extension, type a semicolon (;), a second asterisk (*), a period, and another three-character extension. For example, if you want to see all files with the .DOC extension and all files with the .XLS extension, type *.doc;*.xls

The types of files listed depend on the file converters installed by the Word Setup program. For more information, see Opening a file created in another application. If the file type you want does not appear in the List Files Of Type box, you can easily add the file converter you need. See Installing or removing individual components of Word.

List Files Of Type

Select the type of file you want to see in the File Name list.

All Files (*.*)

Lists all files in the current directory or folder.

Word Documents (*.DOC)

Lists all files in the current directory or folder that were saved with the .DOC extension.

Document Templates (*.DOT)

Lists all files in the current directory or folder that were saved with the .DOT extension.

Rich Text Format  (*.RTF)

Lists all files in the current directory or folder that were saved  with the .RTF extension.

Text Files (*.TXT)

Lists all files in the current directory or folder that were saved with the .TXT extension.

Drives

Select the drive that contains the file you want to open.

Directories

Select the directory that contains the file you want to open.

Find File

Opens the Find File dialog box so that you can search for documents. For more information, see Find File command.

Network

Opens the Connect Network Drive dialog box so that you can make a connection to a network drive. For more information, choose the Help button in the dialog box.

Confirm Conversions

Select this option if you want to confirm the converter that Word proposes when you open a file created in another application.

Read Only

Opens a document as read-only. To save changes you make to a read-only document, use the Save As command to save it with a new name.

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See also

Opening, Saving, and Protecting Documents


Close command (File menu)

Closes the active document. If the document is displayed in more than one window, this command closes all of the windows that contain the active document. If you have not previously saved changes to the document, Word asks if you want to save the document before you close it. If you close a document without saving, you lose all changes you did not save previously.

You can also close the active document by choosing Close from the document Control menu.

  Document Control menu

Note

You can close all open documents at one time. Hold down the SHIFT key, and then select Close All from the File menu.

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See also

Opening, Saving, and Protecting Documents


Save command (File menu)

Saves the active document with the name, location, and file format you previously set in the Save As dialog box. When you save a document for the first time, Word displays the Save As dialog box. If you want to change the name, location, or file format of an existing document, choose the Save As command.

To quickly save a document with its existing name, location, and file format, click the Save button on the Standard toolbar.

  Save button

Note

When you are editing a macro, the name of the Save command changes to Save Template. The Save Template command saves the edited macro and all other changes made to the attached template.

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See also

Opening, Saving, and Protecting Documents


Save As command (File menu)

Displays the Save As dialog box, where you specify the name, location, and file format of the active document. You can also use this command to protect a document so that others cannot change its contents, or you can use it to save a document with a password. For more information, see Protecting a document with a password.

To quickly save a document with its existing name, location, and file format, click the Save button on the Standard toolbar.

  Save button

Note

When you are editing a macro, the Save As command changes to Save Copy As. Word displays the Save As dialog box so you can save the edited contents of the macro as a text file that is separate from the template on which the document is based.

  Dialog Box Options

File Name

To save a document with a new name, in a different file format, or in a different location, type a new filename.

To save a document with an existing filename, select the name in the list or type the current name. When you choose the OK button, Word asks if you want to replace the existing document.

A Word for Windows filename can contain up to eight characters, plus a three-letter extension -- for example, CHAPTER1.DOC. Word for Windows NT supports long filenames, in which you can use most characters, including spaces, periods, and semicolons. If you use spaces or semicolons in a filename, you must enclose the filename in double quotation marks (" ").

Save File As Type

Word can save documents in many file formats. The list of formats depends on the converters you install with Word. See Saving a document that was created in a different format.

Drives

Select the drive where you want to store the document.

Directories

Select the directory where you want to store the document.

Options

Displays the Options dialog box, where you can specify how you want to save documents. See Save tab.

Network

Opens the Connect Network Drive dialog box so that you make a network connection. For more information, choose the Help button in the dialog box.

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See also

Opening, Saving, and Protecting Documents


Save All command (File menu)

Saves all open documents, templates, macros, and AutoText entries. Word asks you to confirm that you want to save each open document before saving it.

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See also

Opening, Saving, and Protecting Documents


1, 2, 3, 4 command (File menu)

Use the numbers and names listed near the bottom of the File menu to open one of the documents you recently worked on. Select the number or name that corresponds to the document you want to open.

You can change the number of files listed by choosing Options from the Tools menu and selecting the General tab. In the Recently Used File List box, type or select the number of documents you want to list, and then choose the OK button.

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See also

Opening, Saving, and Protecting Documents


Quitting Word

When you quit Word, Word closes all documents. If you have not saved changes to one or more of the open documents, Word asks if you want to save the documents before quitting.

To quit Word

Do one of the following:

Double-click the application Control menu box.

 Application Control menu box

From the File menu, choose Exit.

If you have changed any open document or template since you last saved it, Word asks if you want to save the changes. Choose the Yes button to save the changes or the No button to discard them. To continue working in Word without saving, choose the Cancel button.

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See also

Opening, Saving, and Protecting Documents

The Word Workplace


Save tab

Options command (Tools menu)

Customizes how and when you save your documents.

  Dialog Box Options

Save Options

Select the options you want for saving documents.

Always Create Backup Copy

Copies the last saved version of the document with a .BAK filename extension. Each new backup copy overwrites the previous backup copy.

Allow Fast Saves

Speeds up saving by recording only the changes to a document.

Prompt For Summary Info

Displays the Summary Info dialog box whenever you save a new document.

Prompt to Save Normal.dot

Displays a message when you close Word asking if you want to save changes made to the default settings, such as the font or margins, in NORMAL.DOT.

Save Native Picture Formats Only

Saves only the Windows version of imported graphics. If you are importing graphics from another platform (for example, from Macintosh to Windows), you can reduce the size of the Word document by storing only the version that is native to the current platform -- in this case, the Windows version. See Storing an imported graphic only in its native file format.

Embed TrueType Fonts

Embeds the TrueType fonts used to create a document so that others who read the document will be able to view it with the fonts used to create it.

Save Data Only For Forms

Saves the data in a form as a single record so you can use it in a database.

Automatic Save Every ___ Minutes

Automatically saves open documents at the interval you specify.

File-Sharing Options For Document

Specify options to protect a document from changes. A password can contain up to 15 characters and can include letters, numbers, symbols, and spaces. As you type the password, Word displays an asterisk (*) for each character you type. If you assign a password, you must use this password each time you reopen the document, typing uppercase and lowercase letters exactly as you did before.

You cannot open a password-protected file without the password.

Protection Password

To prevent other users from opening a particular document, type a password. Only those who know the password can open the document.

Write Reservation Password

To prevent other users from saving changes to a particular document, type a password. Word requires you to type the password to open the document normally. Users who do not know the password can still open the document as read-only.

Read-Only Recommended

Select this option to recommend, but not require, that others open a document as read-only. When a user opens a document protected with this option, Word indicates that the document should be opened as read-only unless changes need to be saved. The user can open the document either normally or as a read-only document.


Convert File dialog box

Open command (File menu)

Verifies the converter that Word proposes for the file you are opening, or if Word cannot convert a file automatically, the dialog box is displayed so that you can select a converter from the list of available converters.

For a list of the converters that are supplied with Word, see File formats that Word can convert.

  Dialog Box Options

Convert File From

Select or confirm a converter for the file you are opening.


Creating default directories or folders

In the Open and Save As dialog boxes, Word displays documents in the Word program directory or folder by default. The default directory or folder is used when you first open the Open or Save As dialog boxes in each Word session. Thereafter, Word displays the directory or folder where you last saved, or from which you last opened, a document.

To create default directories or folders

1.	From the Tools menu, choose Options.

2.	Select the File Locations tab.

3.	In the File Types box, select Documents.

4.	Choose the Modify button.

5.	Type or select the drive or volume and the directory or folder you want to set as the default, and then choose the OK button.

6.	Choose the Close button.

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See also

Opening, Saving, and Protecting Documents


Outlining and Organizing a Document

Overview

Starting an outline

Outlining a new or existing document

Selecting text in outline view

Rearranging an outline

Using buttons and keys in outline view

Collapsing headings and body text

Expanding headings and body text

Expanding or collapsing an outline to a specified level

Displaying all body text or only the first line in each paragraph

Promoting, demoting, and moving headings and body text

Promoting or demoting headings and body text

Moving headings and body text

Printing and numbering headings in an outline

Printing an outline

Numbering headings in an outline

Removing numbers from headings in an outline


Overview of Outlining and Organizing a Document

Most people are familiar with outlining as it's taught in school: You create headings for your key ideas and move them until you work out a structure for the document you want to write. In Word, an outline is a view -- a different perspective on your document that you switch to when you create, review, and rearrange document headings and organization.

You can make it easier to change your document by using a combination of views. By switching between normal view and outline view, you can use normal view for working on details and outline view for organizing and some of the special actions that outlines simplify. You can also work in two different views so that you can see the outline and the full text at the same time. See Splitting a window or restoring a split window.

When you work in outline view, you can use toolbar buttons, the mouse, and keys to help with outlining tasks. In outline view, you can:

Move chunks of material efficiently and accurately.

Navigate quickly through long documents by showing only the main headings.

Generate a table of contents from outline headings. See Compiling a table of contents by using built-in heading styles.

Automatically format the headings in your document. See Automatically formatting a document.

__________

See also

Outlining and Organizing a Document


Outlining a new or existing document

You can create outlines with up to nine heading styles that arrange the structure of a document in outline view and give the document a consistent appearance. In outline view, Word displays an Outlining toolbar to help you quickly perform outlining tasks such as changing and displaying various heading levels.

To outline a new or existing document

1.	In outline view, do one of the following:

Select the paragraph you want to change into a heading.

Type a heading, and then press ENTER. If you are starting a new document, Word automatically formats the text with the Heading 1 style. The next paragraph is the same level as the previous heading.

2.	To change the heading level, do one of the following:

To create a	Click
Lower-level heading
Higher-level heading, or change body text into a first-level heading
Paragraph of body text
3.	Repeat steps 1 and 2 for each heading and body text paragraph in the outline.

Tip

You can also change the heading levels by dragging the [image], [image], or [image] symbols. For more information, see Promoting or demoting headings and body text  and Moving headings and body text.

__________

See also

Outlining and Organizing a Document


Selecting text in outline view

You can select text in an outline with most of the same methods you use in Word. The following procedure describes how to select text in an outline.

To select text in outline view

Do one of the following:

To select	Do this
A heading	Click in the selection bar to the left of the heading.
A paragraph of body text	Click the [image] symbol next to the paragraph, or click in the selection bar to the left of the paragraph.
A heading and its subtext	Click the [image] symbol next to the heading, or double-click in the selection bar to the left of the heading.
Multiple headings or paragraphs of body text	Drag in the selection bar, or drag over the text.
__________

See also

Outlining and Organizing a Document

Selecting text and graphics by using the keyboard

Selecting text and graphics by using the mouse


Printing an outline

When you print in outline view, Word prints only the headings and body text paragraphs displayed on the screen. You can control the amount of detail printed by expanding or collapsing the outline.

To print an outline

1.	In outline view, expand or collapse headings to display as much of the outline as you want to print.

2.	From the File menu, choose Print.

3.	Select the printing options you want, and then choose the OK button. See Print command.

__________

See also

Outlining and Organizing a Document


Promoting or demoting headings and body text

You can promote body text or a heading to a higher level in the outline or demote it to a lower level.

To promote or demote headings and body text

1.	In outline view, select the heading or body text you want to promote or demote.

2.	Do one of the following:

To	Click
Promote a heading or body text
Demote a heading
Demote a heading to body text
3.	Repeat steps 1 and 2 for each heading or body text paragraph you want to promote or demote.

Using the mouse     To promote or demote the heading and all the text under it, drag the [image] symbol to the left or right. To promote or demote just the subheading or body text paragraph, drag the [image] or [image] symbol to the left or right. As you drag the symbol, Word displays a vertical line at each heading level. When you release the mouse button, the text or heading changes to the new level.

__________

See also

Outlining and Organizing a Document


Moving headings and body text

You can quickly restructure a document by moving headings or dragging text in outline view. If the subheadings and body text are collapsed under the heading, all subheadings and body text under that heading move with it.

To move headings and body text

1.	In outline view, select the heading or body text you want to move.

2.	Do one of the following:

To	Click
Move a heading or body text up
Move a heading or body text down
3.	Repeat steps 1 and 2 for each heading or body text paragraph you want to move.

Using the mouse     To move the heading and all the text under it, drag the [image] symbol up or down. To move only the subheading or body text paragraph, drag the [image] or [image] symbol up or down. As you drag the symbol, Word displays a horizontal line. When you release the mouse button, the text or heading moves to the new location.

__________

See also

Outlining and Organizing a Document


Numbering headings in an outline

You can automatically number the headings in an outline. Word updates the numbers whenever you restructure the outline.

To number headings in an outline

1.	In outline view, choose Heading Numbering from the Format menu.

2.	Select the numbering style you want, and then choose the OK button. For more information on numbering styles, see Heading Numbering command.

Word adds a number to each paragraph in the document that is formatted with a heading style.

_________

See also

Outlining and Organizing a Document


Removing numbers from headings in an outline

You can quickly remove the numbers from the headings.

To remove numbers from headings in an outline

1.	In outline view, choose Heading Numbering from the Format menu.

2.	Choose the Remove button.

_________

See also

Outlining and Organizing a Document


Collapsing headings and body text

You can hide, or collapse, all of the subordinate text under a heading to speed up scrolling, promote and demote headings, move text, and focus on general organization.

If you want to focus on headings but still remind yourself about the contents of body text paragraphs, you can display only the first line of each body text paragraph.

To collapse headings and body text

In outline view, do one of the following:

To collapse	Do this
Text under a heading, one level at a time	Position the insertion point in the heading, and then click [image].
All text under a heading	Double-click [image] next to the heading. Or select the headings, and then click [image].
All body text	Click [image].
Body text to the first line only	Click [image].
Word indicates collapsed text by displaying a dotted line under the heading.

__________

See also

Outlining and Organizing a Document


Expanding headings and body text

You can expand a collapsed outline to show all headings and text. By expanding the outline, you can see and work on the details in your entire document.

To expand headings and body text

In outline view, do one of the following:

To expand	Do this
Text under a heading, one level at a time	Position the insertion point in the heading, and then click [image].
All text under a heading	Double-click [image] next to the heading. Or select the headings, and then click [image].
All headings and body text	Click [image].
The first line of body text to the entire paragraph	Click [image].
__________

See also

Outlining and Organizing a Document


Expanding or collapsing an outline to a specified level

You can control the number of heading levels that appear in an outline. By reducing the number of heading levels Word displays, you can move more rapidly through the document or print only a certain number of heading levels.

To expand or collapse the outline to a specified level

In outline view, click the numbered Show Heading button on the Outlining toolbar that corresponds to the number of heading levels you want to display. To see nine levels, click the All button.

  Show Heading buttons

  All button

Word indicates collapsed text by displaying a faint line under the heading.

__________

See also

Outlining and Organizing a Document


Displaying all body text or only the first line in each paragraph

By collapsing the body text paragraphs in an outline so that you can see only the first line in each paragraph, you can move through your document more rapidly while reminding yourself about the contents of the paragraphs.

To display all body text or only the first line in each paragraph

In outline view, to switch between displaying all body text and only the first line in each paragraph, click the Show First Line Only button.

     Show First Line Only button

Word inserts an ellipsis (...) after the first line to indicate that the paragraph has additional body text.

__________

See also

Outlining and Organizing a Document


Using buttons and keys in outline view

You can reorganize an outline by using buttons on the Outlining toolbar or keys. The following procedure shows the buttons and key combinations you can use to organize or move text or to display text or formatting in an outline. When using the numeric keypad, make sure NUM LOCK is off. To turn NUM LOCK off or on, hold down SHIFT, and then press the NUM LOCK key.

To use buttons and keys in outline view

In outline view, position the insertion point in the heading or body text, and then do one of the following:

To	Click	Or press
Promote a heading to a higher level		ALT+SHIFT+LEFT ARROW
Demote a heading to a lower level		ALT+SHIFT+RIGHT ARROW
Demote a heading to body text		CTRL+SHIFT+N
Move a heading up		ALT+SHIFT+UP ARROW
Move a heading down		ALT+SHIFT+DOWN ARROW
Expand subheadings and body text under a heading		ALT+SHIFT+ PLUS SIGN on the numeric keypad
Collapse subheadings and body text under a heading		ALT+SHIFT+ MINUS SIGN on the numeric keypad
Expand or collapse an outline to a specified level		ALT+SHIFT+heading level number (1 - 8 on the main keyboard)
Expand or collapse the entire outline		ALT+SHIFT+A or ASTERISK (*) on the numeric keypad
Show all body text or only the first line		ALT+SHIFT+L
Show or hide character formatting		SLASH (/) on the numeric keypad
__________

See also

Outlining and Organizing a Document


Outline command (View menu)

Creates or modifies an outline so that you can examine and work with the structure of a document. You can choose to display only headings, temporarily hiding the text beneath them, and raise and lower the importance of a heading and its accompanying text. When you move a heading, all subheadings and text automatically move with it.

To quickly switch to outline view, click the Outline View button on the horizontal scroll bar.

  Outline View button

__________

See also

Outlining and Organizing a Document


Show Formatting button (Outlining toolbar)

In outline view, displays or hides character formatting that has been applied to the document text.

  Show Formatting button

__________

See also

Outlining and Organizing a Document


Formatting Paragraphs

Overview

Indenting and aligning text

Indenting paragraphs

Centering or aligning text

Setting tab stops

Setting tab stops

Setting tab stops with leader characters

Clearing or moving tab stops

Changing the spacing between default tab stops

Adjusting spacing

Changing line spacing

Adjusting paragraph spacing

Adding borders and shading

Applying or removing borders

Applying or removing shading

Emphasizing text and displaying formatting information

Creating or removing large initial, or dropped, capital letters

Displaying formatting information


Applying or removing borders

You can add borders, or rules, to any side of a paragraph. You can also apply borders to the boundaries of table cells, graphics, and frames.

To apply or remove borders

1.	Select the paragraphs, table cells, or frame you want to apply borders to or remove borders from.

To apply a border to	Do this
Any paragraph, including paragraphs within table cells or frames	Select only the paragraph.
A table cell	Select the entire cell, including the end-of-cell mark.   End-of-cell mark
A graphic or frame	Click the graphic or frame.
2.	On the Formatting toolbar, click the Borders button.

  Borders button

Word displays the Borders toolbar.

3.	In the Line Style box, select the line style you want for the border.

4.	Do one of the following:

To	Click
Add a border to the top of a paragraph, cell, or frame
Add a border to the bottom of a paragraph, cell, or frame
Add a border to the left side of a paragraph, cell, or frame
Add a border to the right side of a paragraph, cell, or frame
Add a border between paragraphs or cells of a table
Add a border surrounding selected paragraphs, cells, or a frame
Remove all borders
Using the Borders And Shading command     You can apply a variety of preset and custom border formats by using the Borders And Shading command on the Format menu. See Borders And Shading command.

Tip

To save time applying a border you use often, create a paragraph style that includes the border format. See Creating a style by using the Style command.

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See also

Formatting Paragraphs

Positioning Text and Graphics with Frames


Adjusting paragraph spacing

Instead of pressing ENTER to add blank lines after a paragraph, you can use the Paragraph command on the Format menu to add space before and after the paragraph. You can make precise adjustments to this spacing, such as 2 pt (points) or 0.7 in (inches).

To adjust paragraph spacing

1.	Select the paragraphs whose paragraph spacing you want to change.

2.	From the Format menu, choose Paragraph.

3.	Select the Indents And Spacing tab.

4.	In the Before and After boxes under Spacing, type or select the measurements you want, and then choose the OK button.

Using the keyboard     You can quickly add or remove space before and after a paragraph by using keys. See Using shortcut keys to format paragraphs.

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See also

Formatting Paragraphs


Applying or removing shading

Shading fills in the background of paragraphs, table cells, and frames. You can use shading and borders at the same time -- for example, to highlight a paragraph in the margin of a document or to create a sidebar.

To apply or remove shading

1.	Select the paragraphs, table cells, or frame you want to apply shading to or remove shading from.

To apply shading to	Do this
Any paragraph, including paragraphs within table cells or frames	Select only the paragraph.
A table cell	Select the entire cell, including the end-of-cell mark.   End-of-cell mark
A frame	Select the frame.
2.	On the Formatting toolbar, click the Borders button.

  Borders button

3. Do one of the following:

To apply shading, select the shading pattern you want in the Shading box on the Borders toolbar.

To remove shading, select the None option button on the Shading tab in the Borders And Shading dialog box (Format menu).

Using the Borders And Shading command     You can adjust background and foreground colors by using the Borders And Shading command on the Format menu. See Shading tab.

Note

You can change the width of a shaded area by adjusting the indent markers on the horizontal ruler. See Indenting a paragraph.

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See also

Formatting Paragraphs

Positioning Text and Graphics with Frames


Changing line spacing

Word is preset to use single line spacing. When you change line spacing, it affects all lines of text in the selected paragraphs or the paragraph that contains the insertion point.

To change line spacing

1.	Select the paragraphs whose line spacing you want to change.

2.	From the Format menu, choose Paragraph.

3.	Select the Indents And Spacing tab.

4.	In the Line Spacing box under Spacing, select the type of line spacing you want.

If you select either At Least or Exactly in the Line Spacing box, type or select the amount of line spacing in the At box.

For more information about line-spacing options, see Indents And Spacing tab.

5.	Choose the OK button.

Using the keyboard     You can change line spacing quickly by using keys. See Using shortcut keys to format paragraphs.

Note

The amount of line spacing varies depending on the font and the point size of the text in each line. If a line contains a character that is larger than the surrounding text, such as a graphic or a formula, Word automatically increases the spacing for that line.

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See also

Formatting Paragraphs


Centering or aligning text

Word is preset to align text flush left with the left margin, producing a ragged right edge. However, you have the option of centering text, aligning it along the right margin, or expanding the spaces in each line to align text at both the left and right margins. The alignment you select affects all text in the selected paragraphs.

To center or align text

1.	Select the paragraphs you want to center or align.

2.	On the Formatting toolbar, click the button for the alignment you want.

To align text	Click
At the left indent
Centered between indents
At the right indent
At both the left and right indents (justified)
Before centering or aligning a paragraph relative to the left and right margins, make sure that the paragraph is not indented.

Using the keyboard     You can also align text quickly by using keys. See Using shortcut keys to format paragraphs.

Tip

If you are working with narrow text columns, consider hyphenating the text. Hyphenation can reduce the raggedness of line breaks at the margins in text that is aligned left or right. In justified text, hyphenation can reduce the extra space added between words to even out the lines. For information about hyphenating text in a paragraph, see Hyphenating words automatically as you type.

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See also

Formatting Paragraphs


Changing the spacing between default tab stops

The preset, or default, tab stops in Word occur every 0.5 inch from the left margin. You can change the distance between default tab stops in a document. Changes affect only the active document.

To change the spacing between default tab stops

1.	From the Format menu, choose Tabs.

2.	In the Default Tab Stops box, type or select the distance you want between tab stops, and then choose the OK button.

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See also

Formatting Paragraphs


Clearing or moving tab stops

You can move or clear a tab stop in selected paragraphs. Word resets the remaining default tab stops every 0.5 inch to the left of the cleared tab stop.

To clear or move a tab stop

1.	Select the paragraphs in which you want to clear or move a tab stop.

2.	Do one of the following:

To clear a tab stop, drag the tab marker off the horizontal ruler.

To move a tab stop, drag the tab marker to the right or left on the horizontal ruler.

  Tab marker

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See also

Formatting Paragraphs


Indenting paragraphs

Text in paragraphs usually extends from the left margin to the right margin. You can indent a paragraph to set it off from other text.

To indent paragraphs

1.	Select the paragraphs you want to indent.

2.	On the Formatting toolbar, do one of the following:

To indent a paragraph	Click
To the next tab stop
To the previous tab stop
Using the keyboard     To indent to the next tab stop, press CTRL+M. To indent to the previous tab stop, press CTRL+SHIFT+M.

For more information about indenting paragraphs by using the keyboard, See Using shortcut keys to format paragraphs.

Using the ruler     Select the paragraphs you want to indent, and then drag the indent markers on the horizontal ruler to the location you want.

To set	Drag
The first-line indent
The left indent
The first-line and left indents
The right indent
To scroll into the left margin, hold down SHIFT while you click the left scroll arrow on the horizontal scroll bar. Then drag the indent markers on the horizontal ruler to the location you want.

Using the Paragraph command     You can set precise measurements for paragraph indents by using the Paragraph command on the Format menu. See Paragraph command.

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See also

Formatting Paragraphs


Creating or removing large initial, or dropped, capital letters

You can format a paragraph to have a large initial, or dropped, capital letter, also called a "drop cap." A drop cap is traditionally the first letter of a paragraph, but you can also apply drop cap formatting to the first word or first several letters in a word.

To create large initial, or dropped, capital letters

1.	Position the insertion point in the paragraph you want to begin with a dropped capital letter.

If you select all or part of the first word of the paragraph, the entire word is formatted as dropped capital letters.

2.	From the Format menu, choose Drop Cap.

3.	Under Position, select Dropped or In Margin

Dropped positions the dropped capital letter flush with the left margin, inside the main text area. In Margin positions the dropped capital letter in the left margin.

4.	In the Font box, type or select the font you want to apply to the dropped capital letters.

5.	In the Lines To Drop box, type or select the number of lines to specify the height of the letter.

6.	In the Distance From Text box, type or select the amount of space you want between the dropped capital letter and the following text in the paragraph.

7.	Choose the OK button.

If you are in normal view, Word asks you to confirm that you want to switch to page layout view to see the dropped capital letter as it will appear in the document. To see the dropped capital letter, choose the Yes button.

To remove large initial, or dropped, capital letters

1.	Click in the paragraph that contains the dropped capital letter.

2.	From the Format menu, choose Drop Cap.

3.	Under Position, select None, and then choose the OK button.

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See also

Formatting Paragraphs

Formatting Text Characters


Setting tab stops

By default, tab stops are set at 0.5-inch intervals from the left margin. You can set and change the alignment of tab stops in selected paragraphs. When you set a new tab stop, Word clears any default tab stops to the left of the new tab stop.

To set tab stops

1.	Select the paragraphs in which you want to set or change tab stops.

When you change tab stop settings, make sure to select all of the paragraphs you want the change to affect so that you can change all of the tab settings at the same time.

2.	To set or change the tab alignment, click the Tab Alignment button at the far left of the horizontal ruler until the tab alignment is the way you want it to be.

To select	Click the Tab Alignment button to display
Left-aligned tab stops
Centered tab stops
Right-aligned tab stops
Decimal tab stops
3.	On the ruler, click where you want to set a tab stop.

Using the Tabs command     You can set precise measurements for tab stops by using the Tabs command on the Format menu. See Tabs command.

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See also

Formatting Paragraphs


Setting tab stops with leader characters

You can use tab leader characters to create lines of periods, hyphens, or underscore characters in a document. Tab leader characters are an easy way to follow text with a horizontal line or to extend text only a certain distance between the margins.

To set tab stops with leader characters

1.	Select the paragraphs in which you want to insert leader characters before a tab stop.

2.	From the Format menu, choose Tabs.

3.	In the Tab Stop Position box, type the position for a new tab, or select an existing tab stop to which you want to add leader characters.

4.	Under Alignment, select the alignment for text typed at the tab stop.

5.	Under Leader, select the leader character you want, and then choose the Set button.

Repeat steps 3 through 5 if you want to set additional tab stops with leader characters.

6.	Choose the OK button.

Tip

To change tab settings quickly, double-click any tab marker on the horizontal ruler.

  Tab marker

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See also

Formatting Paragraphs

Using shortcut keys to format paragraphs


Overview of Formatting Paragraphs

The appearance of a document depends on the formatting you apply to its text -- and more specifically, to its individual paragraphs. You can change the following aspects of a paragraph's appearance: text alignment, indents, line spacing, spacing between paragraphs, tab stops, borders, shading, bullets, and numbering.

In Word, a paragraph is any amount of text, graphics, objects (such as equations and charts), or other items followed by a paragraph mark.

Paragraph marks not only signal the end of a paragraph, but they also hold the formatting you apply to each paragraph. If you delete a paragraph mark, you also delete the formatting. The text in that paragraph then takes on the formatting of the next paragraph in the document.

It is a good idea to display paragraph marks as you work so that you do not accidentally delete the marks and the paragraph formatting they contain.

You can display or hide paragraph marks in your document by clicking the Show/Hide [image] button on the Standard toolbar.

  Show/Hide [image] button

To check the formatting for a particular paragraph, click the Help button on the Standard toolbar or press SHIFT+F1. When the pointer becomes a question mark, click the text you want to check. When you finish checking the text you want to find out about, click the Help button again or press ESC.

  Help button

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See also

Formatting Paragraphs


Paragraph command (Format menu)

Controls the appearance of paragraphs in the following ways:

Aligns and indents paragraphs

Controls spacing between lines and paragraphs

Prevents page breaks in and between paragraphs and inserts hard page breaks before printing

Prevents single lines of text from appearing at the top or bottom of a page

Suppresses line numbers in selected paragraphs in sections that have line numbering

Excludes selected text from automatic hyphenation.

Select the tab for the options you want.

Indents And Spacing tab

Modifies paragraph indents, text alignment, and line spacing.

Text Flow tab

Controls page breaks, automatic hyphenation, and line numbers.

_____________

See also

Formatting Paragraphs


Indents And Spacing tab

Paragraph command (Format menu)

Modifies paragraph indents, text alignment, and line spacing.

  Tab Options

Indentation

Determines the position of text in relation to the left and right margins.

Left

Type or select the distance you want to indent a paragraph from the left margin. If you want text to appear in the left margin, specify a negative measurement.

Right

Type or select the distance you want to indent a paragraph from the right margin. If you want text to appear in the right margin, specify a negative measurement.

Special

Select the type of indent you want for the first line of each selected paragraph.

None

Aligns the first line of each selected paragraph with the left indent.

First Line

Indents the first line of each selected paragraph by the amount you specify in the By box.

Hanging

Shifts lines after the first line of each selected paragraph to the right by the amount you specify in the By box.

By

Type or select the amount of indent you want for the first-line or hanging indent.

Spacing

Determines the amount of space between lines and between paragraphs.

Before

Type or select the amount of space you want above the first line of each selected paragraph. The amount must be a positive decimal measurement.

After

Type or select the amount of space you want below the last line of each selected paragraph. The amount must be a positive decimal measurement.

Line Spacing

Determines the amount of vertical space between lines of text.

Single

Sets the line spacing for each line to accommodate the largest font in that line. For example, in 10-point text, the line spacing is a little more than 10 points -- the actual size of the characters plus a small amount of extra space. The amount of extra space will vary depending on the font that is used.

1.5 Lines

Sets the line spacing for each line to one-and-a-half times that of single line spacing. For example, in 1.5-line-spaced lines of 10-point text, the line spacing is approximately 15 points.

Double

Sets the line spacing for each line to twice that of single line spacing. For example, in double-spaced lines of 10-point text, the line spacing is approximately 20 points.

At Least

Sets a minimum line spacing that Word can adjust to accommodate larger font sizes or graphics that would not otherwise fit within the specified spacing.

Exactly

Sets a fixed line spacing that Word does not adjust. If portions of characters or graphics appear to be clipped, increase the spacing specified in the minimum or fixed line spacing. This option makes all lines evenly spaced.

Multiple

Allows line spacing to be increased or decreased by any percentage. For example, setting line spacing to a multiple of 1.2 will increase the space by 20 percent, while setting line spacing to a multiple of 0.8 will decrease the space by 20 percent. Setting the line spacing at a multiple of 2 is equivalent to setting the line spacing at Double.

In the At box, type or select the line spacing you want. The default is three lines.

At

Type or select the amount of line spacing you want. This option is available only if you select At Least, Exactly, or Multiple in the Line Spacing box.

Alignment

Determines the position of selected text or other contents of a paragraph in relation to the indents. To align text relative to the left and right margins, make sure that the paragraphs are not indented.

Left

Aligns selected text at the left indent.

Centered

Centers selected text between the left and right indents.

Right

Aligns selected text at the right indent.

Justified

Expands spaces in the lines to align text evenly between the left and right indents.

Tabs

Sets tab stops in paragraphs. See Tabs command.

Preview

The Preview box shows you the result of the options you specify before you apply them to the document.


Text Flow tab

Paragraph command (Format menu)

Controls page breaks, automatic hyphenation, and line numbers.

  Tab Options

Pagination

Sets rules for how Word handles line breaks and page breaks for a selected paragraph.

Widow/Orphan Control

Prevents Word from printing the last line of a paragraph by itself at the top of a page (widow) or the first line of a paragraph by itself at the bottom of a page (orphan).

Keep Lines Together

Prevents a page break within a paragraph.

Keep With Next

Prevents a page break between a paragraph and the following paragraph.

Page Break Before

Inserts a page break before a paragraph.

Suppress Line Numbers

Keeps line numbers from appearing next to lines in selected paragraphs in sections of a document that have line numbering. Word omits suppressed lines from the numbering sequence.

Don't Hyphenate

Excludes the paragraph from automatic hyphenation. See Hyphenating words automatically as you type.

Tabs

Sets tab stops in paragraphs. See Tabs command.

Preview

The Preview box shows you the result of the options you specify before you apply them to the document.


Borders And Shading command (Format menu)

Adds borders and shading to selected paragraphs, table cells, and frames. You can also add borders to graphics.

To apply a border quickly to a paragraph, click the Borders button on the Formatting toolbar so that you can use the Borders toolbar.

  Borders button

Select the tab for the options you want.

Borders tab

Applies borders and boxes around paragraphs, table cells, graphics, and frames.

Shading tab

Controls shading for paragraphs, table cells, and frames.

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See also

Formatting Paragraphs


Borders tab

Borders And Shading command (Format menu)

Applies borders and boxes around paragraphs, table cells, graphics, and frames.

To specify the width of a border quickly, select the line style you want from the Line Style box on the Borders toolbar.

  Line Style box

  Tab Options

Presets

Select the type of preset border you want.

None

Removes all borders from selected paragraphs.

Box

Inserts a box around selected paragraphs.

Shadow

Creates a shadowed border or box.

Border

Shows you the result of border options you specify before you apply them to the document. Under Border, click the sides of the model to indicate where you want to add borders to or remove borders from paragraphs, table cells, graphics, or frames.

From Text

Type or select the amount of space you want between the text and the border. This must be a positive measurement.

Line

Add and remove border lines and select their style and color.

None

Removes borders from the sides indicated on the model of paragraphs, table cells, graphics, or frames.

Style

Select the line style you want.

Color

Type or select the color for lines you want to use as borders.

You must have a color monitor to display color formatting, and you must have a plotter or a color printer to print color formatting.

If you select Auto, Word displays text in the color you've selected for window text in the Color dialog box in the Windows Control Panel. The default color for text is usually black.

Show Toolbar

Closes the Borders and Shading dialog box and displays the Borders toolbar.


Shading tab

Borders And Shading command (Format menu)

Controls shading for paragraphs, table cells, and frames.

To add shading quickly, select the amount of shading you want from the Shading box on the Borders toolbar.

  Shading box

 Tab options

Fill

Select the shading pattern you want.

None

Removes shading from selected paragraphs, table cells, and frames.

Custom

Applies shading patterns to selected paragraphs, table cells, and frames.

Shading

Applies gray shading, available in densities from 5 percent to 90 percent; or applies one of several patterns, including clear and solid. Clear applies the selected background color; Solid applies the selected foreground color.

Foreground

Select the dots and lines of the selected shading pattern. Auto, which is the color used to display text on the screen, is usually black.

Background

Select the background color of the selected pattern. Auto, which is the color used to display the background of windows, is usually white.

Show Toolbar

Closes the Borders and Shading dialog box and displays the Borders toolbar.

Preview

The Preview box shows you the result of the options you specify before you apply them to the document.


Tabs command (Format menu)

Controls the position and alignment of tab stops and determines the type of leader character.

  Dialog Box Options

Tab Stop Position

Lists any tab stops that are set in all of the selected paragraphs. To create a new tab stop, type the measurement. To change a tab stop, select it and then type or select a measurement. To delete a tab, drag it off the horizontal ruler.

Tab stops that are not common to all of the selected paragraphs will be dimmed on the ruler and will not be listed in the Tab Stop Position list.

Default Tab Stops

Indicates the spacing between the default tab stops. The default tab stops in Word occur every 0.5 inch from the left margin.

Tab Stops To Be Cleared

Lists the tab stops that will be cleared from the selected paragraphs when you choose the OK button.

Alignment

Indicates the alignment of text at a tab stop.

Left

Extends text to the right from the tab stop.

Center

Centers text at the tab stop.

Right

Extends text to the left from the tab stop. If text fills the space to the left of the tab stop, the text often extends to the right.

Decimal

Aligns a decimal point at the tab stop. Text or numbers without a decimal point extend to the left of the tab stop.

Bar

Inserts a vertical line through the selected paragraph at the ruler position you specify.

Leader

Select the type of character you want to fill the empty space to the left of a tab stop. The options are dotted, dashed, or solid lines. To remove leader characters, select None.

Set

Sets a tab stop for selected paragraphs at the position you type in the Tab Stop Position box, and then adds this position to the list. The new tab stop assumes the selected alignment and leader options. You can set multiple tab stops. Word sets all tab stops selected in the Tab Stop Position list when you choose the OK button.

Clear

Inserts the position you have selected in the Tab Stop Position box next to Tab Stops To Be Cleared. Word clears all tab stops selected in the Tab Stop Position box when you choose the OK button.

Clear All

Clears all custom tab stops in the selected paragraphs.

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See also

Formatting Paragraphs


Drop Cap command (Format menu)

Formats a letter, word, or selected text as a large initial, or dropped, capital letter. A "drop cap," which is traditionally the first letter in a paragraph, can appear either in the left margin or dropped from the base line of the first line in the paragraph.

  Dialog Box Options

Position

Select the position option you want.

None

Removes dropped capital letter formatting from the selected paragraph.

Dropped

Inserts a dropped capital letter flush with the left margin, inside the main text area.

In Margin

Inserts a dropped capital letter in the left margin, beginning at the first line of the paragraph.

Font

Type or select a font name for the drop cap. Word lists the fonts available in the current printer driver and any additional fonts installed in your system.

Lines To Drop

Type or select the number of lines in the paragraph you want the dropped capital letter to extend downward.

Distance From Text

Type or select the amount of space you want to appear between a dropped capital letter and the text in the body of the paragraph.

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See also

Formatting Paragraphs


Positioning Text and Graphics with Frames

Overview

Frames

Inserting a frame around selected items

Inserting, sizing, and positioning an empty frame

Selecting a frame

Resizing a frame

Positioning a frame by dragging

Positioning a frame relative to a page, margin, or column

Wrapping text around a frame

Setting the distance between a frame and the surrounding text

Removing a frame

Locking an anchor to a paragraph

Keeping a frame on a particular page

Moving a frame anchor

Positioning a frame relative to a paragraph

Borders, shading, and captions

Applying or removing borders

Applying or removing shading

Adding a caption to a table, illustration, equation, or other item


Overview of Positioning Text and Graphics with Frames

You can position any item except a footnote, endnote, or annotation anywhere on a page by placing it in a frame. Think of a frame as an invisible container for the item you want to position.

Frames are useful when you want to:

Keep paragraphs or items together, such as a graphic and a caption.

Make text flow around a framed item -- for example, a graphic in a newsletter or brochure.

Print sideheads, notes, small graphics, and other items in the margin of a document.

Once an item has been enclosed in a frame, you can position it anywhere you want on the page by dragging it, or you can type coordinates to specify precise placement on the page.

You can lock a frame to a specific paragraph. This ensures that the frame will always appear on the same page as the paragraph.

When you're working with frames, its best to work in page layout view. Page layout view shows a frame's actual location on the page. As you use the mouse to resize a frame or drag it to a new location on the page, you can see exactly how the page will look when printed.

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See also

Positioning Text and Graphics with Frames


Inserting a frame around selected items

When you insert a frame around an item with fixed width -- such as a paragraph, graphic, equation, table, chart, or spreadsheet -- Word automatically makes the frame the same size as the selected item. Placing a frame around objects keeps the objects together when you move them. For example, if you place a chart and a caption together inside a frame, you can be sure that the caption will stay with the chart whenever you move the caption or the chart.

To insert a frame around selected items

1.	In page layout view, select the items you want to frame.

2.	From the Insert menu, choose Frame.

Word inserts a frame with eight sizing handles and a crosshatched border around the selection. The crosshatched border with sizing handles indicates that the frame has been selected. The frame remains selected so that you can continue working with it.

__________

See also

Positioning Text and Graphics with Frames


Inserting, sizing, and positioning an empty frame

You can insert an empty frame into a document and then insert text or graphics into the frame. When you type inside the empty frame, the text wraps within it.

To insert, size, and position an empty frame

1.	Make sure no text or graphics are selected, and then in page layout view, choose Frame from the Insert menu.

The pointer changes to a cross hair.

   Cross hair pointer

2.	Position the cross hair where you want the upper-left corner of the frame to appear on the page.

3.	While holding down the mouse button, drag the frame until it is the size you want.

4.	To insert the frame, release the mouse button.

__________

See also

Positioning Text and Graphics with Frames


Selecting a frame

You must select a frame before you can move or resize it. A selected frame has a crosshatched border with sizing handles on each side.

To select a frame

In page layout view, position the pointer on any side of the frame. When the pointer changes to the positioning pointer, click the mouse button.

  Positioning pointer

__________

See also

Positioning Text and Graphics with Frames


Resizing a frame

You can resize a frame by selecting it and then dragging the sizing handles that surround the frame.

  Selected frame with sizing handles

If the frame contains only a graphic, dragging a sizing handle to resize the frame resizes the graphic as well as the frame. To resize the frame without resizing the graphic, use the Frame command on the Format menu.

To resize a frame

1.	In page layout view, select the frame you want to resize.

2.	Point to one of the sizing handles on the frame border. When the mouse pointer changes to a two-headed arrow, drag the handle until the frame is the size you want.

   Two-headed arrow

Using the Frame command     Once you've selected the frame, you can specify exact measurements for the size of a frame by using the Frame command on the Format menu. See Frame command.

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See also

Positioning Text and Graphics with Frames


Positioning a frame by dragging

You can move frames -- and the text, graphics, tables, and other items inside them -- to any location in a document by dragging them. By dragging a frame, you can position it at a fixed distance from the left and top edges of the page. As you add or delete text and paragraphs move up or down on the page, the frame remains where you positioned it on the page.

To position a frame by dragging

1.	In page layout view, position the pointer on the frame border.

2.	When the mouse pointer changes to the positioning pointer, drag the frame to a new position.

  Positioning pointer

A dotted frame indicates the position of the frame as you drag it. The frame moves to the new location when you release the mouse button.

__________

See also

Positioning Text and Graphics with Frames


Positioning a frame relative to a page, margin, or column

You can specify a precise measurement for the distance you want between a frame and the left edge of the page, the left margin, the left edge of the column, or the left edge of the paragraph to which the frame is anchored.

To position a frame relative to a page, margin, or column

1.	In page layout view, select the frame.

2.	From the Format menu, choose Frame.

3.	Under Horizontal or Vertical, do one or more of the following:

In the	Do this
Position box	Type or select the horizontal or vertical position you want for the frame.
Relative To box	Select Margin, Page, Column, or Paragraph to indicate what you want the position to be relative to.
Distance From Text box	Type or select the amount of space you want between the frame and the surrounding text.
Move With Text check box	Select this check box to have the frame move up or down on the page as you add or remove paragraphs above or below the frame.
4.	Choose the OK button.

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See also

Positioning Text and Graphics with Frames


Wrapping text around a frame

Word can wrap text around the edges of a frame if there is at least 1 inch between the frame and the margin, the column boundary, or another framed item. You can also control the amount of space between the frame and the text that surrounds it.

To wrap text around a frame

1.	In page layout view, select the frame.

2.	From the Format menu, choose Frame.

3.	Under Text Wrapping, select Around, and then choose the OK button.

__________

See also

Positioning Text and Graphics with Frames


Setting the distance between a frame and the surrounding text

When you wrap text around a frame, you can set the distance between the frame and the text that surrounds it.

