Microsoft Office Word 2010 Inside Out

You're beyond the basics with Word, so dive right in and really put your documents to work! This supremely organized reference packs hundreds of timesaving solutions, troubleshooting tips, and workarounds. It's all muscle and no fluff. Discover how the experts tackle Word 2010 — and challenge yourself to new levels of mastery. Master the tools to expertly organize, edit, and present your content Craft professional-looking documents with Themes, Quick Style Sets, and Building Blocks Add visual impact with SmartArt® diagrams, charts, pictures, and drawings Organize and clarify content with effective tables and charts Use cross-references, tables of contents, and indexes in your complex documents Produce Web sites and publish blogs directly from Word Coauthor and collaborate on documents in real time — and help keep them secure Customize documents with macros, content controls, and other automation features Your book — online! Get your fully searchable online edition — with unlimited access on the Web. Team rebOOk ......Page 23 Design Conventions......Page 24 Get Busy with Word 2010......Page 26 Some Assumptions About You......Page 27 How This Book Is Organized......Page 28 Getting Started......Page 29 Word 2010: Make an Immediate Impact......Page 30 Imagining Word 2010......Page 32 What’s New in Word 2010?......Page 33 Enhancing Your User Experience......Page 34 Better Authoring Features......Page 36 Use Word 2010 Anywhere......Page 40 Get What You Need, Intuitively......Page 42 Exploring the Ribbon......Page 43 Keep Your Favorite Tools in Reach with the Quick Access Toolbar......Page 45 Using Dialog Launchers......Page 46 Working with Galleries......Page 48 Making Quick Formatting Changes with the Mini Toolbar......Page 49 Getting a New View of Your Document......Page 50 Finding What You Need Quickly with the Navigation Pane......Page 53 Displaying Rulers and Gridlines......Page 55 Working with Multiple Documents......Page 57 Understanding and Tailoring the Status Bar......Page 59 What’s Next?......Page 60 Managing Your Documents with Backstage View......Page 61 Introducing Backstage View......Page 62 The Tabs Area......Page 63 The Groups Area......Page 64 The Preview and Properties Area......Page 65 Working with Document Properties in the Info Tab......Page 66 Converting Documents from Earlier Versions of Word......Page 74 Protecting the Document......Page 75 Checking Document Compatibility......Page 78 Recovering Draft Versions of Your Files......Page 80 Recovering Unsaved Files......Page 82 Accessing Recent Files......Page 83 Previewing and Printing Documents......Page 85 Saving and Sending Your Documents......Page 86 Getting Help in Word 2010......Page 88 Setting Word Options......Page 90 Customizing the Word 2010 Ribbon......Page 92 Setting Up the Microsoft Word Trust Center......Page 94 What’s Next?......Page 96 Beginning with a Template......Page 97 Coordinating Your Document Design......Page 100 Saving Your Favorite Templates......Page 102 Opening Recent Documents......Page 103 Inputting Data......Page 105 Performing Basic Editing Tasks......Page 106 Selecting Text......Page 107 Copying, Cutting, and Pasting......Page 108 Using the Office Clipboard......Page 111 Undoing, Redoing, and Repeating......Page 113 Experimenting with Themes......Page 115 Performing Simple Saves......Page 119 Saving Files with the Save As Dialog Box......Page 120 Designing Instant Documents......Page 123 An Annual Report......Page 124 Business Letterhead......Page 125 A Newsletter......Page 127 What’s Next?......Page 128 Templates and Themes for a Professional Look......Page 129 Templates 101: Behind the Scenes......Page 130 Understanding How Templates Work......Page 133 Getting the Scoop on the Normal Template......Page 134 Using Templates from the New Documents Dialog Box......Page 137 Creating Custom Templates......Page 140 Thinking Through Your Template Design......Page 141 Attaching Templates to Documents......Page 145 Working with Global Templates......Page 147 Changing the Template File......Page 150 Using the Organizer to Rename, Delete, and Copy Styles......Page 151 Protecting Templates......Page 153 Applying Themes in Word 2010......Page 