To set the distance between a frame and the surrounding text

1.	In page layout view, select the frame.

2.	From the Format menu, choose Frame.

3.	Do one or more of the following:

To	Do this
Specify the distance between the left and right edges of the frame and the surrounding text	Under Horizontal, type or select a measurement in the Distance From Text box.
Specify the distance between the top and bottom edges of the frame and the surrounding text	Under Vertical, type or select a measurement in the Distance From Text box.
4.	Choose the OK button.

Tip

If you insert a frame at the beginning of a document and later want to add text above the frame, position the insertion point in the frame, and then press CTRL+SHIFT+ENTER. Word inserts a paragraph formatted with the Normal style above the frame so that you can type the additional text.

__________

See also

Positioning Text and Graphics with Frames


Removing a frame

When you remove a frame, the contents of the frame remain in line with the text that precedes and follows it. If you delete all of the contents of a frame, Word deletes the frame as well.

To remove a frame

1.	In page layout view, select the frame.

2.	From the Format menu, choose Frame.

3.	Choose the Remove Frame button.

To remove a frame and its contents

1.	In page layout view, select the frame.

2.	Press DELETE.

Note

If you remove a frame, Word moves the contents of the frame above the paragraph the frame was previously anchored to. For more information on anchors, see Locking an anchor to a paragraph.

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See also

Positioning Text and Graphics with Frames


Locking an anchor to a paragraph

A frame is always anchored to a paragraph. As you move the frame, the [image] (anchor) moves to the closest paragraph. Locking an anchor to a specific paragraph ensures that the frame always appears on the same page as the paragraph.

To lock an anchor to a paragraph

1.	In page layout view, select the frame.

2.	To display anchors, click the Show/Hide [image] button on the Standard toolbar.

  Show/Hide [image] button

3.	Drag the anchor to the paragraph you want to lock it to.

4.	Double-click the frame anchor.

5.	Under Vertical, select the Lock Anchor check box, and then choose the OK button.

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See also

Positioning Text and Graphics with Frames


Keeping a frame on a particular page

You can easily keep a frame on a particular page while the rest of the text and graphics flow around the frame.

To keep a frame on a particular page

1.	In page layout view, select the frame.

2.	From the Format menu, choose Frame.

3.	Under Vertical, clear both the Lock Anchor and Move With Text check boxes, and then choose the OK button.

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See also

Positioning Text and Graphics with Frames


Moving a frame anchor

You can easily move a frame's anchor to another paragraph -- for example, if you want a chart to appear on the same page with a different paragraph.

To move a frame anchor

1.	In page layout view, select the frame.

2.	To display anchors, click the Show/Hide [image] button on the Standard toolbar.

  Show/Hide [image] button

3.	Drag the anchor to the new location.

   Anchor

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See also

Positioning Text and Graphics with Frames


Positioning a frame relative to a paragraph

You can specify a precise measurement for the distance you want between a frame and the paragraph to which it is anchored.

To position a frame relative to a paragraph

1.	In page layout view, select the frame.

2.	From the Format menu, choose Frame.

3.	Under Vertical, type a precise measurement in the Position box.

A negative number, such as -1, positions the frame above the paragraph; a positive number positions the frame below the paragraph.

4.	Under Vertical, type or select Paragraph in the Relative To box.

5.	Choose the OK button.

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See also

Positioning Text and Graphics with Frames


Frame command (Insert menu)

Creates a frame in the size and location you want. You can use frames to position any items except footnotes, endnotes, and annotations. You can also use a frame to give an item a specific position, make text flow around an item, or collect several items into a group so that they always stay together.

In normal view, with nonprinting characters displayed, Word displays a small black square to the left of each frame. To move and resize frames, you must be in page layout view.

To quickly insert a frame, click the Insert Frame button on the Forms toolbar.

  Insert Frame button

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See also

Positioning Text and Graphics with Frames


Frame command (Format menu)

Controls the size and the horizontal and vertical position of a selected frame, and controls how text flows around the frame.

  Dialog Box Options

Text Wrapping

Controls how text flows around the sides of a frame.

None

Places the frame on its own line and does not wrap text around its sides.

Around

Wraps text around the sides of the frame, if there is at least 1 inch between the frame and the margin, the column boundary, or another framed item.

Size

Indicates the width and height of the frame.

Width

Select how you want to set the width of the frame.

Auto

Automatically adjusts the width of the frame to be as wide as its contents.

Exactly

Sets a fixed width for the frame. Word will use the measurement you type or select in the At box next to the Width box.

At

If you select Exactly in the Width box, type or select the width of the frame. You can use different units of measurement.

Height

Select how you want to set the height of the frame.

Auto

Automatically adjusts the height of the frame to be as tall as its contents.

At Least

Indicates that a minimum height for the frame will be specified in the At box.

Exactly

Sets a fixed height for the frame. Word will use the measurement you type or select in the At box next to the Height box.

At

If you select either At Least or Exactly in the Height box, type or select the height of the frame. You can use different units of measurement.

Horizontal

Sets the horizontal position of the selected frame relative to the left or right edge of the page, margin, or column.

Position

Indicates the horizontal position of the frame.

Exact Measurement

Type a number to set a specific distance between the left edge of the item selected in the Relative To box and the left side of the frame.

Left

Aligns the frame horizontally at the left edge of the page, the left margin, or the left edge of a column.

Right

Aligns the frame horizontally at the right edge of the page, the right margin, or the right edge of a column.

Center

Centers the frame horizontally between the left and right edges of the page, between the left and right margins, or within a column.

Inside

Aligns the frame horizontally at the inside edge of the page, the inside margin, or the inside edge of a column. The inside edge is the left side of odd-numbered pages and the right side of even-numbered pages.

Outside

Aligns the frame horizontally at the outside edge of the page, the outside margin, or the outside edge of a column. The outside edge is the right side of odd-numbered pages and the left side of even-numbered pages.

Relative To

Indicates whether to measure the position of the frame from the edge of the page, from the margin, or from within a column.

Distance From Text

Type or select the amount of space you want to appear between the frame and the surrounding text on the left and right sides.

Vertical

Sets the vertical position of the selected frame relative to the top or bottom edge of the page, margin, or the paragraph that contains the frame's anchor.

Position

Indicates the vertical position of the frame.

Exact Measurement

Type a number to set a specific distance between the top edge of the item selected in the Relative To box and the top of the frame.

Top

Aligns the frame at the top of the page, a specific paragraph, or the top margin.

Bottom

Aligns the frame at the bottom of the page, a specific paragraph, or the bottom margin.

Center

Centers the frame between the top and bottom edges of the page or between the top and bottom margins.

Relative To

Indicates whether to measure the position of the frame from the margin, from the edge of the page, or from the paragraph to which that the frame is anchored.

Distance From Text

Type or select the amount of space you want to appear between the frame and the text above and below the frame.

Move With Text

Causes the frame to move up or down on the page as the paragraph it is anchored to moves.

Lock Anchor

Locks the anchor of the frame to the paragraph that currently contains the anchor.

Remove Frame

Deletes the frame from the selected object. The contents of the frame remain, along with any applied borders. To delete the frame and its contents, select the frame and then press DELETE.

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See also

Positioning Text and Graphics with Frames


Printing

Overview

Previewing a document

Previewing a document before printing

Editing text in print preview

Moving margins in print preview

Printing a document

Printing a document or canceling printing

Setting printing options

Specifying a paper source when printing a document

Printing to a file

Creating and printing an envelope or mailing label

Creating and printing an envelope

Changing text formatting on an envelope

Printing special text and graphics on an envelope

Printing one mailing label or a sheet of mailing labels for one address

Printing merged documents

Overview of Mail Merge: Step by Step

Setting up and printing envelopes by using Mail Merge

Setting up and printing mailing labels by using Mail Merge


Overview of Printing

When you print a document, you can:

Print the entire document or only specific pages.

Print summary information; annotations; or lists of styles, AutoText entries, or key assignments.

Print a draft copy, which ignores graphics to allow faster printing.

Set printing options, such as number of copies.

Print to a file instead of a printer.

You can also automatically create and print an envelope, using an address from a document or one that you type. You can either print directly on an envelope or store the information so that you can print the envelope later.

The printer you use affects the way Word prints and displays text on the screen. Before you print a document, you should install and select the printer you intend to use to print the document.  For more information about installation, see your Windows documentation.For information about an installed printer, choose the Options button in the Print Setup dialog box. See Print Setup dialog box.

For information about printing problems, see Printers and Printing.

Matching the document display to the printed document

Word displays a document as it will look when you print it. If you want to preview a document before you print it, use page layout view or print preview. In each of these views, you can make last-minute changes to text, formatting, page breaks, and margins.

Line breaks and page breaks should be the same on the screen and in the printed document. However, the fonts and view options you choose can affect the match between what you see on the screen and what appears on the printed page.

Three kinds of fonts affect your work in Word: scalable fonts, printer fonts, and screen fonts.

Use scalable fonts, such as TrueType fonts, to ensure that what you see on the screen is what appears on the printed page.

If you use printer fonts, you must have a corresponding screen font and font size to display each font on the screen. If each screen font you use has a matching printer font, the screen display of the document will closely match the printed document.

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See also

Printing


Previewing a document before printing

Before you print a document, it's a good idea to make sure that it will be printed the way you want it. By using print preview, you can see entire pages -- one, two, or several at a time -- and make last-minute changes to a document.

To preview a document before printing

1.	Do one of the following:

On the Standard toolbar, click the Print Preview button.

  Print Preview button

From the File menu, choose Print Preview.

Word repaginates the document so that the page numbers are correct, and then it displays one or more pages, including the page that contains the insertion point.

2.	On the Print Preview toolbar, do any of the following:

To	Do this
Display one page at a time	Click [image].
Display two or more pages at a time	Click [image] and then drag over the grid to select the number and configuration of pages.
View a magnified area of the document	Move the mouse pointer to the location you want to view, and then click the mouse button. (If the mouse pointer does not resemble a magnifying glass, click the mouse button twice.) To return to the original magnification, click the mouse button again. To restore the original pointer, click [image].
Reduce or enlarge the page(s) displayed	Click the down arrow next to the Zoom Control box, and then select a magnification. Or, type a percentage in the Zoom Control box, and then press ENTER.
Hide all screen elements except the displayed page(s) and the Print Preview toolbar	Click [image]. To return the hidden elements to the screen, click the button again, or press ESC.
3.	Do one of the following:

To print the document, click the Print button on the Print Preview toolbar.

 Print button

To make changes to the document text, see Editing text in print preview.

To exit print preview and return to the previous view of the document, choose the Close button.

Using the scroll bar     You can use the vertical scroll bar to display different pages in print preview. To display the previous page or next page of a document, click the Next Page arrow or the Previous Page arrow. To scroll several pages at a time, drag the scroll box.

Using the keyboard     You can use the PAGE UP and PAGE DOWN keys to display different pages in print preview.

Tip

If only a small amount of text appears on the last page of a document, you may be able to reduce the number of pages by clicking the Shrink To Fit button on the Print Preview toolbar.

  Shrink To Fit button

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See also

Printing

Different ways to view a document


Editing text in print preview

You can edit text in print preview by pointing at text with the magnifying glass pointer and then clicking the text you want to edit.

To edit text in print preview

1.	In print preview, display the page you want to edit. For more information, see Previewing a document before printing.

2.	Move the mouse pointer over the document. If the pointer does not resemble a magnifying glass, click the left mouse button.

3.	Click the location in the document that you want to edit.

4.	On the Print Preview toolbar, click the Magnifier button to restore the original mouse pointer, and then make your changes to the document.

 Magnifier button

5.	Do one of the following:

To return to the original magnification, click the Magnifier button, and then click in the document.

To print the document, click the Print button.

 Print button

To exit print preview and return to the previous view of the document, choose the Close button.

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See also

Printing


Moving margins in print preview

You can move margin settings by using the horizontal ruler and vertical ruler in print preview.

To move margins in print preview

1.	If the rulers are not displayed, click the View Ruler button on the Print Preview toolbar.

 View Ruler button

2.	Do one of the following:

To	Do this
Move the left or right page margin	Drag a margin boundary on the horizontal ruler.
Move the top or bottom page margin	Drag a margin boundary on the vertical ruler.
3.	Do one of the following:

To print the document, click the Print button.

  Print button

To exit print preview and return to the previous view of the document, choose the Close button.

Using the Page Setup command     You can adjust margins for an entire document or for specific sections, add gutter margins, and change the default page layout settings by using the Page Setup command on the File menu. See Margins tab.

Tip

In print preview, you can change the height of a row in a table by dragging a row marker on the vertical ruler.

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See also

Printing

Different ways to view a document


Printing a document or canceling printing

Before you can print in Word for the first time, you must connect the printer to the computer or network, install a printer driver, and select the printer you will use to print the document. For more information, see Print Setup dialog box.For information about an installed printer, choose Print from the File menu, choose the Printer button, and then choose the Options button in the Print Setup dialog box.

For information about common printing problems, see Printers and Printing.

Because the fonts available on the selected printer affect both display and printing, select the printer you will use before you begin working on a document. If you change printers, use page layout view or print preview to check formatting and page breaks before you print.

To print a document

On the Standard toolbar, click the Print button.

  Print button

Word prints one copy of the document.

Using the Print command     You can specify printing options, such as the number of pages you want to print, by using the Print command on the File menu. See Setting printing options.

Note

You can print more than one document at a time. For more information about finding, selecting, and printing several documents at a time, see Find File command.

You can also group separate documents -- for example, individual chapters in a book -- into a single master document. For more information, see Using Master Documents to Manage Long Documents.

Tip

It is a good idea to save your document before you print it. This way, if a printer error or other problem occurs, you will not lose any work completed since the last time you saved the document.

To cancel printing

Do one of the following:

If background printing is off, press ESC.

If background printing is on, double-click the printer icon in the status bar. Or, choose Print from the File menu, and then choose the Stop Print button.

You select or clear background printing by using the Options command on the Tools menu. See Print tab.

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See also

Printing


Setting printing options

You can use the Print command to select printing options. For example, you can specify that you want to print annotations, AutoText entries, a single page, or other portions of a document.

You can print several documents at the same time. See Find File command. To print a series of files as a single document, see Using Master Documents to Manage Long Documents.

To set printing options

1.	From the File menu, choose Print.

2.	Do one of the following:

To print	Do this
Only the page containing the insertion point	Under Page Range, select the Current Page option button.
The current selection	Under Page Range, select the Selection option button.
A range of contiguous pages	In the Pages box, under Page Range, type a range with a hyphen between the page numbers.  For example, to print pages 3 through 7, type 3-7
Noncontiguous pages	In the Pages box, under Page Range, type the page numbers, separated by commas.  For example, to print pages 1 and 6, type 1,6
A range of pages within a noncontinuous section	In the Pages box, type ppage number-ssection number For example, for pages 5 through 7 of section 3, type p5s3-p7s3
An entire section	In the Pages box, type ssection number  For example, type s3
Noncontiguous sections	In the Pages box, type the section numbers, separated by commas.  For example, type s3,s5
A range of pages across sections	In the Pages box, type a range of page numbers and the sections that contain them, with a hyphen between the page numbers. For example, type p2s2-p3s5
An envelope attached as a separate section to the beginning of a document	In the Pages box, type 0 (zero)
Only odd or even pages	In the Print box, select Odd Pages or Even Pages.
An entire document	In the Print What box, select Document; and under Page Range, select the All option button.
Multiple copies of the entire document	In the Copies box, type or select a number of copies. To sort the pages by page number, select the Collate Copies check box.
Summary information, annotations, styles, AutoText entries, or key assignments for a document	In the Print What box, select the option you want. You can print only one option at a time.
3.	Choose the OK button.

Note

To print a range of pages within a section, the section must not be a continuous section. For more information, see Break command.

Using the Options button     You can identify the default tray that the printer uses to print a document, automatically update fields and links before printing, and print a draft version of a document. You can also print hidden text and other information relating to a document. See Print tab.

Using the Page Setup command     You can specify paper size and orientation and set the paper source for individual sections in a document by using the Page Setup command on the File menu. See Paper Source tab.

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See also

Printing


Specifying a paper source when printing a document

You can specify the paper tray your printer uses when you print a document and whether the printer should use a different tray for the first page. If a document contains multiple sections, you can specify a different tray for each section.

To specify the paper source when printing a document

1.	Do one of the following:

To specify a different paper source for the first page of a section or for a single section, position the insertion point in that section.

To specify a different paper source for several sections, select the sections.

2.	From the Tools menu, choose Options.

3.	Select the Print tab.

4.	In the Default Tray box, select the option you want. See Print tab.

5.	Choose the OK button.

To specify a different paper source for the first page or for each section

1.	From the File menu, choose Page Setup.

2.	Select the Paper Source tab.

3.	Select the options you want. See Paper Source tab.

If you choose Default Tray in the First Page or Other Pages box, Word prints the pages or section with the option specified on the Print tab in the Options dialog box (Tools menu), where you can set the paper source for the entire document.

4.	Choose the OK button.

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See also

Printing


Printing to a file

You print a document to a file so that you can print from a computer that does not have Word for Windows installed, or so that you can print to a printer other than the one you were using when you originally created the document.

Switching printers can change page breaks and font spacing in a document. If you print a document to a file and both printers have access to the same fonts and font sizes, the document will look the same regardless of which printer you use.

 To print a document to a file

1.	From the File menu, choose Print.

2.	Choose the Printer button, select the printer on which you will print the file, choose the Set As Default Printer button, and then choose the Close button.

If the printer is not listed, install the appropriate printer driver. For more information, see your Windows documentation.

3.	In the Print dialog box, select the Print To File check box, and then choose the OK button.

4.	In the Output File Name box, type a filename that is different from the original filename, and then choose the OK button.

You can type the full path -- including drive and directory name -- in the filename, or you can select the drive and directory in the Drives and Directories boxes.

Tip

If your file is too large to fit on a single floppy disk, print fewer pages at a time. For example, print pages 1 through 20 in the first file, print pages 21 through 40 in the next file, and so on.

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See also

Printing


Creating and printing an envelope

You can create an envelope and print it right away, or you can store the envelope information as a separate section in a document and print the envelope later.

Some printers include special options or require additional preparation to print envelopes. For more information, see your printer manual.

To create and print an envelope

1.	If the document contains more than one delivery address, select the delivery address you want to use.

2.	From the Tools menu, choose Envelopes And Labels.

3.	Select the Envelopes tab.

4.	In the Delivery Address box, accept the proposed delivery address or type the address to which you want to send the letter.

5.	Do one of the following:

To print a return address, accept the proposed return address in the Return Address box or type an address.

If you do not want to print a return address, select the Omit check box.

6.	To select an envelope size, type of feed, and other options, choose the Options button. See Envelope Options dialog box.

7.	Do one of the following:

To	Do this
Print the envelope	Insert the envelope in the printer as shown in the Feed box, and then choose the Print button.
Add the envelope as a separate section at the beginning of the document	Choose the Add To Document button.
Change an existing envelope that is already attached to a document as a separate section	Choose the Change Document button.
If you've typed a return address for the first time, or replaced an existing return address, Word asks you to confirm that you want to use the new address as the default return address for future documents.

Note

If the Mailing Address box on the User Info tab in the Options dialog box (Tools menu) contains an address, Word stores that address as the default return address and automatically displays it in the Return Address box. For more information, see User Info tab.

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See also

Printing

Setting up and printing envelopes by using Mail Merge

Setting up and printing mailing labels by using Mail Merge


Printing special text and graphics on an envelope

You can add custom text and graphics to an envelope and position them anywhere you want on the envelope. If you make the text or graphics an AutoText entry, Word will include the information automatically when you print the envelope.

To print special text and graphics on an envelope

1.	From the Tools menu, choose Envelopes And Labels.

2.	Select the Envelopes tab. Check the delivery and return addresses, and make any changes you want. See Envelopes tab.

3.	Choose the Add To Document button or the Change Document button.

4.	If you are not in page layout view, switch to page layout view, and then do any of the following:

Type any special text that you want on the envelope.

Insert a graphic by choosing Picture from the Insert menu.

Create a graphic by using the drawing tools that come with Word. See Creating, deleting, or copying a drawing object.

5.	Position the special text or graphic in one of the following ways.

To position	Do this
A graphic created by using a Word drawing tool	Select the graphic, and then drag it.
Special text, or a graphic inserted by using the Picture command	Select the text or graphic, and then choose Frame from the Insert menu. Position the text or graphic where you want it. For more information about working with frames, see Positioning Text and Graphics with Frames.
If you want Word to insert the text or graphics automatically when it prints an envelope, select the text or graphics. From the Edit menu, choose AutoText. Then, in the Name box, type EnvelopeExtra1 or EnvelopeExtra2 and then choose the Add button.

Note

You can include up to two separate AutoText entries (EnvelopeExtra1 and EnvelopeExtra2) in a template. Each entry includes information about its formatting and position.

All envelopes created with that template will then contain the graphics or text; you do not have to insert an EnvelopeExtra AutoText entry each time you print an envelope. If you don't want to include EnvelopeExtra, use a different document template, or delete the AutoText entries. See AutoCorrect and AutoText: Reusing Text and Graphics.

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See also

Printing

Importing and Creating Graphics


Printing one mailing label or a sheet of mailing labels for one address

You can print a single label or print the same name and address on an entire sheet of labels. For example, you can print a single label to use up a partial sheet of labels, or you can create return address labels by printing the same address on a sheet of labels.

To print a series of mailing labels with different addresses, see Setting up and printing mailing labels by using Mail Merge.

To print one mailing label or a sheet of mailing labels for one address

1.	From the Tools menu, choose Envelopes And Labels.

2.	Select the Labels tab.

3.	Do one of the following:

To print a delivery address, accept the proposed address in the Address box, or type the address.

If the document contains an address, Word automatically proposes that address in the Address box. If the document contains more than one address, select an address in the document before choosing the command, or type the address in the Address box.

To print a return address, select the Use Return Address check box, and then either accept the proposed return address in the Address box or type an address.

4.	Under Print in the lower-left corner of the Labels tab, do one of the following:

To print a single label, select the Single Label option button. In the Row and Column boxes, type or select the row number and column number on the label sheet for the label you want to print.

To print the same address on an entire sheet of labels, select the Full Page Of The Same Label option button.

5.	To select a label type and to set the height and width of a label, choose the Options button. See Label Options dialog box.

6.	Do one of the following:

To	Do this
Print a label or a sheet of labels	Insert a sheet of labels into the printer, and then choose the Print button.
Save the label or the sheet of labels as a table in a Word document for future use	Choose the New Document button.
If you've typed a return address for the first time, or replaced an existing return address, Word asks you to confirm that you want to use the new address as the default return address for future documents.

Note

If the Mailing Address box on the User Info tab in the Options dialog box (Tools menu) contains an address, Word stores the address as the default return address and automatically proposes it in the Address box. For more information, see User Info tab.

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See also

Printing

Setting up and printing mailing labels by using Mail Merge


Changing text formatting on an envelope

You can change the appearance of text on an envelope, or you can change the default formats for all envelopes based on the current template.

To change text formatting on an envelope

1.	From the Tools menu, choose Envelopes And Labels.

2.	Select the Envelopes tab.

3.	Choose the Options button, and then select the Envelope Options tab.

4.	Under Delivery Address or Return Address, choose the Font button.

5.	In the Envelope Address or Envelope Return Address dialog box, select the options you want. See Envelope Address/Envelope Return Address dialog box.

6.	Do one of the following:

To	Do this
Return to the Envelope Options dialog box	Choose the OK button.
Use the new formats as the default formats	Choose the Default button, and then choose the Yes button.
7. Choose the OK button.

Note

If you change the default formats, Word applies the new formats immediately in the active document and asks you to confirm that you want to use the new formats as the default for future documents.

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Printing

Applying or removing character formats

Changing the default character formatting


Print Preview command (File menu)

Shows how a document will look when you print it. You can use the Print Preview toolbar to make changes before you print.

You can also display or hide rulers and other screen elements while you're in print preview. See Parts of the Word Screen and Toolbars.

When you switch to print preview, Word repaginates the document so that the page numbers are correct.

To switch to print preview quickly, click the Print Preview button on the Standard toolbar.

 Print Preview button

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See also

Printing

Different ways to view a document


Print command (File menu)

Controls how a document is printed. Before using this command, you must install and select a printer. To install a printer, see your Windows documentation. To select a printer, see Print Setup dialog box.

To print one copy of a document quickly using the current print settings, click the Print button on the Standard toolbar.

  Print button

You can print several documents at the same time. See the Find File command.

To group several documents as a master document so that Word will number the pages sequentially, see Using Master Documents to Manage Long Documents.

  Dialog Box Options

Printer

Displays the name of the active printer and the printer connection.

Print What

Select the type of information you want to print.

Document

Prints the entire document.

Summary Info

Prints only the summary information for the document.

Annotations

Prints only the annotations in the document.

Styles

Prints only the descriptions for any styles in the document.

AutoText Entries

Prints AutoText entries for the current template and any AutoText entries that are assigned to all templates.

Key Assignments

Prints the names of macros, the keys to which they are assigned, and their descriptions for the current template. Prints shortcut keys you created for the current template by using the Customize command on the Tools menu.

Copies

Type or select the number of copies you want to print.

Page Range

Specify the pages you want to print.

All

Prints the entire document.

Current Page

Prints the selected page or the page containing the insertion point.

Selection

Prints only the selected text.

Pages

Prints the pages you specify. Type page numbers separated by commas, or a range of pages with a hyphen between the page numbers. For example, to print pages 2, 4, 5, 6, and 8, type 2,4-6,8

To print a range of sections, see Setting printing options.

To print an envelope that is attached to the beginning of a document, type 0 (zero) in both the From and To boxes.

Print

Select the order in which you want the pages to be printed.

All Pages In Range

Prints the pages specified in the Pages box, beginning with the first page.

Odd Pages

Prints only the odd-numbered pages specified under Range.

Even Pages

Prints only the even-numbered pages specified under Range.

Print To File

Prints a document to a new file on the drive you specify instead of routing it directly to a printer. You print a document to a file so that you can print from a computer that does not have Word for Windows installed, or so that you can print to a printer other than the one you were using when you originally created the document.

When you choose the OK button, Word displays a dialog box so that you can type a new filename. See Print To File dialog box.

Collate Copies

Organizes pages when you print multiple copies. Word prints a complete copy of the first document before it begins to print the first page of the second document.

Printer

Select a printer and a printer connection. You can also control default printer settings for the selected printer. See Print Setup dialog box.

Options

Select additional printing options. See Print tab.

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See also

Printing


Print Setup dialog box

Print command (File menu)

Provides a list of installed printers, sets the default printer, and provides access to other printing options for the printer you select.

Before you can print in Word for the first time, you must:

Connect the printer to your computer or a network by using the instructions in your printer manual.

Install a printer driver by using Windows Setup or the Windows Control Panel. For more information, see your Windows documentation.

Select the printer you will use in the Print Setup dialog box.

  Dialog Box Options

Default Printer

Displays the name of the default printer and shows the printer connection.

Printers

Select the printer you want to use; Word lists only printers installed by using either Windows Setup or the Windows Control Panel. For information about installing printers, see your Windows documentation.

Set As Default Printer

Changes the default printer that Word uses to print documents. Select the printer you want to use in the Printers list, and then choose this button.

Options

Controls printer settings for the printer you select in the Printers list. The available options vary depending on the printer driver.

To get Help for the selected printer, choose the Options button, and then choose the Help button.

Network

Connects your computer to a network printer. The Network button is available only if your computer is connected to a network. To get Help on network printers, choose the Network button, and then choose the Help button.

Note

When you finish getting help on printer options or network printers, to get help on Word, choose the Back button at the top of the Help window.


Print tab

Options command (Tools menu)

Specifies options for printing documents.

  Tab Options

Printing Options

Select one or more printing options.

Draft Output

Prints a document with minimal formatting. The amount of formatting depends on the selected printer. For example, a Hewlett-Packard LaserJet printer prints formatted text but no graphics, whereas a PostScript printer prints both formatted text and graphics. Some printers do not support printing in draft mode.

Reverse Print Order

Prints the pages specified in the Print dialog box, beginning with the last page.

Do not select this option if you are printing an envelope.

Update Fields

Updates any fields in the document before printing.

Update Links

Updates any linked information in the document before printing.

Background Printing

Allows you to continue working in Word while you print a document. Background printing uses memory; to speed up printing, clear the Background Printing check box.

Include With Document

Prints the document and selected additional information related to the document.

Summary Info

Prints summary information on a separate page after printing the document.

Field Codes

Prints field codes instead of field results in the document.

Annotations

Prints annotations on separate pages at the end of the document.

Hidden Text

Prints any hidden text in the document. Word does not print the dotted underline that appears on the screen under hidden text.

Drawing Objects

Prints drawing objects created in Word with the document.

Options For Current Document Only

Sets printing options that only apply to the active document.

Print Data Only For Forms

Prints only the input in a form field in an online or preprinted form. See Forms.

Default Tray

Identifies the tray your printer will use to print the document. If you want to set different paper sources for individual sections of the document, use the Page Setup command on the File menu. See Paper Source tab.


Envelopes And Labels command (Tools menu)

Prints an envelope, a single mailing label, or the same name and address on an entire sheet of mailing labels.

To print the same addresses on a series of envelopes, see Setting up and printing envelopes by using Mail Merge. To print a series of mailing labels with different addresses, see Setting up and printing mailing labels by using Mail Merge.

Select the tab for the options you want.

Envelopes tab

Prints a delivery address and a return address on an envelope, or adds a section containing the addresses to the beginning of a letter. Word formats the section as an envelope.

Labels tab

Prints a single mailing label, or prints the same name and address on an entire sheet of mailing labels.

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See also

Printing


Envelopes tab

Envelopes And Labels command (Tools menu)

Prints a delivery address and a return address on an envelope, or adds a section containing the addresses to the beginning of a letter. Word formats the section as an envelope.

  Tab Options

Delivery Address

Accept the proposed delivery address, or type a different one. If the document contains an address or an EnvelopeAddress bookmark, Word proposes the delivery address.

If the document contains more than one address, select the address you want to use before you choose the Envelopes And Labels command, or type the address you want in the Delivery Address box.

Return Address

Accept the proposed return address, or type a return address.

If you type a return address for the first time, or if you replace an existing return address, Word asks you to confirm that you want to use the new address as the default for future documents based on the current template. If you choose the OK button, Word stores the address on the User Info tab in the Options dialog box (Tools menu).

If you previously stored a return address, or if the EnvelopeReturn bookmark is defined for the active document, Word automatically displays this return address in the Return Address box.

Omit

Does not print a return address on the envelope. This option is useful if the envelope already includes a return address.

Print

Prints an envelope directly to the printer.

Before you choose the Print button, choose the Options button to set the envelope size, type of feed, and other options. If you have questions about printing, see Printers and Printing.

Add To Document/Change Document

Adds a section containing the delivery address and return address to the beginning of the active document so that you can print the envelope when you print a document.

The Add To Document button changes to Change Document if an envelope section already exists.

Preview

Shows how the envelope will appear when it is printed.

You can click in this box to change envelope options. See Envelope Options tab.

Feed

Shows how to place the envelope in the printer tray before you print it.

You can click in this box to change printing options. See Printing Options tab.

Options

Sets options, such as envelope size and the position and default formatting of addresses; adds United States postal codes to envelopes; and selects the printer tray and sets the position of envelopes in the tray. See Envelope Options dialog box.


Envelope Options dialog box

Envelopes And Labels command (Tools menu)

Sets options for printing envelopes.

Select the tab for the options you want.

Envelope Options tab

Sets envelope size and the position and default formatting of addresses on an envelope; adds United States postal codes.

Printing Options tab

Selects the printer tray and sets the position of envelopes in the printer tray.


Envelope Options tab

Envelope Options dialog box

Sets envelope size and the position and default formatting of addresses on an envelope; adds United States postal codes.

  Tab Options

Envelope Size

Select the envelope size you want. If the size is not listed, select Custom Size from the bottom of the list.

Custom Size

Type or select a custom height and width for the envelope.

If Mailed In The USA

Sets options that can reduce mailing costs and speed mail delivery within the United States. FIM-A Courtesy Reply Mail is available only if you also select the Delivery Point Bar Code check box.

If you use a daisy-wheel printer, Word cannot print a Facing Identification Mark or Delivery Point Bar Code.

Delivery Point Bar Code

Prints the POSTNET (Postal Numeric Encoding Technique) bar code, a machine-readable representation of the ZIP Code.

FIM-A Courtesy Reply Mail

Prints a Facing Identification Mark (FIM), which is used on courtesy reply mail to identify the front of the envelope during presorting. Courtesy reply mail is preprinted with the sender's name and address.

Delivery Address/Return Address

Changes character formatting and the position of the addresses on an envelope.

Font

Changes the default font, font size, and other character formatting for the delivery address or the return address. See Envelope Address/Envelope Return Address dialog box.

From Left /From Top

Type or select a distance from the left edge and the top edge of the envelope. If you add the envelope to the beginning of the document, you can also adjust the distance in page layout view or print preview by selecting and then dragging the address on the envelope.

To change the position of the address on all envelopes, use styles. For more information, see Automatic Formatting and Styles.

Preview

Shows how the envelope will appear when it is printed.


Printing Options tab

Envelope Options dialog box

Selects the printer tray and sets the position of envelopes in the tray.

  Tab Options

Printer

Displays the name of the printer to which your computer is connected.

Feed Method

Shows how to place the envelope in the printer tray. Word selects an option for the printer to which your computer is connected.

Face Up

Place an envelope in the printer tray face up.

Face Down

Place an envelope in the printer tray face down.

Clockwise Rotation

Reverses the proposed direction that you insert an envelope in the printer.

Feed From

Shows which printer tray Word will use to feed the envelope into the printer.

Reset

Resets the printing options to the ones proposed by Word when you first selected the Printing Options tab.


Envelope Address/Envelope Return Address dialog box

Envelope Options tab

Applies or removes character formats for envelopes. Also allows you to change the default formats for the current envelope and all other envelopes that are based on the current template.

Select the tab for the options you want.

Font tab

Changes font, style (such as bold and italic), font size, type of underline, color, and font effects (such as superscript and hidden text). Allows you to set new defaults.

Character Spacing tab

Defines settings for the vertical position of characters and the space between characters. Allows you to set new defaults.


Labels tab

Envelopes And Labels command (Tools menu)

Prints a single mailing label or the same name and address on an entire sheet of mailing labels.

To print addresses on a series of envelopes, see Setting up and printing envelopes by using Mail Merge. To print a series of mailing labels with different addresses, see Setting up and printing mailing labels by using Mail Merge.

  Tab Options

Address

Accept the proposed address, or type a different one. If the document contains an EnvelopeAddress bookmark, Word proposes that address. If you did not select the Use Return Address check box and the document contains a delivery address, Word suggests the delivery address.

Before you use the Envelopes And Labels command, if the document contains more than one address, select the address you want to use. Or type the address you want in the Address box.

Use Return Address

Prints a return address label or a sheet of labels that all contain the same return address.

If you type a return address for the first time, or if you replace an existing return address, Word asks you to confirm that you want to use the new address as the default return address for future documents that are based on the attached template. If you choose the OK button, Word stores the address on the User Info tab in the Options dialog box (Tools menu).

If you previously stored a return address, or if the EnvelopeReturn bookmark is defined for the active document, Word automatically displays this return address in the Address box when you select the Use Return Address check box.

Delivery Point Bar Code

Prints the POSTNET (Postal Numeric Encoding Technique) bar code, a machine-readable representation of the ZIP Code.

If you use a daisy-wheel printer, Word cannot print a Facing Identification Mark or Delivery Point Bar Code.

Print

Prints a single mailing label or the same name and address on an entire sheet of mailing labels.

Full Page Of The Same Label

Prints the same address on all labels on a sheet of labels.

Single Label

Prints the address on a single label.

Row

If you've selected the Single Label option button, type or select the number of the row (on the sheet of labels you want to print the label on).

Column

If you've selected the Single Label option button, type or select the number of the column (on the sheet of labels you want to print the label on).

Label

Shows the current settings in the Label Options dialog box.

When you click in this box, Word displays information about the selected printer and labels. You can also select other label options. See Label Options dialog box.

Print

This button prints labels on a printer.

Before you use the Print button, choose the Options button to set the label size, page size, and height and width of the sheet of labels.

New Document

Saves a label or a sheet of labels as a table in a Word document. Name and save the document as you would any Word document. For more information, see Saving a new, unnamed document. Then insert a sheet of labels into the printer, and print the document.

Options

Provides information about the printer and label product you are using and lets you set a label type, the height and width of each label, and the page size for the label sheet. See Label Options dialog box.


Print To File dialog box

Print dialog box (Print command)

Prints a document to a new file on the drive or folder you specify instead of routing it directly to a printer. You print a document to a file so that you can print from a computer that does not have Word for Windows installed, or so that you can print to a printer other than the one you were using when you originally created the document.

  Dialog Box Options

Output File Name

Type a filename of up to eight characters, plus a three-letter extension. The filename must be different from the original filename, or the document must be saved to a different drive or directory.

You can type the full path, including drive and directory name, in the filename, or you can select the drive and directory in the Drives and Directories boxes.

Drives

Select the drive where you want to store the file.

Directories

Select the directory where you want to store the file.

Network

Opens the Connect Network Drive dialog box so that you can make a connection to a network drive. For more information, choose the Help button in that dialog box.


Chapter Listing of Procedures
Using Word

Word Essentials

The Word Workplace

Typing and Editing

Typing and Revising

Finding and Replacing

AutoCorrect and AutoText: Reusing Text and Graphics

Editing and Proofing Tools

Formatting Text

Formatting Text Characters

Formatting Paragraphs

Formatting and Sorting Lists

Automatic Formatting and Styles

Document Templates

Page Design and Layout

Page Setup: Margins, Page Numbers, and Other Items

Newspaper-Style Columns

Working with Tables

Forms

Positioning Text and Graphics with Frames

Importing and Creating Graphics

Working with Long Documents

Outlining and Organizing a Document

Footnotes and Endnotes

Cross-references, Captions, and Bookmarks

Indexes, Tables of Contents, and Other Tables

File Management

Opening, Saving, and Protecting Documents

Locating and Managing Documents

Printing

Using Word in a Workgroup

Using Master Documents to Manage Long Documents

Annotating, Revising, and Routing Documents

Using Word with other Applications

Converting File Formats

WordArt, Equation Editor, and Graph

Exchanging Information with Other Applications

Assembling Documents with Mail Merge

Mail Merge: Step by Step

Mail Merge: Advanced Techniques

Automating Your Work

Customizing and Optimizing Word

Inserting Information with Fields

Recording and Running Macros


Editing and Proofing Tools

Overview

Checking and correcting spelling

Checking spelling

Selecting spelling options

Customizing spelling checks

Creating a custom dictionary

Adding or removing a custom dictionary

Opening and using a custom dictionary

Adding a word to a custom dictionary during a spelling check

Editing a custom dictionary as a Word document

Checking a word for a preferred spelling

Correcting typing errors automatically

Creating an AutoCorrect entry

Adding an AutoCorrect entry during a spelling check

Deleting an AutoCorrect entry

Checking grammar

Checking grammar

Checking grammar without checking spelling

Selecting a grammar and style rule group

Customizing a grammar and style rule group

Using other proofing tools

Counting words in a document

Looking up words in the thesaurus

Hyphenating words

Hyphenating words automatically as you type

Controlling hyphenation manually

Inserting a nonbreaking or optional hyphen

Proofing text written in other languages

Proofing text written in another language

Changing the default language used to proof documents


Overview of Editing and Proofing Tools

Use the editing and proofing tools in Word to improve the quality and readability of your text. With the editing and proofing tools, you can:

Find and correct spelling errors.

Automatically correct typing and spelling errors that you've specified as you type.

Locate possible grammatical or style errors, suggest improvements, and help evaluate and improve the readability of text.

Look up synonyms, antonyms, and related words.

Hyphenate text automatically, or control hyphenation to improve the appearance of text.

Check text in other languages if you have installed the correct language dictionaries.

Display document statistics, such as word count or paragraph count.

You can use these proofing and editing tools in any view, and you can check text in annotations, footnotes, endnotes, headers, and footers.

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See also

Editing and Proofing Tools


Checking spelling

Word checks for spelling errors using its main dictionary, which contains most common words. If Word finds a word that is not in the main dictionary, it displays the word in the Spelling dialog box and gives you choices for correcting the possible misspelling.

You can check the spelling of one word, a selection of text, or an entire document.

If the Spelling command does not appear on the Tools menu, you need to install the spelling checker. See Installing or removing individual components of Word.

To check spelling

1.	Do one of the following:

On the Standard toolbar, click the Spelling button.

   Spelling button

From the Tools menu, choose Spelling.

Press F7.

2.	For each word that is displayed in the Not In Dictionary box, do one of the following:

To	Choose
Accept the spelling in the Change To box, replace the misspelled word with a selection in the Suggestions box, or replace the misspelled word with the spelling you type in the Change To box	The Change button
Replace all instances of the misspelled word in the document	The Change All button
Add the word to the custom dictionary selected in the Add Words To box	The Add button
Display a list of proposed replacement words in the Suggestions box	The Suggest button
Leave the word unchanged	The Ignore button
Leave all instances of the word unchanged when you check spelling in this document and all documents opened during the current Word session	The Ignore All button
Add the misspelled word and its correction to the AutoCorrect list	The AutoCorrect button
Customize spelling checks	The Options button
For more information about options for checking spelling, see Spelling tab.

3.	To return to the document, choose the OK button.

Tip

You can use a wildcard character, such as an asterisk (*) or question mark (?), to check the spelling of a single word. The asterisk can represent any number of characters, while the question mark represents only one character. For example, type rec*ve and then select it. Click the Spelling button to learn how to spell "receive" correctly.

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See also

Editing and Proofing Tools


Selecting spelling options

You can select options that customize the way Word checks spelling in your documents. For example, you can ignore words that contain numbers so that Word does not identify numbers or measurements as possible misspellings.

To select spelling options

1.	Do one of the following:

From the Tools menu, choose Options, and then select the Spelling tab.

When the Spelling dialog box is displayed during a spelling check, choose the Options button.

2.	Select the options you want.

To	Do this
Always see suggested spellings for misspelled words during a spelling check	Under Suggest, select the Always Suggest check box.
See suggested spellings only from the main dictionary during a spelling check	Under Suggest, select the From Main Dictionary Only check box.
Clear the list of words for which you chose the Ignore All button during the current Word session	Under Ignore, choose the Reset Ignore All button.
Ignore words typed in uppercase letters	Under Ignore, select the Words In UPPERCASE check box.
Ignore words that contain numbers	Under Ignore, select the Words With Numbers check box.
For more information about options for checking spelling, see Spelling tab.

3.	Choose the OK button.

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See also

Editing and Proofing Tools


Creating a custom dictionary

If you use specialized terms that are not in the main dictionary (legal or medical terminology, for example), use one or more custom dictionaries to check the spelling of those terms. After you add specialized terms to a custom dictionary, Word will not question the terms unless they're misspelled.

You can create a custom dictionary in either of two ways. During a spelling check, you can add words to the custom dictionary that comes with Word. Or, you can create a new custom dictionary before you check spelling.

To create a custom dictionary using the Options command

1.	From the Tools menu, choose Options.

2.	Select the Spelling tab.

3.	Under Custom Dictionaries, choose the New button.

4.	In the File Name box, type a name that identifies the contents of the custom dictionary, and then choose the OK button.

For more information about creating a new custom dictionary, see Create Custom Dictionary dialog box.

Word lists the new custom dictionary under Custom Dictionaries. If you want Word to use the custom dictionary, select the check box to the left of the dictionary name to open the dictionary before you begin to check spelling.

To create a custom dictionary as a text file

1.	Do one of the following:

On the Standard toolbar, click the New button.

   New button

From the File menu, choose New, and then choose the OK button.

2.	Type a list of the words that you want to add to the dictionary.

After typing each word, press ENTER so that each word is in its own paragraph.

3.	Do one of the following:

On the Standard toolbar, click the Save button.

   Save button

From the File menu, choose Save As.

4.	In the Save File As Type box, select Text Only.

5.	In the File Name box, type a name for the custom dictionary that identifies its contents, and then choose the OK button.

6.	Close the file so that it will be available the next time you check spelling.

If Word asks you to confirm that you want to save the file even though it contains formatting that cannot be saved as text only, choose the No button.

To open the custom dictionary for a spelling check, choose the Options command on the Tools menu. For more information about using custom dictionaries during a spelling check, see Opening and using a custom dictionary.

Tip

You can add words to or delete words from a custom dictionary. For more information, see Editing a custom dictionary as a Word document.

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See also

Editing and Proofing Tools


Opening and using a custom dictionary

You must open a custom dictionary before you use it to check spelling. Word consults all open custom dictionaries when checking spelling.

You can have as many as 10 custom dictionaries open at a time. You can check spelling more quickly if you close any custom dictionaries that you do not need to check the active document.

To open and use a custom dictionary

1.	From the Tools menu, choose Options.

2.	Select the Spelling tab.

3.	Under Custom Dictionaries, select the check box to the left of the dictionary you want to open, and then choose the OK button. Word will use all open custom dictionaries the next time you check spelling.

To close a custom dictionary, clear the check box to the left of the dictionary that you want to close.

Note

If you use a custom dictionary only to check the spelling of text marked with a language other than that in the main dictionary, select the language of the custom dictionary in the Language box.

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See also

Editing and Proofing Tools


Editing a custom dictionary as a Word document

You can store words that are not in the main dictionary -- such as proper nouns or acronyms -- in a custom dictionary. You can add words to the custom dictionary during a spelling check; you can also add words to and delete words from a custom dictionary by editing it in Word.

To edit a custom dictionary as a Word document

1.	From the Tools menu, choose Options.

2.	Select the Spelling tab.

3.	Under Custom Dictionaries, select the dictionary you want to edit.

4.	Choose the Edit button.

5.	When Word displays a message asking you to confirm that you want to edit the custom dictionary as a Word document, choose the Yes button, and then choose the OK button.

When Word displays the custom dictionary, make the changes you want.

6.	To save the dictionary with the changes, click the Save button on the Standard toolbar.

   Save button

7.	Close the file so that it will be available the next time you check spelling.

If Word asks you to confirm that you want to save the file even though it contains formatting that cannot be saved as text only, choose the No button.

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See also

Editing and Proofing Tools


Adding or removing a custom dictionary

Word lists the available custom dictionaries located in your proofing tools directory or folder. If you want to use a custom dictionary that is located in another directory or folder, you can add it to the list. When you no longer need the custom dictionary, you can remove it from the list.

To add a custom dictionary

1.	From the Tools menu, choose Options.

2.	Select the Spelling tab.

3.	Choose the Add button.

4.	In the File Name box, type or select the name of the dictionary you want to add, and then choose the OK button.

If you do not see the document you want to open, select a different drive, directory, or folder.

To remove a custom dictionary

1.	From the Tools menu, choose Options.

2.	Select the Spelling tab.

3.	Under Custom Dictionaries, select the dictionary you want to remove.

4.	Choose the Remove button, and then choose the OK button.

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See also

Editing and Proofing Tools


Adding a word to a custom dictionary during a spelling check

You can add words to a custom dictionary while checking spelling. You can also edit a custom dictionary during a spelling check to add or remove words.

To add a word to a custom dictionary during a spelling check

1.	Do one of the following:

On the Standard toolbar, click the Spelling button.

   Spelling button

From the Tools menu, choose Spelling.

2.	When Word displays a word that you want to add to a custom dictionary, select the custom dictionary in the Add Words To box.

If the dictionary you want to open is not listed, choose the Options button to open it.

For more information about using custom dictionaries, see Opening and using a custom dictionary.

3.	Choose the Add button.

4.	When the spelling check is complete, choose the OK button to close the Spelling dialog box.

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See also

Editing and Proofing Tools


Checking a word for a preferred spelling

An exclude dictionary contains words that the main dictionary recognizes as being spelled correctly, but which you want questioned during a spelling check. For example, if you prefer "theatre" rather than "theater," add "theater" to the exclude dictionary.

Once you have created an exclude dictionary, Word automatically uses it with the main dictionary. If you want to check spelling without using the exclude dictionary, rename the exclude dictionary before checking spelling.

To check a word for a preferred spelling

1.	In a new, empty document, type the words that you want to put in the exclude dictionary. After typing each word, press ENTER to make each word a separate paragraph.

2.	From the File menu, choose Save As. Make sure that you save the exclude dictionary in the same directory or folder that contains the main dictionary (usually the C:WINDOWSMSAPPSPROOF directory.

3.	In the Save File As Type box, select Text Only.

4.	In the File Name box, type a name for the exclude dictionary.

The exclude dictionary must have the same name as the main language dictionary with which it is associated, except that it must have the filename extension .EXC. For example, the American English dictionary is called MSSP2_EN.LEX, so you must name the exclude dictionary associated with it MSSP2_EN.EXC.

5.	Choose the OK button, and then close the document.

If Word asks you to confirm that you want to save the file even though it contains formatting that cannot be saved as text only, choose the No button.

6.	When you finish creating the exclude dictionary, click the Spelling button on the Standard toolbar.

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See also

Editing and Proofing Tools


Checking grammar

During a grammar check, Word identifies sentences that contain possible grammatical or stylistic errors and suggests ways to improve these sentences.

You can determine how strictly Word observes grammar and style rules by using rule groups. Word provides three rule groups -- formal, business, and casual -- which you can customize to observe or ignore specific grammar or style rules. You can also create up to three of your own custom rule groups. After checking grammar, Word displays readability statistics.

Word checks your entire document, starting at the insertion point. You can check a specific part of a document by selecting that part before choosing the Grammar command.

During a grammar check, Word also checks for spelling errors. If you want Word to check only grammar, see Checking grammar without checking spelling.

If the Grammar command does not appear on the Tools menu, you need to install the grammar checker. See Installing or removing individual components of Word.

To check grammar

1.	From the Tools menu, choose Grammar.

2.	If Word finds a sentence with questionable grammar or style, it displays the sentence in the Grammar dialog box. Do one of the following:

To	Do this
Accept the suggested edit or change	Choose the Change button.
Change the sentence	Edit the sentence in the Sentence box.
Ignore the grammar or style rule for the rest of the current grammar check	Choose the Ignore Rule button.
Ignore the suggestion	Choose the Ignore button.
Continue the grammar check with the next sentence	Choose the Next Sentence button.
Reverse the most recent grammar correction	Choose the Undo Last button.
Get details about the applied grammar rule	Choose the Explain button.
For more information about grammar-checking options, see Grammar command.

When the grammar check is complete, Word displays information about the reading level of the document in the Readability Statistics dialog box.

3.	To return to your document when you finish checking grammar, choose the OK button or the Yes button.

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See also

Editing and Proofing Tools


Checking grammar without checking spelling

You can instruct Word not to check for spelling errors while checking grammar.

To check grammar without checking spelling

1.	Do one of the following:

From the Tools menu, choose Options, and then select the Grammar tab.

During a grammar check when the Grammar dialog box is displayed, choose the Options button.

2.	Clear the Check Spelling check box, and then choose the OK button.

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See also

Editing and Proofing Tools


Selecting a grammar and style rule group

You can choose from three rule groups that come with Word -- formal, business, and casual -- to specify the grammar and style rule group you want to use to check grammar. You can also create up to three additional grammar and style rule groups of your own.

To select a grammar and style rule group

1.	From the Tools menu, choose Options.

2.	Select the Grammar tab.

3.	Under Use Grammar And Style Rules, select the set of rules you want to enforce.

To	Select
Apply all grammar and style rules during the grammar check	Strictly (All Rules)
Apply grammar and style rules appropriate for written business communications	For Business Writing
Apply grammar and style rules acceptable in informal written communication	For Casual Writing
Apply a customized grammar and style rule group	Custom 1, 2, or 3
For more information about grammar-checking options, see Grammar tab.

4.	Choose the OK button.

Note

You can customize any of the grammar and style rule groups by choosing whether or not to apply individual rules within the group. For more information, see Customizing a grammar and style rule group.

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See also

Editing and Proofing Tools


Customizing a grammar and style rule group

You can customize any of the grammar and style rule groups by choosing whether or not to apply some or all of the specific rules in a group. You can save as many as three revised rule groups. You can also return the rules in each style group to their original settings.

To customize a grammar and style rule group

1.	Do one of the following:

From the Tools menu, choose Options, and then select the Grammar tab

During a grammar check when the Grammar dialog box is displayed, choose the Options button.

2.	Under Use Grammar And Style Rules, select the set of rules you want to customize.

3.	Choose the Customize Settings button.

4.	Select either the Grammar or Style option button.

5.	Select or clear the check boxes for the grammar or style rules in the list.

For more information about customizing grammar or style rules, see Customize Grammar Settings dialog box.

6.	To reset the rules of the selected rule group to their default settings, choose the Reset All button.

7.	To return to the document, choose the OK button in the Customize Grammar Settings dialog box and on the Grammar tab.

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See also

Editing and Proofing Tools


Looking up words in the thesaurus

Use the thesaurus to improve the precision and variety of your writing. You can quickly find synonyms (words with the same meaning) for any word you select. For some words, you may also find antonyms (words with opposite meanings) and related word.

If the Thesaurus command does not appear on the Tools menu, you need to install the thesaurus. See Installing or removing individual components of Word.

To look up words in the thesaurus

1.	Select or type the word in the document for which you want to find a synonym, antonym, or related words.

If you do not select or type a word, Word looks up the word that is closest to the insertion point.

2.	From the Tools menu, choose Thesaurus or press SHIFT+F7.

3.	Do one of the following:

To	Do this
Look up synonyms	Select a word in the Meanings box to display synonyms in the Replace With Synonym box; or select a word in the Replace With Synonym box, and then choose the Look Up button.
Replace the word with a synonym	Select a word in either the Meanings or Replace With Synonym box, and then choose the Replace button.
Look up antonyms	Select Antonyms in the Meanings box.
Replace the word with an antonym	Select Antonyms in the Meanings box, select a word in the Replace With Antonym box, and then choose the Replace button.
Return to the previous word looked up	Choose the Previous button.
Note

To look up additional synonyms without returning to the document, type a word or phrase in the Replace With Synonym box, and then choose the Look Up button.

For more information about using the thesaurus, see Thesaurus command.

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See also

Editing and Proofing Tools


Controlling hyphenation manually

When you use the Hyphenation command, Word prompts you to decide where individual words should be hyphenated.

To control hyphenation manually

1.	From the Tools menu, choose Hyphenation.

2.	Choose the Manual button. When Word displays each word to be hyphenated, do one of the following:

To	Do this
Hyphenate the word at a point other than the one suggested	Click the location in the word where you want to insert a hyphen.
Insert a hyphen	Choose the Yes button.
Skip the word	Choose the No button.
Stop hyphenation	Choose the Cancel button.
Word hyphenates either the entire document or any selected text.

For more information about hyphenating documents manually, see Hyphenation command.

Note

If you use the Hyphenation command to control hyphenation, it is a good idea to wait to hyphenate until after you have completed writing and editing, because adding and deleting text affect the way lines break.

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See also

Editing and Proofing Tools


Inserting a nonbreaking or optional hyphen

To prevent a hyphenated compound word or phrase from breaking at the end of a line, use a nonbreaking hyphen instead of a regular hyphen. For example, nonbreaking hyphens will keep the words "forget-me-not" on the same line.

You can use optional hyphens when you want to break words to reduce raggedness in the right margin. If subsequent editing changes make the hyphens unnecessary, the hyphens do not appear in the printed document.

To insert a nonbreaking hyphen

1.	Position the insertion point where you want to insert the nonbreaking hyphen.

2.	Press CTRL+SHIFT+HYPHEN.

To insert an optional hyphen

1.	Position the insertion point where you want to insert the optional hyphen.

2.	Press CTRL+HYPHEN.

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See also

Editing and Proofing Tools

Typing and Revising


Hyphenating words automatically as you type

Hyphenation reduces the ragged appearance of unjustified text and allows you to fit more text on a page. In justified text, hyphenation reduces the amount of space inserted between words to fill out a line.

If the Hyphenation command does not appear on the Tools menu, see Installing or removing individual components of Word.

To hyphenate words automatically as you type

1.	From the Tools menu, choose Hyphenation.

2.	Select the Automatically Hyphenate Document check box.

3.	In the Hyphenation Zone box, type or select the amount of space that Word leaves between the end of the last word in a line and the right margin. Word uses this space to determine whether a word should be hyphenated.

To reduce the number of hyphens, make the hyphenation zone wider. To reduce the raggedness of the right margin, make the hyphenation zone narrower.

4.	In the Limit Consecutive Hyphens To box, type or select the number of consecutive lines that can be hyphenated.

5.	Choose the OK button.

Note

If you do not want text to be automatically hyphenated, select that text and then choose Paragraph from the Format menu. Select the Text Flow tab, select the Don't Hyphenate check box, and then choose the OK button.

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See also

Editing and Proofing Tools


Counting words in a document

You can count the number of pages, words, characters, paragraphs, and lines in a document. If your document contains footnotes or endnotes, you can include them by selecting a check box in the Word Count dialog box. If you have pressed ENTER to insert space after paragraphs, Word counts these empty paragraphs only as lines, not as paragraphs. The character count includes alphabetic and numeric characters, as well as punctuation marks such as periods and commas. Word counts only characters that will be printed in your document.

To count words in a document

From the Tools menu, choose Word Count.

Note

If you select the option to print hidden text on the Print tab (Options dialog box, Tools menu), Word includes hidden text in the count.

_____________

See also

Editing and Proofing Tools


Proofing text written in another language

You can use the editing and proofing tools to check text written in languages other than English. A document might be written entirely in one language, or it might contain multiple languages. Word uses the correct dictionary for each language, provided that you install the language dictionary for each language you want to check, and that you mark the text to identify its language.

The English language dictionary contains American and British spellings in the same dictionary. To check text for British spellings, for example, make sure you format the text as English (UK) by choosing Language from the Tools menu.

If you have purchased additional language versions of proofing tools, such as foreign language dictionaries, to use with an earlier version of Word, you must upgrade them before you can use them with Word 6.0. To obtain the new versions of the proofing tools, contact Microsoft customer service or the vendor from whom you originally purchased the proofing tools.

To proof text written in other languages

1.	Select the text that you want to mark for proofing in another language.

2.	From the Tools menu, choose Language.

3.	Under Mark Selected Text As, select the language in which the text is written, and then choose the OK button.

4.	When you finish marking text, click the Spelling button on the Standard toolbar.

Tip

If you frequently create documents containing text in other languages, create a style for each language. Include a language format to tell the Word proofing tools to use the dictionaries of the selected language, if available. See Creating a style by using the Style command.

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See also

Editing and Proofing Tools


Changing the default language used to proof documents

If most of the text you proof is written in another language, you can change the default language that Word uses to proof all documents that are based on the Normal template.

To change the default language used to proof documents

1.	From the Tools menu, choose Language.

2.	In the Mark Selected Text As box, select the language for which you want to use proofing tools.

3.	Choose the Default button, choose the Yes button, and then choose the OK button.

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See also

Editing and Proofing Tools


Adding an AutoCorrect entry during a spelling check

Word can automatically correct typing errors involving text, punctuation, and capitalization as you type. When a misspelling is found during a spelling check, you can use AutoCorrect to add an entry that consists of the misspelled word and its correct spelling.

To add an AutoCorrect entry during a spelling check

1.	Do one of the following:

On the Standard toolbar, click the Spelling button.

   Spelling button

From the Tools menu, choose Spelling.

2.	To add a misspelled word and its correct spelling to the AutoCorrect list, choose the AutoCorrect button.

3.	Word adds the misspelling in the Not In Dictionary box and the correct spelling that you type or select in the Change To box to the AutoCorrect list.

If Word displays a message asking if you want to turn on the Replace Text As You Type option, choose the Yes button.

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See also

Editing and Proofing Tools


Spelling command (Tools menu)

Checks spelling in the active document, including text in headers, footers, footnotes, endnotes, and annotations.

To check the spelling of words in another language, see Proofing text written in another language.

To quickly check spelling in a document, click the Spelling button on the Standard toolbar.

   Spelling button

  Dialog Box Options

Not In Dictionary

Displays a word not found in the main dictionary or open custom dictionaries.

Change To

Type or select a word from the Suggestions list to replace the word not found in the open dictionaries.

To delete the word from the document, delete the text in the Change To box, and then choose the Delete button.

Suggestions

Lists suggested replacement words from the main dictionary and open custom dictionaries when you choose the Suggest button or if you have selected the Always Suggest check box on the Spelling tab (Options command, Tools menu).

Add Words To

Select the dictionary to which you want to add the word in the Not In Dictionary box if the word is correctly spelled but not found in the main dictionary -- for example, the name of a person or city that you type often.

Ignore

Does not correct the spelling of the word in the Not In Dictionary box. Word will continue to display the word during the spelling check.

Ignore All

Leaves the word in the Not In Dictionary box unchanged during all spelling checks in the current Word session; adds the word to a list that can be reset.

Start

Continues the spelling check after you make a change in the document.

Change/Delete

Changes the word in the Not In Dictionary box to the word in the Change To box. If the Change To box is empty, the name of the button changes to Delete.

Change All/Delete All

Changes the word in the Not In Dictionary box to the word in the Change To box for all instances in the document. If the Change To box is empty, the name of the button changes to Delete All, to delete all instances of the selected word in the document during the current spelling-checking session.

Add

Adds the word in the Not In Dictionary box to the dictionary selected in the Add Words To box.

Suggest

If you clear the Always Suggest check box on the Spelling tab (Options command, Tools menu), choosing the Suggest button displays a list of proposed suggestions for the word in the Suggestions box.

AutoCorrect

Adds a word to the AutoCorrect list so that Word can correct any misspellings of it automatically as you type.

Options

Displays a dialog box in which you can specify the rules that Word uses to check spelling. See Spelling tab.

Undo Last

Reverses the most recent actions made during the current spelling-checking session, one at a time.

Cancel/Close

Closes the Spelling dialog box, but does not reverse any changes you have made. The name of the Cancel button changes to Close after you make a change in the document.

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See also

Editing and Proofing Tools


Thesaurus command (Tools menu)

Replaces a word or phrase in the document with a synonym, antonym, or related word.

To look up synonyms or antonyms for words in another language, see Proofing text written in another language.

  Dialog Box Options

Looked Up/Not Found

Displays the word or phrase you selected before choosing the Thesaurus command or the last word you looked up. Lists all words previously looked up during the current thesaurus session.

If the selected word is not in the thesaurus, the name of the box changes to Not Found. You can also type the word you want to look up and then choose the Look Up button.

Replace With Synonym/Antonym/Related Word

Displays all synonyms, antonyms, or related words for the word you look up in the Meanings box.

If the document is empty when you choose the Thesaurus command, the name of the box is Insert. You can type a word in it and look it up. The list changes according to the meaning you select, and it displays the synonyms for each selected meaning.

Meanings/Alphabetical List

Select the meaning that best matches the context of the selected word or phrase. If Word does not find a synonym for the selected word or phrase, the Meanings box displays a list of entries that are similar in spelling to the word or phrase.

Replace/Insert

Replaces the selected word or phrase with the word or phrase in the Replace With Synonym/Antonym/Related Word box. If the document or paragraph is empty when you choose the Thesaurus command, the name of the button changes to Insert. The Insert button is available as soon as you type in the Replace With Synonym/Antonym/Related Word box.

Look Up

Displays a list of synonyms for the word in the Replace With Synonym/Antonym/Related Word box or the Looked Up box.

Previous

Displays the last word that was looked up, its meanings, and synonyms for it.

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See also

Editing and Proofing Tools


Grammar command (Tools menu)

Checks your documents for possible grammar and style errors and displays suggestions for correcting them.

During a grammar check, Word also checks for spelling errors. If you want Word to check only grammar, see Checking grammar without checking spelling.

  Dialog Box Options

Sentence

Displays a sentence for which Word has a suggested grammar correction. You can correct the questioned item in this box or in the document.

Suggestions

Proposes one or more corrections for the sentence in the Sentence box.

Ignore

Ignores the marked text questioned by the grammar checker, and then moves to and marks the next text whose grammar is in question.

Next Sentence

Moves to the next sentence whose grammar is in question, ignoring all errors remaining in the sentence.

Change/Delete

Makes the correction to the sentence in the Sentence box after you select an item in the Suggestions box or edit the sentence in the Sentence box.

Ignore Rule

Does not change the questioned item in the selected sentence or raise questions about the same type of error during the current grammar check.

Cancel/Close

Closes the dialog box but does not reverse any changes you have made. The name of the Cancel button changes to Close after you make a change in the document.

Explain

Displays an explanation of why the selected sentence may not be grammatically correct.

Options

Displays a dialog box in which you can specify the rules that Word uses to check grammar. See Grammar tab.

Undo Last

Reverses the most recent actions made during the current grammar-checking session, one at a time.

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See also

Editing and Proofing Tools


Language command (Tools menu)

Designates the language of selected text within a body of text written in more than one language. When proofing the document, Word automatically switches to the dictionary for the language indicated for each word. If the text is marked as a language for which Word does not have a dictionary, Word uses the dictionary of a related language. For example, if you need to check a French-Canadian word but do not have a French-Canadian dictionary, Word uses a French dictionary. Word displays a message if it cannot find a related dictionary.

  Dialog Box Options

Mark Selected Text As

Select the language in which the text is written.

No Proofing

Excludes text from proofing.

Default

When you change the default language, Default saves the new language settings in the active template and overwrites the old settings. Whenever you start a document based on that template, Word uses the new language settings. If text is not marked as another language, Word uses the default language for proofing.

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See also

Editing and Proofing Tools


Word Count command (Tools menu)

Counts the number of pages, words, characters, paragraphs, and lines in a document.

  Dialog Box Options

Statistics

Displays the number of pages, words, characters, paragraphs, and lines in the document. Word dims the figures from the previous count until the new count is completed.

Include Footnotes And Endnotes

Includes footnotes and endnotes when compiling document statistics.

_____________

See also

Editing and Proofing Tools


Readability Statistics dialog box

Grammar command (Tools menu)

Displays the number of words, characters, paragraphs, and sentences; the average number of sentences per paragraph, words per sentence, and characters per word; and other readability indexes for the document.

  Dialog Box Options

Counts

Displays the number of words, characters, paragraphs, and sentences.

Averages

Displays the average number of sentences per paragraph, words per sentence, and characters per word.

Readability

Displays the percentage of sentences written in passive voice, as well as other readability indexes.

Passive Sentences

Displays the percentage of sentences written in passive voice.

Flesch Reading Ease

Computes readability based on the average number of syllables per word and the average number of words per sentence. Scores range from 0 (zero) to 100. Standard writing averages approximately 60 to 70. The higher the score, the greater the number of people who can readily understand the document.

Flesch-Kincaid Grade Level

Computes readability based on the average number of syllables per word and the average number of words per sentence. The score in this case indicates a grade-school level. For example, a score of 8.0 means that an eighth grader would understand the document. Standard writing approximately equates to the seventh-to-eighth-grade level.

Coleman-Liau Grade Level

Uses word length in characters and sentence length in words to determine a grade level.

Bormuth Grade Level

Uses word length in characters and sentence length in words to determine a grade level.


Customize Grammar Settings dialog box

Grammar command (Tools menu)

Sets the rules for checking style and grammar in a document written in English.

  Dialog Box Options

Use Grammar And Style Rules

Select the set of rules you want to change. In the Grammar and Style boxes, Word automatically selects the grammar and style options corresponding to the set of rules you choose. You can also add up to three sets of customized rules.

Strictly (All Rules)

Enforces all grammar and style rules in the grammar checker.

For Business Writing

Enforces grammar and style rules appropriate for written business communication.

For Casual Writing

Enforces grammar and style rules acceptable in informal written communication.

Grammar

Specify grammar options for the set of rules you select in the Use Grammar And Style box. For more information about an option, select it, and then choose the Explain button.

Style

Specify style options for the set of rules you select in the Use Grammar And Style box. For more information about an option, select it, and then choose the Explain button.

Catch

Determines the criteria for splitting infinitive verbs, for the number of consecutive nouns or prepositional phrases in a sentence, and the number of words in a sentence.

Split Infinitives

Select the number of words you want to allow between the parts of an infinitive.

Always

Checks for all split infinitives.

By More Than One Word

Checks for parts of an infinitive verb split by more than one word.

By More Than Two Words

Checks for parts of an infinitive verb split by more than two words.

By More Than Three Words

Checks for parts of an infinitive verb split by more than three words.

Never

Does not check for split infinitives.

Consecutive Nouns

Select the number of consecutive nouns you want to allow.

More Than Two In A Row

Checks for three or more consecutive nouns.

More Than Three In A Row

Checks for four or more consecutive nouns.

More Than Four In A Row

Checks for five or more consecutive nouns.

Never

Does not check for consecutive nouns.

Prepositional Phrases

Select the number of consecutive prepositional phrases you want to allow.

More Than Two In A Row

Checks for three or more consecutive prepositional phrases.

More Than Three In A Row

Checks for four or more consecutive prepositional phrases.

More Than Four In A Row

Checks for five or more consecutive prepositional phrases.

Never

Does not check for consecutive prepositional phrases.

Sentences Containing More Words Than

Type the maximum number of words you want in each sentence. During a grammar check, Word will mark any sentence that is longer than the maximum number of words you specify.

Reset All

Restores the default grammar- and style-checking rules for the currently selected set of grammar rules.

Explain

Displays an explanation of the selected rule.


Grammar Explanation dialog box

Grammar command (Tools menu)

Displays an explanation for a suspected grammatical error.

  Dialog Box Options

Rule

Displays the grammatical rule that the selected sentence might be violating.


Hyphenation command (Tools menu)

Reduces raggedness in the right margin by inserting hyphens in words where needed. You can hyphenate a document automatically or manually. See Hyphenating words automatically as you type.

To hyphenate text written in another language according to the hyphenation rules of that language, see Proofing text written in another language.

  Dialog Box Options

Automatically Hyphenate Document

Automatically hyphenates the document as you type.

Hyphenate Words In Caps

Hyphenates words written in all capital letters.

Hyphenation Zone

Type a measurement within which you want to hyphenate your document so that Word hyphenates words falling into this area. A narrow zone reduces raggedness in the right margin; a wide zone reduces the number of hyphens. This measurement denotes the maximum amount of white space that Word will allow in addition to the margin.

Limit Consecutive Hyphens To

Type the maximum number of consecutive lines of text that can end with hyphens.

Manual

Allows you to manually hyphenate a document. See Manual Hyphenation dialog box.

_____________

See also

Editing and Proofing Tools


Manual Hyphenation dialog box

Hyphenation command (Tools menu)

Manually hyphenates the document.

Hyphenate At

Proposes a hyphenation point in a word. To position the hyphen elsewhere in the word, press [image] or [image] or click the location where you want the hyphen to appear.

Yes

Hyphenates the word in the Hyphenate At box at the position of the highlighted hyphen and then displays the next word that is a candidate for hyphenation.

No

Does not change the word in the Hyphenate At box, and displays the next word that is a candidate for hyphenation.

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See also

Editing and Proofing Tools


Spelling tab

Options command (Tools menu)

Sets the rules used to check spelling.

  Tab Options

Suggest

Determines where Word looks for alternate spellings.

Always Suggest

Shows suggested spellings for misspelled words found during a spelling check.

From Main Dictionary Only

During a spelling check, shows correct spellings suggested from the main dictionary, but not from any open custom dictionaries.

Ignore

Instructs the spelling checker to ignore certain words.

Words In UPPERCASE

Ignores words in which all of the characters are uppercase letters.

Words With Numbers

Ignores words that contain numbers.

Reset Ignore All

Resets the Ignore All list so that Word will not ignore the words you previously marked with Ignore All during the current Word session.

Custom Dictionaries

Select up to 10 dictionaries you want to use to check spelling.

New

Creates a new custom dictionary. See Create Custom Dictionary dialog box.

Edit

Opens the selected custom dictionary as a Word document so that you can edit it. Word prompts you to confirm that you want to open the custom dictionary as a Word document for editing.

Add

Adds a custom dictionary from another location to the list so that you can check spelling. See Add Custom Dictionary dialog box.

Remove

Removes the selected dictionary from the Custom Dictionaries list.

Language

Applies language formatting to a custom dictionary. Select a custom dictionary, select the name of the language that you want to apply to the custom dictionary, and then choose the OK button. When you use a custom dictionary in another language, Word uses that custom dictionary only when checking text formatted in that language. If you format the dictionary as None, Word will use that dictionary when checking text formatted in any language.

_____________

See also

Editing and Proofing Tools


Grammar tab

Options command (Tools menu)

Sets the rules used to check grammar.

  Tab Options

Use Grammar And Style Rules

Select the set of grammar and style rules you want Word to enforce. You can also select one of three customized rule sets.

Strictly (All Rules)

Enforces all grammar and style rules in the grammar checker.

For Business Writing

Enforces grammar and style rules appropriate for written business communication.

For Casual Writing

Enforces grammar and style rules acceptable in informal written communication.

Customize Settings

Customizes the grammar and style rules in the selected set of rules. See Customize Grammar Settings dialog box.

Check Spelling

Checks spelling while checking grammar.

Show Readability Statistics

Displays readability scores after a completed grammar check. After checking grammar, Word displays a word and character count, including alphabetic and numeric characters. See Readability Statistics dialog box.


AutoCorrect command (Tools menu)

Customizes the settings used to correct text automatically as you type.

  Dialog Box Options

Change 'Straight Quotes' to 'Smart Quotes'

Changes straight quotation marks to typesetters' (curly) quotation marks, if they are available in the font you are using.

Correct Two Initial Capitals

If you type two consecutive uppercase letters in a word, changes the second uppercase letter to a lowercase letter.

Capitalize First Letter Of Sentences

Capitalizes the first letter of each sentence.

Capitalize Names of Days

Capitalizes the first letter of the days of the week.

Replace Text As You Type

Corrects text automatically as you type.

Replace

Displays the name of the AutoCorrect entry (the abbreviation or word that you want to replace automatically as you type). The words that initially appear in this box are the default AutoCorrect entries that come with Word.

With

Displays the text or graphic that you want Word to use as a replacement for the word or abbreviation in the Replace box.

Plain Text

Saves the words entered in the With box as plain text.

Formatted Text

Saves the words entered in the With box as they are formatted in the document.

Add/Replace

Adds or replaces the AutoCorrect entry displayed in the Replace and With boxes.

Delete

Deletes the AutoCorrect entry displayed in the Replace and With boxes.


Create Custom Dictionary dialog box

Spelling tab (Options command)

Creates a new custom dictionary that appears under Custom Dictionaries, a spelling option of the Options command (Tools menu).

  Dialog Box Options

File Name

Type or select the filename of the custom dictionary you want to create.

Save File As Type

This option is unavailable because all custom dictionaries have only one file type.

Drives

Select the drive on which Word stores the new custom dictionary.

Directories

Select the directory in which Word stores the new custom dictionary.

Network

Opens the Connect Network Drive dialog box so that you can save a custom dictionary as a file on a network. For more information, choose the Help button in the Connect Network Drive dialog box.


Add Custom Dictionary dialog box

Spelling tab (Options command)

Adds a dictionary to the Custom Dictionaries box, a spelling option of the Options command (Tools menu).

  Dialog Box Options

File Name

Type or select the filename you want to add to the Custom Dictionaries box.

List Files Of Type

This option is unavailable because all custom dictionaries have only one file type.

Drives

Select the drive on which Word stores the custom dictionary file you want to add.

Directories

Select the directory in which Word stores the custom dictionary file you want to add.

Network

Opens the Connect Network Drive dialog box so that you can save a custom dictionary file on a network. For more information, choose the Help button in the Connect Network Drive dialog box.


Parts of the Word Screen and Toolbars

To get information about parts of the Word screen and toolbars

1.	On the Standard toolbar, click the Help button.

  Help button

The mouse pointer changes to a question mark.

  Help pointer

2.	Click the part of the screen you want more information about.

For general information about toolbars, click anywhere on a toolbar except on a button. For information about a toolbar button, click the button.

Word displays the Help window.

Note

If you click text with the question-mark pointer, you will see information about character and paragraph formatting for the text.

_____________

See also

Customizing the Word screen

Changing the display and command settings in Word


Toolbars

Toolbars contain buttons that give you quick mouse access to many commands and features in Word. For example, you can open a new file by clicking the New button on the Standard toolbar.

  New button

Word has toolbars for different purposes. For example, the Outlining toolbar includes buttons you use to work on a document outline, whereas the Forms toolbar includes buttons you use to create a form.

When you first start Word, the Standard toolbar and Formatting toolbar appear. You can display or hide many of the built-in toolbars by pointing to any toolbar and clicking the right mouse button. When you are working in a Word document, you can also display or hide most toolbars by choosing Toolbars from the View menu.

You can see the name of each toolbar button in a ToolTip. When you point to a button with the mouse, the button name will appear in a box. You can turn ToolTips on and off in the View Toolbars dialog box. See Toolbars command.

For information about creating new toolbars and customizing existing toolbars, see Customizing and Optimizing Word.

_____________

See also

Moving and resizing a toolbar


Application Control menu

Contains commands that control the size and position of an application window, and allows you to switch to another application.

To use the application Control menu, click the application Control-menu box at the left end of the title bar in an application window, or press ALT+SPACEBAR. Then choose the command you want.

  Application Control-menu box

_____________

See also

Sizing a window

Restore command (Control menu)

Switch To command (Application Control menu)


Title bar

Displays the name of the active application and document, dialog box, and toolbar along the top of a window.

To move a window or dialog box, drag the title bar.

_____________

See also

The Word Workplace


Application Minimize button

Reduces the application window to an icon.

To use the Minimize button, click the button at the right end of the title bar in an application window.

Application Minimize button

_____________

See also

Sizing a window


Maximize button

Enlarges the active document or application window to fill the screen.

To use the Maximize button, click the button at the right end of the title bar in an application or document window that is not currently maximized.

  Maximize button

Clicking the Maximize button is the same as choosing Maximize from the application Control menu or the document Control menu.

_____________

See also

Sizing a window


Restore button

Returns a window to its previous size.

To use the Restore button, click the button at the right end of the title bar in a maximized application window or at the right end of the menu bar in a maximized document window.

  Restore button

Clicking the Restore button is the same as choosing Restore from the application Control menu or the document Control menu: the window returns to its previous size.

_____________

See also

Sizing a window


Menu bar

Displays all Word menus across the top of the application window, below the title bar.

_____________

See also

Using Word commands

Customizing and Optimizing Word


Document Control menu

Contains commands that control the size and position of the document window.

To use the document Control menu, click the document Control-menu box at the left end of the menu bar in a maximized document window or at the left end of the title bar in a document window that is not maximized, or press ALT+HYPHEN. Then choose the command you want.

  Document Control-menu box

_____________

See also

Sizing a window

Restore command (Control menu)

Next Window command (Document Control menu)


Horizontal ruler

Quickly changes paragraph indents, adjusts page margins, changes the width of newspaper-style columns and table columns, and sets tab stops by using the mouse.

As you move the insertion point, the indent markers and tab stops on the horizontal ruler reflect the settings of the paragraph that contains the insertion point.

To display or hide the horizontal ruler, choose Ruler from the View menu.

To display or hide the horizontal ruler while in print preview, choose the View Ruler button on the Print Preview toolbar.

  View Ruler button

_____________

See also

Page Setup: Margins, Page Numbers, and Other Items

Working with Tables

Formatting Paragraphs

Newspaper-Style Columns


Vertical ruler

Adjusts top and bottom margins and the row height in tables. The vertical ruler appears along the left margin of the page.

Word automatically displays the vertical ruler in print preview and page layout view.

_____________

See also

Changing row height in a  table>proc

Moving margins in print preview>proc


Selection bar

An unmarked column along the left edge of the document window used to select text with the mouse.

To select text, position the pointer in the selection bar next to the text.

  Selection bar

To select	Do this
One line	Click the left mouse button once.
Multiple lines	Hold down the left mouse button and drag.
One paragraph	Double-click the left mouse button.
Multiple paragraphs	Double-click and hold down the left mouse button, and then drag.
An entire document	Hold down CTRL  and click the left mouse button.
_____________

See also

Selecting text and graphics by using the mouse


Style area

Shows style names for paragraphs in a vertical pane at the left edge of the document window.

To display or hide the style area, see Displaying or hiding style names.

_____________

See also

Automatic Formatting and Styles


Scroll bars

Word has a horizontal and a vertical scroll bar that are used for moving vertically and horizontally through a document with a mouse. Scroll bars are located at the right and bottom edges of the document window. To display or hide scroll bars, see Customizing the Word screen.

Scroll bars contain markers, called scroll boxes, that indicate the vertical and horizontal location of the insertion point in a document. You can use the mouse to scroll to other parts of the document.

Scroll bar elements

To	Do this
Scroll up one line	Click
Scroll down one line	Click
Scroll up one full window	Click above the scroll box
Scroll down one full window	Click below the scroll box
Move to an approximate location in the document	Drag
Move to the top of the previous page or the bottom of the next page	Click  Note: Word adds these boxes to the bottom of the scroll bar when you are in page layout view.
The horizontal scroll bar also contains buttons you can use to quickly switch between document views. For more information, see Different ways to view a document.

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See also

Splitting a window or restoring a split window


Status bar

Shows information and messages at the bottom of the Word Window that help you use Word. Provides statistics about the position of the insertion point, the text you see on the screen, and the status of some important keys.

To display or hide the status bar, see Customizing the Word screen.

Status bar information

Example	Description

Page 13	The text you see is on page 13.

Sec 9	The text you see is in section 9.

29/58	The number of pages from the beginning of the document to the page you see (29), and the total number of pages in the document (58).

At 1.5"	The vertical distance between the insertion point and the top edge of the page. Appears if the text that contains the insertion point is visible.

Ln 12	The number of lines from the top of the page to the insertion point. Appears if the text that contains the insertion point is visible.

Col 46	The number of characters from the left margin to the insertion point, including spaces and tab characters. Appears if the text that contains the insertion point is visible.

12:15 AM	The current time as set on your computer.

REC	The macro recorder is active. For more information about macros, see Recording a macro.

MRK	Revision marking is active. For more information about revision marking, see Marking changes with revision marks.

EXT	The Extend Selection key (F8) is active.

OVR	Overtype mode is active.

WPH	Help for WordPerfect users is active.

Status bar messages

Action	Message
You select a command.	Word describes the command.
You point to a toolbar button.	Word describes the button.
You don't complete a keyboard command.	Word prompts you for information it needs to complete the command.
Word is in the process of completing a command.	Word may inform you of the progress or status of the command. For example, when you save a file, Word displays the message "Saving FILENAME, 70% complete."
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See also

Parts of the Word Screen and Toolbars


Automatic Formatting and Styles

Overview

Automatically formatting text

Automatically formatting a document

Reviewing and revising automatic formatting

Using styles from a different template

Applying styles to text

Applying a style

Specifying a style for the following paragraph

Assigning a shortcut key to a style

Removing a character style

Modifying the formats of a style

Changing the formats of a style

Redefining the Normal style used in new documents

Creating new styles

Creating a style by using the Style command

Changing the base style specified for a style

Creating a paragraph style from sample text

Ensuring consistent formatting

Adding a style from a document to its template

Automatically updating a document's styles to match its template

Copying styles from a document or template

Deleting, renaming, and displaying styles

Deleting a style

Renaming a style

Displaying or hiding style names


Applying a style

Use the following techniques to apply styles as you type or to apply a different style to existing text.

You can apply a paragraph or character style by selecting a style name from the Formatting toolbar or by using the Style command on the Format menu.

To apply a style automatically to a series of paragraphs that follow each other in a predictable pattern, use the Style For Following Paragraph option of the Style command. See Specifying a style for the following paragraph.

To apply a style by using the Formatting toolbar

1.	Do one of the following:

To apply a paragraph style to a single paragraph, position the insertion point anywhere in the paragraph or select any amount of text in the paragraph.

To apply a character style, select the text you want to format.

2.	From the Style box on the Formatting toolbar, select the paragraph or character style you want to apply.

The names of paragraph styles are bold. Character style names are not bold.

Formats of a paragraph style are applied uniformly to all text in the selected paragraph. Formats of a character style are applied only to selected, or highlighted, text.

Note

The Style box on the Formatting toolbar initially lists some commonly used built-in styles and any styles created, modified, or used in the document. If the style you want to apply is not shown in the list, hold down the SHIFT key, and then click the arrow beside the Style box.

Using the keyboard     You can apply commonly used built-in styles to selected text by using shortcut keys.

To apply	Press
Normal	CTRL+SHIFT+N
Heading 1	ALT+CTRL+1
Heading 2	ALT+CTRL+2
Heading 3	ALT+CTRL+3
Tip

To apply any style, press CTRL+SHIFT+S. Word selects the current style name in the Style box on the Formatting toolbar. Type a different style name in the box, or use the arrow keys to select a style, and then press ENTER. If the Formatting toolbar is not displayed, Word opens the Style dialog box.

To apply a style by using the Style command

1.	Do one of the following:

To apply a paragraph style to a single paragraph, position the insertion point anywhere in the paragraph or select any amount of text in the paragraph.

To apply a character style, select the text you want to format.

2.	From the Format menu, choose Style.

3.	In the Styles box, select the style you want to apply, and then choose the Apply button.

If the style you want is not listed in the Styles box, select another category of styles under List.

_____________

See also

Automatic Formatting and Styles


Specifying a style for the following paragraph

Often a paragraph formatted with a particular style is routinely followed by a paragraph with another specific style. When you press ENTER or RETURN to end the first such paragraph, Word can apply a paragraph style that you specify to the following paragraph. For example, headings are usually followed by body text. Therefore, a paragraph you type after a paragraph formatted with any built-in heading style is automatically formatted with the Normal or Normal Indent style.

To specify a style for the following paragraph

1.	From the Format menu, choose Style.

2.	In the Styles box, select the style for which you want to specify a following style.

3.	Choose the Modify button.

4.	In the Style For Following Paragraph box, select the style you want to specify as the style for the next paragraph you type, and then choose the OK button.

5.	Choose the Close button to close the Style dialog box.

_____________

See also

Automatic Formatting and Styles


Assigning a shortcut key to a style

If you prefer to work without the Formatting toolbar, you can quickly apply the styles you use most often by assigning shortcut keys to the styles.

To assign a shortcut key to a style

1.	From the Format menu, choose Style.

2.	In the Styles box, select the style you want to assign to a shortcut key.

3.	Choose the Modify button, and then in the Modify Style dialog box, choose the Shortcut Key button.

4.	On the Keyboard tab of the Customize dialog box, type the shortcut keys in the Press New Shortcut Key box.

For example, to assign ALT+CTRL+B, press all three keys at once.

5.	Choose the Assign button, and then choose the Close button to close the Customize dialog box.

6.	Choose the OK button, and then choose the Close button to close the Style dialog box.

You can also assign styles you use frequently to a menu or toolbar. For more information, see Customizing and Optimizing Word.

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See also

Automatic Formatting and Styles


Changing the formats of a style

When you want to change the appearance of text in a document, just change the formats of the style applied to the text. Any text formatted with that style is instantly updated with the new formatting.

With the Formatting toolbar, you can quickly modify a style by using example text. If you have specific changes in mind for several styles, you may prefer to use the Style command.

To change the formats of a style by using example text

1.	Do one of the following:

To modify a paragraph style, select a paragraph formatted with the style you want to change.

To modify a character style, select at least one character formatted with that style.

Make sure the name of the style you want to modify is displayed in the Style box on the Formatting toolbar.

2.	Use the Formatting toolbar, shortcut keys, or commands on the Format menu to modify the formats.

3.	On the Formatting toolbar, click in the Style box, and then press ENTER.

When Word asks if you want to redefine the style according to the example, choose the OK button.

To change the formats of a style by using the Style command

1.	From the Format menu, choose Style.

2.	In the Styles box, select the style you want to modify.

If the style you want to modify is not listed in the Styles box, select another category of styles in the List box.

3.	Choose the Modify button.

4.	In the Modify Style dialog box, choose the Format button, and then modify the style's format.

If you want to use the modified style in new documents, select the Add To Template check box. Word adds the modified style to the template attached to the active document. The modified style will be available in all new documents you base on that template.

For more information on	See
Font	Font command
Paragraph	Paragraph command
Tabs	Tabs command
Border	Borders And Shading command
Language	Language command
Frame	Frame command
Numbering	Heading Numbering command Numbered tab
5.	Choose the OK button to redefine the style.