154 What’s in a Theme?......Page 156 Themes, Quick Styles, and Galleries......Page 157 Changing a Theme......Page 158 Choosing a New Font Selection......Page 159 Selecting Theme Effects......Page 161 Creating a Custom Theme......Page 162 Creating Your Own Color Scheme......Page 163 Customizing Theme Font Sets......Page 164 What’s Next?......Page 165 Basic Page Setup Options......Page 166 Planning Your Document......Page 169 Changing Margin Settings......Page 172 Choosing Orientation......Page 174 Choosing a Paper Size......Page 175 Selecting the Paper Source......Page 176 Multiple Page Settings......Page 177 Working in Sections......Page 178 Creating a Section......Page 180 Inserting Text Wrapping Breaks......Page 182 Controlling Page Breaks......Page 183 Removing Page and Section Breaks......Page 185 Adding Page Numbers......Page 186 Adding Headers and Footers......Page 187 Creating Headers and Footers......Page 188 Editing Headers and Footers......Page 190 Deleting Headers and Footers......Page 194 Saving Page Setup Defaults to the Current Template......Page 195 Adding and Controlling Line Numbers......Page 197 Deleting Line Numbers......Page 198 What’s Next?......Page 199 The Nature of Complex Documents......Page 200 Layout and Design Fundamentals......Page 202 Designing Backgrounds and Watermarks......Page 205 Adding and Customizing a Page Background......Page 206 Adding Watermarks to Printed Documents......Page 210 Editing a Watermark......Page 211 Planning Your Columns......Page 214 Creating a Multicolumn Document......Page 215 Creating Columns for Part of a Document......Page 218 Creating Unequal Column Widths......Page 219 Changing Column Width on the Ruler......Page 220 Flowing Text into a Column Layout......Page 221 Beginning a New Column Layout......Page 222 Inserting Column Breaks......Page 223 What’s Next?......Page 224 Creating Global Content: From Research to Review......Page 226 Creating Content Today......Page 228 What Does It Mean to Reuse Content?......Page 229 Entering Text......Page 230 Importing Documents......Page 231 Placing Objects......Page 234 Creating a Cover Page......Page 235 Formatting Text As You Go......Page 237 Specifying Fonts and Sizes......Page 240 Applying Text Attributes......Page 242 High-End Typography in Word 2010......Page 243 Text Effects to Really Wow ‘Em......Page 245 Changing Case......Page 247 Using the Highlight Tool......Page 248 Changing Text Color......Page 249 Positioning Your Text......Page 250 Inserting Symbols......Page 251 Inserting Special Characters......Page 254 Inserting Date and Time Elements......Page 255 Creating and Using Building Blocks......Page 257 Inserting Existing Building Blocks......Page 259 Creating Building Blocks......Page 261 Modifying Building Block Properties......Page 265 Deleting Building Blocks......Page 266 Creating Catalogs of Content......Page 267 What’s Next?......Page 270 A Quick Look at Navigation in Word 2010......Page 271 Finding Content with the Navigation Pane......Page 272 Browsing by Headings......Page 274 Browse by Page......Page 275 Browse by Search Results......Page 277 Navigating with Browse Object......Page 278 Finding Text and Elements Within the Current Document......Page 279 Finding Instances of Formatting......Page 282 Finding Special Characters Using Codes......Page 283 Moving Through the Document with Go To......Page 285 Creating Bookmarks for Document Navigation......Page 286 Changing the View......Page 287 Splitting the Document Window......Page 288 Viewing Pages Side by Side......Page 289 Navigating Using Shortcut and Function Keys......Page 290 What’s Next?......Page 292 Translating Text and Working with Languages......Page 293 Translating Content in Word 2010......Page 294 Adding a Language......Page 295 Setting a Proofing Language......Page 296 Adding Keyboards for Languages......Page 297 Changing Languages As You Type......Page 299 Using the Mini Translator......Page 300 Translating Selected Text......Page 303 Translating Entire Documents......Page 304 Changing and Adding Translation Services......Page 305 Choosing a Different Service......Page 306 Adding a New Translation Service......Page 307 Using Bidirectional Text......Page 308 Working