6.	Repeat steps 2 through 5 to modify additional styles. Then choose the Close button to close the Style dialog box.

Text formatted with that style is updated throughout the active document.

_____________

See also

Automatic Formatting and Styles


Creating a paragraph style from sample text

When you create a style, you select the formats you want to apply with the style and give that particular group of formats a style name. A style can include any of the text formats that you can apply with a menu command, shortcut keys, or a toolbar button.

To create a paragraph style, format a paragraph to look the way you want and then use that paragraph as an example of the style formatting.

To create a paragraph style from sample text

1.	Select a paragraph and apply the formats you want to save as a style.

2.	On the Formatting toolbar, click in the Style box.

       Style box

3.	In the Style box, delete the current style name, type a new name, and then press ENTER.

Note

When you create a paragraph style by using selected sample text, Word defines the style to have the font, size, and other character formats of the first character of the selected text.

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See also

Automatic Formatting and Styles


Creating a style by using the Style command

You can create styles for paragraphs and characters by using the Style command. You can create paragraph styles, but not character styles, by using the Style box on the Formatting toolbar.

To create a style by using the Style command

1.	From the Format menu, choose Style.

2.	Choose the New button.

3.	In the Name box, type a name for the new style.

4.	In the Style Type box, select the type of style you want to create.

By default, Word bases a new style on the style applied to the selected paragraph. To base the new style on a different style, select the style from the Based On box.

To apply a different style to the paragraph that follows the paragraph with the new style, select the style from the Style For Following Paragraph box.

5.	Choose the Format button, and then select the formats to be applied by the style.

For more information on	See
Font	Font command
Paragraph	Paragraph command
Tabs	Tabs command
Border	Borders And Shading command
Language	Language command
Frame	Frame command
Numbering	Heading Numbering command Numbered tab
6.	Choose the OK button to define the style.

7.	Repeat steps 2 through 6 to create additional styles. Then choose the Close button to close the Style dialog box.

_____________

See also

Automatic Formatting and Styles


Deleting a style

If you delete a paragraph style that you created, Word applies the Normal style to all paragraphs formatted with that style. If you delete a character style you created, Word removes the style formats from any text to which you applied the character style.

If you delete a built-in style, you can make the style available again by selecting All Styles in the List box.

To delete a style

1.	From the Format menu, choose Style.

2.	From the Styles box, select the style you want to delete, and then choose the Delete button.

3.	Choose Yes to confirm that you want to delete the style, and then choose the Close button.

Tip

To delete several styles at once, choose the Organizer button in the Style dialog box. In the Organizer dialog box, select styles you want to delete, and then choose the Delete button. To select a range of styles, hold down SHIFT and click the first and last style names in the range. To select nonadjacent styles, hold down CTRL and click each style name.

_____________

See also

Automatic Formatting and Styles


Renaming a style

You can rename a style to change its name or to give the style an alternative name, or alias.

For example, you could make the List Bullet style easier to apply by giving it an alias called "lb."

To rename a style

1.	From the Format menu, choose Style.

2.	In the Styles box, select the style you want to rename, and then choose the Modify button.

3.	In the Name box, type the new name for the style.

To add an alias, type a comma after the existing style name and then type the alias. For example, type List Bullet, lb

4.	Choose the OK button, and then choose the Close button to close the Style dialog box.

Note

You cannot rename a built-in style. If you type a new name for a built-in style, Word does not replace the built-in name, but only adds the new name as an alias to the original name of the built-in style.

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See also

Automatic Formatting and Styles


Copying styles from a document or template

You can copy styles from one document or template to another so that you do not have to create or modify the same style twice.

If the copied style has the same name as an existing style in the document or template to which you copy the style, Word asks you to confirm that you want the formats of the copied style to replace the formats of the existing style.

To copy styles from a document or template

1.	From the Format menu, choose Style.

2.	Choose the Organizer button.

Word displays the styles used in the active document or its attached template in the list on the left. Styles used in the Normal template are listed on the right.

3.	To copy styles to or from a different document or template, choose the Close File button below the appropriate list. Then choose the Open File button and open the document or template.

If necessary, select Word Documents or Document Templates in the List Files Of Type box in the Open dialog box.

By default, templates are stored in the TEMPLATE directory in the Word program directory or folder. If the template you want does not appear in the list, select a different drive, directory, or folder.

4.	In the Organizer dialog box, select styles you want to copy from either list, and then choose the Copy button.

To select a range of styles, hold down SHIFT and click the first and last style names in the range. To select nonadjacent styles, hold down CTRL and click each style name.

If a style has the same name as an existing style in the document or template to which you copy the style, Word asks you to confirm that you want to overwrite the existing style with the copied one.

5.	Choose the Close button.

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See also

Automatic Formatting and Styles


Displaying or hiding style names

To see which paragraph styles are applied to text, you can display style names at the left side of the document window. Word displays the style names in normal and outline views only.

To display or hide style names

1.	In normal view or outline view, choose Options from the Tools menu.

2.	Select the View tab.

3.	In the Style Area Width box under Window, do one of the following:

To display style names, specify a width greater than zero.

To hide style names, type 0 (zero).

You can also hide the style area by dragging the style area boundary to the left until the style names are no longer visible.

Tip

You can print a list of styles defined in the active document. Choose the Print command from the File menu, select Styles from the Print What list, and then choose the OK button. The list includes a description of the formats defined for each style.

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See also

Automatic Formatting and Styles


Style command (Format menu)

Review, modify, or create styles, or apply styles to selected text.

To change styles quickly, select the style you want in the Style box on the Formatting toolbar.

  Style box

  Dialog Box Options

Styles

Select the name of the style you want to apply or change. Paragraph styles are bold, and character styles appear in plain text.

List

Select the type of style you want.

Styles In Use

Displays built-in styles that have been modified or applied, and also any styles you have created in the active document.

All Styles

Displays all styles available to the document.

User-Defined Styles

Displays only styles you have created for the active document.

Paragraph Preview

Displays how the selected paragraph in your document would appear if you used the style selected in the Styles box.

Character Preview

Displays how the fonts in the selected text in a document would appear if you used the style selected in the Styles box. If no text in your document is selected, Word displays the name of the font and how it will look.

Description

Provides a description of the formatting options included in the style selected in the Styles box.

Apply

Applies the style selected in the Style box.

If you select a paragraph style, Word applies the style to the paragraph that contains the insertion point. If you have selected text, Word applies the style to all paragraphs in the selection.

If you select a character style, Word applies the style to the selected text or the word that contains the insertion point.

New

Choose to create a new style. See New Style dialog box.

Modify

Choose to modify the selected style. See Modify Style dialog box.

Delete

Removes the selected style from the document.

Organizer

Choose to copy individual styles from other documents or templates. See Organizer dialog box.

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See also

Automatic Formatting and Styles


Organizer dialog box

Manages and moves AutoText entries, macros, styles, and toolbars from one document or template to another. For example, you can copy a style you've created in a document to the Normal template.

Select the tab for the options you want.

Styles

Copies styles from one document or template to another.

AutoText

Copies AutoText entries from one template to another.

Toolbars

Copies custom toolbars from one template to another. Macros associated with the toolbar buttons are not copied with the toolbar.

Macros

Copies macros from one template to another.


Rename dialog box

Organizer dialog box

Renames the item selected in the Organizer dialog box.

  Dialog Box Options

New Name

Type a new name for the item, and then choose the OK button.


Adding a style from a document to its template

If you created a style in the active document, you can make that style available to other documents based on the same template.

To add a style from a document to its template

1.	From the Format menu, choose Style.

2.	Under Styles, select the style you want to add to the template.

3.	Choose the Modify button.

4.	Select the Add To Template check box, and then choose the OK button.

5.	Choose the Close button to close the Style dialog box.

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See also

Automatic Formatting and Styles


Changing the base style specified for a style

Related text elements -- for example, headings -- often share such formats as the font, font size, text alignment, line spacing, and spacing before and after a paragraph. You can quickly update the formats shared by a group of related paragraph styles by modifying the style on which those styles are based.

For example, to change the predominant font in a document from Times to Palatino, you can change the font used for the Normal style. All styles that are based on the Normal style are automatically updated to use the Palatino font.

When you create a new style from an example paragraph, Word bases the new style on the style applied to the paragraph.

To change the base style specified for a style

1.	From the Format menu, choose Style.

2.	In the Styles box, select the style whose base style you want to change.

3.	Choose the Modify button.

4.	In the Based On box, select the style you want to use as the base style, and then choose the OK button.

If you do not want the selected style to be affected by changes you make to any other style, select No Style from the top of the list in the Based On box.

5.	Choose the Close button.

Note

The formats of the selected style that were determined by the original base style are now determined by the new base style. Unique formats that you specifically defined for the selected style are not changed.

_____________

See also

Automatic Formatting and Styles


Modify Style dialog box

Style command (Format menu)

Modifies a style by specifying new characteristics.

  Dialog Box Options

Name

Displays the name of the style you want to modify. A style name can be a combination of up to 253 characters and spaces in length.

You can rename a style or make it easier to apply by giving it an alternative name, or alias. For more information about renaming styles, see Renaming a style.

Based On

Select the name of an existing style on which to base the formatting of the modified style.

Style Type

When you choose the Modify button, Word dims the Style Type option because you cannot change the type of an existing style.

Style For Following Paragraph

Select an existing style that you want to apply to the next new paragraph you type that follows a paragraph formatted with the modified style.

For example, when modifying the Heading 1 style, you select the Body Text style in the Style For Following Paragraph box. When you press ENTER at the end of a paragraph formatted with the Heading 1 style, Word applies the Body Text style to the next new paragraph.

Preview

Displays how the modified style will look when applied to the selected paragraph in the active document.

Description

Provides a description of the formatting options included in the modified style.

Add To Template

Select the check box to update the template attached to the active document. If the template contains a style with the same name as the modified style, the template style is updated to reflect your changes. If the modified style is not defined in the template, the style is added to the template. New documents based on the same template will contain the modified style.

Format

Displays a list of formats to select for the style.

For more information on	See
Font	Font command
Paragraph	Paragraph command
Tabs	Tabs command
Border	Borders And Shading command
Language	Language command
Frame	Frame command
Numbering	Heading Numbering command Numbered tab
Shortcut Key

Displays the Customize dialog box, where you can assign shortcut keys to styles. See Assigning a shortcut key to a style.


New Style dialog box

Style command (Format menu)

Specifies the name of the style, the formats defined for the style, and other characteristics.

  Dialog Box Options

Name

Type a name for the style. Style names can contain up to 253 characters (including aliases and separators) and can include any combination of characters and spaces, except the backslash character (\), semicolon (;), and braces ({ }). Style names are case sensitive -- for example, margin note and Margin Note are considered different styles because they have different capitalization.

Style Type

Select the type of style you want to create.

Paragraph

Creates a style for formatting entire paragraphs.

Character

Creates a style for emphasizing selected text.

Based On

Type or select the name of an existing style on which to base a style you create.

Style For Following Paragraph

Select the existing style that you want to apply to the next new paragraph you type following a paragraph formatted with the new style.

For example, when creating a Chapter Heading style, you select the Heading 1 style in the Style For Following Paragraph box. When you press ENTER at the end of a paragraph formatted with the Chapter Heading style, Word applies the Heading 1 style to the next new paragraph.

Preview

Displays how the new style will look when applied to the selected paragraph in the active document.

Description

Provides a description of the formatting options included in the new style.

Add To Template

Adds the new style to the template attached to the active document. New documents based on the same template will contain the new style.

Format

Displays a list for you to select the type of formatting you want to create.

For more information on	See
Font	Font command
Paragraph	Paragraph command
Tabs	Tabs command
Border	Borders And Shading command
Language	Language command
Frame	Frame command
Numbering	Heading Numbering command Numbered tab
Shortcut Key

Displays the Customize dialog box, where you can assign shortcut keys to styles. See Assigning a shortcut key to a style.


Styles tab

Organizer dialog box

Copies styles from one document or template to another.

  Tab options

In/To (on the left of the Styles tab)

Lists the styles stored in the indicated template. By default, this is the template attached to the active document. Select the style you want to copy, delete, or rename.

To select a range of styles, hold down SHIFT and click the first and last names in the range. To select nonadjacent styles, hold down CTRL and click each style name.

In/To (on the right of the Styles tab)

By default, Word lists styles stored in the Normal template. To copy styles to or from a different template, choose the Close File button, and then open the template you want.

Styles Available In

Select the template from or to which you want to copy styles. You can select the template attached to the active document or the Normal template.

Copy

Copies selected styles to the template indicated by the arrows on the Copy button. You can copy in either direction. Word prompts you to confirm that you want to copy the styles.

Delete

Deletes the selected style. Word asks you to confirm that you want to delete the selected style.

Rename

Renames the selected style. Choose the Rename button, type a new name for the style in the New Name box, and then choose the OK button.

You cannot rename the built-in styles that come with Word. If you type a new name for a built-in style, Word adds the new name as an alternative, or alias, to the original name of the built-in style.

Open/Close File

Open or close the document or template from or to which you are copying styles. See Open command.


AutoText tab

Organizer dialog box

Copies AutoText entries from one template to another.

 Tab Options

In/To (on the left side of the AutoText tab)

Lists the AutoText entries stored in the indicated template. By default, this is the template attached to the active document. Select the AutoText entry you want to copy, delete, or rename.

To select a range of AutoText entries, hold down SHIFT and click the first and last names in the range. To select nonadjacent AutoText entries, hold down CTRL and click each AutoText entry name.

In/To (on the right of the AutoText tab)

By default, Word lists the AutoText entries stored in the Normal template. To copy AutoText entries from a different template, choose the Close File button, and then open the template you want.

AutoText Available In

Select the template from which you want to copy AutoText entries. You can select the template attached to the active document or the Normal template

Copy

Copies selected AutoText entries to the template indicated by the arrows on the Copy button. You can copy in either direction. Word prompts you to confirm that you want to copy the AutoText entries.

Delete

Deletes the selected AutoText entries. Word asks you to confirm that you want to delete the selected entries.

Rename

Renames the selected AutoText entry. Type a new name for the entry, and then choose the OK button.

Open/Close File

Open or close the template from or to which you want to copy AutoText entries. See Open command.


Toolbars tab

Organizer dialog box

Copies custom toolbars from one template to another. Macros associated with the toolbar buttons are not copied with the toolbar.

  Tab options

In/To (on the left side of the Toolbars tab)

Lists the toolbars stored in the indicated template. By default, this is the template attached to the active document. Select the toolbar you want to copy, delete, or rename.

To select a range of toolbars, hold down SHIFT and click the first and last names in the range. To select nonadjacent toolbars, hold down CTRL and click each toolbar name.

In/To (on the right of the Toolbars tab)

By default, Word lists the toolbars stored in the Normal template. To copy toolbars from a different template, choose the Close File button, and then open the template you want.

Toolbars Available In

Type or select the template from which you want to copy toolbars.

Copy

Copies selected toolbars to the template indicated by the arrows on the Copy button. You can copy in either direction. Word prompts you to confirm that you want to copy the toolbars.

Delete

Deletes the selected toolbar. Word asks you to confirm that you want to delete the selected toolbar.

Rename

Renames the selected toolbar. Type a new name for the toolbar, and then choose the OK button.

Open/Close File

Open or close the template from or to which you are copying toolbars. See Open command.


Redefining the Normal style used in new documents

When you start typing a new document, Word uses the font, font size, line spacing, text alignment, and other formats currently defined for Normal style. Word applies Normal style to all text you type until you apply a different style.

To change the default text format in the active document, modify the formats defined for the Normal style as you would any paragraph style. To use the modified Normal style in new documents, you can add the style to the template on which you based the active document. New documents based on the updated template will use the new style formatting.

Existing documents are not affected unless you have specified that Word update a document's styles to reflect changes to the template style. For more information about modifying templates, see Automatically updating a document's styles to match its template.

To redefine the Normal style used in new documents

1.	Open a document that is based on the template you use for new documents.

2.	Select one paragraph formatted with the Normal style.

3.	Use the Formatting toolbar, shortcut keys, or commands on the Format menu to apply the formats you want to use for most of the text in a document. For more information, see Changing the formats of a style.

4.	On the Formatting toolbar, click in the Style box, select the Normal style, and then press ENTER.

When Word asks if you want to redefine the Normal style according to the example, choose the OK button.

5.	From the Format menu, choose Style. Make sure that the Normal style is selected in the Styles box, and then choose the Modify button.

6.	In the Modify Style dialog box, select the Add To Template check box, and then choose the OK button.

7.	Choose the Close button to close the Style dialog box.

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See also

Automatic Formatting and Styles


Removing a character style

You can remove character styles from text by using a shortcut key.

To remove a character style

1.	Select text formatted with the character style.

2.	Press CTRL+SPACEBAR.

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See also

Automatic Formatting and Styles


Macros tab

Organizer dialog box

Copies macros from one template to another.

  Tab Options

In/To (on the left side of the Macros tab)

Lists the macros stored in the indicated template. By default, this is the template attached to the active document. Select the macro you want to copy, delete, or rename.

To select a range of macros, hold down SHIFT and click the first and last names in the range. To select nonadjacent macros, hold down CTRL as you click each macro name.

In/To (on the right side of the Macros tab)

By default, Word lists macros stored in the Normal template. To copy macros to or from a different template, choose the Close File button, and then open the template you want.

Macros Available In

Type or select the template from which or to which you want to copy macros. You can select the template attached to the active document or the Normal template.

Copy

Copies selected macros to the template indicated by the arrows on the Copy button. You can copy in either direction. Word prompts you to confirm that you want to copy the macros.

Delete

Deletes the selected macros. Word asks you to confirm that you want to delete the macros.

Rename

Renames the selected macro. Type a new name for the macro, and then choose the OK button.

Open/Close File

Open or close the template from or to which you are copying macros. See Open command.


Automatically formatting a document

After you create a document, you can have Word quickly apply an attractive format to your text. Word automatically formats each paragraph by applying a built-in style. Once Word has formatted text with a style, you can modify any of the formats of the style. Word can then instantly change all text formatted with that style name throughout your document.

Then, whenever you add text to the document, you select the new text and then use the AutoFormat command (Format menu) to format it.

Even if you've already formatted some of the text, the AutoFormat command can quickly complete the formatting, improve the document's appearance, and provide uniform formatting throughout the document.

Before Word formats the text, you must first specify the options you want Word to apply on the AutoFormat tab in the Options dialog box (Tools menu). See AutoFormat tab.

Note

By default, the AutoFormat command applies a style to each paragraph currently formatted with the Normal or Body Text styles. Also by default, Word preserves any styles -- such as list or heading styles -- you have previously applied to the document.

If you want Word to ignore previously applied styles and format your document with appropriate, built-in styles, choose Options from the Tools menu; then, on the AutoFormat tab, clear the Previously Applied Styles check box under Preserve. The next time you use the AutoFormat command, Word will apply the built-in styles.

To format text automatically

1.	Do one of the following:

To format the entire document, position the insertion point anywhere in the document.

To format a selection, select the text you want to format.

2.	From the Format menu, choose AutoFormat.

3.	Word displays a dialog box asking you to confirm that you want to format the document. To continue, choose the OK button.

Word analyzes the text and applies styles from the attached template. Word then displays the AutoFormat dialog box.

4.	Use the vertical scroll bar to scroll through the document and review the formatting changes. Drag the dialog box by its title bar to move it out of your way.

To apply a different style, select the text and then choose another style in the Style box on the Formatting toolbar. To see a list of all available styles, hold down SHIFT as you click the arrow beside the Style box.

5.	Do one of the following.

To	Choose
Cancel the formatting changes	The Reject All button.
Accept all of the remaining formatting changes	The Accept button.
Review and reject proposed AutoFormat changes	The Review Changes button. See Reviewing and revising automatic formatting.
Use styles from a different template	The Style Gallery button. See Using styles from a different template.
If you decide to undo all changes after you've chosen the Accept button to close the AutoFormat dialog box, click the Undo button on the Standard toolbar.

  Undo button

To format text automatically without reviewing changes

1.	Do one of the following:

To format the entire document, position the insertion point anywhere in the document.

To format a selection, select the text you want to format.

2.	Do one of the following:

On the Standard toolbar, click the AutoFormat button.

  AutoFormat button

Press CTRL+K.

Word formats the document or selected text according to the options you selected on the AutoFormat tab in the Options dialog box (Tools menu).

Note

The AutoFormat command does not format Word tables. To automatically format tables, use the Table AutoFormat command on the Table menu. See Table AutoFormat command.

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See also

Automatic Formatting and Styles


Reviewing and revising automatic formatting

After you've chosen the AutoFormat command and Word has automatically formatted a document, you can review the formatting changes and accept, reject, or revise changes by using the Review AutoFormat Changes dialog box. You can review changes one by one, or you can scroll through the document and select the specific changes you want to review.

To review and revise automatic formatting

1.	In the AutoFormat dialog box, choose the Review Changes button.

Word displays the Review AutoFormat Changes dialog box.

2.	Do one or more of the following:

To scroll through the document and review changes, use the vertical scroll bar. Select a specific paragraph you want to review. If you need to improve your view of suggested changes, move the dialog box by dragging its title bar.

To review changes one by one, use the Find Next and Find Previous buttons.

  Find Next button

 Find Previous button

To apply a different style, select the text and then select another style in the Style box on the Formatting toolbar. To see a list of all available styles, hold down SHIFT as you click the arrow beside the Style box.

3.	Word describes the selected change in the Review AutoFormat Changes dialog box. Do any of the following:

To	Do this
Undo the displayed change	Choose the Reject button.
Undo the last rejected change	Choose the Undo Last button.
Display the document as it will appear if you accept all remaining changes	Choose the Hide Marks button.
Undo the displayed change, and then move to the next change	Select the Find Next After Reject check box.
4.	To accept all of the remaining changes in the document, choose either the Close or Cancel button.

5.	In the AutoFormat dialog box, do one of the following:

To accept all changes, choose the Accept button.

To undo all changes, choose the Reject All button.

_____________

See also

Automatic Formatting and Styles


AutoFormat command (Format menu)

Analyzes a Word document to identify specific elements, and then formats the text by applying styles from the attached template.

When Word automatically formats a document, it makes one or more of the following changes, depending on the options you've selected on the AutoFormat tab in the Options dialog box (Tools menu):

Applies a style to each paragraph.

Removes extra paragraph marks ( [image]).

Replaces indents inserted with the SPACEBAR and TAB keys with paragraph indents.

Inserts bullets ( [image]) in place of asterisks (*), hyphens (-), or similar characters that may have been used to denote bulleted lists.

Replaces (C), (R), and (TM) with copyright, registered trademark, and trademark symbols from the font character set:( [image]), ( [image]), and ( [image]).

To quickly format a document automatically without reviewing changes, click the AutoFormat button on the Standard toolbar.

  AutoFormat button

For more information, see Automatically formatting a document.

  Dialog Box Options

Review Changes

Reviews and revises changes made by the AutoFormat command. See Review AutoFormat Changes dialog box.

Style Gallery

Changes the formatting of the active document by copying styles from a selected template. Also previews how the active document will look with styles from various templates. See Style Gallery command.

Accept

Accepts all of the changes made before you chose the AutoFormat command.

Reject All

Rejects all of the automatic formatting changes. If you don't like all of the automatic formatting changes and want to use only some of them, choose the Cancel button. Then, from the Tools menu, choose Options. On the AutoFormat tab, specify the changes you want the AutoFormat command to make to your document. Finally, choose the AutoFormat command again.


Review AutoFormat Changes dialog box

AutoFormat command (Format menu)

Reviews and revises the automatic formatting changes made by the AutoFormat command (Format menu).

Word uses revision marks -- and color, if you have a color monitor -- to indicate changes to the text and formatting, as follows:

This mark	Indicates Word did this
Blue paragraph marks	Applied a style to the paragraph
Red paragraph marks	Deleted the paragraph mark
Strikethrough character	Deleted text or spaces
Underline	Added the underlined characters
Use the scroll bar to quickly view the overall results. If you need to improve your view of suggested changes, move the Review Changes dialog box by dragging its title bar.

You can select a specific change in your document or use the Find Next and Find Previous buttons in the Review AutoFormat Changes dialog box to locate each change. You can then reject the change, edit the text, or apply a different style. For more instructions, see Reviewing and revising automatic formatting.

  Dialog Box Options

Description

Describes how Word changed the selected text.

Show/Hide Marks

To review, reject, or revise changes, make sure that revision marks are displayed. To display the document as it would look if you accepted all of the changes, choose the Hide Marks button.

Undo Last

Restores the automatic formatting change you last rejected. This button is unavailable if you reject a change and then click outside the Review AutoFormat Changes dialog box.

 Find

Moves to the previous change made by the AutoFormat command.

Find

Moves to the next change made by the AutoFormat command.

Reject

Restores the current selection to its original format (its format before you chose the AutoFormat command).

Find Next After Reject

Rejects the automatically formatted change, and moves to the next automatically formatted change.


AutoFormat tab

Options command (Tools menu)

Sets rules for Word to follow when it automatically formats text with the built-in styles. For example, you can specify whether you want Word to format lists or headings. For more information, see AutoFormat command.

  Tab Options

Preserve

Specify that you want to retain the existing styles when Word automatically formats the document.

Previously Applied Styles

Retains styles you applied to the document.

Apply Styles To

Select the document elements to which you want Word to automatically apply styles.

Headings

Automatically applies Heading 1 through Heading 9 styles to headings-- for example, the headings in outlines or legal documents.

Lists

Automatically applies list and bullet styles to numbered, bulleted, and multilevel lists. By default, before automatically applying the built-in list or bullet styles, Word removes any manually inserted numbers or bullets.

Other Paragraphs

Automatically applies paragraph styles other than the styles for headings and lists -- such as the Body Text, Inside Address, or Salutation styles.

Adjust

Selects the spacing elements you want Word to standardize in the document when it automatically formats the document.

Paragraph Marks

Adds or deletes paragraph marks ( [image]) to or from the document. For example, if you inserted a paragraph mark at the end of a line instead of using wordwrap, Word removes the paragraph mark.

Tabs And Spaces

Replaces spaces with tab characters and removes unnecessary tab characters and spaces.

Empty Paragraphs

Removes blank lines between paragraphs with certain styles -- such as between body text and body text, list and list, and a heading and body text.

Replace

Specify what symbols or characters you want Word to replace when it formats the document.

Straight Quotes With Smart Quotes

Changes straight quotation marks (" and ') to "smart" (curly) quotation marks ( [image] and [image]).

Symbol Characters With Symbols

Replaces characters used in place of symbols with symbols that may not be on your keyboard but that your printer can print. For example, you can replace (TM) with the trademark symbol, [image]. Word can display and print symbols if you have installed a screen font and a printer font that contain those symbols. If you have only the printer font, the symbols will be printed properly but may not appear correctly on the screen. For more information, see Symbols tab.

Bullet Characters With Bullets

Replaces characters commonly used as bullets -- such as + or * -- with bullets your printer can print even though they may not be on your keyboard. For more information, see Bulleted tab.


Automatically updating a document's styles to match its template

To help ensure that several documents have identical formatting, first base the new documents on the same document template. Then open each document and perform the following procedure.

For more information about basing documents on a template, see Starting a new document from a template or by using a wizard.

To update a document's styles to match its template

1.	Make sure that the document whose styles you want updated is in the active window.

2.	From the File menu, choose Templates.

3.	Select the Automatically Update Document Styles check box, and then choose the OK button.

Each time you open an automatically updated document, Word copies the styles in the attached template to the document. This updates the document's styles in the following ways:

If a style from the template has the same name as a style in the document, the template's style redefines and overrides the formatting of the style in the document.

Make sure the style names in each document exactly match the style names in the template, including capitalization. For example, if a style is named "List Bullet" in the template and you rename the style "bulleted list" in a document, the document styles won't be properly updated.

Template styles not defined in the document are added to the document.

Existing document styles that are not defined in the template are not changed.

_____________

See also

Automatic Formatting and Styles


Overview of Automatic Formatting and Styles

After you type a document, you can use the AutoFormat command on the Format menu to automatically apply attractive, professional-looking formatting. Word formats recognized text elements such as headings and bulleted lists by applying built-in styles.

If you prefer, you can apply the styles yourself. By "labeling" text with a style name, you apply the whole group of formats in one step. Styles help to ensure consistent formatting and allow you to quickly update a document's design without reformatting the text.

Formatting text automatically

Word analyzes each paragraph and determines how the paragraph is used in the document -- for example, as a heading, an item in a bulleted list, or a block of quoted material. Word then applies a style, a built-in group of formats, appropriate for that item.

Before you use the AutoFormat command, it's a good idea to specify the kind of formatting changes you want Word to make. For example, you can use the AutoFormat command to insert "smart" (curly) quotation marks or replace asterisks used for bulleted list items with a bullet character ( [image]). From the Tools menu, choose Options, and then select the appropriate options on the AutoFormat tab.

After Word automatically formats a document, you can review the formatting changes and styles, and you can choose to accept, reject, or revise them. If you want to format the document without reviewing the changes, you can click the AutoFormat button on the Standard toolbar.

Applying styles

When you begin typing a new document, Word formats the text by applying the default Normal style. As you create elements such as headers, footnotes, and tables of contents, you can apply one of the built-in heading styles available in all Word documents -- for example, Heading 1 through Heading 9. You can use the built-in styles just as they are, you can modify them, or you can create your own styles.

Document templates and styles

Word comes with preformatted model documents, or templates, that help you create common types of documents. When you create a new document, Word copies styles and other features to the document from the template on which the document is based. Unless you use the New command on the File menu to specify a different template, Word bases new documents on the default Normal template. For more information about using templates, see Document Templates.

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See also

Automatic Formatting and Styles


Using styles from a different template

Once you've applied styles to text in a document, you can use the Style Gallery command on the Format menu to preview and change the overall appearance of a document.

When you preview a document, you can select different templates and see how the document would look if you used styles from those templates. Word provides templates with styles designed for memos, letters, reports, and other common types of documents.

Before choosing Style Gallery, make sure that the text in your document has been formatted with styles. For more information about styles, see Applying a style.

To use styles from a different template

1.	From the Format menu, choose Style Gallery.

2.	In the Template box, select the template you want to use.

3.	To preview the styles in different ways, select one of the following options under Preview:

To display	Select
The active document as it will look formatted with the styles from the selected template	The Document option button
A sample document formatted with the styles from the selected template	The Example option button
A list of all of the styles in the selected template with sample text formatted with the styles	The Style Samples option button
4.	Choose the OK button.

Word updates all styles in the active document by copying the formatting of styles with the same names in the selected template. This updates the document's styles in the following ways:

If a style from the template has the same name as a style in the document, the template's style redefines and overrides the formatting of the style in the document.

Make sure the style names in each document exactly match the style names in the template, including capitalization. For example, if a style is named "List Bullet" in the template and you rename the style "bulleted list" in a document, the document styles won't be properly updated.

Template styles that are not defined in the document are added to the document.

Existing document styles that are not defined in the template are not changed.

Tip

To quickly copy styles into the document, double-click the template name in the Template list. The styles are copied and applied to the document. If you do not like the changes made by the Style Gallery command, click the Undo button on the Standard toolbar.

_____________

See also

Automatic Formatting and Styles


Style Gallery command (Format menu)

Changes the formatting of the active document by copying the styles from a selected template. Shows you how a document will look if it is formatted with the template styles.

  Dialog Box Options

Template

Select the template whose style formats you want to apply to the active document. Click once to select the document, example, or sample you want to preview. If you double-click a template name, Word copies the styles into the template attached to the active document and closes the Style Gallery dialog box.

To use the styles in the document as it looked before Word automatically formatted it, select [current].

Preview

Select an option to have Word display styles from the selected template.

Document

Displays the active document as it will look with the styles from the selected template.

Example

Displays a sample document formatted with the styles from the selected template.

Style Samples

Displays a list of all of the styles in the selected template and samples of the style formats.

Preview Of

Displays how styles from the selected template will look in a document or displays list of all the styles in the selected template and samples of the style formats.

Browse

Displays the Select Template Directory dialog box so that you can select templates from locations other than the default location for user templates. See Select Template Directory dialog box.

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See also

Automatic Formatting and Styles


Reapply Style dialog box

Redefines a style according to the formatting of selected text, or returns the formatting of selected text to that of the style currently applied to it.

  Dialog Box Options

Style

Displays the name of the style currently applied to the text.

Do You Want To

Select the action you want to take.

Redefine The Style Using The Selection As An Example?

Changes the formatting of the current style to the formatting applied to the selected text.

Return The Formatting Of The Selection To The Style?

Applies the formatting of the current style to selected text.


Select Template Directory dialog box

Style Gallery command (Format menu)

Displays templates that are stored in a location other than the default location for Word templates.

  Dialog Box Options

Template Directory

Type the path to the drive or directory that contains the templates you want to preview, or select the directory and drive in the Directories and Drives boxes.

Directories

Select the directory in which the desired templates are stored.

Drives

Select the drive on which the desired templates are stored.

Network

Opens the Connect Network Drive dialog box so that you can connect to a network. For more information, choose the Help button in the dialog box.


Working with Tables

Overview

Creating and filling in a table

Creating a table

Moving around in a table

Typing or deleting text in a table

Displaying or hiding gridlines in a table

Displaying or hiding end-of-cell and end-of-row marks

Converting existing text to a table

Converting a table to text paragraphs

Modifying a table

Selecting cells, rows, or columns

Adding cells to a table

Adding rows to a table

Adding columns to a table

Deleting cells, rows, or columns

Moving or copying cells, rows, or columns

Changing column width in a table

Changing the space between columns

Changing row height in a table

Splitting a table

Inserting text before a table

Formatting a table

Inserting a tab character in a cell

Centering a table and changing its row alignment

Merging or splitting cells

Repeating table headings

Adding borders and shading to a table

Sorting and numbering cells

Sorting information

Undoing a sort

Numbering cells in a table

Performing special tasks

Performing calculations in a table

Creating a chart with Graph

Editing a Graph object


Overview of Working with Tables

You can use a table instead of tab stops to arrange columns of numbers and text. A table also provides a convenient way to present text in side-by-side paragraphs, as in a resume, or to arrange text beside graphics.

You can also format a document with newspaper-style columns in which text flows from the bottom of one column to the top of the next. For information on creating such columns, see Newspaper-Style Columns.

A table consists of rows and columns of cells that you can fill with text and graphics. Within each cell, text wraps just as it does between the margins of a document. The cell expands vertically to fit the amount of text you type.

You can create a new table and fill in the empty cells, or you can convert existing paragraphs to a table. After you create the table, you can modify it in a variety of ways -- by adding or deleting rows and columns, adjusting column width, sorting text, and adding borders and shading. You can also set up simple databases, perform calculations, and create graphs.

For a consistent table format throughout a document, you can apply styles to the text in tables. See Automatic Formatting and Styles.

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See also

Working with Tables


Creating a table

Use tables to organize information and create interesting page layouts with side-by-side columns of text and graphics. In a table, as on a spreadsheet, you work with rows and columns of cells.

To create a table

1.	Position the insertion point where you want to create a table.

2.	On the Standard toolbar, click the Insert Table button.

  Insert Table button

A grid appears below the button.

  Table grid

3.	Drag over the grid until you've selected the number of rows and columns you want, and then release the mouse button.

Word positions the insertion point in the first cell of the table. You can immediately type text in the table. For more information, see Typing or deleting text in a table.

Using the Insert Table command      You can specify exact measurements for the width of columns when you insert a table by using the Insert Table command on the Table menu, and you can display a series of dialog boxes that lead you through the steps of creating a table by using the Table Wizard. See Insert Table command.

Tip

You can use a shortcut menu to carry out common commands for tables. Position the insertion point in a table or select a cell, row, or column, and then click the right mouse button or press SHIFT+F10

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See also

Working with Tables

Parts of the Word Screen and Toolbars


Moving around in a table

For the most part, you move in a table as you do elsewhere in a document -- by using the mouse or the keyboard.

To move around in a table

Click in the cell you want to move to, or press the following keys:

To move	Press
To the next cell	TAB
To the preceding cell	SHIFT+TAB
Forward one character	RIGHT ARROW
Backward one character	LEFT ARROW
To the preceding or next row	UP ARROW or  DOWN ARROW
To the first cell in the row	ALT+HOME or ALT+7 on the numeric keypad
To the last cell in the row	ALT+END or ALT+1 on the numeric keypad
To the first cell in the column	ALT+PAGE UP or ALT+9 on the numeric keypad
To the last cell in the column	ALT+PAGE DOWN or ALT+3 on the numeric keypad
If there is text in a cell, pressing TAB or SHIFT+TAB selects the text. If the insertion point is in the last cell of a table, pressing TAB adds a new row.

__________

See also

Working with Tables


Typing or deleting text in a table

When Word inserts an empty table, it positions the insertion point in the first cell. You can start typing right away.

To type text in a table

Do one of the following:

To	Press
Start a new paragraph	ENTER
Move to the next cell	TAB
Move to the preceding cell	SHIFT+TAB
Add a new row at the bottom of the table	TAB at the end of the last row
Move forward or backward one character	RIGHT ARROW or LEFT ARROW
Move to an adjacent row	UP ARROW or DOWN ARROW
Note

If you want to insert an empty paragraph above a table that is at the beginning of a document, position the insertion point at the beginning of the first cell and then press ENTER. To start a new paragraph within the table, reposition the insertion point in the first table cell and press ENTER again.

If there is text in a cell, pressing TAB or SHIFT+TAB selects the text. To insert a tab character in a cell, press CTRL+TAB. If there is already a tab character in a cell, pressing CTRL+TAB moves to the next tab stop and inserts a tab character.

To delete text in a table

Do one of the following:

To delete	Do this
Text in a cell	Select the text, and then press BACKSPACE or DELETE.
A row of text and leave the row blank	Select the cells, and then press DELETE.
A row of text completely	Select cells, including the end-of-row mark, and then choose Cut from the Edit menu.   End-of-row mark
Text in a column	Select the column, and then press DELETE.
A column of text completely	Select the column, and then choose Cut from the Edit menu.
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See also

Working with Tables

Typing and Revising


Displaying or hiding gridlines in a table

Word displays dotted gridlines to help you see which cell you're working in. You can switch between displaying and hiding table gridlines.

Gridlines cannot be printed. To print lines between cells, add borders to the table. See Adding borders and shading to a table.

To display or hide gridlines in a table

From the Table menu, choose Gridlines.

__________

See also

Working with Tables


Displaying or hiding end-of-cell and end-of-row marks

An end-of-cell mark identifies the end of text or graphics within a cell. An end-of-row mark identifies the end of a row.

  End-of-cell and end-of-row mark

If you perform an action on selected text, the result may differ if the end-of-cell or end-of-row mark is also selected.

For example, if you select the text in a row and choose the Cut command, the text is deleted and an empty row remains. If you also select the end-of-row mark, both the text and the empty row are deleted.

To display or hide end-of cell and end-of-row marks

On the Standard toolbar, click the Show/Hide [image] button.

  Show/Hide [image] button

Note that this button affects all nonprinting characters, including tab characters, spaces, and line breaks.

Using the Options command     You can change the screen display affecting only end-of-cell marks, end-of-row marks, and paragraph marks by using the View tab in the Options dialog box (Tools menu). See View tab.

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See also

Working with Tables

Parts of the Word Screen and Toolbars


Converting existing text to a table

You can easily convert text to a table. You can use text that already contains separator characters -- paragraph marks, commas, or tab characters -- or you can add them before selecting the text you want to convert.

To convert existing text to a table

1.	If the text does not already contain separator characters, add them now:

To	Add
Separate the contents of cells within a row	Either commas or tab characters
Mark the end of rows	Paragraph marks
2.	Select the text you want to convert.

3.	Do one of the following:

On the Standard toolbar, click the Insert Table button. Word creates a table.

  Insert Table button

From the Table menu, choose Convert Text To Table.

When you choose the Convert Text To Table command, Word indicates the number of columns and rows in the table, as well as the width of the columns and the separator character it will use when it divides the text into columns. To accept these settings, choose the OK button. To change these settings, see Convert Text To Table command.

Tip

If your text isn't converted as you want it, immediately click the Undo button on the Standard toolbar.

  Undo button

For more information, see Undoing or redoing changes to text and graphics.

__________

See also

Working with Tables

Parts of the Word Screen and Toolbars


Converting a table to text paragraphs

You can easily convert table text to ordinary text paragraphs. When you convert a table to text, you can specify commas, tab characters, or paragraph marks for Word to use as separator characters in the converted text.

To convert a table to text paragraphs

1.	Select the rows that you want to convert to paragraphs.

2.	From the Table menu, choose Convert Table To Text.

3.	Under Separate Text With, select the character to use to separate text, and then choose the OK button.

__________

See also

Working with Tables


Selecting cells, rows, or columns

You select text and graphics within table cells in the same way that you select information in other parts of a document. For more information, see Selecting text and graphics by using the mouse or Selecting text and graphics by using the keyboard.

This procedure explains how to select the cells, rows, or columns of a table.

To select in a table by using the mouse

Do one of the following:

To select	Do this
A cell	Click the cell selection bar.
A row	Click the row selection bar (to the left of the row).
A column	Click the column's top gridline or border.  Word displays a down arrow when the pointer is in the correct position.   Down arrow pointer
Multiple cells, rows, or columns	Drag across the cell, row, or column; or select a single cell, row, or column, and hold down the SHIFT key while you click in another cell, row, or column.
Using the Table menu     You can also select rows, columns, or the entire table by positioning the insertion point in the table and choosing the Select Row, Select Column, or Select Table command from the Table menu.

To select in a table by using the keyboard

Do one of the following:

To	Do this
Select the next cell's contents	Press TAB.
Select the preceding cell's contents	Press SHIFT+TAB.
Select an entire table	Position the insertion point in the table and press ALT+5 on the numeric keypad. You can also position the insertion point in the table and hold down ALT and double-click the mouse button.
Extend a selection to adjacent cells	Hold down SHIFT and press an arrow key repeatedly.
Select a column	Position the insertion point in the top or bottom cell of the column. Hold down SHIFT and press the UP ARROW or DOWN ARROW key repeatedly. You can also position the insertion point in the column and hold down ALT and click the mouse button.

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See also

Working with Tables


Adding cells to a table

You can add cells to an existing table as you work.

To add cells to a table

1.	Select a cell or cells next to where you want to insert new cells, including the end-of-cell mark.

  End-of-cell mark

Select the same number of cells as the number you want to insert.

2.	Do one of the following:

On the Standard toolbar, click the Insert Cells button.

  Insert Cells button

From the Table menu, choose Insert Cells.

3.	Do one of the following:

To	Select  this option button
Insert new cells to the left of the selected cells	Shift Cells Right
Insert new cells above the selected cells	Shift Cells Down
Insert a row or rows	Insert Entire Row
Insert a column or columns	Insert Entire Column
4.	Choose the OK button.

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See also

Working with Tables

Parts of the Word Screen and Toolbars


Adding rows to a table

You can add rows to an existing table as you work.

To add rows to a table

1.	Select the row or rows below where you want to insert a new row or rows.

Select the same number of rows as the number you want to insert.

2.	Do one of the following:

On the Standard toolbar, click the Insert Rows button.

  Insert Rows button

From the Table menu, choose Insert Rows.

Word inserts a row or rows above the rows you selected.

Note

To add a single row within a table, position the insertion point outside the table at the end of a row, and then press ENTER.

To add a row at the end of a table, position the insertion point in the last cell of the last row and then press the TAB key. The cells in the new row have the formatting of the cells in the preceding row.

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See also

Working with Tables

Parts of the Word Screen and Toolbars


Adding columns to a table

You can add columns within an existing table or to the end of a table.

To add columns to a table

1.	Select a column or group of columns to the right of where you want to insert a new column or columns.

Select the same number of columns as the number you want to insert.

2.	Do one of the following:

On the Standard toolbar, click the Insert Columns button.

  Insert Columns button

From the Table menu, choose Insert Columns.

Word inserts a column or columns to the left of the selected column or columns. You can have a maximum of 31 columns in a table.

Note

To add a column to the right of a table, position the insertion point just outside the last column. Choose Select Column from the Table menu, and then click the Insert Columns button on the Standard toolbar.

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See also

Working with Tables

Parts of the Word Screen and Toolbars


Deleting cells, rows, or columns

You can delete any number of adjacent cells, rows, or columns from a table. For information on deleting only the text or graphics within table cells, see Typing or deleting text in a table.

To delete cells in a table

1.	Select the cell or cells you want to delete, including the end-of-cell mark.

  End-of-cell mark

2.	From the Table menu, choose Delete Cells.

3.	Do one of the following:

To	Select this option button
Shift cells left after you delete the selected cells	Shift Cells Left
Move cells up after you delete the selected cells	Shift Cells Up
Delete the row or rows	Delete Entire Row
Delete the column or columns	Delete Entire Column
4.	Choose the OK button.

To delete rows or columns in a table

1.	Select the rows or columns you want to delete.

2.	From the Table menu, do one of the following:

Choose Delete Rows.

Choose Delete Columns.

Other ways to delete parts of a table     You can also delete rows or columns by using the Cut button on the Standard toolbar or the Cut command on the Edit menu. For more information about deleting text, see Typing and Revising.

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See also

Working with Tables

Parts of the Word Screen and Toolbars


Moving or copying cells, rows, or columns

You can move or copy text and graphics in a table by using any of the methods you use elsewhere in a document. For more information, see Typing and Revising.

To move or copy cells, rows, or columns in a table

This procedure explains how to move or copy entire cells, rows, or columns, together with their contents. You must have Drag-And-Drop Text Editing selected on the Edit tab of the Options dialog box (Tools menu) before using this procedure.

1.	Select the cells, rows, or columns you want to move or copy.

2.	Position the mouse pointer over the selection, and when the pointer points to the left, do one of the following:

To	Do this
Move the selection	Drag it to the new location.
Copy the selection	Hold down the CTRL key while you drag the selection.
Note

If you select only the text within a cell, the text is added at the new location without changing the formatting of the existing text. However, if you also select the end-of-cell mark, the text that you're moving replaces the existing text and the text formatting carries over to the new location.

Other ways to move or copy parts of a table     You can also move or copy cells, rows, or columns by using the Cut, Copy, and Paste buttons on the Standard toolbar or the Cut, Copy, and Paste commands on the Edit menu. Note that if you select the end-of-cell or end-of-row mark, you may also delete the cell or row. For more information about moving and copying text, see Typing and Revising.

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See also

Working with Tables

Parts of the Word Screen and Toolbars


Changing column width in a table

You can use the mouse to change the width of a column by dragging the column boundaries in a document or by dragging the column markers on the horizontal ruler. You can specify the exact width of a column and change the width of individual cells by using the Cell Height And Width command on the Table menu.

To change column width in a table

With the insertion point in a table, do one of the following:

Position the mouse pointer over the column boundary. When the mouse pointer changes, double-click the column boundary to automatically resize the column or drag the column boundary to the right or left.

  Mouse pointer over a column boundary

Point to the column marker on the horizontal ruler above the column boundary you want to adjust, and hold down the mouse button. When Word displays a dotted line, drag it to the right or left.

  Column marker

Double-clicking or dragging a column boundary, or dragging a column marker on the horizontal ruler, does not change the overall width of the table.

Additional options for adjusting a column are:

To adjust the current column	Hold down
And one column to the right (table width does not change)	SHIFT while you drag
And make all columns to the right equal (table width does not change)	CTRL while you drag
Without changing other columns (table width changes proportionally)	CTRL+SHIFT while you drag
Using the Cell Height And Width command     You can quickly resize a table, specify exact column width, and change the width of one or more cells in a column by using the Cell Height And Width command on the Table menu. See Column tab.

Tip

To display column width measurements on the horizontal ruler, point to a column marker. Then, hold down both the ALT key and the leftmouse button.

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See also

Working with Tables


Changing the space between columns

Blank space between columns enhances a table's readability, especially if you decide not to add borders to the table.

To change the space between columns

1.	Position the insertion point in the table.

2.	From the Table menu, choose Cell Height And Width.

3. Select the Column tab.

4.	In the Space Between Columns box, type or select a measurement, and then choose the OK button.

Note

You can also format the spacing and indentation of text within a cell in the same way that you format text in the rest of a document -- by using the horizontal ruler or the Paragraph command on the Format menu. For example, you can indent the text in the first line of a cell. See Formatting Paragraphs.

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See also

Working with Tables


Changing row height in a table

The height of each row in a table usually depends on the contents of the cells in that row -- including the amount of paragraph spacing you add before or after text. You can override the automatic adjustment for a row by using the Row tab in the Cell Height And Width dialog box (Table menu).

To change the spacing above and below the text in a row, you can use the Paragraph command on the Format menu. See Adjusting paragraph spacing.

To change the row height in a table

1.	Select the row or rows you want to change.

2.	From the Table menu, choose Cell Height And Width.

3.	Select the Row tab, and then do one of the following:

To	Select
Adjust the row's height to fit text or graphics inserted in any cell of the row	Auto, under Height Of Rows.
Specify a minimum row height	At Least, under Height Of Rows. Then type or select a number in the At box.  If cell contents exceed the minimum height, Word adjusts the height to fit.
Specify a fixed row height	Exactly, under Height Of Rows. Then type or select a number in the At box.  If cell contents exceed the fixed height, Word cuts off the contents.
4.	Choose the OK button.

Using the vertical ruler     You can also change the height of rows by using the vertical ruler in page layout view. From the View menu, choose Page Layout. On the vertical ruler, drag a row mark.

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See also

Working with Tables


Splitting a table

You can split a table in two parts and insert ordinary text between the parts.

To split a table

Position the insertion point in the row where you want the new table to start, and then choose Split Table from the Table menu.

Word inserts a paragraph mark ( [image]) formatted with the Normal style between the parts of the table. To undo the split, delete the paragraph mark by using the DELETE key or the Clear command on the Edit menu.

Note

By default, a row in a Word table will split if it falls across the bottom of a page. If you want to keep the row together, first position the insertion point anywhere within the row. From the Table menu, choose Cell Height And Width, select the Row tab, and then clear the Allow Row To Break Across Pages check box.

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See also

Working with Tables


Inserting text before a table

If a table is at the beginning of a document, you can easily insert a paragraph of text above the table.

To insert text before a table

Do one of the following:

Position the insertion point anywhere in the first row of the table, and then choose Split Table from the Table menu.

Position the insertion point at the beginning of the first cell, and then press ENTER.

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See also

Working with Tables


Inserting a tab character in a cell

In a table, the TAB key moves the insertion point to the next cell or selects the contents of the next cell. To insert a TAB character in a cell, use the following procedure.

To insert a tab character in a cell

Press CTRL+TAB.

Tip

You can use the horizontal ruler or the Tabs command on the Format menu to set tab stops with different alignments, including tab stops that align numbers on the decimal point. You can also clear and move tab stops and change the spacing between tab stops. For more information, see Formatting Paragraphs.

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See also

Working with Tables

Setting tab stops


Centering a table and changing its row alignment

You can control the horizontal placement of a table by changing row alignment. For example, you can center a table between the left and right page margins.

To center a table and change its row alignment

1.	Select the row or rows you want to change.

2.	From the Table menu, choose Cell Height And Width.

3.	Select the Row tab.

4.	Do one of the following:

To	Do this
Center a table between the left and right margins	Under Alignment, select the Center option button.
Set an exact amount of indentation from the left margin	Type or select a number in the Indent From Left box.
Set the alignment in relation to the page margins	Under Alignment, select the Left, Center, or Right option button.
5.	Choose the OK button.

Tip

You can indent text in a cell just as you indent text in the rest of a document -- by using the horizontal ruler or the Paragraph command. For example, you can indent the first line of text in each cell. See Formatting Paragraphs.

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See also

Working with Tables


Merging or splitting cells

You can combine two or more cells in a row into a single cell -- for example, you can create a table heading that spans several columns.

You can also split a cell horizontally and split one or more cells into parts.

To merge cells in the same row of a table

1.	Select the cells you want to merge.

You can select more than one row of cells, but cells will only be merged horizontally.

2.	From the Table menu, choose Merge Cells.

Word converts the contents of each merged cell to paragraphs within the combined cell.

To split cells

1.	Select the cells you want to split.

2.	From the Table menu, choose Split Cells.

3.	Type the number of columns you want to split each cell into, and then choose the OK button.

A single cell is split according to the number of paragraph marks it contains. If there is no more than one paragraph mark, text remains in the cell on the left and empty cells are inserted to the right. If there is more than one paragraph mark in the cell, the paragraphs are divided evenly between the cells.

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See also

Working with Tables


Repeating table headings

If a table is split between pages, you can repeat the table headings on each page. Word automatically repeats table headings for tables that are split by "soft" page breaks. If you insert a "hard" page break within a table, or if you use the Split Table command (Table menu) to split the table, the heading is not automatically repeated. Repeated table headings are not visible in normal view; to see them, you must be working in page layout view.

To repeat table headings

1.	Select the row or rows of text, beginning with the first row in the table, you want to use as table headings.

2.	From the Table menu, choose Headings.

If you make changes to headings in a table that splits between pages, the text will automatically be updated in all repeated headings. Word will not repeat or update a heading if you insert a hard page break within the table.

Note

You can use the horizontal ruler or the Tabs command on the Format menu to set tab stops with different alignments, including tab stops that align numbers on the decimal point. You can also clear and move tab stops and change the spacing between tab stops. For more information, see Formatting Paragraphs.

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See also

Working with Tables

Newspaper-Style Columns


Adding borders and shading to a table

Word does not print the gridlines that divide table cells on your screen. To print vertical and horizontal lines between cells, you must apply borders to the table. For a more finished look, you can also apply shading.

To add borders and shading automatically to a table

1.	Position the insertion point in the table to which you want to apply borders and shading.

2.	From the Table menu, choose Table AutoFormat.

3.	In the Formats box, select the design you want.

To remove all formats, select None.

4. Under Formats To Apply and Apply Special Formats To, select any options you want. See Table AutoFormat command.

5.	Choose the OK button.

Other ways to add borders and shading     You can also use the Borders toolbar or the Borders And Shading command on the Format menu to create custom borders and shading.

You can apply formatting to the table gridlines or to the text paragraph in a cell. To apply formatting to the gridlines, make sure that you select the end-of-cell mark.

  End-of-cell mark

For more information about adding borders and shading, see Formatting Paragraphs.

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See also

Working with Tables


Sorting information

You can quickly rearrange rows in tables. You can arrange table entries in alphabetic or numeric order, or you can sort them by date. In addition, you can rearrange rows of text or lists not in a table if the text is separated by tab characters, commas, or other specified characters. You can also rearrange text paragraphs.

By default, Word reorders rows based on first-column entries. However, you can specify a different column or columns as the basis for sorting.

To sort information

1.	Select the rows or list items you want to sort.

2.	From the Table menu, choose Sort.

If your selection is not in a table, the command name changes to Sort Text.

If you have a heading that you do not want Word to sort, select the Header Row option button under My List Has.

3.	Under Sort By, select a column number, field number, paragraph, or name.

4.	In the Type box, select Text, Number, or Date, and then select the Ascending or Descending option button. For more information about types recognized by Word, see Sort command.

To use additional columns as a basis for sorting, repeat steps 3 and 4, making your selections under Then By.

5.	Choose the OK button.

Note

You can use the Options button to perform a case-sensitive sort and sort a column without reordering other columns. If the text is not in a table, you can also specify a separator character other than tab characters or commas. See Sort Options dialog box.

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See also

Working with Tables

Formatting and Sorting Lists


Numbering cells in a table

You can automatically number the cells in a table.

To number cells in a table

1.	Select the cells you want to number.

If you want to number the beginning of each row, select only the first column in the table.

2.	On the Formatting toolbar, click the Numbering button.

  Numbering button

3.	Do one of the following:

To	Do this
Number cells across the rows, row by row	Select the Number Across Rows option button
Number down the columns, column by column	Select the Number Down Columns option button
Insert a number for each paragraph in every cell	Clear the Number Each Cell Only Once check box
4.	Choose the OK button.

5. To remove cell numbering, click the Numbering button again.

Using the Bullets And Numbering command     You can select special number formats, such as roman numerals or letters, by using the Numbered tab in the Bullets And Numbering dialog box (Format menu). See Numbered tab.

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See also

Working with Tables

Parts of the Word Screen and Toolbars


Performing calculations in a table

You can quickly add the numbers in a row or column. You can also subtract, divide, and average numbers. You can calculate percentages and find the minimum and maximum values for a range of cells.

As with Microsoft Excel, cells are referred to as A1, A2, B1, B2, and so on, with the letter representing a column and the number representing a row.

Unlike Microsoft Excel, cell references are always absolute references, but are not shown with dollar signs. For example, you type A1 in Word when you would type $A$1 in Microsoft Excel.

To sum a row or column of numbers

1.	Position the insertion point in the cell where you want the sum to appear.

2.	From the Table menu, choose Formula.

Word analyzes the table and proposes the appropriate formula in the Formula box. For example, if the insertion point is at the bottom of a column of numbers, Word proposes =SUM(ABOVE).

If Word cannot determine an appropriate formula, it inserts an equal sign in the Formula box. You must type or select the function you want, as described in the next procedure "To perform other calculations in a table."

3.	Choose the OK button.

Word inserts the sum of the numbers as the result of a field in the cell that contains the insertion point. For information about the rules Word uses to sum rows and columns, see Formula command.

To perform other calculations in a table

1.	Position the insertion point in the cell where you want the result to appear.

2.	From the Table menu, choose Formula.

If Word proposes a formula that you do not want to use, delete it from the Formula box, and then do one of the following:

To perform simple calculations, type cell references together with the arithmetic sign for adding, subtracting, multiplying, or dividing. For example, to add the numbers in cell A1 and B4, type =a1+b4

To divide the number in A1 by the number in B4, type =a1/b4

Do not use these signs in conjunction with any of the functions from the Paste Function box. For example, do not use =sum(a1+b4)

To average cells or perform more complicated calculations, select a function in the Paste Function box. Then, in the Formula box, type between the parentheses the range of cells you want to use in the calculation.

Use commas to separate references to individual cells. Designate a range of cells by using a colon to separate the first and last cells in the range. For example:

To average  these cells	Type
	=average(b:b) or =average(b1:b3)
	=average(2:2) or =average(a2:c2)
	=average(a1:b2)
	=average(a1:c2) or =average(1:1,2:2)
	=average(a1,a3,c2)
Note that you can indicate an entire row or column in two ways. If you use 1:1 to indicate a row and then add a column to the table, your calculation will include all rows; if you use a1:c1 to indicate a row and then add a column to the table, the calculation will only include the rows a, b, and c.

3.	Under Number Format, type or select a format for the numbers. For example, to display the numbers as a decimal percentage, select 0.00%.

4.	Choose the OK button.

Word inserts the result of the calculation as a field in the cell that contains the insertion point. If you change the referenced cells, you can update the calculation by selecting the field and then pressing F9. You can also press ALT+SHIFT+U.

For more information about the available functions and number formats, see Inserting information with fields.

Tip

You can quickly choose commonly used commands for working with formulas by selecting a field and then clicking the right mouse button.

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See also

Working with Tables


Insert Table command (Table menu)

Inserts a table with the number of rows and columns you specify.

To quickly create a table, click the Insert Table button on the Standard toolbar, and drag over the grid to select the number of rows and columns you want. You can have up to 31 columns in a table.

  Insert Table button

The Insert Table button is also available on the Forms toolbar.

You can use a shortcut menu to carry out the most common table commands. Position the insertion point in a table or select a cell, row, or column, and then click the right mouse button or press SHIFT+F10.

  Dialog Box Options

Number Of Columns

Type or select the number of columns you want.

Number Of Rows

Type or select the number of rows you want.

Column Width

Type or select the column width. Auto, the default, inserts columns of equal size between the document margins.

Table Format

Displays the predefined format chosen by using the AutoFormat button.

AutoFormat

Automatically applies formats, including predefined borders and shading, to a table. See Table AutoFormat command.

Wizard

Displays a series of dialog boxes that lead you through the steps of creating a table.

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See also

Working with Tables

Parts of the Word Screen and Toolbars


Insert Cells command (Table menu)

Inserts the number of cells that you select -- for example, if you select two cells before choosing the command, Word inserts two cells at the location you specify.

This command appears on the Table menu only when you've selected one or more end-of-cell marks.

  End-of-cell mark

If you position the insertion point in a cell, the command changes to Insert Rows. If you select an entire row or column, the command changes to Insert Rows or Insert Columns, respectively.

To quickly insert cells, select the number of cells you want to add, making sure to include the end-of-cell marks, and then click the Insert Cell button on the Standard toolbar.

  Insert Cell button

  Dialog Box Options

Shift Cells Right

Inserts new cells to the left of the selected cells.

Shift Cells Down

Inserts new cells above the selected cells.

Insert Entire Row

Inserts an entire row above the row that contains the selection.

Insert Entire Column

Inserts an entire column to the left of the column that contains the selection.

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See also

Working with Tables

Insert Rows command

Insert Columns command

Parts of the Word Screen and Toolbars


Insert Rows command (Table menu)

Inserts rows above the selected rows. Word inserts one row for each selected row.

This command appears on the Table menu when you select one or more entire rows, and when you position the insertion point in a table cell.

To quickly insert rows, select the number of rows you want to add, and then click the Insert Rows button on the Standard toolbar.

To add a single row in a table, position the insertion point outside the table at the end of a row, and then press ENTER.

  Insert Rows button

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See also

Working with Tables

Insert Cells command

Insert Columns command

Parts of the Word Screen and Toolbars


Insert Columns command (Table menu)

Inserts columns to the left of the selected columns. Word inserts one column for each selected column.

This command appears on the Table menu when you select one or more entire columns. You can have up to 31 columns in a table.

To quickly insert columns, select the number of columns you want to add, and then click the Insert Columns button on the Standard toolbar.

  Insert Columns button

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See also

Working with Tables

Insert Cells command

Insert Rows command

Parts of the Word Screen and Toolbars


Delete Cells command (Table menu)

Deletes the selected cells or the cell that contains the insertion point.

This command appears on the Table menu when the insertion point is in a single cell and when you've selected one or more end-of-cell marks.

  End-of-cell mark

If you select an entire row or column, the command changes to Delete Rows or Delete Columns, respectively.

  Dialog Box Options

Shift Cells Left

Deletes the selected cells and moves remaining cells to the left.

Shift Cells Up

Deletes the selected cells and moves the remaining cells up.

Delete Entire Row

Deletes all rows containing the selected cells and moves the remaining rows up.

Delete Entire Column

Deletes all columns containing the selected cells and moves the remaining columns to the left.

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See also

Working with Tables

Delete Rows command

Delete Columns command

Parts of the Word Screen and Toolbars


Delete Rows command (Table menu)

Deletes the selected rows.

This command appears on the Table menu when you select one or more entire rows.

To quickly delete rows, select the rows, and then click the Cut button on the Standard toolbar.

  Cut button

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See also

Working with Tables

Delete Cells command

Delete Columns command


Delete Columns command (Table menu)

Deletes the selected columns.

This command appears on the Table menu when you select one or more entire columns.

To quickly delete columns, select the columns, and then click the Cut button on the Standard toolbar.

  Cut button

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See also

Working with Tables

Delete Cells command

Delete Rows command


Merge Cells command (Table menu)

Combines the contents of adjacent cells into a single cell.

This command is available only when you select two or more cells in a row. You can only merge cells horizontally.

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See also

Working with Tables


Split Cells command (Table menu)

Splits a cell horizontally into multiple cells.

A single cell is split according to the number of paragraph marks in the cell:

If there is no more than one paragraph mark, all text remains in the cell on the left and empty cells are inserted to the right.

If there is more than one paragraph mark in the cell, the paragraphs are divided as evenly as possible between the split cells.

For example, if four paragraphs are split between two cells, there will be two paragraphs in each cell. If three paragraphs are split, there will be two paragraphs in the first cell and one in the second cell.

  Dialog Box Options

Number of Columns

Type or select a number of columns you want to contain the contents of a selected cell.

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See also

Working with Tables


Split Table command (Table menu)

Divides a table in two parts and inserts a paragraph mark ( [image]) above the row that contains the insertion point.

Word inserts a paragraph mark formatted with the Normal style between the two parts. If the original table starts at the beginning of a document and the insertion point is in the first row, Word inserts the paragraph mark above the table.

To quickly insert a paragraph above a table, you can also position the insertion point at the beginning of the first cell and press ENTER.

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See also

Working with Tables


Convert Text To Table command (Table menu)

Converts selected text to a table. Make sure you add separator characters before using this command.

To quickly convert text to a table, select the text and then click the Insert Table button on the Standard toolbar.

  Insert Table button

If the selection contains a mixture of separator characters, or if you choose the Convert Text To Table command from the Table menu, Word displays the Convert Text To Table dialog box.

  Dialog Box Options

Number Of Columns

Type or select the number of columns you want.

Number Of Rows

Indicates the number of rows Word will insert, based on the number of columns and separator character you specify.

Column Width

Type or select the column width. Auto, the default, inserts columns of equal size between the document margins.

Table Format

Displays the predefined format chosen by using the AutoFormat button.

Separate Text At

Converts selected text into a table by separating text into columns according to the separator character you specify.

Paragraphs

Creates a table with the number of columns you specify. Each paragraph mark in the original text delineates a cell.

Tabs

Creates table columns delineated by tab stops; creates rows delineated by paragraph marks.

Commas/Semicolons/Separators

Creates table columns delineated by the specified separator character. The default is a comma. This option changes depending on the list separator character selected in the International dialog box in the Windows Control Panel.

Other

Creates table columns delineated by the character you type.

AutoFormat

Automatically applies formats, including predefined borders and shading to a table. See Table AutoFormat command.

Wizard

Displays a series of dialog boxes that lead you through the steps of creating a table.

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See also

Working with Tables


Convert Table To Text command (Table menu)

Converts a selected table or selected rows to text, separating the contents of the cells in each row with the separator character you specify. This command is available when you select an entire table or complete rows in a table.

  Dialog Box Options

Separate Text With

Select the character with which you want to separate the contents of the selected cells.

Paragraph Marks

Each cell becomes a separate text paragraph.

Tabs

Separates cells in each row with tab characters. Each row becomes a paragraph.

Commas/Semicolons/Separators

Creates table columns delineated by the specified separator character. The default is a comma. This option changes depending on the list separator character selected in the International dialog box in the Windows Control Panel.

Other

Creates table columns delineated by the character you type.

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See also

Working with Tables


Select Row command (Table menu)

Selects the entire row that contains the insertion point.

To quickly select a row, click in the row selection bar to the left of the row.

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See also

Working with Tables


Select Column command (Table menu)

Selects the entire column that contains the insertion point.

To quickly select a column, click the top gridline or border of the column. Word displays a down arrow when the pointer is in the correct position.

  Down arrow pointer

You can also position the insertion point in the column and hold down ALT and click the mouse button.

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See also

Working with Tables


Select Table command (Table menu)

Selects an entire table that contains the insertion point.

To quickly select a table, position the insertion point in the table, and then press ALT+5 on the numeric keypad or hold down ALT and double-click the mouse button.

__________

See also

Working with Tables


Cell Height And Width command (Table menu)

Adjusts the formatting of rows and columns in a table.

You can also change the spacing and indentation of text within a cell or row in the same way that you format a text paragraph -- by using the horizontal ruler or the Paragraph command. See Formatting Paragraphs.

Select the tab for the options you want.

Row tab

Adjusts the height and horizontal placement of selected rows or the entire table. Determines whether a table and the text in a row can be split between pages.

Column tab

Adjusts column width for selected cells or columns and adjusts the space between columns.

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See also

Working with Tables


Column tab

Cell Height And Width command (Table menu)

Adjusts column width for selected cells or columns and adjusts the space between columns.

You can also adjust column width by dragging the table gridlines or by dragging column markers on the horizontal ruler. For more information, see Changing column width in a table.

  Tab Options

Width Of Column

Specifies the width of the selected cells or columns.

Space Between Columns

Specifies the amount of blank space between the column boundaries and text or graphics in adjacent selected columns. The Space Between Columns option affects the entire row that contains the selection, whereas Width Of Column affects only the selected cells.

Previous Column

Selects the preceding column so that you can format it quickly.

Next Column

Selects the next column so that you can format it quickly.

AutoFit

Automatically resizes all columns within the table that contains the insertion point.


Row tab

Cell Height And Width command (Table menu)

Adjusts the height and horizontal placement of selected rows or the entire table. Determines whether the text in a row can be split between pages.

  Tab Options

Height Of Row

Specifies the height of the selected rows.

Auto

Adjusts for the tallest cell height in the row or rows.

At Least

Specifies a minimum row height. If cell contents exceed the minimum height, Word adjusts the height to fit.

Exactly

Specifies a fixed row height. If cell contents exceed the fixed height, Word prints only the contents that fit in the cell.

At

If you select the At Least or Exactly option button, type or select the height. You can use different units of measurement.

Indent From Left

Specifies the distance between the left page margin and the left edge of the text in selected rows.

Alignment

Aligns selected rows in relation to the left and right page margins.

Left

Aligns selected rows at the left page margin.

Center

Centers selected rows between the left and right page margins.

Right

Aligns selected rows at the right page margin.

Allow Row To Break Across Pages

Allows the text in a row to split across a page break.

Previous Row

Selects the preceding row so that you can format it quickly.

Next Row

Selects the next row so that you can format it quickly.


Table AutoFormat command (Table menu)

Automatically applies formats, including predefined borders and shading, to a table. Automatically resizes a table.

You can also use the Borders toolbar or the Borders And Shading command on the Format menu to create custom borders and shading. See Formatting Paragraphs.

  Dialog Box Options

Formats

Select the type of border and shading you want. To remove borders and shading, select None.

Preview

Shows the effects of the formatting you select before you apply it to the table.

Formats To Apply

Applies or removes the default table formats assigned to the design you select in the Formats list. Some elements may not be available in all designs.

Borders/Shading/Font/Color

Applies the lines and borders, shading, font, or color specified by the design.

AutoFit

Automatically adjusts the size of the table based on the amount of text in the table.

Apply Special Formats To

Applies or removes the formats assigned to components of the design you select in the Formats list. Some elements may not be available in all designs.

Heading Rows/First Column/Last Row/Last Column

Applies a special format to table headings, the first column of the table, the last row of the table, or the last column of the table as specified by the design of the selected format.

__________

See also

Working with Tables


Sort command (Table menu)

Arranges the information in selected rows, lists, or a series of paragraphs alphabetically, numerically, or by date.

When the selection is not in a table, the name of the command changes to Sort Text. When sorting, Word treats any amount of text outside a table that is followed by a paragraph mark ( [image]) as a paragraph.

  Dialog Box Options

Sort By/Then By

Word reorders rows based on the first-column entries. To specify a different column as the basis for sorting, select it from the list.

If you want to specify more than one column on which to base sorting, use the Then By boxes.

Type

Select the type of data you want to sort.

Text

Uses numbers, text, and all other characters to sort items. If you select this option, Word treats dates as three numbers, not as dates. To sort by date, use the Date option.

Number

Uses only numbers to sort items. Word ignores all other characters. If you are sorting paragraphs, numbers can be in any location in the paragraph.

Date

Sorts items only by date. The following are valid formats for dates, where "M" is the month, "d" is the date, "y" is the year, "h" is the hour, and "m" is the number for minutes.

Format	Example
MMM d	Oct 12
MMM-yy	Jan-93
MMM. d, yyyy	Oct. 2, 1993
MMMM d, yyyy	January 1, 1993
M/d/yy	1/23/93
M d y	1 23 93
M-d-yy	1-23-93
d-MMM-yy	23-Jan-92
M/d/yy h:mm AM/PM	1/23/92 3:30 PM
Hyphens, forward slashes, commas, and periods are valid separators for dates. Colons are valid separators for times.

Both days and years are sorted numerically. For example, in an ascending sort, Word sorts 1-2-92 before 1-1-93. Dates and times can be sorted even if they occur within a paragraph; they do not have to be the first characters in the paragraph.

If the year is not specified for months or days, or if the day is not specified for times, Word assumes the current year and current day. If the day is not specified for months and years, Word assumes the first day of the month for the specified year.

Word can sort two entries with the same date if the times are included and are different. The time can appear before or after a date.

If a date is incorrect (such as 2/39/3), Word assumes the current date. If a time is incorrect, Word assumes midnight.

Word places unrecognized entries at the top of the list (ascending sort) or at the bottom of the list (descending sort).

Ascending

Sorts from the beginning of the alphabet, the earliest date, or the lowest number.

Descending

Sorts from the end of the alphabet, the latest date, or the highest number.

My List Has

To have Word ignore the first row while sorting, select the Header Row option button. If you identify more than one row as a heading by using the Headings command, Word ignores all heading rows while sorting. See Headings command.

To have Word sort all rows in the table, select the No Header Row option button.

Options

Select additional options for sorting a table or for sorting text outside a table. See Sort Options dialog box.

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See also

Working with Tables


Sort Options dialog box

Sort command (Table menu)

Provides options for sorting text within a table or outside a table.

  Dialog Box Options

Separate Fields At

Sorts selected text outside a table based on the separator character you type or select. Each paragraph mark in the selection is the end of a record. Word uses the separator character you choose to determine the end of each field in the record.

Tabs

Uses a tab character as the end of each field in a record.

Commas/Semicolons/Separators

Uses the specified separator character as the end of each field in a record. This option changes depending on the list separator character selected in the International dialog box in the Windows Control Panel.

Other

Uses the character you type as the end of each field in a record.

Sort Options

Specifies additional sorting options.

Sort Column Only

Sorts only the selected column. Clear this option to sort entire rows or paragraphs. This option is available only when sorting text in a table or text formatted in newspaper-style columns.

Case Sensitive

Sorts text so that a word whose first letter is a capital letter precedes any word whose first letter is the same letter in lowercase. This option is available only if you select Text in the Type box of the Sort dialog box.

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See also

Working with Tables

Formatting and Sorting Lists


Formula command (Table menu)

Performs mathematical calculations on numbers and inserts the result of the calculation as a field.

In a table, Word inserts the field in the cell that contains the insertion point. Cells are referred to as A1, A2, B1, B2, and so on, with the letter representing a column and the number representing a row. Unlike Microsoft Excel, cell references are always absolute references, but are not shown with dollar signs. For example, you type A1 in Word when you would type $A$1 in Microsoft Excel.

Word assumes addition, unless you indicate otherwise, and proposes a sum based on the following rules:

If the numbers you are calculating include a number format, such as a dollar sign, the result will also contain that format.

If the cell that contains the insertion point is at the intersection of a row and column that both contain numbers, Word sums the column. To sum the row, type =sum(left) or =sum(right) in the Formula box, depending on the location of the insertion point.

If the cell that contains the insertion point contains text or numbers, they are ignored.

Word evaluates numbers beginning with the cell closest to the cell that contains the insertion point and continues until it reaches either a blank cell or a cell that contains text. For example, in the following illustration, the result in the shaded cell for each column returns the number 7.

To quickly choose the most commonly used commands for working with formulas, select a field in your document, and then press the right mouse button.

To get help on a field, select the field in your document, and then press F1, or see Inserting information with fields.

  Dialog Box Options

Formula

Select a function from the Paste Function box to display it in this box, or type an equal sign (=) followed by the function name. Then type a range of cells to use in the calculation. A complete expression to average the contents of cells B1 and C2 would look like this: =AVERAGE(B1,C2)

Separate individual cell references with commas (A1,B10). Designate a range of cells by using a colon (A1:B10) to separate the first and last cells in the range.

Number Format

Type or select a format for the numbers. For example, to display numbers as a decimal percentage, select 0.00%.

Paste Function

Lists the functions you can use to calculate numbers. If you select a function from this list, it automatically appears in the Formula box.

Paste Bookmark

Lists the bookmarks you create by using the Bookmark command on the Edit menu. Bookmarks reference formulas by name, so you can create relative references and refer to items outside a table. For more information about bookmarks, see Cross-references, Captions, and Bookmarks.

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See also

Working with Tables


Gridlines command (Table menu)

Displays or hides the dotted lines that appear on the screen between cells in a table.

Gridlines cannot be printed. To print lines between cells, see Adding borders and shading to a table.

__________

See also

Working with Tables


Headings command (Table menu)

If a table spans more than one page, you can automatically repeat the table headings on each page.

Before choosing this command, select the row or rows you want to use as a table heading. Make sure you include the top row of the table.

If you make changes to text after identifying it as a table heading, Word makes the change automatically in other parts of the split table. Word will not repeat or update a heading if you insert a hard page break within the table.

When the insertion point is in a table that contains headings, Word displays a mark beside the command name on the menu.

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See also

Working with Tables


Table Numbering dialog box

Specifies whether Word will number cells in a table across rows or columns.

  Dialog Box Options

Number Across Rows

Numbers selected cells across rows, row by row.

Number Down Columns

Numbers selected columns down, column by column.

Number Each Cell Only Once

Inserts only one number in a cell, regardless of the number of paragraphs contained in the cell. To number all the paragraphs in each cell, clear this check box.


Document Templates

Overview

Starting a new document from a template or by using a wizard

Attaching a different template to a document

Modifying a template

Copying styles, AutoText entries, toolbars, or macros to the attached template from another template

Creating a template

Loading a template as a global template

For more information about working with templates, see Customizing and Optimizing Word.


Overview of Document Templates

You can save time and effort when creating new documents by basing them on templates designed for a specific type of document you create frequently. A template is a blueprint for the text, graphics, and formatting that are the same in every document of a particular type. Templates also store styles, macros, AutoText entries, toolbar buttons, and customized menu and shortcut key settings that can simplify your work.

Word provides templates for several common types of documents, such as memos, reports, and business letters. You can use these templates just as they are, you can modify them, or you can create your own templates. Word automatically bases new documents on the Normal template unless you specify another template. The Normal template is a general, all-purpose template for any document.

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See also

Document Templates


Starting a new document from a template or by using a wizard

You can start a new document from an existing template, or you can use a wizard to lay out a document by following a series of easy steps. If you create a document using a wizard, Word bases the document on the Normal template. However, the styles used in the document reflect the formatting that you select when responding to the wizard.

To start a new document from a template or by using a wizard

1.	From the File menu, choose New.

2.	Under New, select the Document option button.

3.	In the Template box, do one of the following:

To create a new document from an existing template, select the template that you want to use, and then choose the OK button.

To create a new document by using a wizard, select the wizard that you want to use, and then choose the OK button.

If you select a wizard, Word displays a series of dialog boxes that lead you through the steps of laying out your document. Follow the directions on the screen. Select the options you want. When Word proposes text for a specific element of the document, you can either accept the proposed text or type your own. Choose the Finish button to close the dialog box, and then begin filling in the text of your document.

Word gives the new document a temporary name, such as Document2, until you save it with a unique filename.

Note

If a template you want to use is not listed in the New dialog box, make sure the template is stored where Word can find it. Word looks for templates in the locations specified for User Templates and Workgroup Templates on the File Locations tab of the Options dialog box (Tools menu).

Unless you modify the locations, Word looks for templates in the TEMPLATE directory in the Word program directory or folder.

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See also

Document Templates


Attaching a different template to a document

When you base a document on a template, Word attaches that template to the document. If you want to use macros, AutoText entries, or other items stored in another template, you can attach that template to your document. Attaching a different template does not change any of the text or formatting in the document.

As an alternative, you can load the other template as a global template. You can then use the items stored in that template while working in any document. For more information, see Loading a template as a global template.

To attach a different template to a document

1.	Open the document to which you want to attach a different template.

2.	From the File menu, choose Templates.

3.	Do one of the following:

In the Document Template box, type the name of the template you want.

To attach a template stored in a different drive, directory, or folder, choose the Attach button, select a template in the File Name box of the Attach Template dialog box, and then choose the OK button.

For more information about attaching templates to documents, see Attach Template dialog box.

4.	Choose the OK button.

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See also

Document Templates


Modifying a template

You can modify a template just as you would modify a regular Word document. Documents previously created with the template will not reflect changes you make to the template text, styles, or document and section formats. However, AutoText entries, macros, toolbars, menu and key assignments that you created or modified for the template are available in all documents based on that template.

To modify a template

1.	From the File menu, choose Open.

2.	In the List Files Of Type box, select Document Templates.

3.	In the File Name box, type or select the name of the template you want to modify, and then choose the OK button.

If the template you want does not appear in the list, select a different drive, directory, or folder in which to search for the template.

4.	Edit and format the template just as you would a Word document. You can:

Insert the text or graphics you want to include in each new document you base on the template and delete the items you do not want.

Set the page layout and text formatting.

Create or modify styles.

Modify shortcut keys, toolbars, or menus.

Define AutoText entries.

Create macros.

Copy, rename, or delete template items. See Organizer dialog box.

5.	From the File menu, choose Save.

Note

When you add, delete, or change AutoText entries, macros, toolbars, and styles that are stored in the Normal template, Word saves the template without asking you to confirm the changes. If you prefer to confirm such changes, choose Options from the Tools menu, and then select the Save tab. Select the Prompt To Save NORMAL.DOT check box, and then choose the OK button. Setting this option controls whether Word asks you to confirm changes only to NORMAL.DOT. Word always asks if you want to save changes to templates other than the Normal template.

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See also

Document Templates


Copying styles, AutoText entries, toolbars, or macros to the attached template from another template

You can copy styles, AutoText entries, toolbars, and macros from one template to another. You can copy styles between templates and documents, but you can copy macros, AutoText entries, and toolbars only between templates.

To copy styles, AutoText entries, toolbars, or macros to the attached template from another template

1.	From the File menu, choose Templates.

2.	Choose the Organizer button, and then select the tab that describes the type of items you want to copy.

Word displays the items available to the active document and its attached template in the list on the left. Items stored in the Normal document template are listed on the right.

For more information about using the Organizer dialog box, see Organizer dialog box.

3.	To copy items to or from a different template or document, choose the Close File button below the appropriate list. Then choose the Open File button and open the template or document.

If necessary, select Word Documents or Document Templates in the List Files Of Type box in the Open dialog box. You can copy any item to or from a template, and you can copy styles to or from a document.

By default, templates are stored in the TEMPLATE directory in the Word program directory or folder. If the template you want does not appear in the list, select a different drive, directory, or folder in which to search for the template.

4.	In the Organizer dialog box, select the items you want to copy from either list, and then choose the Copy button.

To select a range of items, hold down SHIFT and click the first and last items in the range. To select nonadjacent items, hold down CTRL and click each item.

If an item you want to copy into the attached template has the same name as an item already in the attached template, Word asks you to confirm that you want to overwrite the existing item with the new one.

5.	Choose the Close button.

Note

If you copy toolbars to which you've assigned macros, you must also copy the macros.

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See also

Document Templates

Recording and Running Macros


Creating a template

You can create a template from an existing document or template.

To create a template

1.	From the File menu, choose Open.

2.	Do one of the following:

To create a template from an existing document, type or select the document name in the File Name box, and then choose the OK button.

To create a template from an existing template, select Document Templates in the List Files Of Type box, type or select the template name, and then choose the OK button.

3.	From the File menu, choose Save As, and then do one of the following:

If you are creating a new template from an existing document, select Document Templates in the Save File As Type box, and then choose the OK button.

If you are creating a new template from an existing template, type a different name in the File Name box to preserve the original template, and then choose the OK button.

4.	Make the changes you want. You can:

Insert the text or graphics you want included in each new document and delete the items you do not want.

Word inserts any text in a template into every new document based on that template.

Set the page margins and other page layout options.

Create and modify styles.

Create macros and AutoText entries.

Customize toolbars, menus, and shortcut keys.

5.	From the File menu, choose Save.

Word saves all changes in the new template.

Using the New command     You can also create a new template by choosing New from the File menu and then selecting the Template option button. See New command.

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See also

Document Templates


Loading a template as a global template

When you specify a template for use with all documents, you can then use its macros, AutoText entries, and customized command settings -- in addition to the items stored in the Normal template -- in all documents during the current Word session. However, styles in these global templates are not added to your documents. The original styles in the documents are preserved.

To load a template as a global template

1.	From the File menu, choose Templates.

Word displays the Templates And Add-ins dialog box. Under Global Templates And Add-ins, templates that are already available globally appear beside a checked box.

2.	Under Global Templates And Add-ins, select the check box next to the name of the template you want to make available for global use.

If the template you want does not appear in the list, choose the Add button. If necessary, select a different drive, directory, or folder in which to search for the template. In the File Name box, type or select the template name, and then choose the OK button. Word adds the name to the list in the Templates And Add-ins dialog box and selects the template for global use.

3.	To load the templates with selected check boxes for global use, choose the OK button.

To close a template to global use

1.	From the File menu, choose Templates.

2.	Do one of the following:

To close a template but leave it listed in the dialog box, clear the check box next to the name of the template.

To close a template and remove it from the list, select the template and then choose the Remove button.

3.	Choose the OK button.

Note

If you want items such as toolbars or macros from a specific template to be available each time you start Word, store a copy of the template in the STARTUP directory in the Word program directory or folder. To prevent global use of a template stored in the STARTUP directory, you must move the template to a different directory or folder. Note also that you cannot remove a template stored in the STARTUP directory by choosing the Remove button in the Templates And Add-ins dialog box. You can, however, close such a template by clearing the check box beside its name.

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See also

Document Templates


Attach Template dialog box

Templates command (File menu)

Attaches another document template to the active document.

  Dialog Box Options

File Name

Type or select the name of the template you want to attach to the document.

Drives

Select the drive in which Word stores the template you want to attach.

Directories

Select the directory or folder in which Word stores the template you want to attach.

List Files Of Type

Type or select Document Templates or specify another type of file you want to attach to the active document.

Find File

Searches for a template you want to either attach or make available for global use. See Find File command.

Network

Displays the Connect Network Drive dialog box so that you can open a file that is accessible by a network connection. For more information, choose the Help button in the Connect Network Drive dialog box.


Add Template dialog box

Templates command (File menu)

Adds templates and Word add-ins to the Global Templates And Add-ins list in the Templates dialog box. Items stored in the template or add-in are available for the current Word session.

  Dialog Box Options

File Name

Type or select the template or add-in you want to add.

Drives

Select the drive in which Word stores the template or add-in you want to add.

Directories

Select the directory or folder in which Word stores the template or add-in you want to add.

List Files Of Type

Type or select Document Templates or Word Add-ins to specify the type of file you want to add to the list in the Templates dialog box.

Find File

Searches for a template or add-in you want to add. See Find File command.

Network

Displays the Connect Network Drive dialog box so that you can load a template or add-in that is accessible by a network connection. For more information, choose the Help button in the Connect Network Drive dialog box.


Templates command (File menu)

Lists templates you can attach to a document, and makes selected add-ins and items stored in selected templates available for use in the current Word session.

  Dialog Box Options

Document Template

Type or select the name of the template you want to attach to the document.

Attach

Specify the name and location of the template you want to attach to the active document. See Attach Template dialog box.

Automatically Update Document Styles

Automatically updates styles in the document when you change the styles in the template on which the document is based.

Global Templates And Add-ins

Select the check box next to the name of the template or add-in you want to load for global use. Items such as macros, toolbars, and AutoText entries that are stored in a global template can be used in any document. Word automatically loads any templates and add-ins that are located in the STARTUP directory in the Word program directory or folder when you start Word.

Add

Makes additional templates and add-ins available in the Global Templates And Add-ins list. See Add Template dialog box.

Remove

Closes the selected template or add-in and removes it from the Global Templates And Add-ins list. To remove templates or add-ins that are stored in the STARTUP directory, you must first move the template or add-in file to another directory or folder.

Full Path

Displays the location of the selected template or add-in.

Organizer

Deletes, renames, or copies individual items -- such as macros or styles -- that are stored in templates. See Organizer dialog box.


Indexes, Tables of Contents, and Other Tables

Overview

Indexes

Marking index entries

Marking symbols as index entries

Indicating a range of pages in an index entry

Creating an index cross-reference

Creating an index from automatically marked index entries

Formatting and compiling an index

Compiling an index by using the Custom Style format

Updating an index

Including chapter numbers with page numbers in an index or table

Tables of contents

Compiling a table of contents by using built-in heading styles

Compiling a table of contents by using the Custom Style format

Compiling a table of contents by using styles other than built-in heading styles

Creating and compiling a table of contents by using fields

Updating a table of contents

Tables of figures

Formatting and compiling a table of figures

Compiling a table of figures by using the Custom Style format

Compiling a table of figures from captions not created with the Captions command

Creating and compiling a table of figures or other table by using fields

Updating a table of figures

Tables of authorities

Marking citations

Modifying citation categories

Formatting and compiling a table of authorities

Compiling a table of authorities by using the Custom Style format

Updating a table of authorities


Overview of Indexes, Tables of Contents, and Other Tables

With Word, you can include in your documents an index, a table of contents, a table of figures (such as charts and other items), and a table of authorities. You use the Index And Tables command on the Insert menu to create the following:

An index that provides page numbers for items people want to look up in a printed document.