with the Document Grid......Page 309 Specifying Document Grid Settings......Page 310 Working with Other Translation Tools......Page 311 What’s Next?......Page 313 Editing Tools in Word 2010......Page 314 Spell It Right!......Page 315 Looking at Error Notifications......Page 316 Proofing Your Document......Page 320 Controlling Proofing Display and Exceptions......Page 321 Configuring Spelling and Grammar Options......Page 323 Managing Custom Dictionaries......Page 326 Judging Your Document’s Readability Level......Page 331 AutoCorrecting Your Document......Page 332 Controlling AutoCorrect Changes......Page 333 Adding References in Word 2010......Page 337 Adding and Managing Sources......Page 340 Inserting a Citation......Page 342 Editing Citation and Sources......Page 343 Generating a Bibliography......Page 344 Adding Footnotes and Endnotes......Page 345 Customizing Footnotes and Endnotes......Page 346 Deleting Footnotes and Endnotes......Page 348 Inserting Cross-References......Page 350 Adding a Cross-Reference......Page 351 Modifying, Moving, and Updating Cross-References......Page 352 What’s Next?......Page 354 Formatting Your Document......Page 355 Paragraph Basics in Word 2010......Page 356 Managing AutoFormat Effectively......Page 358 Changing Options for AutoFormat As You Type......Page 360 Formatting Paragraphs by Aligning and Indenting Text......Page 362 Using the Ruler to Align Paragraphs......Page 363 Aligning Paragraphs by Using the Paragraph Dialog Box......Page 365 Addressing Spacing Issues......Page 367 Specifying Line Spacing......Page 369 Adjusting Spacing Above and Below Paragraphs......Page 370 Controlling Alignment by Using Tabs......Page 371 Using the Ruler to Set Tabs......Page 373 Creating Tabs by Using the Tabs Dialog Box......Page 375 Clearing Manual Tabs......Page 376 Controlling Line and Page Breaks......Page 377 Taking Control of Hyphenation......Page 378 Hyphenate an Entire Document Automatically......Page 379 Hyphenating All or Part of a Document Manually......Page 380 Creating Drop Caps in Existing Paragraphs......Page 381 Creating Effective Lists......Page 382 When Bullets Work......Page 383 When Numbers Matter......Page 384 Creating a Quick List......Page 385 Creating Lists While You Type......Page 386 Ending a List the Way You Want......Page 387 Using a Custom Bullet......Page 388 Changing the Bullet Font......Page 389 Changing a Bullet Symbol......Page 390 Improving Numbered Lists......Page 391 Modifying the Numbering Style......Page 392 Continuing Numbering......Page 394 Converting a Bulleted List to a Numbered List (or Vice Versa)......Page 395 Changing List Indents......Page 396 Applying a Multilevel List......Page 397 Creating a New List Style......Page 399 What’s Next?......Page 402 Style Design with Users in Mind......Page 403 Style Fundamentals......Page 405 Exploring the Quick Style Gallery and Quick Style Sets......Page 408 Applying and Modifying Styles Using the Quick Style Gallery......Page 409 Switching and Modifying Quick Style Sets......Page 410 Custom Quick Style Sets......Page 411 Working with the Styles Pane......Page 414 Mastering the Styles Pane......Page 415 Creating and Modifying Styles......Page 419 Modifying Existing Styles......Page 421 Additional Style Options......Page 422 Style Management Tools......Page 424 Reveal Formatting Task Pane......Page 425 Managing Styles......Page 428 Keyboard Shortcuts for Styles......Page 433 What’s Next?......Page 435 Getting Started Outlining in Word 2010......Page 436 The Basics of a Good Outline......Page 437 Eleven Reasons to Outline Your Next Complex Project......Page 438 Viewing a Document in Outline View......Page 440 Exploring Outlining Tools......Page 442 Creating a New Outline......Page 444 Choosing Outline Display......Page 445 Displaying Different Levels of Text......Page 446 Showing the First Line of Text......Page 447 Removing and Showing Formatting......Page 448 Promoting and Demoting Headings......Page 449 Displaying Outline and Print Layout View at the Same Time......Page 451 Moving Outline Topics......Page 452 Printing Your Outline......Page 454 The Navigation Pane vs. Using Outline View......Page 456 What’s Next?......Page 457 Printing in a Greener World......Page 458 The (Almost) One-Click Print Process in Word 2010......Page 459 Previewing Your Document......Page 461 Zooming In on the Details......Page 462 Making Changes While Previewing......Page 464 Printing Quickly and Efficiently......Page 466 Printing Selected Text......Page 467 Printing Hidden Text......Page 468 Canceling a Print Job......Page 469 Printing More than One Copy of a Single Document......Page 470 Printing Ranges......Page 471 Printing Odd and Even Pages......Page 472 Printing Document Elements......Page 473 Printing Several Pages per Sheet......Page 475 Scaling Printed Documents......Page 476 Specialized Printing......Page 477 Printing Envelopes......Page 479 Creating Labels......Page 481 What’s Next?......Page 483 Make Your Point, Clearly and Visually......Page 484 Creating Tables Today......Page 486 Choose Your Method: Creating Tables in Word......Page 487 Adding a Quick Table......Page 488 Inserting a Table and Specifying AutoFit Options......Page 490 Drawing a Table......Page 491 Converting Text to a Table......Page 492 Inserting an Excel Spreadsheet......Page 493 Creating Nested Tables......Page 494 Displaying Table Formatting Marks......Page 495 Copying and Pasting Table Data......Page 497 Inserting Cells......Page 499 Merging Cells......Page 500 Splitting Cells......Page 501 Changing Table Format by Using Table Styles......Page 503 Creating Custom Table Styles......Page 505 More Formatting Fun......Page 507 Flowing Text Around Tables......Page 508 Sorting Table Data......Page 509 Understanding AutoFit......Page 510 Setting Preset and Percent Table Sizes......Page 511 Changing Text Direction......Page 512 Working with Functions in Tables......Page 513 What’s Next?......Page 514 Adding SmartArt Diagrams......Page 515 Creating the SmartArt Diagram......Page 516 Adding and Formatting Diagram Text......Page 518 Making Formatting Changes in the Diagram......Page 519 Introducing Word 2010 Chart Types......Page 521 Creating a Basic Chart......Page 523 Creating a Chart Template......Page 525 Understanding the Chart Tools......Page 527 Entering Chart Data......Page 528 Working with the Datasheet......Page 529 Changing the Data Arrangement......Page 530 Editing and Enhancing Chart Information......Page 531 Choosing a New Chart Layout......Page 532 Applying a Chart Style......Page 533 Adding a Chart Title......Page 534 Working with Axes......Page 535 Add Gridlines and Trendlines......Page 537 Displaying and Positioning a Legend......Page 538 Working with Data Labels......Page 539 Formatting Charts......Page 540 Changing the Format of Your Chart Elements......Page 541 Formatting Shapes......Page 542 What’s Next?......Page 544 Adding Art to Your Word Documents......Page 545 Inserting Pictures......Page 546 Adding Clip Art......Page 548 Adding Shapes and Lines......Page 552 Applying Artistic Effects......Page 554 Editing and Adjusting Images......Page 556 Cropping Pictures......Page 557 Resizing Pictures......Page 559 Rotating Pictures......Page 560 Removing Picture Backgrounds......Page 561 Applying Picture Styles to Your Images......Page 563 Adding Captions to Pictures......Page 565 Modifying Shapes and Lines......Page 566 Applying Shape Styles......Page 567 Modifying Lines and Fills......Page 568 Formatting Shadows and 3-D Effects......Page 571 Applying and Customizing 3-D Effects......Page 573 Aligning Objects......Page 575 Grouping and Ungrouping Objects......Page 577 Choosing Art Position......Page 578 Controlling Text Wrapping......Page 579 What’s Next?......Page 581 Inserting Mathematical Equations......Page 582 Using Math AutoCorrect......Page 589 Adding and Linking Text Boxes......Page 591 Adding Text Boxes......Page 593 Formatting Text Boxes......Page 595 Linking Text Boxes to Flow Text......Page 599 Copying or Moving Linked Text Boxes......Page 601 Deleting Linked Text Boxes Without Losing Text......Page 603 Adding Objects to Your Word Document......Page 604 Create a New Object......Page 605 What’s Next?......Page 606 Adding a Simple Border......Page 607 Creating Enhanced Borders......Page 608 Dressing Up Your Border......Page 610 Selecting Line Styles for Borders......Page 612 Choosing Color......Page 613 When You Need to Match Colors