A table of contents that lists headings in the order they appear in a document.

A table of figures that lists items with captions in the order they appear in a document. You can include tables of items such as illustrations, figures, charts or graphs, slides, and photographs.

A table of authorities that lists where citations occur in a legal brief. Citations are references to cases, statutes, rules, and so forth.

You create an index, table of contents, table of figures, or other type of table by marking the text or item to be included, selecting a format, and then compiling the index or table. You can also create tables of contents or other tables by using fields, a method available in earlier versions of Word.

Word provides several ways to compile the index or table. You can select one of the formats provided with Word or you can create your own custom format. If you used fields to create a table of contents or other table entries, you can also use fields to compile the table.

If you plan to include an index, a table of contents, or other tables in a document, you may want to create the index and the other tables before you create the table of contents. That way, the table of contents can include page numbers for the index and the other tables.

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See also

Indexes, Tables of Contents, and Other Tables


Marking index entries

You can create index entries by specifying and marking the text of each entry. You can select the text in the document that you want to mark as an index entry, or you can type the index entry. The index can have subentries and index cross-references. If you want to include symbols such as ©, @, and so forth, in an index, see Marking symbols as index entries. To list cross-reference text instead of the page number for an index entry, see Creating an index cross-reference.

You can automatically mark index entries in a document. See Creating an index from automatically marked entries.

To mark index entries

1.	Do one of the following:

Select the text in the document that you want to mark as an index entry.

If you select text that contains a colon (:) or quotation marks (" "), Word inserts a backslash (\) in front of the colon or each quotation mark in the index entry. This tells Word to print the colon or quotation marks as part of the index entry. The backslash (\) will not be printed.

If you want the colon to indicate a subentry, delete the backslash.

Position the insertion point where you want to insert an index entry in the document.

2.	Press ALT+SHIFT+X.

3.	Do one or more of the following:

If you selected text, the text appears in the Main Entry box. If necessary, you can edit the index entry.

If you positioned the insertion point where you want to insert the index entry, type the text for the entry in the Main Entry box.

If you want to create an index subentry, type the subentry in the Subentry box. To include a third-level entry, type the subentry text in the Subentry box, followed by a colon, and then type the text of the third-level entry.

If you want to apply character formatting to text in either the Main Entry or Subentry box, select the text and then press the character formatting shortcut keys, such as CTRL+B for bold. Direct formatting overrides character formatting applied with styles. See Using shortcut keys to format characters.

If you want to create a page range for an index entry, see Indicating a range of pages in an index entry.

If you want to create an index cross-reference for an index entry, see Creating an index cross-reference.

4.	Do one of the following:

To mark the index entry, choose the Mark button.

If you selected text that occurs frequently in the document, choose the Mark All button to mark each occurrence of the text. Word marks only those occurrences that exactly match the uppercase and lowercase letters in the entry, and it marks only the first occurrence of an entry in each paragraph.

Word inserts each marked index entry as an XE (Index Entry) field in hidden text format. If the XE field isn't visible, click the Show/Hide [image] button on the Standard toolbar. For more information about an XE field, position the insertion point in the field and then press F1.

  Show/Hide [image] button

The dialog box stays open so that you can mark multiple index entries.

5.	To create additional entries, select the text in the document that you want to index or position the insertion point immediately after the text. Click in the Mark Index Entry dialog box, and then repeat steps 3 and 4.

6.	When you finish marking index entries, choose the Close button in the Mark Index Entry dialog box.

Note

If you want to revise an index entry after it is inserted into the document, you must edit the entry's XE (Index Entry) field. For more information about editing an XE (Index Entry) field, see "Editing and Updating Indexes" in Chapter 20, "Indexes, Tables of Contents, and Other Tables," in the Microsoft Word User's Guide, and Editing fields.

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See also

Indexes, Tables of Contents, and Other Tables

Index And Tables command


Creating an index cross-reference

You can create a cross-reference for an index entry, such as "See Bicycles," "See also Bicycles," or "See herein."

When Word compiles an index, Word places index cross-references at the end of an index entry. To have Word place index cross-references in a different location, see Modifying How Word Compiles an Index.

To create an index cross-reference

1.	Make sure that the Main Entry box contains the index entry for which you want to create the index cross-reference.

2.	Under Options, select the Cross-reference option button, and then type the text you want to use as a cross-reference for the index entry.

Word automatically prints the word "See" in italic text before the cross-reference. You can delete the word "See" or add additional text.

If you want to apply character formatting to the text in the Cross-reference box, select the text and then press formatting shortcut keys, such as CTRL+I for italic. See Using shortcut keys to format characters.

3.	Choose the Mark button.

4.	When you finish marking index entries, choose the Close button.

Note

If you want to revise a cross-reference after it is inserted into the document, you must edit the entry's XE (Index Entry) field. If you don't see the XE field in the document, click the Show/Hide [image] button on the Standard toolbar. For more information about editing an XE (Index Entry) field, see "Editing and Updating Indexes" in Chapter 20, "Indexes, Tables of Contents, and Other Tables," in the Microsoft Word User's Guide, and Editing fields.

  Show/Hide [image] button

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See also

Indexes, Tables of Contents, and Other Tables


Indicating a range of pages in an index entry

When you want an index entry to indicate a range of pages (such as "Human-powered vehicles, 7--9") rather than a single page, you must first mark that page range with a bookmark. You add bookmarks by selecting the text and then using the Bookmark command on the Edit menu. Word lists the names of the bookmarks in your document in the Bookmark box under the Page Range option in the Mark Index Entry dialog box.

For more information about bookmarks, see Defining and viewing a bookmark.

To indicate a range of pages in an index entry

1.	Make sure that the Main Entry box contains the index entry for which you want to indicate a range of pages. For more information, see Marking index entries.

2.	Under Options, select the Page Range option. In the Bookmark box, type or select a bookmark name for the range of pages.

3.	Choose the Mark button to create the index entry.

4.	In the document, select the range of text you want the index entry to refer to, and then choose Bookmark from the Edit menu.

5.	In the Bookmark Name box, type the same bookmark name you typed in step 2, and then choose the Add button.

6.	When you finish marking index entries, choose the Close button.

Note

To change an index entry, you must edit the entry's XE (Index Entry) field. If you don't see the XE field in the document, click the Show/Hide [image] button on the Standard toolbar. For more information about editing an XE (Index Entry) field, see "Editing and Updating Indexes" in Chapter 20, "Indexes, Tables of Contents, and Other Tables," in the Microsoft Word User's Guide, and Editing fields.

  Show/Hide [image] button

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See also

Indexes, Tables of Contents, and Other Tables


Creating an index from automatically marked index entries

Another way to create index entries is to create a concordance file and then use it to automatically mark index entries in the document you want to index. You create a concordance file by opening a new document and creating two columns of information. The first column contains the words and phrases you want to index; the second column contains the index entry to be generated from the text listed in the first column.

To create a concordance file to automatically mark index entries

1.	On the Standard toolbar, click the New button.

  New button

2.	From the Table menu, choose Insert Table, and then choose the OK button.

Word creates a two-column table.

3.	In the first column, type the text for which you want Word to create index entries. Make sure you type the text exactly as it appears in the document, matching uppercase and lowercase letters, and then press TAB.

4.	In the second column, type the index entry exactly as it will appear in the index, matching uppercase and lowercase letters, and then press TAB.

5.	Repeat steps 3 and 4 for each index reference and entry.

6.	Save the concordance file just as you would save any other document.

To automatically mark index entries

1.	Open the document you want to index.

2.	From the Insert menu, choose Index And Tables.

3.	Select the Index tab.

4.	Choose the AutoMark button.

5.	In the File Name box, type or select the name of the concordance file you want to open.

If you do not see the document you want to open, select a new drive, directory, or folder or select a different type of file in the List Files Of Type box.

6.	Choose the OK button.

Word marks only those occurrences that exactly match the uppercase and lowercase letters in the index reference, and it marks only the first occurrence of an entry in each paragraph.

Tip

You can speed up the creation of a concordance file by copying text from an existing document. Open both the document you want to index and a new document for the concordance. Choose Arrange All from the Window menu, and then copy text from the document window into the concordance file window.

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See also

Indexes, Tables of Contents, and Other Tables


Formatting and compiling an index

To create an index from the entries you've marked, you select a format for the entries and then compile them.

When you compile an index, Word collects index entries, sorts them alphabetically, references their page numbers, combines duplicate entries from the same page, and displays the index in the document. Word uses the word-by-word method of alphabetizing when it compiles an index. To have Word sort index entries letter by letter, see Modifying How Word Compiles an Index.

In addition to selecting a general format for the index, you can select the subentry format. An indented index places subentries below the main entry. A run-in index, which displays subentries on the same line as the main entry, can save space but may not be as easy to read as an indented index.

To format and compile an index

1.	Mark index entries in the document. See Marking index entries.

If the document is a master document, first create index entries in each subdocument. Then compile the index for the whole document from the master document. For more information about setting up a master document, see Using Master Documents to Manage Long Documents.

2.	Position the insertion point where you want to insert the index.

3.	From the Insert menu, choose Index And Tables.

4.	Select the Index tab.

5.	Under Type, do one of the following:

To place subentries	Select
Below the main entry	The Indented option button
On the same line as the main entry	The Run-in option button
6.	In the Formats box, select the index format you want for the index.

7.	Do one or more of the following:

To	Do this
Align page numbers with the right margin	Select the Right Align Page Numbers check box.
Format the index with multiple columns	In the Columns box, type or select a number from 1 to 4. Selecting the Auto option retains the existing column formatting in the document.
Insert tab leader characters between index entries and page numbers	Select the Right Align Page Numbers check box. In the Tab Leader box, select the tab leader character you want.
Right-aligned page numbers and tab leader characters are not available for run-in indexes.

8.	Choose the OK button; Word inserts the index in the document.

If you see a code such as {INDEX} instead of the index itself, Word is displaying field codes. To see the index, position the insertion point in the field code, and then press SHIFT+F9. Or choose Options from the Tools menu, select the View tab, and then clear the Field Codes check box. For more information about the INDEX field, position the insertion point in the field code, and then press F1.

Tip

You can use a shortcut menu to update an index. Position the insertion point in the index, and then click the right mouse button or press SHIFT+F10. Then choose Update Field from the shortcut menu.

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See also

Indexes, Tables of Contents, and Other Tables


Compiling an index by using the Custom Style format

If you want your index to look different from the built-in index styles, you can create a custom format by modifying the built-in styles.

To compile an index by using the Custom Style format

1.	Mark index entries in the document. See Marking index entries.

2.	Position the insertion point where you want to insert the index, and then choose Index And Tables from the Insert menu.

3.	Select the Index tab.

4.	In the Formats box, select Custom Style, and then choose the Modify button.

5.	In the Styles box, select Index 1 -- 9 to modify an index style, and then choose the Modify button.

6.	Choose the Format button, and then choose the type of formatting you want to apply. For more information about modifying styles, see Modify Style dialog box.

7.	Choose the OK button twice, and then choose the Close button.

8.	In the Index And Tables dialog box, do one or more of the following:

To place index subentries	Do this
Indented under the main entries or on the same line as the main entries	Under Type, select the Indented option button.
On the same line as the main entries	Under Type, select the Run-in option button.
For more information about options in this dialog box, see Index tab.

9.	Choose the OK button.

If you see a code such as {INDEX} instead of the index itself, Word is displaying field codes. To see the index, position the insertion point in the field code, and then press SHIFT+F9. Or choose Options from the Tools menu, select the View tab, and then clear the Field Codes check box. For more information about the INDEX field, position the insertion point in the field code and then press F1.

Note

When you want to update an index, you must recompile it. Position the insertion point in the INDEX field, and then press F9.

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See also

Indexes, Tables of Contents, and Other Tables


Compiling a table of contents by using built-in heading styles

If you have applied built-in heading styles (Heading 1 through Heading 9) to headings, Word can use the heading styles to create a table of contents.

After you compile the table of contents, you can double-click a page number in the table of contents to move the insertion point to that page.

To compile a table of contents by using built-in heading styles

1.	Make sure that the headings you want to include in the table of contents are formatted with the built-in heading styles. See Applying a style.

2.	Position the insertion point where you want to create the table of contents.

3.	From the Insert menu, choose Index And Tables.

4.	Select the Table Of Contents tab.

5.	In the Formats box, select the format you want for the table of contents.

You can also do one or more of the following:

To	Do this
Display page numbers in the table of contents	Select the Show Page Numbers check box.
Specify the number of heading levels you want to display in the table of contents	In the Show Levels, box, type or select the number of levels you want to display.
For more information, see Table Of Contents tab.

6.	Choose the OK button.

If you see a code such as {TOC} instead of the table of contents, Word is displaying field codes. To see the table of contents, position the insertion point in the field code, and then press SHIFT+F9. Or choose Options from the Tools menu, select the View tab, and then clear the Field Codes check box. For more information about a TOC field, position the insertion point in the field code, and then press F1.

Tip

You can use a shortcut menu to update a table of contents. Position the insertion point in the table of contents, and then click the right mouse button or press SHIFT+F10. Then choose Update Field from the shortcut menu.

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See also

Indexes, Tables of Contents, and Other Tables


Compiling a table of contents by using the Custom Style format

If you want a different look for a table of contents, you can create a custom format by redefining the built-in table of contents styles (TOC1 through TOC 9) assigned to the heading levels (Heading 1 through Heading 9).

If you plan to include an index, a table of contents, and other tables in a document, you may want to create the index and the other tables before you create the table of contents. That way, the table of contents can include page numbers for the index and the other tables.

To compile a table of contents by using the Custom Style format

1.	Position the insertion point where you want to insert the table of contents.

2.	From the Insert menu. choose Index And Tables.

3.	Select the Table Of Contents tab.

4.	In the Formats box, select Custom Style, and then choose the Modify button.

5.	In the Styles box, select the table of contents style you want to modify, and then choose the Modify button.

6.	Choose the Format button, and then choose the type of formatting you want to apply. See Modify Style dialog box.

7.	Choose the OK button twice, and then choose the Close button.

8.	Do one or more of the following:

To	Do this
Display page numbers in the table of contents	Select the Show Page Numbers check box.
Specify the number of heading levels you want to display	In the Show Levels box, type or select the number of levels you want to display.
For more information, see Table Of Contents tab.

9.	Choose the OK button.

If you see a code such as {TOC} instead of the table of contents, Word is displaying field codes. To see the table of contents, position the insertion point in the field code, and then press SHIFT+F9. Or choose Options from the Tools menu, select the View tab, and then clear the Field Codes check box. For more information about a TOC field, position the insertion point in the field code, and then press F1.

Tip

You can use a shortcut menu to update a table of contents. Position the insertion point in the table of contents, and then click the right mouse button or press SHIFT+F10. Then choose Update Field from the shortcut menu.

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See also

Indexes, Tables of Contents, and Other Tables


Compiling a table of contents by using styles other than built-in heading styles

If you have assigned styles other than heading styles to table of contents entries, you can compile a table of contents by using any styles you want.

To compile a table of contents by using styles other than built-in heading styles

1.	Position the insertion point where you want to insert the table of contents.

2.	From the Insert menu, choose Index And Tables.

3.	Select the Table Of Contents tab.

4.	In the Formats box, select the format you want for the table of contents.

5.	Choose the Options button.

6.	In the Available Styles box, find the style you want to use for a specific table of contents level.

7.	In the TOC Level box to the right of the style name, type a number from 1 to 9 to indicate the table of contents level you want headings formatted with that style to represent.

Repeat steps 6 and 7 for all styles you want to compile in the table of contents.

Delete table of contents level numbers in the list that correspond to styles you will not compile in the table.

8.	Choose the OK button to close the Table Of Contents Options dialog box.

The Preview box shows the styles chosen in the Options dialog box.

9.	To compile the table of contents, choose the OK button.

If you see a code such as {TOC} instead of the table of contents, Word is displaying field codes. To see the table of contents, position the insertion point in the field code, and then press SHIFT+F9. Or choose Options from the Tools menu, select the View tab, and then clear the Field Codes check box. For more information about a TOC field, position the insertion point in the field code, and then press F1.

Tip

You can double-click a page number in the table of contents to move the insertion point to that page.

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See also

Indexes, Tables of Contents, and Other Tables


Updating a table of contents

If you make changes to a document that affect how pages break -- for example, adding or deleting text -- you can update the entire table of contents, including any text and formatting changes, or you can update only the page numbers.

To update a table of contents

1.	Position the insertion point in the table of contents you want to update.

2.	Press F9.

3.	Do one of the following:

To update page numbers only, select the Update Page Numbers Only option button. Selecting this option retains any direct formatting you have applied to the table of contents.

To update the entire table of contents, select the Update Entire Table option button.

4.	Choose the OK button.

Using the Index And Tables command     You can update a table of contents and modify its formatting by using the Index And Tables command on the Insert menu. See Index And Tables command.

Tip

You can use a shortcut menu to update a table of contents. Position the insertion point in the table of contents, and then click the right mouse button or press SHIFT+F10. Then choose Update Field from the shortcut menu.

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See also

Indexes, Tables of Contents, and Other Tables


Formatting and compiling a table of figures

Once you've used the Caption command on the Insert menu to add numbered captions (such as "Figure 3: Labrador Retriever") to drawings, tables, or other items, you can include these captions in a table of figures.

For more information about creating captions, see Adding a caption to a table, illustration, equation, or other item.

To format and compile a table of figures

1.	Insert captions in the document using the Caption command on the Insert menu.

2.	Position the insertion point where you want to insert the table of figures.

3.	From the Insert menu, choose Index And Tables.

4.	Select the Table Of Figures tab.

5.	In the Caption Label box, select the type of caption label you want to compile in the table of figures.

You can also do one or more of the following:

To	Do this
Display page numbers	Select the Show Page Numbers check box.
Include the caption label and number in the table of figures	Select the Include Label And Number check box.
For more information, see Table Of Figures tab.

6.	In the Formats box, select the format you want for the list.

7.	Choose the OK button.

If you see a code such as {TOC} instead of the table of figures, Word is displaying field codes. To see the table of figures, position the insertion point in the field code, and then press SHIFT+F9. Or choose Options from the Tools menu, select the View tab, and then clear the Field Codes check box. For more information about a TOC field, position the insertion point in the field, and then press F1.

Tip

You can use a shortcut menu to update a table of figures. Position the insertion point in the table of figures, and then click the right mouse button or press SHIFT+F10. Then choose Update Field from the shortcut menu.

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See also

Indexes, Tables of Contents, and Other Tables


Compiling a table of figures by using the Custom Style format

If you want a different look for a table of figures, you can create a custom format by redefining the formatting you want for each type of item.

To compile a table of figures by using the Custom Style format

1.	Insert captions in the document for which you want to compile a table of figures. See Adding a caption to a table, illustration, equation, or other item.

2.	Position the insertion point where you want to insert the table of figures.

3.	From the Insert menu, choose Index And Tables.

4.	Select the Table Of Figures tab.

5.	In the Formats box, select Custom Style, and then choose the Modify button.

6.	In the Styles box, select the Table Of Figures style, and then choose the Modify button.

7.	Choose the Format button, and then choose the type of formatting you want to apply. For more information about modifying styles, see Modify Style dialog box.

8.	Choose the OK button twice, and then choose the Close button.

9.	Do one or more of the following:

To	Select
Display page numbers in the table of figures	The Show Page Numbers check box
Include caption labels and numbers in the table of figures	The Include Label And Number check box
For more information, see Table Of Figures tab.

10.	Choose the OK button.

If you see a code such as {TOC} instead of the table of figures, Word is displaying field codes. To see the table of figures, position the insertion point in the field code, and then press SHIFT+F9. Or choose Options from the Tools menu, select the View tab, and then clear the Field Codes check box. For more information about a TOC field, position the insertion point in the field, and then press F1.

Tip

You can use a shortcut menu to update a table of figures. Position the insertion point in the table of figures, and then click the right mouse button or press SHIFT+F10. Then choose Update Field from the shortcut menu.

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See also

Indexes, Tables of Contents, and Other Tables


Compiling a table of figures from captions not created with the Caption command

If you created captions but did not use the Caption command on the Insert menu, you can compile a table of figures by telling Word which styles it should use to identify captions before it compiles the table.

To compile a table of figures from captions not created with the Caption command

1.	If you created captions without using the Caption command on the Insert menu, make sure that you have applied the same style to all captions.

2.	Position the insertion point where you want to insert the table of figures.

3.	From the Insert menu, choose Index And Tables.

4.	Select the Table Of Figures tab, and then select a format for the table of figures.

5.	Choose the Options button.

6.	Select the Style check box, and then select the style name you are using to identify the captions.

7.	Choose the OK button twice.

If you see a code such as {TOC} instead of the table of figures, Word is displaying field codes. To see the table of figures, position the insertion point in the field code, and then press SHIFT+F9. Or choose Options from the Tools menu, select the View tab, and then clear the Field Codes check box. For more information about a TOC field, position the insertion point in the field, and then press F1.

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See also

Indexes, Tables of Contents, and Other Tables


Updating a table of figures

To edit an item in a table of figures, you can open the document and edit the item's corresponding caption text in the body of the document. Word reflects these edits the next time you compile or update the table of figures.

You can update an entire table of figures, including text and formatting, or you can update only the page numbers.

To update a table of figures

1.	Position the insertion point in the table of figures you want to update.

2.	Press F9.

3.	Do one of the following:

To update page numbers only, select the Update Page Numbers Only option button. Selecting this option retains any direct formatting you have applied to the table.

To update the entire table of figures, select the Update Entire Table option button.

4.	Choose the OK button.

If the document contains more than one table of figures, repeat this procedure for each table of figures.

Using the Index And Tables command     You can update a table of figures and modify its formatting by using the Index And Tables command on the Insert menu. See Index And Tables command.

Tip

You can use a shortcut menu to update a table of figures. Position the insertion point in the table of figures, and then click the right mouse button or press SHIFT+F10. Then choose Update Field from the shortcut menu.

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See also

Indexes, Tables of Contents, and Other Tables


Marking citations

You can create a table of authorities that lists where citations occur in a brief or other legal document. Citations are references to cases, statutes, rules, and so forth. Word provides the most common categories under which you can organize your citations. You can also create your own categories by customizing the list of categories. See Modifying citation categories.

If you want to revise the text in a marked citation after it is inserted in the document, you must edit the entry's TA field.. See "Editing and Updating Tables of Authorities" in Chapter 20, "Indexes, Tables of Contents, and Other Tables," in the Microsoft Word User's Guide and Editing fields.

Before you start, you may want to review a printed copy of the legal document and mark the text to be used for long and short citations. If the first occurrence of a citation is a short citation instead of a long citation, move the long citation so that it appears first in the document.

To mark citations

1.	Starting at the beginning of the document in which you want to mark citations, scroll through the document until you find the first citation, and then select the citation.

The first instance of a particular citation in a legal document is called a long citation; it includes the text for a full citation, such as "Forrester v. Craddock, 51 Wn. 2d 315 (1957)." This long citation is used only once in a document and must be listed first. Any further references to the same source are provided in a briefer format called a short citation, such as "Forrester v. Craddock."

2.	Press ALT+SHIFT+I.

The selected text appears in both the Selected Text and Short Citations boxes in the Mark Citation dialog box.

3.	In the Selected Text box, edit and format the text for the long citation as you want it to appear in the table of authorities. To apply character formatting, such as bold or italic, select the text and then use shortcut keys. For more information, see Using shortcut keys to format characters.

For example: delete punctuation at the end of a citation; press ENTER to start a new line; and use character formatting shortcut keys, such as CTRL+B for bold.

You can also click the right mouse button to display a shortcut menu from which you can choose the Font command to apply additional character formatting changes.

4.	In the Category box, select the category that applies to the citation.

5.	In the Short Citation box, edit the text so that it matches the short citation you want Word to search for in the document.

6.	Do one of the following:

To	Do this
Mark a citation	Choose the Mark button.
Mark all long and short citations that match those displayed in the Mark Citation dialog box	Choose the Mark All button.
Word inserts each marked citation as a TA (Table of Authorities Entry) field in hidden text format. If the TA field isn't visible, click the Show/Hide [image] button on the Standard toolbar. For more information about TA fields, position the insertion point in the field and then press F1.

  Show/Hide [image] button

The dialog box stays open so that you can mark multiple citations.

7.	To find the next citation in the document, choose the Next Citation button.

Word searches through the document for the next occurrence of text commonly found in citations, such as "in re" or "v."

8.	Select the text for the next citation you want to mark, and then repeat steps 3 through 7.

9.	When you finish marking citations, choose the Close button.

Note

If you add text to a legal document, you can mark any additional citations in that text by selecting the original long citation, pressing ALT+SHIFT+I, and then choosing the Mark All button in the Mark Citation dialog box.

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See also

Indexes, Tables of Contents, and Other Tables

Index And Tables command


Modifying citation categories

You select a category for each citation you mark. You can change any of the existing category names, and you can create new ones. A table of authorities can contain up to 16 categories.

To modify citation categories

1.	Press ALT+SHIFT+I.

2.	Choose the Category button.

3.	In the Edit Category dialog box, do one of the following:

To replace an existing category, select the name of the category you want to replace.

To add a new category that replaces one of the numbered categories, select a number from 8 to 16.

4.	In the Replace With box, type the name of the category you want to add to the Category list.

5.	Choose the Replace button.

6.	Choose the OK button.

7.	To close the Mark Citation dialog box, choose the Close button.

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See also

Indexes, Tables of Contents, and Other Tables

Index And Tables command


Formatting and compiling a table of authorities

You can create a table of authorities from the citations you've marked by selecting a format for the citations and then compiling them.

A table of authorities lists all of the long citations you have marked and includes page numbers for all of the long and short citations you have marked.

To format and compile a table of authorities

1.	Mark citations in the document. See Marking citations.

2.	Position the insertion point where you want to insert the table of authorities.

3.	From the Insert menu, choose Index And Tables.

4.	Select the Table Of Authorities tab.

5.	In the Category box, select the category you want to compile. The All option compiles all categories of citations in the table.

To	Do this
Replace five or more page references to the same authority with "passim"	Select the Use Passim check box.
Keep formatting applied to long citations in the Mark Citation dialog box	Select the Keep Original Formatting check box.
Insert tab leader characters between entries and page numbers	In the Tab Leader box, select the tab leader character you want to use.
6.	In the Formats box, select the format you want for the table.

7.	Choose the OK button.

If you see a code such as {TOA} instead of the table of authorities, Word is displaying field codes. To see the table of authorities, position the insertion point in the field code, and then press SHIFT+F9. Or choose Options from the Tools menu, select the View tab, and then clear the Field Codes check box. For more information about a TOA field, position the insertion point in the field, and then press F1.

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See also

Indexes, Tables of Contents, and Other Tables


Compiling a table of authorities by using the Custom Style format

If you want a different look for a table of authorities, you can create a custom format by redefining the built-in styles that come with Word.

To compile a table of authorities by using the Custom Style format

1.	Mark the citations you want to include in the table of authorities. See Marking citations.

2.	Position the insertion point where you want to insert the table of authorities.

3.	From the Insert menu, choose Index And Tables.

4.	Select the Table Of Authorities tab.

5.	In the Formats box, select Custom Style, and then choose the Modify button.

6.	In the Styles box, select the table of authorities style you want to modify, and then choose the Modify button.

7.	Choose the Format button, and then choose the type of formatting you want to apply. See Modify Style dialog box.

8.	Choose the OK button twice, and then choose the Close button.

9.	Do one or more of the following:

To	Do this
Keep formatting applied to long citations in Mark Citation dialog box	Select the Keep Original Formatting check box.
Specify the category of citations you want to compile	In the Category box, select the category you want to compile. To compile all categories, select All.
For more information, see Table Of Authorities tab.

10.	Choose the OK button.

If you see a code such as {TOA} instead of the table of authorities, Word is displaying field codes. To see the table of authorities, position the insertion point in the field code, and then press SHIFT+F9. Or choose Options from the Tools menu, select the View tab, and then clear the Field Codes check box. For more information about a TOA field, position the insertion point in the field, and then press F1.

Note

When you want to update the table of authorities, you must recompile it. Position the insertion point in the TOA field, and then press F9.

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See also

Indexes, Tables of Contents, and Other Tables


Index And Tables command (Insert menu)

Creates indexes, tables of contents, tables of figures, tables of authorities, and other similar tables, such as a table of equations or a table of photographs.

Select the tab for the options you want.

Index tab

Marks index entries and compiles them to create an index.

Table Of Contents tab

Creates a table of contents.

Table Of Figures tab

Creates a table of figures and other similar tables, such as a table of equations or a table of photographs.

Table Of Authorities tab

Marks citations and creates a table of authorities by listing citations in a legal document.

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See also

Indexes, Tables of Contents, and Other Tables


Index tab

Index And Tables command (Insert menu)

Marks index entries and compiles them to create an index.

  Tab Options

Type

Select the format you want for index entries and any subentries.

Indented

Indents index subentries below the main entries.

Run-In

Lists index subentries on the same line as the main entries. Right-aligned page numbers and tab leader characters are not available with the run-in index format.

Formats

Select an index format. You can use one of six built-in formats, or you can use the Custom Style format to modify one of the built-in index formats.

Preview

Shows you the results of the options you specify before you apply them to the index.

Right Align Page Numbers

Aligns page numbers in an index with the right margin. Right-aligned page numbers are not available for run-in indexes.

Columns

Type or select the number of columns you want in the index. To retain the existing number of columns, select the Auto option. Multiple-column options are not visible in the Preview box.

Tab Leader

Select the tab leader character you want to use to separate index entries and page numbers in the index. Tab leader characters are not available for run-in indexes.

Mark Entry

Marks text that you want to include in an index. See Mark Index Entry dialog box.

AutoMark

Automatically marks index entries in a Word document. See Open Index AutoMark File dialog box.

Modify

Customizes built-in index styles if you've selected Custom Style in the Formats box. See Modify Style dialog box.


Table Of Contents tab

Index And Tables command (Insert menu)

Creates a table of contents.

  Tab Options

Formats

Select a table of contents format. You can use one of six built-in formats, or you can use the Custom Style format to modify one of the built-in formats.

Preview

Shows you the results of the options you specify before you apply them to the table of contents.

Show Page Numbers

Displays page numbers in a table of contents.

Right Align Page Numbers

Aligns page numbers in a table of contents with the right margin.

Show Levels

Type or select the number of levels you want to display in a table of contents.

Tab Leader

Select the tab leader character you want to use between table of contents entries and page numbers.

Options

Assigns styles or reassigns heading styles to the levels in a table of contents and builds a table of contents from TC (Table of Contents Entry) fields. See Table Of Contents Options dialog box.

Modify

Customizes built-in styles if you've selected Custom Style in the Formats box. See Modify Style dialog box.


Table Of Figures tab

Index And Tables command (Insert menu)

Creates a table of figures and other similar tables, such as a table of equations or a table of photographs.

  Tab Options

Caption Label

Select the type of caption label you want to use in the table of figures. See Caption command.

Formats

Select a table of figures format. You can use one of five built-in formats, or you can use the Custom Style format to modify one of the built-in formats.

Preview

Shows you the results of the options you specify before you apply them to the table of figures.

Show Page Numbers

Displays page numbers in a table of figures.

Right Align Page Numbers

Aligns page numbers in a table of figures with the right margin.

Include Label And Number

Includes caption labels in a table of figures.

Tab Leader

Select the tab leader character you want to use between entries and page numbers.

Options

Builds a table of figures either from styles or from table entry fields. See Table Of Figures Options dialog box.

Modify

Customizes built-in styles used in a table of figures if you've selected Custom Style in the Formats box. See Modify Style dialog box.


Table Of Authorities tab

Index And Tables command (Insert menu)

Marks citations and creates a table of authorities by listing citations in a legal document.

  Tab Options

Formats

Select a table of authorities format. You can use one of four built-in formats, or you can use the Custom Style format to modify one of the built-in formats.

Preview

Shows you the results of the options you specify before you apply them to the table of authorities.

Use Passim

Replaces five or more different page references to the same authority with "passim."

Keep Original Formatting

Keep formatting applied to long citations in the Mark Citation dialog box.

Category

Select the category for which you want to compile citations.

All

Compiles a table of authorities from all categories of citations in a document.

Cases

Compiles a table of authorities that lists all citations for cases.

Statutes

Compiles a table of authorities that lists all citations for statutes.

Other Authorities

Compiles a table of authorities that lists all citations you mark as other authorities.

Rules

Compiles a table of authorities that lists all citations for rules.

Treatises

Compiles a table of authorities that lists all citations for treatises.

Regulations

Compiles a table of authorities that lists all citations for regulations.

Constitutional Provisions

Compiles a table of authorities that lists all citations for constitutional provisions.

8 - 16

Select a number from 8 to 16 to add a new category. You can add up to nine new categories.

Tab Leader

Select the tab leader character you want to use for table entries.

Mark Citation

Marks citations to be included in a table of authorities. See Mark Citation dialog box.

Modify

Customizes styles for a table of authorities if you've selected Custom Style in the Formats box. See Modify Style dialog box.


Table Of Contents Options dialog box

Table Of Contents tab (Index And Tables command)

Compiles a table of contents either from styles or from table entry fields.

  Dialog Box Options

Build Table Of Contents From

Specify how you want to construct the table of contents.

Styles

Compiles a table of contents by applying the styles you select.

Available Styles

Lists all heading styles in the active document, with a check mark next to Heading 1 through Heading 3, and the table of contents level for these heading styles.

TOC Level

In the TOC Level box, type the number of the table of contents level you want to correspond to the style listed under Available Styles.

Table Entry Fields

Compiles a table of contents from TC fields in a document. For more information, see TC (Table of Contents Entry) field.

Reset

Restores the built-in heading styles for tables of contents to their default settings.


Table Of Figures Options dialog box

Table Of Figures tab (Index And Tables command)

Compiles a table of figures either from styles or from table entry fields.

  Dialog Box Options

Build Table Of Figures From

Specify how you want to construct the table of figures.

Style

Select a style other than Caption to compile a table of figures. Word lists all of the styles used in the active document.

Table Entry Fields

Compiles a table of figures from TC fields in a document. For more information, see TC (Table of Contents Entry) field.

Table Identifier

When you select the Table Entry Fields check box, Word provides a table identifier, which is the first letter of the label you have used for the captions in the document. You can build a separate table of figures for each identifier.


Update Table Of Contents/Table of Figures dialog box

Updates either an entire table of contents or table of figures or only its page numbers.

  Dialog Box Options

Update Page Numbers Only

Updates only the page numbers in a table of contents or table of figures. Retains any direct formatting applied to a table of contents or table or figures.

Update Entire Table

Compiles an updated table of contents or table of figures.


Mark Citation dialog box

Table Of Authorities tab (Index And Tables command)

Marks citations in a document so that you can include them in a table of authorities. The dialog box stays open so that you can mark multiple citations.

  Dialog Box Options

Selected Text

Displays the selected citation. The text you select appears in both the Selected Text and Short Citation boxes in the Mark Citation dialog box. In the Selected Text box, you edit and format the text for a long citation until it looks the way you want it to appear in the table of authorities. The edits you make appear in the compiled table of authorities; your edits do not affect the text in the document. After you choose the Mark button, Word clears the Selected Text box and displays your edited long citation in the Long Citation box. In the Short Citation box, you edit the text for a short citation.

Category

Select the type of authority for which you want to mark citations.

Cases

Marks the citation as a case.

Statutes

Marks the citation as a statute.

Other Authorities

Marks the citation as a citation for authorities other than the specific categories listed.

Rules

Marks the citation as a rule.

Treatises

Marks the citation as a treatise.

Regulations

Marks the citation as a regulation.

Constitutional Provisions

Marks the citation as a constitutional provision.

8 -- 16

Select a number from 8 to 16 to mark the citation for a new category. If you have already replaced the number with a new category name, that name will appear in the Category box instead of the number. For more information, see Modifying citation categories.

Short Citation

Initially displays the text you selected in the document that also appears in the Selected Text box. Edit the text for a short citation. Once you mark a citation, Word displays the short citation in the alphabetical list below the Short Citation box.

Long Citation

Displays the last long citation that you marked or the long citation for any short citation that you select from the alphabetical list below the Short Citation box.

Next Citation

Finds the next citation in the document.

Mark

Marks the text that is displayed in the Selected Text box as a citation to include in the table of authorities.

Mark All

Marks all occurrences of the currently displayed long and short citations. Word marks only those entries whose uppercase and lowercase letters exactly match those in the displayed citations.

Category

Modifies the list of categories that appears in the Category box. See Edit Category dialog box.


Mark Index Entry dialog box

Index tab (Index and Tables command)

Marks text in a document and specifies an index entry to reference the text. The dialog box stays open so that you can mark multiple index entries.

  Dialog Box Options

Main Entry

Type the text you want to use as an index entry. If you selected text in a document, you can edit the selected text in this box. You can apply character formatting to the text by using shortcut keys. See Using shortcut keys to format characters.

Subentry

Type the text you want to use as a subentry. You can apply character formatting to the text by using shortcut keys.

Options

Select the page number and cross-reference options you want for the index.

Cross-reference

Type the text you want to use as a cross-reference for the index entry. You can apply character formatting to the text by using shortcut keys.

Current Page

Lists the current page number for the index entry.

Page Range Bookmark

To specify a range of pages in an index entry, type or select the bookmark name you used to mark the range of pages.

Page Number Format

Applies bold or italic formatting to page numbers in the index.

Mark

Marks the selected text or the text that you type as an index entry.

Mark All

Marks all occurrences of the text in the document as index entries. Word marks only those entries whose uppercase and lowercase letters exactly match those in the index entry, and it marks only the first occurrence of an entry in each paragraph.


Open Index AutoMark File dialog box

Index tab (Index And Tables command)

Opens the file you want to use when you compile an index from automatically marked index entries.

For information about generating an index from index entries that were marked automatically, see Creating an index from automatically marked entries.

  Dialog Box Options

File Name

Select or type the name of the file you want to open. This box lists files that have the filename extension selected in the List Files Of Type box. To see a list of files that have a particular extension, type an asterisk (*), a period, and the three-character extension, and then press ENTER. To see files that have more than one filename extension, type a semicolon (;), a second asterisk (*), a period, and another three-character extension. For example, if you want to see all files that have the .DOC extension and all files that have the .XLS extension, type *.doc;*.xls

List Files Of Type

Select the type of file you want to see in the File Name box.

Word Documents (*.DOC)

Lists all files in the current directory or folder that were saved with the .DOC extension.

Document Templates (*.DOT)

Lists all files in the current directory or folder that were saved with the .DOT extension.

Rich Text Format (*.RTF)

Lists all files in the current directory or folder that were saved with the .RTF extension.

Text Files (*.TXT)

Lists all files in the current directory or folder that were saved with the .TXT extension.

All Files (*.*)

Lists all files in the current directory or folder.

Drives

Select the drive that contains the file you want to open.

Directories

Select the directory that contains the file you want to open.

Network

Opens the Connect Network Drive dialog box so that you can connect to a network drive. For more information, choose the Help button in the dialog box.


Edit Category dialog box

Mark Citation dialog box (Table Of Authorities tab)

Modifies the selections in the Category box in the Mark Citation dialog box.

  Dialog Box Options

Category

Select the category you want to replace, or select a number from 8 to 16 to add a new category.

Replace With

Type the name of the category you want to add to the list in the Category box.

Replace

Replaces the category selected in the Category box with the category name in the Replace With box.


Updating an index

You can update an index by compiling it again if you make changes to a document that affect how pages break -- for example, adding or deleting text -- or if you want to change the format of the compiled index.

If you want to change an individual index entry, you must edit the text in the entry's XE (Index Entry) field. If you don't see the XE field in the document, click the Show/Hide [image] button on the Standard toolbar. For more information about editing an XE (Index Entry) field, see "Editing and Updating Indexes" in Chapter 20, "Indexes, Tables of Contents, and Other Tables," in the Microsoft Word User's Guide, and Editing fields.

  Show/Hide [image] button

To update an index

1.	Position the insertion point in the index, and then choose Index And Tables from the Insert menu.

2.	Select the Index tab, and then choose the OK button.

Word finds and selects the existing index.

3.	When Word asks you to confirm that you want to replace the existing index, choose the OK button.

Word updates the existing index.

Tip

You can also update an index by positioning the insertion point in the index or the INDEX field, and then pressing F9.

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See also

Indexes, Tables of Contents, and Other Tables


Updating a table of authorities

If you make changes to a document that affect how pages break -- for example, adding or deleting text -- you can update the table of authorities by compiling it again.

If you want to change a citation entry, you must view hidden text and edit the text of the entry in the TA field. See "Editing and Updating Tables of Authorities" in Chapter 20, "Indexes, Tables of Contents, and Other Tables," in the Microsoft Word User's Guide, and Editing fields.

To update a table of authorities

1. Position the insertion point in the table of authorities, and then choose Index And Tables from the Insert menu.

2. Select the Table Of Authorities tab, and then choose the OK button.

Word finds and selects the existing table of authorities.

3.	When Word asks you to confirm that you want to replace the existing table of authorities, choose the OK button.

Word updates the table of authorities.

Tip

You can also update a table of authorities by positioning the insertion point in the table of authorities or the TOA field, and then pressing F9.

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See also

Indexes, Tables of Contents, and Other Tables


Including chapter numbers with page numbers in an index or table

If you have included chapter numbers with page numbers in a document by using the Page Numbers command on the Insert menu, Word can automatically include chapter numbers with page numbers in any compiled index or table. For more information, see Including a chapter number in a page number.

To include chapter numbers with page numbers in an index or table

1.	From the Insert menu, choose Page Numbers.

2.	Choose the Format button.

3.	Select the Include Chapter Number check box.

For more information, see Page Number Format dialog box.

4.	To close the Page Number Format dialog box, choose the OK button.

5.	Choose the OK button.

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See also

Indexes, Tables of Contents, and Other Tables


Mark Table Of Contents Entry dialog box

Marks text and creates TC fields that will become entries in a table of contents or table of figures. The dialog box stays open so that you can mark multiple entries.

  Dialog Box Options

Entry

Displays the selected text or the text that you type that will be included in a table of contents or table of figures.

Table Identifier

Specifies the type of table in which the entry will be included. For example, you might use the default table identifier, "C," to identify entries to be included in a table of contents, and "F" to identify entries you want to include in a table of figures. The other table identifiers are user defined.

Before you compile a table, make sure the Table Entry Fields check box in the Table Of Contents Options dialog box is selected.

Level

When marking a table of contents entry, type or select a heading level for the entry.

Mark

Marks the selected text or the text that you type as an entry in a table of contents or table of figures.


Creating and compiling a table of contents by using fields

In addition to using heading styles and styles that you define, you can also use Table of Contents Entry (TC) fields to create a table of contents. This method was also available in earlier versions of Word.

To mark entries for a table of contents using TC fields

1.	Select the text you want to include in a table of contents.

2.	Press ALT+SHIFT+O to display the Mark Table Of Contents Entry dialog box.

The selected text will appear in the Entry box. If you want, you can apply formatting, such as bold or italic. To display a shortcut menu, position the insertion point in the Entry box and click the right mouse button.

3.	In the Table Identifier box, type or select "C" to indicate a table of contents entry.

(If you use a letter other than "C," you must use the Table Of Figures tab to compile your table. See Creating and compiling a table of figures or other table by using fields.)

4.	In the Level box, type or select a number for the level of the entry. The level number is similar to the heading level when you use styles to mark headings for a table of contents. For example, a level 3 entry is subordinate to a level 2 entry.

5.	Choose the Mark button.

The dialog box stays open so that you can mark multiple entries.

For more information about the TC field, double-click the Help button on the Standard toolbar, and then type TC (Table of Contents Entry) field

  Help button

6.	When you finish marking entries, choose the Close button.

To compile a table of contents using TC fields

1.	Position the insertion point where you want to create the table of contents.

2.	From the Insert menu, choose Index And Tables, and then select the Table Of Contents tab.

3.	In the Formats box, select the format you want for the table of contents. If you want to display page numbers in the table of contents, select the Show Page Numbers check box.

4.	Choose the Options button.

5.	Under Build Tables Of Contents From, clear the Styles check box if it is selected, select the Table Entry Fields check box, and then choose the OK button.

6.	To compile the table of contents, choose the OK button.

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See also

Indexes, Tables of Contents, and Other Tables


Creating and compiling a table of figures or other table by using fields

In addition to using heading styles and styles that you define, you can also use Table of Contents Entry (TC) fields to create a table of figures or other table. This method was also available in earlier versions of Word.

To mark entries for a table of figures or other table using TC fields

1.	Select the text you want to include in a table of figures or other table.

2.	Press ALT+SHIFT+O to display the Mark Table Of Contents Entry dialog box.

The selected text will appear in the Entry box. If you want, you can apply formatting, such as bold or italic. To display a shortcut menu, position the insertion point in the Entry box and click the right mouse button.

3.	In the Table Identifier box, type or select a letter to identify entries for a particular table. You can assign any letter you want except for "F," which indicates a table-of-figures entry, and "C," which indicates a table-of-contents entry. Make sure to keep track of which letters correspond to which tables, because Word will use the table identifier when you compile the table.

4.	Choose the Mark button.

The dialog box stays open so that you can mark multiple entries.

For more information about the TC field, double-click the Help button on the Standard toolbar, and then type TC (Table of Contents Entry) field

  Help button

5.	When you finish marking entries, choose the Close button.

To compile a table of figures or other table using TC fields

1.	Position the insertion point where you want to create the table of figures or other table.

2.	From the Insert menu, choose Index And Tables, and then select the Table Of Figures tab.

3.	In the Formats box, select the format you want for the table. If you want to display page numbers in the table, select the Show Page Numbers check box.

4.	Choose the Options button.

5.	Under Build Tables Of Figures From, clear the Style check box if it is selected, and select the Table Entry Fields check box.

6.	In the Table Identifier box, type or select the table identifier, and then choose the OK button.

The table identifier is the letter you used in the Mark Table Of Contents Entry dialog box to indicate a particular kind of table.

7.	To compile the table of figures or other table, choose the OK button.

_____________

See also

Indexes, Tables of Contents, and Other Tables


Marking symbols as index entries

You can include symbols such as ©, @, and so forth, in an index. To group them at the beginning of the index, mark them by using the following procedure.

To mark symbols and group them at the beginning of an index

1.	Select a symbol that you have inserted in the document.

2.	Press ALT+SHIFT+X.

3.	In the Main Entry box, immediately following the symbol, type ;#symbol_name (semicolon followed by the pound sign, followed by the name of the symbol with no spaces). When typing the symbol name, use lowercase letters. For example, if you want the plus sign to appear in a list of symbols, type ;#plus immediately after the symbol, so that "+;#plus" (without the quotation marks) would appear in the Main Entry box.

4.	Choose the Mark button.

Do not choose the Mark All button because Word will mark every symbol in the document the same way. You must mark each symbol individually.

The dialog box stays open so that you can mark multiple index entries.

5.	To create additional entries, select the next symbol in the document that you want to index. Click in the Mark Index Entry dialog box, and then repeat steps 3 and 4.

6.	When you finish marking symbols for index entries, choose the Close button in the Mark Index Entry dialog box.

When you mark index entries, Word inserts an XE (Index Entry) field in hidden-text format in the document. For example, if you mark "+" (the plus sign), you will see {XE "+;#plus"} in your document. For "&," {XE "&;#ampersand"} would appear in your document. When you compile the index, Word sorts the symbols by the spelling of the symbol name. Each symbol is followed by the page number where the symbol was marked.

Word groups all symbols under # (the pound sign) at the beginning of your index. You can either delete the pound sign or replace it with a heading, such as "Symbols."

_____________

See also

Indexes, Tables of Contents, and Other Tables

Index And Tables command


Typing and Revising

Overview

Typing text

Inserting text into a document

Typing over existing text

Starting a new paragraph

Starting a new line within the same paragraph

Repeating text you just typed

Inserting the date and time in a document

Moving the insertion point and scrolling

Moving the insertion point

Returning to a previous editing location

Scrolling through a document

Selecting text and graphics

Selecting text and graphics by using the mouse

Selecting text and graphics by using the keyboard

Canceling a selection

Correcting and deleting text and graphics

Deleting text and graphics

Replacing a selection with new text

Changing the capitalization of text

Undoing or redoing changes to text and graphics

Moving and copying text and graphics

Moving or copying text and graphics by using drag-and-drop editing

Moving or copying text and graphics by using the Standard toolbar

Moving or copying text and graphics by using the keyboard

Automatically adjusting spacing around deleted or inserted text

Displaying the contents of the Clipboard

Typing symbols

Inserting symbols

Assigning a symbol to a shortcut key

Changing the keyboard layout for international settings

Creating international letters with a U.S. keyboard

Allowing accented uppercase characters

Typing typesetters' quotation marks


Overview of Typing and Revising

Typing

When you start Word, a blank document appears, ready for you to start typing. A blinking vertical bar called the insertion point indicates where text will appear when you type. Unlike using a typewriter, you do not have to start a new line when you reach the right margin -- Word automatically wraps text to the next line. You press ENTER only when you want to start a new paragraph. You can delete characters to either the left or right of the insertion point.

Most of your documents will contain more text than you can see at one time. To view parts of a document that you cannot see, use the mouse or the keyboard to scroll through the document. You can display scroll bars along the right and bottom edges of document windows, which you can use to move through a document quickly.

Revising

When you want to change something in a document, you first mark what you want to change. This is called selecting. A common way to select is to hold down the left mouse button and move the mouse pointer over the text you want to select to highlight it. Selecting an item can also mean simply placing the insertion point within it -- for example, in a paragraph you want to center.

After you select text, you can delete it from the document, make a copy to insert in a new location, or delete it from its current location and move it elsewhere. You can copy and move text within a document, between documents, and to and from other Windows-based applications.

_____________

See also

Typing and Revising


Inserting text into a document

When you insert text into a document, Word adjusts the rest of the paragraph to accommodate the new text unless you are using overtype mode.

You can copy the contents of a document into a different open document with the Insert command on the File menu. See Inserting a second document into an open document.

To insert text into a document

1.	Position the insertion point where you want to begin typing.

2.	Type the text.

Note

By default, Word moves existing text to the right as you insert new characters. If you prefer to have new text replace existing text, character by character, switch to overtype mode. For more information, see Typing over existing text.

_____________

See also

Typing and Revising


Typing over existing text

When you position the insertion point in text and start typing, Word usually makes room for new characters by moving existing text to the right. By using the status bar, you can instruct Word to replace, or "overtype," existing characters one at a time as you type.

To type over existing text

On the status bar, double-click "OVR."

To return to insert mode, double-click "OVR" again.

_____________

See also

Typing and Revising


Changing the capitalization of text

You can quickly change the capitalization of text without retyping, making selected text all lowercase or all uppercase letters, capitalizing only the first letter of each word, capitalizing the first word of a selection, or switching existing uppercase letters to lowercase letters or vice versa.

To change the capitalization of text

1.	Select the text you want to change.

2.	From the Format menu, choose Change Case.

3.	Select the option you want, and then choose the OK button. For more information, see Change Case command.

Using the keyboard     You can quickly change the capitalization of text to all lowercase letters or all uppercase letters, or capitalize the first letter of each word. Select the text you want to change, and then press SHIFT+F3 until the text has the capitalization you want.

__________

See also

Typing and Revising

Formatting Text Characters


Starting a new paragraph

Word automatically wraps text to the next line when you reach the right margin. In some situations, however, you may want to start a new paragraph.

To start a new paragraph

Position the insertion point where you want to start the new paragraph, and then press ENTER.

When you press ENTER, Word inserts a paragraph mark ( [image]) and moves the insertion point to the first line of the new paragraph.  To see the paragraph marks, click the Show/Hide [image] button on the Standard toolbar.

  Show/Hide [image] button

_____________

See also

Typing and Revising

Customizing the Word screen


Starting a new line within the same paragraph

Word can group several lines, such as an address, as one paragraph by formatting all the lines as a single unit.

To start a new line within the same paragraph

Position the insertion point where you want to start the new line, and then press SHIFT+ENTER.

Word inserts a line break character ( [image]) and moves the insertion point to the beginning of the next line. To see the line breaks, click the Show/Hide [image] button on the Standard toolbar.

  Show/Hide [image] button

_____________

See also

Typing and Revising

Customizing the Word Screen


Repeating text you just typed

You can insert the same text repeatedly anywhere in your document. Word stores characters you type until you perform an action other than moving the insertion point.

If you want to repeat typing of formatted text, set the formatting options before you start typing.

To repeat text you just typed

1.	Position the insertion point where you want to insert the text you just typed.

2.	From the Edit menu, choose Repeat Typing.

Tip

You can also use the F4 key to repeat your last action.

__________

See also

Typing and Revising


Moving the insertion point

You can quickly move to another location in your document by using the mouse and the scroll bars. With keys, the document scrolls automatically when you move the insertion point.

To move the insertion point by using the mouse

1.	Using the scroll bars, scroll until you reach the location you want.

2.	Click the location where you want to position the insertion point.

To move the insertion point by using the keyboard

When using the numeric keypad, make sure NUM LOCK is off.

Do one of the following:

To move	Press
One character to the left
One character to the right
One line up
One line down
One word to the left	CTRL+
One word to the right	CTRL+
To the end of a line	END
To the beginning of a line	HOME
To the beginning of the current paragraph	CTRL+
To the beginning of the previous paragraph	CTRL+ [image]  twice
To the beginning of the next paragraph	CTRL+
Up one screen	PAGE UP
Down one screen	PAGE DOWN
To the bottom of the screen	CTRL+PAGE DOWN
To the top of the screen	CTRL+PAGE UP
To the top of the previous page	ALT+CTRL+PAGE UP
To the top of the next page	ALT+CTRL+PAGE DOWN
To the end of the document	CTRL+END
To the beginning of the document	CTRL+HOME
__________

See also

Typing and Revising

Going to a page, bookmark, footnote, annotation, or other location


Returning to a previous editing location

Word remembers the last three locations where you typed or edited text. The insertion point returns to each of the three previous locations and then returns to its original position. Word also stores the last location when you save your document.

To return to a previous editing location

Press SHIFT+F5 until you reach the location you want.

_____________

See also

Typing and Revising


Scrolling through a document

If your document fills more than one screen, you can move through the text by using the scroll bars or keys.

To scroll through a document

Do one of the following:

To	Mouse	Keyboard
Scroll up one line	Click	With the insertion point at the left edge of the window, press the UP ARROW key
Scroll up one screen	Click above the scroll box in the scroll bar	Press PAGE UP
Move to an approximate location in the document	Drag	Not available
Scroll down one line	Click	With the insertion point at the left edge of the window, press the DOWN ARROW key
Scroll down one screen	Click below the scroll box in the scroll bar	PAGE DOWN
Move to the same location on the previous page in page layout view	Click	Not available
Move to the same location on the next page in page layout view	Click	Not available
Scroll into the left margin, beyond the text area in normal view	SHIFT+	Not available
Scroll left	Click	With the insertion point at the left edge of the window, press the LEFT ARROW key
Scroll right	Click	With the insertion point at the left edge of the window, press the RIGHT ARROW key
__________

See also

Typing and Revising

Scroll bars


Selecting text and graphics by using the mouse

You can use the mouse to select text and graphics, ranging in size from a single character to an entire document.

By default, when you begin selecting in the middle of a word and drag to include part of a second word, Word automatically selects both words as well as the space after the words. To turn off automatic word selection, choose Options from the Tools menu, and then select the Edit tab. Under Editing Options, clear the Automatic Word Selection check box.

To select text and graphics by using the mouse

Do one of the following:

To select	Do this
Any item or amount of text	Drag over the text you want to select.
A word	Double-click the word.
A graphic	Click the graphic.
A line of text	Click in the selection bar to the left of the line.
Multiple lines of text	Drag in the selection bar to the left of the lines.
A sentence	Hold down CTRL and click anywhere in the sentence.
A paragraph	Double-click in the selection bar next to the paragraph, or triple-click anywhere in the paragraph.
Multiple paragraphs	Double-click and drag in the selection bar.
An entire document	Triple-click in the selection bar.
Headers, and footers	In page layout view, double-click the header or footer, and then triple-click in the header or footer selection bar.
Annotations, footnotes, and endnotes	Position the insertion point in the pane, and then triple-click in the selection bar.
A vertical block of text (except within a table cell or in outline view)	Hold down ALT, and then drag.
Tip

You can also select text and graphics by positioning the insertion point at the beginning of the text or graphic you want to select, holding down the SHIFT key, and then clicking where you want the selection to end.

__________

See also

Typing and Revising


Canceling a selection

You can cancel a selection by using either the keyboard or the mouse.

To cancel a selection

Do one of the following:

Using the mouse, click anywhere in the document window.

Using the keyboard, press any arrow key.

If you used F8 or CTRL+SHIFT+F8 to turn on the selection mode, press the ESC key.

__________

See also

Typing and Revising


Selecting text and graphics by using the keyboard

You can select text by holding down the SHIFT key and pressing keys that move the insertion point.

To select text and graphics by using the keyboard

Do one of the following:

To extend a selection	Press
One character to the right	SHIFT+
One character to the left	SHIFT+
To the end of a word	CTRL+SHIFT+
To the beginning of a word	CTRL+SHIFT+
To the end of a line	SHIFT+END
To the beginning of a line	SHIFT+HOME
One line down	SHIFT+
One line up	SHIFT+
To the end of a paragraph	CTRL+SHIFT+
To the beginning of a paragraph	CTRL+SHIFT+
One screen down	SHIFT+PAGE DOWN
One screen up	SHIFT+PAGE UP
To the end of a document	CTRL+SHIFT+ END
To the beginning of a document	CTRL+SHIFT+ HOME
To include the entire document	CTRL+A
To a vertical block of text	CTRL+SHIFT+F8, then use the arrow keys ESC to cancel selection mode
To a specific location in a document	F8+arrow keys ESC to cancel selection mode
Tip

If you know the key combination to move the insertion point, you can select the text by using the same key combination while holding down the SHIFT key.

For example, CTRL+RIGHT ARROW moves the insertion point to the next word, and CTRL+SHIFT+RIGHT ARROW selects the text from the insertion point to the beginning of the next word.

__________

See also

Typing and Revising

Using Keyboard Shortcuts in Word


Moving or copying text and graphics by using the Standard toolbar

Because most Windows-based applications use the Clipboard to move or copy text, graphics, and other data, you can copy and move text between different applications just as you do within a Word document. If you include paragraph marks when you copy text between Word documents, Word also copies formatting or styles applied to the paragraphs.

To move or copy text and graphics by using the Standard toolbar

1.	Select the text and graphics you want to move or copy.

2.	Do one of the following:

To move the selection, click the Cut button on the Standard toolbar.

  Cut button

To copy the selection, click the Copy button on the Standard toolbar.

  Copy button

Word places the text on the Clipboard.

3.	Position the insertion point in the new location.

If the new location is in another document or application, open or switch to the document or application. If the new location is in a Word document that is already open, choose the document from the Window menu.

4.	On the Standard toolbar, click the Paste button.

  Paste button

__________

See also

Typing and Revising


Moving or copying text and graphics by using drag-and-drop editing

Drag-and-drop editing is the easiest way to move or copy a selection a short distance, and you can also drag-and-drop items between documents. However, to move or copy a selection a longer distance, the Cut, Copy, and Paste commands are often more convenient.

To use drag-and-drop editing, select the Drag-And-Drop Text Editing check box on the Edit Tab (Options command, Tools menu).

To move text and graphics by using drag-and-drop editing

1.	Select the text and graphics you want to move.

2.	Point to the selected text and graphics, and then hold down the mouse button. When the drag-and-drop pointer appears, drag the dotted insertion point to the new location and release the mouse button.

  Drag-and-drop pointer

To copy text and graphics by using drag-and-drop editing

1.	Select the text and graphics you want to copy.

2.	Hold down the CTRL key, point to the selected text and graphics, and then hold down the mouse button while you drag the dotted insertion point to the new location.

  Drag-and-drop pointer

__________

See also

Typing and Revising

Creating an AutoText entry


Moving or copying text and graphics by using the keyboard

You can use keyboard shortcuts to move and copy text and graphics.

To move or copy text and graphics by using the keyboard

Do one of the following:

To	Press
Copy selected text and graphics to the Clipboard	CTRL+C
Copy selected text and graphics without using the Clipboard	SHIFT+F2, click the mouse button, and then press ENTER
Move selected text and graphics to the Clipboard	CTRL+X or SHIFT+DELETE
Move selected text and graphics without using the Clipboard	F2, click the mouse button, and then press ENTER
Paste Clipboard contents into a document	CTRL+V or SHIFT+INSERT
Move selected text and graphics to the Spike	CTRL+F3
Paste Spike contents into a document	CTRL+SHIFT+F3
Move a paragraph up	ALT+SHIFT+
Move a paragraph down	ALT+SHIFT+
Tip

You can customize Word so that pressing the INS key inserts the contents of the Clipboard instead of switching to overtype mode. For more information, see Edit tab.

_____________

See also

Typing and Revising


Displaying the contents of the Clipboard

The Clipboard is a temporary storage area for text and graphics that you are copying or moving from one location to another. The Clipboard is a common holding area among Windows and Macintosh applications.

To display the contents of the Clipboard

1.	In the Main program group of the Windows Program Manager, double-click the ClipBook Viewer icon.

  Clipboard Viewer icon

2.	From the ClipBook Viewer Windows menu, choose Clipboard.

To close the ClipBook Viewer, double-click the close box.

Tip

You can add the Show Clipboard command to a menu so that you can quickly view the Clipboard contents from within Word. See Assigning a command or other item to a menu.

__________

See also

Typing and Revising


Deleting text and graphics

You can delete text and graphics in two ways: You can remove them permanently or insert them in another location. If you accidentally delete text, you can restore it with the Undo button.

To delete text and graphics

Do one of the following:

To delete	Do this
Selected item	Click [image], or press BACKSPACE or DELETE
Characters before the insertion point	Press BACKSPACE
Characters after the insertion point	Press DELETE
A word before the insertion point	CTRL+ BACKSPACE
A word after the insertion point	CTRL+DELETE
To restore deleted text and graphics

Do one of the following:

To restore deleted text and graphics immediately after deleting them, click the Undo button on the Standard toolbar.

  Undo button

To undo multiple actions, click the down arrow next to the Undo button on the Standard toolbar, and then drag to select the actions you want to undo.

  Undo button with drop-down list arrow

Tip

If you undo an action you decide was correct after all, you can reverse the Undo action by clicking the Redo button.

  Redo button

________

See also

Typing and Revising


Replacing a selection with new text

To replace more than a few characters, it is faster to first select the text you want to delete and then type the new text.

To replace a selection with new text

1.	Select the text you want to replace.

2.	Type the replacement text.

The text you type replaces the entire selection.

Tip

If you don't want selected text to be replaced as you type, choose Options from the Tools menu, select the Edit tab, and then clear the Typing Replaces Selection check box.

__________

See also

Typing and Revising


Undoing or redoing changes to text and graphics

Word keeps a record of actions that can be reversed -- including typing and formatting -- by using the Undo button. You can also use the Redo button if you decide you did not want to reverse the original action. For example, you can apply the bold format to a word, remove the bold format, and then reapply the bold format.

To undo or redo changes to text and graphics

Do one of the following:

To undo or redo the most recent action, click the Undo or Redo button on the Standard toolbar.

To undo or redo multiple actions, click the down arrow next to either the Undo or Redo button, and then drag to select the actions you want to undo or redo.

  Undo button

  Redo button

Note

Multiple actions must be undone or redone in sequence.

__________

See also

Typing and Revising

Formatting and Sorting Lists


Inserting symbols

In addition to the letters, numbers, and punctuation marks shown on the keyboard, many fonts also include bullets, symbols, em and en dashes, and other special marks.

Symbols and special characters in non-ANSI fonts, such as the Symbol font, are "protected" when you insert them by using the Symbol dialog box. A protected character is the same as a regular character except that you cannot change the font.

To insert symbols with the Symbol command

1.	Position the insertion point where you want to insert the symbol.

2.	From the Insert menu, choose Symbol.

3.	In the Font box, type or select the font that contains the symbol you want to insert.

4.	Double-click the symbol character you want. Word inserts the character in the point size of the text that precedes the insertion point. If you cannot find the symbol you're looking for, try selecting another font in the Font box.

To see an enlarged version of the symbol in the dialog box, click the symbol character, or use the arrow keys to move to the symbol.

5.	To insert another symbol, position the insertion point in the document, and then repeat step 4.

6.	When you finish inserting symbols, choose the Close button.

Note

When you select a symbol in the Symbol dialog box, Word displays the character code in the status bar. If a shortcut key is assigned to a symbol, Word also displays the shortcut key next to Shortcut Key in the Symbol dialog box.

To insert symbols by typing the character code

1.	Position the insertion point where you want to insert the symbol.

2.	From the Formatting toolbar, choose the font that contains the symbol you want to insert.

3.	Make sure the NUM LOCK key is on.

4.	Hold down ALT, and then, using the numeric keypad, type 0 (zero) followed by the appropriate code.

__________

See also

Typing and Revising

Formatting Text Characters


Assigning a symbol to a shortcut key

You can make symbols easier to insert in a document by assigning key combinations to them. For example, you could assign a heart symbol to CTRL+SHIFT+Q. Then, any time you wanted to insert a heart symbol, you can use the CTRL+SHIFT+Q key combination.

To assign a symbol to a shortcut key

1.	From the Insert menu, choose Symbol.

2.	Select the tab with the symbol or character you want.

3.	Select the symbol or character you want.

4.	Choose the Shortcut Key button.

5.	In the Press New Shortcut Key box, type the key combination you want to assign to the symbol or character.

6.	Choose the Assign button.

7.	Repeat steps 2 through 6 for each symbol or character you want to assign to a shortcut key.

8.	When you finish assigning symbols to keys, choose the Close button, and then choose the Close button in the Symbol dialog box.

_____________

See also

Typing and Revising


Changing the keyboard layout for international settings

Keyboard layouts vary to accommodate the special characters and symbols used in other languages. You can change your keyboard to represent the country with its specific setting.

To change the keyboard layout for international settings

1.	In the Windows Program Manager, double-click the Control Panel icon.

  Control Panel icon

2.	Double-click the International icon.

  International icon

3.	In the Keyboard Layout box, select the option you want, and then choose the OK button.

4.	When Word prompts you to insert the original Windows disk that contains the correct keyboard driver, insert the correct disk or choose the Browse button and select the location of the keyboard driver.

 5.	Choose the OK button.

__________

See also

Typing and Revising


Allowing accented uppercase characters

For text formatted in another language, Word can use proofing tools or the Change Case feature to add an accent mark to an uppercase letter.

To allow accented uppercase characters

1.	From the Tools menu, choose Options.

2.	Select the Edit tab.

3.	Select the Allow Accented Uppercase check box, and then choose the OK button.

__________

See also

Typing and Revising


Creating international letters with a U.S. keyboard

You can insert non-English characters, such as æ, ç, or ø. For example, to produce [image], press CTRL+^, e. To insert an uppercase letter, press the key combination, SHIFT, and the letter. For example, to produce [image], press CTRL+~, SHIFT+n.

To create international letters with a U.S. keyboard

Do one of the following:

To produce	Press
à, è, ì, ò, ù À, È, Ì, Ò, Ù	CTRL+` (accent-grave), the letter
á, é, í, ó, ú, ý Á, É, Í, Ó, Ú, Ý	CTRL+' (apostrophe), the letter
â, ê, î, ô, û Â, Ê, Î, Ô, Û	CTRL+^ (caret), the letter
ã, ñ, õ Ã, Ñ, Õ	CTRL+~ (tilde), the letter
ä, ë, ï, ö, ü, ÿ Ä, Ë, Ï, Ö, Ü, Ÿ	CTRL+: (colon), the letter
å, Å	CTRL+@,a or A
æ, Æ	CTRL+&, a or A
ç, Ç	CTRL+, (comma),c or C
œ, Œ	CTRL+&, o or O
ð, Ð	CTRL+' (apostrophe), d or D
ø, Ø	CTRL+/,o or O
¿	ALT+CTRL+SHIFT+?
¡	ALT+CTRL+!
ß	CTRL+&,s
__________

See also

Typing and Revising


Typing typesetters' quotation marks

Word can insert special typesetters' quotation marks, or "smart quotes," instead of standard quotation marks. When you select this option, Word will insert opening or closing quotation marks when you press the QUOTATION MARK key.

To type typesetters' quotation marks

1.	From the Tools menu, choose AutoCorrect.

2.	Select the Change 'Straight Quotes' To 'Smart Quotes' check box, and then choose the OK button.

__________

See also

Typing and Revising


Automatically adjusting spacing around deleted or inserted text

Word can automatically adjust the spacing around text you insert or delete. For example, Word removes any extra spaces after you insert a word into a sentence.

To automatically adjust spacing around deleted or inserted text

1.	From the Tools menu, choose Options.

2.	Select the Edit tab.

3. Under Editing Options, select the Use Smart Cut And Paste check box, and then choose the OK button.

__________

See also

Typing and Revising


Inserting the date and time in a document

You can insert the date, the time, or a combination of the date and time into a document.

To insert the date and time in a document

1.	Position the insertion point where you want to insert the date or time.

2.	From the Insert menu, choose Date And Time.

3.	In the Available Formats box, select the date or time format you want.

To insert the date or time as a field so Word will update them automatically each time you open the document, select the Insert As Field check box.

4.	Choose the OK button.

Using the keyboard     You can quickly insert the date and time at the insertion point by pressing ALT+SHIFT+D to add the date and ALT+SHIFT+T to add the time.

Note

If you have inserted the date or time as a field, you can update it manually at any time. Select the date or time you want to update, and then press F9. To update the date or time when the document is printed, see Print tab.

__________

See also

Typing and Revising


Undo command (Edit menu)

Reverses changes you make in a document, such as editing, formatting, correcting spelling, and inserting breaks, footnotes, and tables. The name of the command depends on the most recent action taken -- for example, Undo Typing or Undo Bold. The Undo command changes to Can't Undo if you cannot reverse the action.

To quickly reverse changes in editing, formatting, and other actions, click the Undo button on the Standard toolbar.

  Undo button

Tip

To undo multiple actions, click the down arrow next to the Undo button, and then drag to select the actions you want to undo.

__________

See also

Typing and Revising


Redo/Repeat command (Edit menu)

Repeats the last change you made in a document, such as editing, formatting, correcting spelling, and inserting breaks, footnotes, and tables. The name of the command depends on the most recent action taken -- for example, Repeat Typing or Repeat Bold. The Repeat command changes to Can't Repeat if you cannot repeat the last action. You can use this command to quickly add a sentence or make the same revision in several places in a long document.

When you use the Undo command to reverse an action, the Repeat command changes to Redo. For example, after applying bold format and then choosing the Undo command to remove the bold formatting, you can choose the Redo command to reapply bold formatting.

To retain an action or actions that you cancelled with the Undo command, click the Redo button on the Standard toolbar.

  Redo button

__________

See also

Typing and Revising


Select All command (Edit menu)

Selects the following elements of a Word document:

An entire document

All footnotes, endnotes, or annotations, if the insertion point is in the pane or in a footnote or endnote

__________

See also

Typing and Revising


Clear command (Edit menu)

Deletes selected text and graphics. You cannot reinsert text or graphics deleted by using the Clear command, although you can retrieve the material by immediately choosing the Undo command from the Edit menu.

Tip

To undo multiple actions, click the down arrow next to the Undo button, and then drag to select the actions you want to undo.

  Undo button

__________

See also

Typing and Revising


Cut command (Edit menu)

Removes selected text and graphics and puts it on the Clipboard. This command is available only when you select text and graphics.

Text and graphics that you place on the Clipboard remains there until you replace it with a new item.

To quickly remove selected information from the document and place it on the Clipboard, click the Cut button on the Standard toolbar.

  Cut button

__________

See also

Typing and Revising


Copy command (Edit menu)

Copies selected text and graphics to the Clipboard. This command is available only when you select text and graphics.

Text and graphics that you copy to the Clipboard replaces the previous contents.

To quickly copy information to the Clipboard, click the Copy button on the Standard toolbar.

  Copy button

__________

See also

Typing and Revising


Paste command (Edit menu)

Inserts a copy of the Clipboard contents at the insertion point, replacing the selection (if any) with the text on the Clipboard. This command is not available if the Clipboard is empty or if the selected text cannot be replaced.

To quickly insert the Clipboard contents at the insertion point, click the Paste button on the Standard toolbar.

  Paste button

__________

See also

Typing and Revising


Change Case command (Format menu)

Changes selected characters to all uppercase letters, all lowercase letters, or a combination of uppercase and lowercase letters. The Change Case command affects character capitalization but not character formatting, such as Small Caps or All Caps. For example, if you apply title case to text that already has Small Caps format, the first letter of each word becomes an uppercase letter while the rest of the characters retain the Small Caps format.

  Dialog Box Options

Sentence case.

Capitalizes the first letter of the first word in the selected sentence, or the first word after the end of a sentence.

lowercase

Changes selected text to all lowercase letters.

UPPERCASE

Changes selected text to all uppercase letters.

Title Case

Capitalizes the first letter of each word in the selection.

tOGGLE cASE

Changes all uppercase letters to lowercase letters and all lowercase letters to uppercase letters in the selection.

__________

See also

Typing and Revising


Online Help Procedures for Wizards

Creating an agenda

Creating an award

Creating a calendar

Creating a fax cover sheet

Creating a letter

Creating a memo

Creating a newsletter

Creating a resume

Creating a table

Creating a legal pleading paper


Creating an agenda

You can use a wizard to automatically create an agenda. See Starting a wizard. Once you have created the agenda, you can use these procedures if you need help while you work on the agenda.

Moving around in a table

Typing or deleting text in a table

Selecting graphics using the mouse

Selecting graphics using the keyboard

Deleting graphics

Importing an entire graphics file

Resizing an imported graphic

Pasting a graphic from another application into a Word document


Creating an award

You can use a wizard to automatically create an award. See Starting a wizard. Once you have created the award, you can use these procedures if you need help while you work on the award.

Creating or removing large initial, or dropped, capital letters

Creating a special text effect with WordArt

Deleting graphics

Importing an entire graphics file

Resizing an imported graphic

Pasting a graphic from another application into a Word document

Selecting drawing objects

Creating or deleting a drawing object


Creating a calendar

You can use a wizard to automatically create a calendar. See Starting a wizard. Once you have created the calendar, you can use these procedures if you need help while you work on the calendar.

Deleting graphics

Importing an entire graphics file

Resizing an imported graphic

Pasting a graphic from another application into a Word document

Creating a special text effect with WordArt

Selecting drawing objects

Creating or deleting a drawing object


Creating a fax cover sheet

You can use a wizard to automatically create a fax cover sheet . See Starting a wizard. Once you have created the fax cover sheet, you can use these procedures if you need help while you work on the fax cover sheet.

Moving around in a table

Typing or deleting text in a table

Adding borders and shading to a table


Creating a letter

You can use a wizard to automatically create a letter. See Starting a wizard. Once you have created the letter, you can use these procedures if you need help while you work on the letter.

Scrolling through a document

Selecting text using the mouse

Selecting text using the keyboard

Typing text

Deleting graphics

Undoing changes to text

Starting a new paragraph

Checking spelling

Saving a new, unnamed document

Printing a document


Creating a memo

You can use a wizard to automatically create a memo. See Starting a wizard. Once you have created the memo, you can use these procedures if you need help while you work on the memo.

Selecting text using the mouse

Selecting text using the keyboard

Typing text

Deleting graphics

Undoing changes to text

Scrolling through a document

Starting a new paragraph

Checking spelling

Saving a new, unnamed document

Printing a document


Creating a newsletter

You can use a wizard to automatically create a newsletter. See Starting a wizard. Once you have created the newsletter, you can use these procedures if you need help while you work on the newsletter.

Creating or removing large, or dropped, initial capital letters

Creating a special text effect with WordArt

Deleting graphics

Importing an entire graphics file

Resizing an imported graphic

Pasting a graphic from another application into a Word document

Inserting a frame to position a graphic on the page

Positioning a frame by dragging

Balancing column lengths on a page


Creating a resume

You can use a wizard to automatically create a resume. See Starting a wizard. Once you have created the resume, you can use these procedures if you need help while you work on the resume.

Looking up words in the thesaurus

Checking spelling


Creating a table

You can use a wizard to automatically create a table. See Starting a wizard. Once you have created the table, you can use these procedures if you need help while you work on the table.

Moving around in a table

Typing or deleting text in a table

Selecting cells, rows, or columns

Adding rows to a table

Adding columns to a table

Deleting cells, rows, or columns

Changing column width in a table

Centering a table between the margins

Centering or aligning text within a column

Performing calculations in a table

Creating a chart with Graph


Creating a legal pleading paper

You can use a wizard to automatically create a legal pleading paper. See Starting a wizard. Once you have created the legal pleading paper, you can use these procedures if you need help while you work on the legal pleading paper.

Changing line spacing by applying a style

Centering or aligning text

Creating side-by-side paragraphs


Using Microsoft Word with Lotus Notes Field Exchange

About Embedding Word Objects in Lotus Notes

Using Notes/FX with Word

Adding fields to a Lotus Notes form

Creating a bookmark for Lotus Notes/FX

Creating views that display fields

Embedding an object in a Lotus Notes form

Updating fields

Importing a Word document into Lotus Notes

Exporting Lotus Notes text in Microsoft Word RTF


Using Notes/FX with Microsoft Word
Using Notes/FX with Word

If you have a Word object embedded in a Lotus Notes form, you can create fields within the form that display summary information about your Word document.

Summary information in a Word document can be viewed and edited by choosing the Summary Info command from the File menu. You can include any of the Summary Info fields as a field in Lotus Notes.

Lotus Notes field names are not case sensitive.

An asterisk (*) next to a field name indicates that the field exchanges both ways; changes in Word are reflected in the Lotus Notes field and changes in Lotus Notes field are reflected in the embedded object.

Summary info field	Lotus Notes field	Lotus data type
*Title	Title	Text
*Subject	Subject	Text
*Author	Author	Text
*Keywords	Keywords	Text
*Comments	Comments	Text
*Template	Template	Text
Created	DateCreated	Time
Last Saved	LastSavedDate	Time
Last Saved By	LastSavedBy	Text
File Size	NumberOfBytes	Text
Revision Number	NumberOfRevisions	Number
Total Editing Time	TotalEditingTime	Number
Last Printed	LastPrintedDate	Time
Pages	NumberOfPages	Number
Words	NumberOfWords	Number
Characters	NumberOfCharacters	Number
Paragraphs	NumberOfParagraphs	Number
Lines	NumberOfLines	Number
Word.Document.6	DocumentClass	Text
File Name	Filename	Text
Directory	Directory	Text
Special Information on Word fields

The Filename and Directory fields return empty values since there is no filename or directory for an embedded object.

The DocumentClass field returns a version-dependent ID of the object obtained from the OLE registry. This value can be used to reference server information in the OLE registry as well as identify the type of object embedded.

Using Bookmarks as Lotus Notes Fields

In Word you can define a bookmark, that identifies a unique selection of text. You can give the bookmark a name with the prefix prop_ and then use the name (without the prefix) as a field in a Lotus Notes form. The bookmarked text appears in Lotus Notes without opening the Word object. If you change the text in either the Word object or Lotus Notes, the change is reflected in both applications.

Word bookmark	Lotus Notes field	Lotus data type
*prop_bookmarkname	bookmarkname	Text
_____________

See also

Adding fields to a Lotus Notes form

Creating a bookmark for Lotus Notes/FX

Creating views that display fields

Embedding an object in a Lotus Notes form

Updating fields

Using Microsoft Word with Lotus Notes Field Exchange


About Embedding Word Objects in Lotus Notes

Object linking and embedding (OLE) is a way to exchange data between Word documents and documents created in other applications. Embedding means inserting information such as text into a document. Once embedded, the information, or object, becomes part of that document. When you double-click an embedded object, the application in which the object was created opens and the information is displayed and ready for editing. When you return to your original document, the object is updated to reflect the changes you've made.

The main difference between linking and embedding is where the data is stored. Embedded objects become part of the document they are embedded in. Linked information, on the other hand, is stored in the source file.

Using Field Exchange

To use Lotus Notes Field Exchange, you must have a Word document embedded in a Lotus Notes form. The following type of Word object supports Lotus Notes field exchange:

Microsoft Word 6.0 Document

You can create a new object to embed or choose to embed a file, selection, or existing object. You can also embed an object in a Lotus Notes form at the time you design the form. This way, the object will already exist within each new form that users compose.

Once you embed a Word document in a Lotus Notes form, you can access predefined fields and display those fields in the various views. Most of the fields that Lotus Notes can display are found in the summary information for the Word document. For example, you can create fields within a Lotus Notes form that display the title of the document and the name of the author.

Word also supports fields that you define. For example, you can define a bookmark that marks some important text. You can give the bookmark a name using prop_ as a prefix and then use the bookmark name (without the prefix) as a field in a Lotus Notes form or views of the form. The bookmarked text now appears in Lotus Notes without opening up the Word document. If you change the text in either the Word object or Lotus Notes, the change will be reflected in both applications.

_____________

See also

Adding fields to a Lotus Notes form

Creating views that display fields

Embedding an object in a Lotus Notes form

Updating fields

Using Microsoft Word with Lotus Notes Field Exchange


Embedding an object in a Lotus Notes form

To use Lotus Notes field exchange with Word, you must first embed a Word object in a Lotus Notes form.

You can also embed an object at the time you design the form. This way, the object will already exist within each new form that users compose.

To embed an object in a form

1.	From the Compose menu, choose a form.

The form must include an existing field with its data type defined as Rich Text.

2.	Position the insertion point in a field that will accept Rich Text Format.

3.	From the Edit menu, choose Insert and then choose Object.

4.	Select an object type from the list.

Lotus Notes field exchange is supported by Microsoft Word 6.0 Document objects.

5.	Choose the Choose File button to embed an existing document.

If you want to create a new document, do not choose the Choose File button. A new object will be embedded and the application will open with a new blank document.

6.	Choose the Display Format button to change how the object will display.

The default format, Picture, displays the first page of a Word document. This is the smallest representation available.

Tip

You can resize an object by dragging the handle at the lower-right corner of the picture.

To embed an object in a form design

1.	From the Design menu, choose Form.

2.	Select an existing form to edit or select New or New Copy to create a new form.

3.	Position the insertion point where you want the embedded object to appear.

Lotus Notes field exchange is supported by Microsoft Word 6.0 Document objects.

4.	From the Edit menu, choose Insert and then choose Object.

5.	Select an object type from the list.

6.	Choose the Choose File button to embed an existing document.

If you want to create a new document, do not choose the Choose File button. A new object will be embedded and the application will open with a new blank document.

7.	Choose the Display Format button to change how the object will display.

The default format, Picture, displays the first page of a Word document. This is the smallest representation available.

Tip

You can resize an object by dragging the handle at the lower-right corner of the picture.

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See also

Using Microsoft Word with Lotus Notes Field Exchange


Adding Fields to a Lotus Notes form

When designing a form, you can add fields that will display information about a Word object. The object must be embedded in the form for the field information to be exchanged.

To add a field to a Lotus Notes form

1.	From the Design menu, choose Forms.

2.	Select an existing form to edit or choose New or New Copy to create a new form.

3.	Type any descriptive information you want; for example, Document Created By.

4.	From the Design menu, choose New Field.

If you are revising an existing form or working from a copy, double-click the existing field to edit.

5.	Select whether you want your field to be shared or not.

Either choice will support field exchange.

6.	In the Name box, type the name for the Lotus Notes field.

For example, type Author to display the Author field from Summary Info.

Lotus Notes field names are not case sensitive. When typing a bookmark field name, do not include the prop_ prefix used when defining the bookmark.

For a complete list of Lotus Notes fields, see Using Notes/FX with Microsoft Word.

7.	In the Data Type list box, select the appropriate type.

For example, select Time as the data type for the LastSavedDate field.

For a complete list of Lotus Notes field data types, see Using Notes/FX with Microsoft Word.

8.	Make other selections in the Field Definition dialog box as necessary.

9.	Choose the OK button.

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See also

Using Microsoft Word with Lotus Notes Field Exchange


Creating views that display fields

Once you have included fields in a Lotus Notes form with an embedded Word object, you can create views that display the fields.

To create a view that displays a field

1.	From the Design menu, choose Views.

2.	Select New or New Copy to create a new view.

3.	From the Design menu, choose New Column.

4	In the Title box, type a name for the title of the column.

5.	Choose the Add Field button to paste a field into the Formula box.

See your Lotus Notes documentation for detailed information about creating formulas.

6.	Make other selections in the Design Column Definition dialog box as necessary.

7.	Choose the OK button.

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See also

Using Microsoft Word with Lotus Notes Field Exchange


Updating fields

Fields that you create in Lotus Notes are either one-way or two-way. A one-way field will update Lotus Notes when the information in the object is changed in Word. A two-way field will update Lotus Notes when the information in the object is changed in Word and will update the object when the field is changed in Lotus Notes.

To initially update fields

1.	Double-click the Word object embedded in the form.

2.	From the File menu, choose Summary Info.

Check to see that the fields you are interested in exchanging contain the correct information.

You must change information in one of the editable Summary Info fields or in a user-defined bookmark field.

3.	Close the document and return to Lotus Notes.

The fields in Lotus Notes now contain the information from the object.

To update fields from Lotus Notes

You can edit two-way fields from a Lotus Notes form. One-way fields can only be changed in Word.

1.	From the Edit menu, choose Edit Document.

Small brackets appear around the fields.

2.	Type the new information between the brackets.

3.	Activate the object.

The fields in the object are now updated.

To update fields from the embedded object

1.	Double-click the Word object embedded in the form.

2.	From the File menu, choose Summary Info.

3.	Type the new information into an editable Summary Info box.

4.	Change the information in any Word bookmarks you had previously defined.

5.	Close the document and return to Lotus Notes.

The fields in Lotus Notes now contain the new information from the object.

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See also

Using Notes/FX with Microsoft Word

Using Microsoft Word with Lotus Notes Field Exchange


Creating a bookmark for Lotus Notes/FX

You can define your own field in Notes by creating a bookmark in Word. The information in the bookmark can be displayed in Lotus Notes as a field on a form and also within a view.

To create a bookmark in Word

1.	Select the text you want.

2.	From the Edit menu, choose Bookmark.

3.	In the Bookmark Name box, type a name with the prefix prop_

The name can include letters, numbers, and underscores. It cannot include spaces. The name can be no more than 40 characters including the prefix.

4.	Choose the Add button.

Note

When you create the corresponding field in a Lotus Notes form, type the bookmark name in the Name box without the prop_ prefix.

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See also

Adding fields to a Lotus Notes form

Using Notes/FX with Word

Using Microsoft Word with Lotus Notes Field Exchange


Importing a Word document into Lotus Notes

Lotus Notes can import a Word document into a rich-text field in a form. The document can be in Word Document format or Rich Text Format (RTF).

To import a Word document into Lotus Notes

1.	With the insertion point in a rich-text field in a Lotus Notes document, choose Import from the File menu.

2.	From the list of import file types, select Microsoft Word or Microsoft Word RTF.

3.	In the list of files, type or select the filename you want to import, and then choose OK.

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See also

Using Microsoft Word with Lotus Notes Field Exchange


Exporting Lotus Notes text as a Word document
Exporting Lotus Notes text in Microsoft Word RTF

Lotus Notes can export text from a document in Rich Text Format (RTF). All versions of Word can open RTF files directly.

To export Lotus Notes text in Microsoft Word RTF

1.	With a Lotus Notes document open, choose Export from the File menu.

2.	From the list of export file types, select Microsoft Word RTF.

3.	Type a filename and extension for the RTF file, and then choose OK.

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See also

Using Microsoft Word with Lotus Notes Field Exchange


The Word Workplace

Overview

Starting, quitting, and reinstalling Word

Starting Word

Starting a wizard

Quitting Word

Installing or removing individual components of Word

Using Word commands and dialog boxes

Using Word commands

Choosing a command from a shortcut menu

Selecting dialog box options

Viewing documents on the screen

Different ways to view a document

Viewing a document at different magnifications

Working with document windows and other screen elements

Sizing a window

Splitting a window or restoring a split window

Keeping Help procedures visible while you work

Displaying or hiding the ruler

For information about hiding and displaying additional items on the screen (such as the status bar and the scroll bars) and about customizing the menu bar, toolbars, shortcut keys, and other elements in the Word workplace, see Customizing and Optimizing Word.