Exactly......Page 614 Creating Partial Borders......Page 616 Adding a Border to a Page......Page 617 Creating a Page Border......Page 618 Adding an Artistic Border......Page 619 Bordering Sections......Page 620 Adjusting Border Spacing......Page 621 Inserting Horizontal Lines......Page 623 Adding Borders to Pictures......Page 624 Adding Table Borders......Page 625 Applying Shading Behind Content......Page 626 Applying Shades to Tables and Paragraphs......Page 627 Shading Considerations......Page 628 What’s Next?......Page 629 Word 2010 As a Team Effort, Anywhere, Always......Page 630 Securing Your Word Documents......Page 632 Protection Features in Word 2010......Page 633 Working with Protected View......Page 634 Choosing What’s Displayed in Protected View......Page 635 Changing File Validation......Page 636 Marking a File As Final......Page 637 Encrypting Documents......Page 639 Removing Protection......Page 640 Applying Editing Restrictions......Page 641 Removing Personal Information......Page 644 Preparing PDF and XPS Files......Page 645 Saving Your Document As PDF and XPS......Page 646 Getting a Digital ID......Page 647 Creating a Digital ID......Page 648 Attaching a Digital Signature to a File......Page 649 Viewing Signatures......Page 650 Removing a Signature......Page 651 Working with the Trust Center......Page 652 Viewing and Removing Trusted Sources......Page 654 Setting Permission Levels......Page 655 Customizing Permissions......Page 656 Checking Document Accessibility......Page 657 Ensuring Document Compatibility......Page 658 What’s Next?......Page 659 Sharing Documents in Word......Page 660 Word 2010 New Sharing Options......Page 663 Creating a New Workspace......Page 665 Checking Out and Checking In a Document......Page 668 Create and Save a New Document......Page 669 Setting Up and Using Windows Live SkyDrive......Page 670 Sharing a File......Page 671 Save Your Document to a Shared Space......Page 672 Linking to FTP Sites......Page 673 Saving Documents to a Network Location......Page 674 Using Workgroup Templates......Page 675 Sharing Word Documents via E-Mail......Page 677 Setting E-Mail Priority......Page 678 Requesting Receipts......Page 679 Delaying Delivery......Page 680 Include Voting Buttons......Page 681 Creating and Sending a Fax......Page 682 Choosing a Fax Service......Page 683 What’s Next?......Page 685 Benefits of an Organized Revision Process......Page 686 Familiarizing Yourself with Markup Tools......Page 687 Setting Reviewer Name......Page 690 Configuring Colors Associated with Reviewers......Page 691 Viewing Comments and Revisions......Page 692 Inserting Comments......Page 694 Inserting Voice and Handwritten Comments......Page 695 Tracking Changes......Page 696 Tracking Changes While You Edit......Page 697 Configuring Balloon and Reviewing Pane Options......Page 699 Showing and Hiding Balloons......Page 700 Adjusting Balloon Size and Location for Online Viewing......Page 701 Printing Comments and Tracked Changes......Page 703 Reviewing Comments and Tracked Changes......Page 704 Navigating Your Comments......Page 705 Responding to Comments......Page 706 Deleting Comments......Page 707 Accepting and Rejecting Proposed Edits......Page 708 Comparing or Combining Documents......Page 712 Comparing Two Versions of a Document......Page 713 Combining Revisions from Multiple Authors......Page 715 Co-Authoring Documents in Word 2010......Page 716 Editing Simultaneously and Saving Changes......Page 717 Contacting Your Co-Author......Page 719 Troubleshooting Co-Authoring......Page 720 What’s Next?......Page 721 Word 2010 Interactive......Page 722 Preparing Tables of Contents and Indexes......Page 724 Creating Effective Reference Tables......Page 725 Using a TOC Style......Page 726 Creating a Customized TOC......Page 727 Adding TOC Entries Manually......Page 729 Choosing a TOC Format......Page 730 Editing and Updating a TOC......Page 731 Customizing a TOC......Page 733 Changing TOC Styles......Page 734 Adding Indexes......Page 735 What Makes a Good Index?......Page 736 Creating Index Entries......Page 737 Marking Index Entries......Page 738 Creating Subentries......Page 739 Selecting Repeated Entries......Page 740 Specifying Page Ranges......Page 