Overview of the Word Workplace

The Word workplace is what you see on your screen -- the text area as well as the title bar, menu bar, toolbars, and status bar. The Word workplace also includes elements such as menu commands, dialog boxes, and windows.

Depending on the view you use, different screen elements will be available. You can also display or hide some screen elements.

Word puts the screen elements you use most often right in front of you. To learn about a screen element, click the Help button on the Standard toolbar or the Print Preview toolbar. When the mouse pointer changes to an arrow and a question mark, point at the screen element you want information on and then click.

  Help button

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See also

The Word Workplace


Starting Word

You can quickly start Word from the Windows Program Manager if you are working in Windows, or from the MS-DOS command prompt if you are working in MS-DOS.

To start Word from the Windows Program Manager

1.	Switch to the Windows Program Manager, and then open the group window that contains the Microsoft Word icon.

  Microsoft Word icon

2.	Do one of the following:

Double-click the Word icon.

Use the arrow keys to select the Word icon, and then press ENTER.

To start Word from the MS-DOS command prompt

1.	Make sure that Windows is not already running. At the command prompt, type win winword

2.	Press ENTER. Word opens an empty document.

Note

If you cannot start Word, the path may not contain the Word directory. Change to the directory that contains the Word program file, WINWORD.EXE, and then try again to start Word.

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See also

The Word Workplace

Startup Switches


Installing or removing individual components of Word

Once you've installed Word, you can run the Setup program again at any time to add or remove supplementary applications such as the Equation Editor, file converters, clip art, or other components.

To install or remove individual components of Word

Make sure that Word isn't already running. If you set up Word to run from a network server, connect to the network drive or shared folder you used when you first set up Word.

1.	Do one of the following:

In the Microsoft Office program group, double-click the Word Setup icon.

   Word Setup icon

In the Windows File Manager, switch to the Setup subdirectory under the Word directory, and then double-click SETUP.EXE.

The Microsoft Word 6.0 Setup dialog box is displayed.

2.	To install or remove components, choose the Add/Remove button.

The Microsoft Word 6.0 - Maintenance Mode dialog box is displayed with the groups of items that are currently installed.

3.	Do one of the following:

To install or remove a group of items, select or clear the check box for the group.

To install or remove specific items in a group, select the check box for the group, and then choose the Change Option button. Select or clear the check box for the items you want to install or remove, and then choose the OK button.

If you don't want to remove a group or item that is already installed, leave its check box selected. The Setup program will not reinstall selected groups of items, but it will remove an item you previously installed if you clear its check box.

4.	Choose the Continue button in the Word Version 6.0 Setup dialog box.

Note

You can also use the Setup program to remove Word, deleting most of the files Setup copied to your system. (Setup cannot remove all of the files it installed, because some files may be required by Windows or other applications.)

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See also

The Word Workplace


Using Word commands

A command is an instruction that tells Word to do something. You can quickly choose the most common Word commands by using the mouse to click buttons on toolbars. For example, to print a document, you click the Print button on the Standard toolbar.

In Word, commands are grouped on menus. Some commands carry out an action immediately; others display a dialog box so that you can select options.

If you choose a command by mistake, or if a command is taking longer than you expected, you can interrupt the command.

To choose a command from a toolbar

On the toolbar, click a button.

Tip

To see more information about a toolbar button, point to the button. The name of the toolbar button appears on the screen, and additional information about the function of the toolbar button appears in the status bar.

To choose a command from a menu

1.	Point to a menu name and click the left mouse button.

2.	Point to a command name and click the left mouse button.

A command name followed by an ellipsis (...) indicates that the command has additional options you can use to refine the function of the command. See Selecting dialog box options.

Using the keyboard      To make the menu bar active, press F10 or the ALT key and then press the underlined letter in the menu name to display a menu. To choose a command, press the underlined letter in the command name. For example, to choose Open from the File menu, press ALT, F, O.

Tip

If you select a menu by mistake, you can close the menu without choosing a command by clicking outside the menu or pressing the ESC key twice.

To interrupt a command

Press ESC.

If Word does not stop the process, press ESC again.

Word will not interrupt a command if doing so might damage a file or document.

__________

See also

The Word Workplace


Selecting dialog box options

Word sometimes needs additional information before it can carry out a command. You provide this information by selecting options in a dialog box. You can select check boxes or option buttons, type or edit text in a text box, or select items from a list.

Some dialog boxes provide groups of options, each group on a separate tab. For example, the Font dialog box (Format menu) has the following tabs: Font and Character Spacing.

To select a tab in a dialog box

To select the tab that contains the set of options you want, click the tab or press CTRL+TAB.

To select or clear options by using the mouse

Point to the option button, check box, or list item, and then click the left mouse button.

  Option button

  Check box

  List box

To select an item in a drop-down list box by using the mouse

Click the down arrow to display the list, and then click the item you want.

  Drop-down list box

To select a number in a spin box

Click the up and down arrows to the right of the box until the number you want appears in the box.

  Spin box

Using the keyboard     You can press TAB until a check box or one option button in a group of options is selected. Then press the SPACEBAR to set or clear a check box.

To select one option button in a group, press the arrow keys until the option you want is selected. To move directly to an option and select it, press SHIFT+ the underlined letter in the option name.

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See also

The Word Workplace


Different ways to view a document

Word provides six ways to view documents on the screen. Each view allows you to concentrate on different aspects of your work.

Normal     Normal view is the default document view you probably will use for most typing, editing, and formatting. To switch to normal view, click the Normal View button on the horizontal scroll bar, or choose Normal from the View menu. For more information, see Normal command.

  Normal View button

To work faster in normal view, select the Draft Font check box on the View tab in the Options dialog box (Tools menu). This limits the number of font sizes and simplifies alignments and spacing.

Outline     In outline view, you can collapse a document to see only the main headings or expand it to see the entire document. This makes it easy to move and copy text and to reorganize long documents. To switch to outline view, click the Outline View button on the horizontal scroll bar, or choose Outline from the View menu. For more information, see Outline command.

  Outline View button

Page Layout     In page layout view, you can see a document just as it will look when printed and refine its text and formatting. To switch to page layout view, click the Page Layout View button on the horizontal scroll bar, or choose Page Layout from the View menu. For more information, see Page Layout command.

  Page Layout View button

Print Preview     Print preview shows entire pages at a reduced size so that you can view one or more pages at a time, check page breaks, and make changes to text and formatting. To switch to print preview, click the Print Preview button on the Standard toolbar, or choose Print Preview from the File menu. For more information, see Print Preview command.

  Print Preview button

Master Document     A master document helps you organize and maintain a long document, such as a book or a multipart report, that is divided into several separate documents called subdocuments. In master document view, you can work in a single document window and still see the overall organization of all parts of the master document. To switch to master document view, choose Master Document from the View menu. For more information, see Master Document command.

Full Screen     To see only a document on screen -- without rulers, toolbars, and other screen elements -- choose Full Screen from the View menu. In full screen view, you can choose commands with shortcut keys and display shortcut menus while you work. To return to the previous view, click the Full Screen button in the bottom-right corner of the screen or press ESC. For more information, see Full Screen command.

  Full Screen button

Tip

Use a combination of views to work more efficiently. For example, you can switch between outline and normal views to use normal view for the detail work and outline view for larger organizational tasks.

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See also

Customizing and Optimizing Word

The Word Workplace


Viewing a document at different magnifications

You can magnify a document on the screen to get a closer look at text, or you can reduce the magnification to concentrate on the document layout.

To view a document at different magnifications

On the Standard toolbar or Print Preview toolbar, click the down arrow next to the Zoom Control box and select a magnification percentage, or type the percentage of magnification you want.

  Zoom Control box

Using the Zoom command     For additional alternatives in zooming in a document, use the Zoom command on the View menu. See Zoom command.

__________

See also

The Word Workplace


Sizing a window

You can make a window smaller so that you can view more than one window at a time, or larger to see more of a document's contents.

You can leave Word temporarily to work in another application by reducing the Word window to an icon. This moves Word out of the way, but you can quickly reopen it by double-clicking the icon.

To size a window by using the mouse

Do one of the following:

To expand the window to its maximum size, click the Maximize button on the application title bar.

   Maximize button

To restore the window to its original size, click the Restore button in the upper-right corner of the window.

  Restore button

To change the size of the window, point to the border of the window you want to size. When the mouse pointer changes to a double-headed arrow, drag the border until the window is the size you want.

   Double-headed arrow

Note

You cannot move or size a window that has been enlarged to its maximum size.

To size a window by using the keyboard

1.	If the window is enlarged to its maximum size, restore it to its original size by pressing ALT+HYPHEN to open the document Control menu or ALT+SPACEBAR to open the application Control menu, and then choosing Restore.

2.	From the document or application Control menu, choose Size.

3.	When the mouse pointer changes to a four-headed arrow, use an arrow key to select the border you want to move. For example, press the UP ARROW key to select the top border.

   Four-headed arrow

4.	When the mouse pointer changes to a double-headed arrow, press the arrow keys until you move the borders as much as you want.

  Double-headed arrow

If you need to return the window to its original size, press ESC.

5.	When you finish changing the size of the window, press ENTER.

Note

You can change only one window border at a time. To change more than one border, repeat the above procedure.

To reduce the Word window to an icon

Click the Minimize button on the application title bar.

   Minimize button

To restore the Word icon to a window, double-click the Word icon at the bottom of the screen.

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See also

The Word Workplace


Keeping Help procedures visible while you work

If you want to follow the steps in a Word Help procedure while you work in a document, you can keep the Help procedures visible, or "on top," while you work.

To keep Help procedures visible while you work

When the procedure you want appears on the screen, click the On Top button at the top of the Help procedure window. The procedures will stay on top of the document as you work.

To prevent the procedures from staying on top while you work, click the On Top button again.

Note

You cannot maximize a Help procedure window when it is on top.

__________

See also

The Word Workplace


Splitting a window or restoring a split window

When you split a window into panes, each pane scrolls independently so that you can work on different parts of a document at the same time or display different views of the same document.

You can split a single window into two panes by using the mouse, or you can split the window into two horizontal panes automatically by using the Split command.

To split a window by using the mouse

1.	Point to the split box at the top of the vertical scroll bar.

  Split box

2.	When the mouse pointer changes to a split indicator, drag it to the position you want.

  Split indicator

To restore a split window by using the mouse

1.	Point to the split box at the top of the vertical scroll bar in the bottom pane.

2.	When the mouse pointer changes to a split indicator, double-click the split bar.

To split a window by using the Split command

1.	From the Window menu, choose Split.

Word splits the document into two panes and displays the split indicator.

  Split indicator

2.	Move the mouse to position the split, and then click the mouse button.

To restore a split window by using the Remove Split command

From the Window menu, choose Remove Split.

To move between window panes

Click the inactive pane or press F6.

Tip

To copy or move text between parts of a long document, split the window into two panes. Display the text or graphics you want to move or copy in one pane and the destination for the text or graphics in the other pane.

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See also

The Word Workplace


Displaying or hiding the ruler

With the horizontal ruler, you can quickly change paragraph indents, adjust margins, set and clear tab stops, and change column widths.

With the vertical ruler, you can adjust top and bottom margins, header and footer position, and row height in tables. Word displays the vertical ruler only in print preview and page layout view.

To display or hide the horizontal ruler

From the View menu, choose Ruler.

The horizontal ruler is available in all views except master document view and outline view.

To display or hide the vertical ruler

To display the vertical ruler, choose either Print Preview from the File menu or Page Layout from the View menu. If the vertical ruler is not displayed, choose Ruler from the View menu.

To hide the vertical ruler, choose Ruler from the View menu.

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See also

The Word Workplace

Customizing the Word screen


Restore command (Control menus)

Returns the active window to its original size and position. Once you restore a window to its original size, you can fill the entire screen with a window or reduce the window to an icon. See Minimize command or Maximize command.

You can also return the active window to its original size and position by clicking the Restore button in the upper-right corner of the application window or the document window when the window is maximized.

   Restore button

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See also

The Word Workplace


Move command (Control menus)

Moves the active window or dialog box. When you choose Move, the insertion point becomes a four-headed arrow. You can then use the arrow keys to move the window. When the window is in the location you want, press ENTER.

  Four-headed arrow

This command is unavailable if you maximize the window.

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See also

The Word Workplace


Size command (Control menus)

Changes the size of the active window. When you choose Size and the insertion point becomes a four-headed arrow, you can use the arrow keys to select the border you want to move. When the border is in the position you want, press ENTER

  Four-headed arrow

This command is unavailable if you maximize the window.

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See also

The Word Workplace

Sizing a window


Maximize command (Control menus)

Enlarges the active window to fill the available space. A document window expands to fill the Word window, whereas the Word application window expands to fill the entire screen.

You can also mazimize the active window by clicking the Mazimize button in the upper-right corner of the window.

   Maximize button

__________

See also

The Word Workplace

Sizing a window


Close command (Control menus)

Closes the active document or application or an open dialog box.

If you have multiple windows open for a single document, the Close command on the document Control menu closes only one window at a time. To close all windows at the same time, choose the Close command from the File menu in Word.

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See also

The Word Workplace

Quitting Word


Minimize command (Control menus)

Reduces the Word window or a document to an icon.

You can also reduce the Word window or a document to an icon by clicking the Minimize button in the upper-right corner of the application window or the document window.

   Minimize button

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See also

The Word Workplace

Sizing a window


Switch To command (Application Control menu)

Displays a list of all open applications so that you can switch to or close any application on the list.

To display the application Control menu, press ALT+SPACEBAR or click the Application Control menu box.

  Application Control menu box

Dialog Box Options

Task List

Select the application you want to switch to or close.

Switch To

Makes the selected application active.

End Task

Closes the selected application.

Cancel

Closes the Task List box.

Cascade

Arranges open application windows so that they overlap and you can see each title bar. This option does not affect applications or documents reduced to icons.

Tile

Arranges open applications into windows that do not overlap. This option does not affect applications or documents reduced to icons.

Arrange Icons

Arranges the icons for all minimized applications across the bottom of the screen.

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See also

The Word Workplace


Next Window command (Document Control menu)

Makes the next open document window active. Word determines which window to make active from the order in which you opened the documents.

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See also

The Word Workplace


Split command (Window menu)

Splits a window into two panes. The mouse pointer changes to indicate a split. You can adjust the split by moving the split pointer to where you want to divide the window, and then click the left mouse button.

  Split pointer

You can also split a window into two panes by double-clicking the split box at the top of the vertical scroll bar.

  Split box

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See also

The Word Workplace

Splitting a window or restoring a split window


Exit command (File menu)

Ends a Word session. Word prompts you to save any unsaved changes in a document.

You can also exit Word by doing one of the following:

To open the application Control menu, press ALT+SPACEBAR and then choose Close.

Double-click the application Control-menu box.

  Application Control menu box

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See also

The Word Workplace


Normal command (View menu)

Returns a document to normal view, the default document view you probably will use for most word-processing tasks, such as typing, editing, and formatting. Normal view shows text formatting but simplifies the layout of the page so that you can type and edit quickly.

To quickly switch to Normal view, click the Normal View button on the horizontal scroll bar.

   Normal View button

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See also

The Word Workplace


Ruler command (View menu)

Displays or hides the horizontal ruler, a bar with a measurement scale and markers that enable you to adjust indents, margins, tab stops, and table columns.

The ruler is part of a document window; you can choose to display the ruler in some document windows while hiding it in others.

In print preview or page layout view, you can also display a vertical ruler. See Displaying or hiding the ruler.

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See also

The Word Workplace

Formatting Paragraphs


Zoom command (View menu)

Controls how large or small a document appears on the screen. You can enlarge the display to make it easier to read or reduce the display to view an entire page.

Dialog Box Options

Zoom To

Select how large or small you want your document to appear as a percentage of its normal size. For example, 200% displays the document at twice its normal size, and 100% displays the document at its normal size.

Page Width

Reduces or enlarges the display of a document so that it fits within the left and right margins.

Whole Page

Reduces the display so that the margins of the displayed section fit within the document window. This option is especially useful if you want to see all text on pages with negative margins or a landscape orientation without having to scroll horizontally.

Many Pages

Shows two or more pages in print preview. To see more than two pages, click the monitor icon under this option and drag to select the number of pages you want.

Percent

Reduces or enlarges the display of the document by the percentage you specify, which must be between 10 and 200 percent.

Preview

Displays an example of how text will look with the selected options applied. Word displays the font size and font of the text at the bottom of the preview box.

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See also

The Word Workplace

Viewing a document at different magnifications


Arrange All command (Window menu)

Displays all open documents in windows that do not overlap on the Word screen. Use this view to see windows that may be hidden or to organize the windows on the screen.

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See also

The Word Workplace


1, 2, 3... command (Window menu)

Displays an alphabetic listing at the bottom of the Window menu of all open document windows.

When you choose an open window, the document in that window becomes the active document.

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See also

The Word Workplace


New Window command (Window menu)

Displays different parts of a document or shows the same document in different views by opening a new window with the same contents as the active window.

If you change the contents of a document in one window, all of the other windows that contain the same document reflect those changes. When you open a new window, it becomes the active window and is displayed on top of all other open windows.

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See also

The Word Workplace


About Microsoft Word command (Help menu)

Displays information about your copy of Microsoft Word, including the version number; the copyright, legal, and licensing notices; and the system information for your computer.

Dialog Box Options

System Info

Displays information about system configuration, printers, fonts, proofing tools, graphics filters, text converters, display configuration, applications that are running, and object linking and embedding (OLE) settings.


Technical Support command (Help menu)

Gives details on product support options for Microsoft Word available from Microsoft, including how to contact Microsoft Product Support Services worldwide.

You can also find late-breaking updates and technical information by double-clicking the Word Readme Help icon in the Microsoft Office program group.

  Word Readme Help icon

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See also

The Word Workplace


WordPerfect Help command (Help menu)

Provides information and demonstrations so you can perform tasks in Word for Windows.

You can also display Help For WordPerfect Users by double-clicking "WPH" on the status bar.

Note

To use WordPerfect Help, your document must be in an appropriate context -- for example, you must select Use Help For WordPerfect Users in the Help Options dialog box or the General tab of the Options dialog box (Tools menu), insert a graphic in the document, and select the graphic before you can press ALT+F9, 1, 2 to edit it.

  Dialog Box Options

Command Keys

Lists WordPerfect for DOS commands and displays information about the selected command. The topics "Welcome," "Help Details," and "Help Options" display information about using Help For WordPerfect Users.

If Help For WordPerfect Users is selected in the Help Options dialog box, you can press F1 to back up through the menus and F3 to display Word Help.

Help Text

As you work, displays information about carrying out the WordPerfect for DOS command selected in the Command Keys box. If a demonstration is available, choose the Demo Now button to have Word carry out the steps for you.

Options

Determines whether pressing key combinations carries out Word commands or displays Help For WordPerfect Users, whether Help For WordPerfect Users displays Help information or a demonstration, and sets other options. See Help Options dialog box.

Demo

Automatically demonstrates the Word equivalent of the WordPerfect for DOS command selected in the Command Keys box.


Help Options dialog box (WordPerfect Help command)
Help Options dialog box

WordPerfect Help command (Help menu)

Determines whether pressing key combinations carries out Word commands or displays Help For WordPerfect Users, whether Help For WordPerfect Users displays Help information or a demonstration, and sets other options.

  Dialog Box Options

Help For WordPerfect Users

Displays information or demonstrates a command when you press a WordPerfect for DOS key combination in Word for Windows.

If you select the Help Text option button, Help For WordPerfect Users displays information about the equivalent command in Word. If you select the Demo option button, it shows a demonstration of the command.

You can also set or clear the Help For WordPerfect Users option in the General tab of the Options dialog box (Tools menu).

Navigation Keys For WordPerfect Users

Changes the functions of the PAGE UP, PAGE DOWN, HOME, END, and ESC keys to their WordPerfect equivalents.

You can also set or clear the Navigation Keys For WordPerfect Users in the General tab of the Options dialog box (Tools menu).

Help Options

Specifies options for demonstrations.

Mouse Simulation

Displays the mouse pointer during demonstrations.

Demo Guidance

Displays Help bubbles that contain additional information during demonstrations. To carry out demonstrations more quickly, clear this option.

Demo Speed

Sets the speed at which demonstrations are displayed.

Help Type

When you press a WordPerfect for DOS key combination, specifies whether Word will first display Help text or a demonstration.

Help Text

Provides information about carrying out a WordPerfect for DOS command in Word.

Demo

Automatically demonstrates the Word equivalent of the selected WordPerfect for DOS command, based on the options you set under Help Options.


Help Text dialog box (WordPerfect Help command)
Help Text dialog box

WordPerfect Help command (Help menu)

As you work, displays information about carrying out a WordPerfect for DOS command in Word.

If the Help text obscures your work, you can move the dialog box. With the mouse, drag its title bar. To use the keyboard, press CTRL+TAB until the dialog box is selected, press ALT+SPACEBAR, M, press the arrow keys, and then press ENTER.

  Dialog Box Options

Demo Now

Automatically demonstrates the Word equivalent of the selected WordPerfect for DOS command. For information about setting the demonstration speed and other options, see Help Options dialog box.

Close

Closes the Help text dialog box. You can also close the dialog box by pressing CTRL+TAB until the dialog box is selected, and then pressing ALT+SPACEBAR, C.


Tip Of The Day command (Help menu)

Displays tips about using Word features.

  Dialog Box Options

Did You Know...

Displays a tip about using a Word feature.

Show Tips At Startup

Displays a tip every time you start Word. If you don't want to display tips when you start Word, clear this check box.

Next Tip

Displays the next tip in the list.

More Tips

Displays a list of available tips in Word.


Quick Preview command (Help menu)

Provides demonstrations of new and updated features in Word.

Do any of the following:

If you are new to Word, choose the Getting Started button.

If you are upgrading from a previous version of Word, choose the What's New? button.

If you are switching from WordPerfect to Word for Windows, choose the Tips for WordPerfect Users button.

Word automatically displays the Quick Preview screen the first few times you start Word. You can also see any of the Quick Preview demonstrations at any time by choosing Quick Preview from the Help menu.


Index command (Help menu)

Displays a comprehensive index to information contained in the Word Help system.

To see the entries for a topic, click the first letter of the word you want to look up, or press TAB to select the letter and then press ENTER.


Search For Help On command (Help menu)

Searches in Help for information related to topics on which you want more information.

To use the Search For Help On command, type the topic or select it from the list in the Search dialog box, and then choose the Show Topics button to see related topics. To display a particular topic from the list of topics, select it and then choose the Go To button.

To quickly search for information in Word Help, double-click the Help button on the Standard toolbar to open the Search dialog box.

   Help button


Starting a wizard

A wizard is a Word feature that asks questions and then uses your answers to automatically lay out and format a certain type of document. A wizard is often the fastest way to create a letter, memo, resume, newsletter, or insert a table in a document.

To start a wizard

1.	From the File menu, choose New.

2.	Select the wizard you want, and then choose the OK button.

3.	Answer the questions in the wizard as they appear.

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See also

The Word Workplace


Contents command (Help menu)

Displays the contents of the Word Help system, step-by-step instructions for using Word, reference information, examples and demonstrations of Word features, information about the WordBasic macro language, and technical support information.

As you look through Help, you can return to the Contents screen by clicking the Contents button in the Help window.


Choosing a command from a shortcut menu

When you point to or select certain items in Word -- for example, a paragraph, graphic, or table -- you can display a shortcut menu. Shortcut menus contain commands related to the item you're working with; these menus appear in the document window.

To choose a command from a shortcut menu

1.	Do one of the following:

Position the insertion point in a place for which you want applicable commands -- for example, inside a table or select the text or object you want to work with.

Point to a location on a toolbar or to the title bar of a floating toolbar.

2.	To open the shortcut menu, click the right mouse buttonhold down CTRL and click the mouse button.

3.	Choose the command you want.

Tip

To close a shortcut menu without choosing a command, click anywhere outside the shortcut menu or press ESC.

Using the keyboard     You can display a shortcut menu by positioning the insertion point in or selecting the text or item you want to work with and then pressing SHIFT+F10.

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See also

The Word Workplace


User-defined macro

A macro is a command that you can create by recording a series of actions with the macro recorder or by writing instructions in WordBasic, the Word macro language.

If you chose a command or pressed a shortcut key to display this topic, the command or shortcut key is assigned to a macro. To get an idea of how the macro works, you can run it or open it in a macro-editing window.

To run the macro

Choose the command or press the key combination you used to display this Help topic.

To open the macro in a macro editing window

From the Tools menu, choose Macro. In the Macro Name box, select the macro, and then choose the Edit button.

Note

If Word displayed this Help topic after you pressed SHIFT+F1 and then pressed a key combination, you may not know the name of the macro. Word will display the name if you choose Customize from the Tools menu, select the Keyboard tab, and then press the shortcut keys assigned to the macro in the Press New Shortcut Key box. The name of the macro appears under the Press New Shortcut Key box.


Startup Switches


Cross-references, Captions, and Bookmarks

Overview

Using Cross-references

Creating a cross-reference

Updating cross-references and captions

Using Captions

Adding a caption to a table, illustration, equation, or other item

Automatically adding a caption to an item

Changing the number format for captions

Changing a label in a caption

Including a chapter number in caption numbers

Using Bookmarks

Defining and viewing a bookmark

Locating a bookmark

Deleting a bookmark

Editing a bookmark


Overview of Cross-references, Captions, and Bookmarks

Cross-references

You can create a cross-reference -- such as "See Table 6 on page 22." -- to refer to an item in another location in the same document or in a different document. If the item you've referred to changes -- for example, Table 6 becomes Table 5, or it moves to page 23 -- you can update the cross-reference without retyping it.

If the item you want to refer to is located in another document, both documents must be part of a master document. For more information, see Using Master Documents to Manage Long Documents.

Captions

You can add numbered captions -- such as "Table 6: International Air Distances" -- to tables, pictures, selected text, and other items. If you delete, move, or add an item that has a caption, you can easily update the caption numbers. Once an item has a caption, you can refer to it in a cross-reference.

Bookmarks

You can mark selected text, graphics, tables, and other items with bookmarks. Bookmarks are useful for jumping to a specific location in a document, marking an item so that you can refer to it in a cross-reference, or generating a range of pages for an index entry.

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See also

Cross-references, Captions, and Bookmarks


Creating a cross-reference

A cross-reference tells readers where additional information is located in the same document or another document -- for example, "See Table 6 on page 22."

Before you can create a cross-reference to an item, you must first mark the item so that Word can link the item with its cross-reference. You can insert a cross-reference to a footnote, an endnote, text formatted with one of nine heading styles that come with Word, an item marked with a bookmark, or an item labeled with a caption.

To create a cross-reference

1.	In the document, type the introductory text that begins the cross-reference. For example, you might type
For more information, see "

2.	From the Insert menu, choose Cross-reference.

3.	In the Reference Type box, select the type of item you want to refer to -- for example, a heading or footnote.

If the item you want to refer to is located in another document, both documents must be part of a master document. For more information, see Using Master Documents to Manage Long Documents.

4.	In the Insert Reference To box, select the information you want Word to insert in the document -- for example, a footnote number.

5.	In the For Which box, select the specific item you want to refer to. For example, if you choose Footnote in the Reference Type box, and the document has six footnotes, select the footnote you want to refer to.

For more information about cross-reference options, see Cross-reference command.

6.	Choose the Insert button.

The dialog box stays open so that you can add information, such as a page number, or start a new cross-reference. Position the insertion point in the document to type additional text. When you finish typing, repeat steps 3 through 6.

7.	When you finish inserting cross-references, choose the Close button.

Note

Word inserts each cross-reference as a field. If, you see an entry that looks something like {REF _Ref249586 \* MERGEFORMAT} instead of text, Word is displaying field codes instead of field results. For information on viewing fields, see Viewing field results and field codes.

For information about the fields used to create cross-references, see REF, PAGEREF, and NOTEREF fields.

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See also

Cross-references, Captions, and Bookmarks


Updating cross-references and captions

Word inserts information for a cross-reference or caption by inserting a field. Word automatically updates the fields used for cross-references and caption numbers whenever you print the document. You can also manually update cross-references whenever you need to.

To update all cross-references and captions

1.	From the Edit menu, choose Select All to select the entire document.

2.	Press F9.

Note: This procedure updates all fields in the document, including cross-references and captions.

To update a single cross-reference or caption

1.	Position the insertion point in the cross-reference or caption you want to update.

2.	Press F9.

Tip

You can also use a shortcut menu to update an individual field. Position the insertion point on the field you want to update. Click the right mouse button, and then choose Update Field from the shortcut menu.

Note

If you change a heading that is used in a cross-reference, make sure that bookmarks are visible before you change the heading. Word adds a bookmark to a heading when you create a cross-reference to that heading. Displaying bookmarks makes it easier to ensure that the changes you make are included in that bookmark. If changes are not included in that bookmark, the cross-reference to the heading will not update correctly. To display bookmarks, choose Options from the Tools menu, and then select the View tab. Under Show, select the Bookmarks check box

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See also

Cross-references, Captions, and Bookmarks

Inserting Information with Fields


Adding a caption to a table, illustration, equation, or other item

You can add a caption to a figure, table, equation, graph, selected text, or other item. Once you have added a caption to an item, you can refer to it in a cross-reference or include it in a table of figures, both of which you can easily update.

To add a caption to a table, illustration, equation, or other item

1.	Select the item to which you want to add a caption.

2.	From the Insert menu, choose Caption.

Word displays the label and number of the item in the Caption box.

3.	Do one or more of the following:

If the caption label, number, and position are the way you want them, proceed to step 4.

To add text to the caption, type the additional text in the Caption box. For example, if the caption was "Table 1", the newly expanded caption might look like the following:
Table 1: International Air Distances

To change labels in the Label box, select the type of label you want for the selected item. By default, Word comes with the labels Figure, Equation, and Table.

To add a new label, choose the New Label button, type the label name, and then choose the OK button.

To select a position for the caption, select Below Selected Item or Above Selected Item in the Position box.

To change the number format used for the caption, choose the Numbering button, select the number format you want, and then choose the OK button.

4.	Choose the OK button.

Word inserts the caption and formats it to prevent a page break between the caption and the item. For more information, see Keeping paragraphs together on a page.

Note

Word inserts each caption as a field. If you see an entry that looks something like {SEQ Table \* ARABIC} instead of text, Word is displaying field codes instead of field results. For information on viewing fields, see Viewing field results and field codes.

For more information about the fields used to create captions, see SEQ (Sequence) and STYLEREF fields.

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See also

Cross-references, Captions, and Bookmarks

Positioning Text and Graphics with Frames


Automatically adding a caption to an item

You can automatically add captions to pictures, equations, Microsoft Excel charts, and other items when they are inserted into a document. To make the best use of this feature, select the type of items to which you want to add captions when you first create a document. Word will not automatically add captions to items you inserted before you turned on the AutoCaption feature.

To automatically add a caption to an item

1.	From the Insert menu, choose Caption.

2.	Choose the AutoCaption button.

3.	In the Add Caption When Inserting box, select the check box to the left of the item to which you want to add a caption.

4.	In the Use Label box, select the label you want for the selected item.

To add a new label, choose the New Label button, type the label name, and then choose the OK button.

5.	In the Position box, select the location where you want the caption to appear.

6.	To change the number format used for the caption, choose the Numbering button, select the number format you want, and then choose the OK button.

7.	Repeat Steps 3 through 6 for each item to which you want to add a caption.

8.	When you finish selecting the items to which you want to add a caption, choose the OK button.

Word now will add a caption each time an item you selected is inserted in the document. Word formats the caption to prevent a page break between the caption and the item. For more information, see Keeping paragraphs together on a page.

If you want to add a title or explanatory text to a caption that Word added automatically, position the insertion point after the caption number in the document, and then type the text.

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See also

Cross-references, Captions, and Bookmarks


Changing the number format for captions

You can change the number format for captioned items -- for example, from 1, 2, 3 to A, B, C.

To change the number format for captions

1.	Select the item that has the caption whose number format you want to change.

2.	From the Insert menu, choose Caption.

3.	Choose the Numbering button.

4.	In the Format box, select the number format you want, and then choose the OK button.

5. To return to your document, choose the Close button.

Word reflects the new number format in all caption labels of the same type. For example, if you select a table with the caption "Table" and then choose a new number format, Word updates all items previously inserted in the document that have the "Table" caption to reflect the new number format.

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See also

Cross-references, Captions, and Bookmarks


Changing a label in a caption

You can change caption labels -- for example, you can change "Figure" to "Illustration." You can change an individual label or all items that have the same label.

To change a label in a single caption

1.	Select the caption whose label you want to change.

2.	Press DELETE to delete the caption.

3.	From the Insert menu, choose Caption.

4.	Do one of the following:.

To change a label, select the type of label you want from the Label box, and then choose the OK button.

To add a new label, choose the New Label button, type the label name, and then choose the OK button.

5.	To insert the new label, choose the OK button.

Word changes the label for the selected caption only. The label does not change in any other captions that have the same label.

To change labels in captions of the same type

1.	Select the caption whose label you want to change.

2.	From the Insert menu, choose Caption.

3.	Do one of the following:

To change a label, select the type of label you want from the Label box, and then choose the OK button.

To add a new label, choose the New Label button, type the label name, and then choose the OK button.

You cannot change a label or number of a caption by typing over the label or number in the Caption box.

4.	Choose the OK button.

Word reflects the new label in all caption labels of the same type. For example, if you select a caption that has the label "Figure" and then choose the label "Illustration," Word updates all items that have the "Figure" label that were previously inserted in the document to reflect the new label, "Illustration."

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See also

Cross-references, Captions, and Bookmarks


Including a chapter number in caption numbers

If a document has chapters, you can include chapter numbers in caption numbers -- for example, Table 4-1, Table 4-2, and so on -- in which the number 4 refers to the chapter number. Before you can include chapter numbers, you must format the chapter headings with a style that's unique in the document and then number them.

To include a chapter number in caption numbers

1.	Make sure that chapter headings are formatted with one of the nine heading styles that come with Word. For more information, see Outlining a new or existing document.

You must apply a heading style to chapter headings that is unique in the document. For example, if you use the Heading 1 style for chapter headings, do not use the Heading 1 style anywhere else in the document.

2. To number the chapter headings, choose Heading Numbering from the Format menu. Select the first numbering style in the dialog box, and then choose the OK button. For more information, see Heading Numbering command.

3.	Select the item in whose caption number you want to include the chapter number.

4.	From the Insert menu, choose Caption.

5.	Choose the Numbering button.

6.	Select the Include Chapter Number check box.

7.	In the Chapter Starts With Style box, select the style you applied to the chapter headings.

8. In the Use Separator box, select a character (such as a hyphen) that will be used to separate the chapter number and the item number, and then choose the OK button.

9. Choose the OK button.

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See also

Cross-references, Captions, and Bookmarks


Defining and viewing a bookmark

You can use bookmarks to mark items and locations in a document -- for example, a passage in a document that you want to refer to with a cross-reference or an index entry. When you insert a bookmark, you give a unique name to a selected item or location. You later use the name to locate the marked item.

To define a bookmark

1.	Select the text, item, or location you want to mark.

2.	From the Edit menu, choose Bookmark.

3.	In the Bookmark Name box, type a name for the bookmark.

A bookmark name must begin with a letter. The name can contain only letters, numbers, and underscore characters ( _ ); it can have no more than 40 characters; and it cannot include spaces.

4.	Choose the Add button.

To view or hide bookmarks

1.	From the Tools menu, choose Options.

2.	Select the View tab.

3.	Under Show, select or clear the Bookmarks check box, and then choose the OK button.

When bookmarks are visible, Word encloses each bookmark in square brackets.

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See also

Cross-references, Captions, and Bookmarks


Locating a bookmark

After you insert a bookmark in a document, you can quickly move to the marked location. To quickly find a particular bookmark name, you can sort names either alphabetically or by location in the document.

To locate a bookmark

1.	From the Edit menu, choose Bookmark.

Word lists bookmark names alphabetically. To sort bookmark names by their location in the document, select the Location option button.

2.	Select the bookmark name you want to locate, and then choose the Go To button.

Word moves to the bookmark and highlights its contents. The Bookmark dialog box remains open so that you can locate other bookmarks.

3.	When you finish locating the bookmarks you want, choose the Close button.

Note

When you want to go to a bookmark in an annotation, footnote, or endnote, you must first open the pane containing the item you want to go to, and then position the insertion point in the pane before you can use the Go To command or the Go To button in the Bookmark dialog box. You cannot go to a bookmark in a header or footer.

Tip

If the contents of bookmarks overlap and you cannot determine where a particular bookmark begins or ends, Word highlights the contents of that bookmark when you locate it.

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See also

Cross-references, Captions, and Bookmarks


Deleting a bookmark

You can delete a bookmark when you no longer need it. You can choose to delete only the bookmark or both the bookmark and the items it marks.

To delete	Do this
A bookmark without deleting the marked text	From the Edit menu, choose Bookmark. Select the name of the bookmark you want to delete, and then choose the Delete button.
A bookmark and the marked text	Select all of the marked text, and then press DELETE.
A bookmark and then use its name to mark a different item	Select the new text you want to mark. From the Edit menu, choose Bookmark. Select the bookmark you want to delete, and then choose the Add button. Word deletes the bookmark from the previous location and assigns its name to the new selection.
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See also

Cross-references, Captions, and Bookmarks


Editing a bookmark

You can cut, copy, and paste items that are marked with a bookmark. You can also add to and delete from marked items. The following table describes the effects these actions have on the bookmark.

If you	This will happen
Copy all or part of a marked item to another location in the same document	The bookmark remains with the original item; the copy is not marked.
Copy an entire marked item to another document	Both documents will contain identical items and identical bookmarks.
Cut an entire marked item and then paste it in either the same document or a different document	The item and the bookmark move to the new location.
Delete part of a marked item	The undeleted portion of the bookmark remains.
Add text between any two characters marked by a bookmark	The addition is included in the bookmark.
Position the insertion point directly before the beginning bracket of a bookmark and then add to the item -- for example, adding additional text or a new table row	The addition is included in the bookmark.
Position the insertion point directly after the ending bracket of a bookmark, and then add to the item	The addition is not included in the bookmark.
Position the insertion point at the end of a marked table, and then add a new row	The added row is included in the same bookmark.
Tip

To add text to the end of a bookmark, type the additional text at the end of the marked text, select the added text and the existing bookmark, and then choose Bookmark from the Edit menu. Select the existing bookmark name, and then choose the Add button.

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See also

Cross-references, Captions, and Bookmarks


Cross-reference command (Insert menu)

Inserts a cross-reference to an item in a document.

  Dialog Box Options

Reference Type

Select the type of item for which you want to create a cross-reference.

Heading

Text formatted with one of the nine heading styles that come with Word.

Bookmark

Text that is marked by using the Bookmark command on the Edit menu.

Footnote

Footnote reference marks inserted in a document by using the Footnote command on the Insert menu.

Endnote

Endnote reference marks inserted in a document by using the Footnote command on the Insert menu.

Figure/Table/Equation

A caption inserted with one of the preceding labels by using the Caption command on the Insert menu. Word also displays any other labels you create.

Insert Reference To

Select the information you want to appear in the cross-reference. The choices in this box depend on the type of item you've selected in the Reference Type box.

Heading Text

Inserts the text of the heading.

Heading Number

Inserts the number of the heading. To number headings, see Numbering headings.

Page Number

Inserts the number of the page where the item is located.

For footnotes and endnotes, the page number that appears in the cross-reference is the location of the footnote or endnote text, not the location of the note reference mark.

Paragraph Number

Inserts the paragraph number of a bookmark. To number paragraphs, see Adding or removing bullets and numbers in a list.

Bookmark Text

Inserts text marked with a bookmark.

Footnote Number

Inserts a footnote reference mark.

Endnote Number

Inserts an endnote reference mark.

Entire Caption

Inserts the label, number, and any additional text of a caption -- for example,
Table 1: International Air Distances

Only Label And Number

Inserts only the label and number of a caption -- for example, Table 1

Only Caption Text

Inserts additional text you have added to a caption -- for example,
International Air Distances

For Which

Select the specific item you want to refer to. For example, if you select Footnote in the Reference Type box, Word displays all of the footnotes in the document.

Insert

Inserts the cross-reference into the document. The Cross-reference dialog box remains open so that you can insert additional text and multiple cross-references.

Close

Closes the Cross-reference dialog box when you finish inserting cross-references.

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See also

Cross-references, Captions, and Bookmarks


Bookmark command (Edit menu)

Creates bookmarks, which are used to mark selected text, graphics, tables, or other items.

  Dialog Box Options

Bookmark Name

Type or select a bookmark name for the selected text in the document. A bookmark name must begin with a letter. The name can contain only letters, numbers, and underscore characters ( _ ); it can have no more than 40 characters; and it cannot include spaces.

Sort By

Sorts bookmark names.

Name

Sorts bookmark names alphabetically.

Location

Sorts bookmark names according to the order in which they appear in the document.

Add

Marks the selected text with a bookmark name.

Delete

Removes the selected bookmark from the document. Deletes only the bookmark name, not the marked text.

Go To

Moves to the selected bookmark in the document and highlights the marked text.

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See also

Cross-references, Captions, and Bookmarks


Caption command (Insert menu)

Inserts captions for tables, illustrations, equations, and other items.

  Dialog Box Options

Caption

Displays the caption label and number for the selected item. You can type additional text for the caption after the number in the Caption box. However, you cannot type over the caption label and number.

Label

Select a label name for the caption. By default, Word comes with the following labels: Figure, Equation, and Table.

To create a new label, choose the New Label button, and then type a new name.

Position

Places the caption above or below the selected item.

Numbering

Select the number format you want for the caption. See Caption Numbering dialog box.

AutoCaption

Automatically inserts a caption with a label and number each time the selected item is inserted into a document. See AutoCaption dialog box.

New Label

Type a new name for a label. See New Label dialog box.

Delete Label

Deletes the selected label from the Label box. If the label has been used in a previously inserted caption, Word doesn't delete any instances of the label that already exist in the document. You cannot delete the default labels (Figure, Equation, and Table).

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See also

Cross-references, Captions, and Bookmarks


Caption Numbering dialog box

Caption command (Insert menu)

Changes the number format and inserts chapter numbers in caption numbers.

  Dialog Box Options

Format

Select the number format you want for the label selected in the Caption dialog box. For example, you can label tables with letters (A, B, C, and so on) and figures with numbers (1, 2, 3, and so on).

Include Chapter Number

Includes the chapter number in a caption -- for example, Figure II-1, Figure II-2, and so on for figures in Chapter 2.

Chapter Starts With Style

Select the heading style to be used for the chapter title format.

You must apply a heading style to chapter headings that is unique in the document. For example, if you use the Heading 1 style for chapter headings, do not use the Heading 1 style anywhere else in the document. You must also number the chapter headings. For more information, see Including a chapter number in caption numbers.

Use Separator

Select the separator character, such as a hyphen, you want to appear between a chapter number and an item number -- for example, Figure II-1 and Figure II-2.


AutoCaption dialog box

Caption command (Insert menu)

Automatically adds a caption to selected items when they are inserted into a document.

  Dialog Box Options

Add Caption When Inserting

Select the check box to the left of the item to which you want to automatically add a caption when that type of item is inserted into the document. The list of available types of items depends on which applications that are installed on your computer support linking and embedding.

Options

Determines the label, position, and numbering of the caption for the selected item.

Use Label

Select a label for the selected item.

Position

Places the caption above or below the selected item.

New Label

Type a new name for a label. See New Label dialog box.

Numbering

Select a number format for the selected item. See Caption Numbering dialog box.


New Label dialog box

Caption command (Insert menu)

Creates a custom caption label that is added to the Label box in the Caption and AutoCaption dialog boxes. By default, Word comes with the following labels: Figure, Equation, and Table.

Label

Type a new label for the selected item.

Word reflects the new label in all caption labels of the same type. For example, if you have previously inserted items in your document that have the label "Figure" and you now choose the label "Illustration," Word updates all items that have the "Figure" label to reflect the new label, "Illustration."