741 Generating the Index......Page 742 Choosing the Index Format......Page 743 Changing the Way Entries Are Displayed......Page 744 Changing Index Columns......Page 745 Updating an Index......Page 746 AutoMarking Entries with a Concordance File......Page 747 What’s Next?......Page 749 Special Features for Long Documents......Page 750 Adding Captions......Page 751 Adding a Table of Authorities......Page 753 Adding Citations Manually......Page 754 When Master Documents Make Sense......Page 755 Master Document Mayhem and Workarounds......Page 756 Getting Started with a Master Document......Page 757 Creating a Master Document......Page 759 Importing Data for Subdocuments......Page 760 Working with the Master and Subdocuments......Page 761 What’s Next?......Page 764 Everybody Blogs......Page 765 Starting a New Blog Post......Page 768 Inserting a Web Link......Page 770 Adding a Category to Your Post......Page 771 Configuring Your Blog Account......Page 773 Open Your Document in the Word Web App......Page 775 Working with the Word Web App......Page 776 What’s Next?......Page 777 Creating Mailings Large and Small......Page 778 Mail Merge Overview......Page 779 Starting the Mail Merge Project......Page 780 Selecting the Document Type......Page 781 Using the Current Document......Page 782 Starting from a Template......Page 783 Starting from an Existing Document......Page 784 Creating a New List......Page 785 Using an Existing Recipient List......Page 787 Choosing and Sorting Recipient Information......Page 788 Filtering Your Recipient List......Page 790 Adding Merge Fields......Page 791 Inserting an Address Block......Page 792 Choosing a Greeting Line......Page 793 Inserting Merge Fields......Page 794 Matching Fields with Your Database......Page 795 Adding Word Fields......Page 797 Previewing the Merge......Page 798 Checking for Errors......Page 799 Choosing Merge Print Options......Page 800 Creating a Directory......Page 801 Printing Envelopes and Labels......Page 802 Creating Labels......Page 804 What’s Next?......Page 805 Understanding the Word 2010 Content Controls......Page 806 Displaying the Developer Tab......Page 807 Adding and Formatting Static Text......Page 809 Adding Content Controls......Page 811 Control Types in Word 2010......Page 812 Adding a Control......Page 815 Changing Content Control Properties......Page 816 Adding Titles and Tags......Page 817 Styling Your Control......Page 818 Adding Content to Lists......Page 820 Mapping Controls to XML......Page 821 Protecting Documents......Page 822 Adding ActiveX Controls......Page 825 Adding an ActiveX Control......Page 826 What’s Next?......Page 827 Working with Macros in Word 2010......Page 828 A Bit About VBA and Macros......Page 829 Saving Macro-Enabled Documents and Templates......Page 830 Setup and Planning......Page 831 Adding a Macro to the Quick Access Toolbar......Page 835 Assigning a Keyboard Shortcut to a Macro......Page 839 Running a Macro Automatically......Page 841 Editing Macros......Page 843 The Visual Basic Editor......Page 846 Renaming a Macro, Module, or Project......Page 847 Deleting and Exporting Macros and Modules......Page 849 Importing Macros and Modules......Page 850 Digitally Signing Macros......Page 852 Third-Party Digital Signature......Page 853 Digitally Signing a VBA Project......Page 854 What’s Next?......Page 856 Index......Page 857 About the Author......Page 0 Résumé : This book packs hundreds of timesaving solutions, troubleshooting tips, and workarounds. Discover how the experts tackle Word 2010 -- and challenge yourself to new levels of mastery. You will master the tools to expertly organize, edit, and present your content; craft professional-looking documents with Themes, Quick Style Sets, and Building Blocks; add visual impact with SmartArt diagrams, charts, pictures, and drawings; organize and clarify content with effective tables and charts; use cross-references, tables of contents, and indexes in your complex documents; produce Web sites and publish blogs directly from Word; coauthor and collaborate on documents in real time -- and help keep them secure; customize documents with macros, content controls, and other automation features. -- Edited summary from book