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Editorial........................................................................... 3 The Wonders of Word . ................................................... 4 Putting it all Together .................................................... 8 Divide and Format! . ......................................................13 Create your own Letterhead . .......................................16 Create an Impressive Resume .....................................19 Prepare for Mass Mailing! ........................................... 22 Design an Org Chart in a jiffy ...................................... 26 Converting Word Documents to PDFs ........................ 30 Let Word correct your documents .............................. 32 Compile your own Dictionary ...................................... 37 Automate Tasks using Word Macros . ..........................41 Installing Missing Components ................................... 45 Print Addresses on Envelopes .....................................47
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Charmaine Fernandes Vijay George, Gareth Mankoo
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HANDS ON WITH MS WORD EDITORIAL
Hands on with MS Word

Monster.com has a service that creates a resume for Rs.1599/-. But would you actually spend 1599 bucks for a two-page resume? What if I told you that you could create an impressive resume in under 30 minutes for free? And that too in Word 2003! Like the Resume Wizard, there are several tools in Word that are rarely used. And even if they are used, theyre not utilized to the maximum. For Hands on with Word, we took a few scarcely used tools in MS Word and scratched our heads to try to find ways to use them to their potential. For instance, youve probably only heard of section breaks in Word, but weve shown you how to apply distinctly different styles to separate sections. Weve also included some neat workshops like how to mail a single letter to all your contacts in just a few steps and how to automate a sequence of tasks using macros. Creating a MS Word document is easy but how do you create a stylish document with a great layout? Check out The Wonders of Word for some page layout tips from our in-house experts. Adobe PDF has become a widely acceptable standard for exchanging documents. PDF preserves the original formatting of a document created in a native application. Yet you do not need the native application to view the document. Theres a simple two-page workshop in this booklets that shows you how to convert your MS Word documents into PDFs. Have you ever had trouble linking a Word document and an Excel worksheet? In Putting it all together, we show you how to integrate MS Word, Excel, PowerPoint, Outlook without any hassles. Weve also thrown in a few workshops with step-by-step instructions on creating a swanky letterhead and compiling your own dictionaryyou can start with maintaining a technology dictionary for your documents. Charmaine Fernandes editor@chip-india.com
JANUARY 2008 intelligent computing CHip PLUS
FEATURE HanDs On WITH MS WORD
The Wonders of Word

Word has a lot of features that can enhance your documents giving it a professional finish, be it your school project, business letterhead, invitations or newsletters. Lets unearth the potential of Word and make the best use of it!
ord processing on a home computer used to be a tedious job. Those were the days of WordStar, monochrome monitors, and dot-matrix printers. You couldnt even see effects like bold and italicized text on your screen and you werent sure what anything would look like until you held a printed copy of the document in your hands. Fast forward to 2006 and practically every home computer user has a copy of Microsoft Office, the gold standard productivity suite. Today, what you see on screen is what you get in print. Programs like Microsoft Word have grown tremendously in terms of features and functionality in the last 10 years or so and home and office users have far more power in their hands than they might be aware of. Before proceeding, its important to note that desktop publishing (or DTP) is not the function of a single application. There is no one single DTP program. Desktop publishers use word processors to prepare their matter and then use page layout programs to manipulate the appearance of that text on a page as well as the tables, charts, images and graphics that will accompany it. The most commonly used page layout programs for print publications
today are Adobe PageMaker, Adobe InDesign and Quark Xpress. Page layout is what most people refer to as desktop publishing, but it is only one part of the process. Other programs that come into play include Adobe Illustrator or CorelRAW for creating vector illustrations i.e. drawings and diagrams, and Adobe Photoshop to edit images and photographs. In addition, desktop publishing now encompasses electronic and online publishing, so additional programs can be used.
What Word can and cant do

Today, the lines that separate programs like Word from specialized illustrating and page layout programs have blurred. Designed primarily to work with text, Word has evolved into a program that is fully capable of handling images, graphs, charts, and illustrations. It still isnt on par with page layout packages such as Adobe PageMaker, Adobe InDesign or Quark Xpress, but most people dont need that level of functionality for their dayto-day needs. First, your choice of program should depend on what you need it for. Word is a good option if youre going to produce text-based documents with
only a few images, such as letters, official documents, pamphlets, flyers, and leaflets. However, image-heavy brochures, booklets that require extensive formatting, and anything that involves a lot of different formatting styles and designs is best left to page layout packages. The other major consideration is how you plan to print your workWord is fine if youre going to print only a dozen or so pages on your home inkjet, but high volume jobs require a page layout program that can handle the file formats used by professional printers. For home use, Word can handle pretty much anything you could possibly need to produce: school or college projects, great looking cards, invitations and letters. For offices, its suitable for internal documents, letterheads and reports. Youll soon come to appreciate the advantages of page layout programs if youre designing a newsletter or magazine, which means youre dealing with a number of small articles and pictures rather than one continuous document. And dont use Word (especially WordArt) to design logos since these often need to be printed at different sizes. An illustration program will
intelligent computing CHip PLUS JANUARY 2008
HANDS ON WITH MS WORD FEATURE
How to get great looking results with Word

Creating good-looking documents with Word is just a matter of exploring the program and becoming familiar with all the options. First, change the default font! Everyones sick of 12-point Times New Roman. If you want to grab eyeballs, a nice, crisp font is the place to start. There are two main types of fonts: Serif and Sans Serif. Serif fonts have decorative curls on the ends of each character. These are considered classical and elegant and connote a sense of stability and formal establishment. Common examples are Times New Roman, Garamond, and Book Antiqua. Sans Serif fonts use straight lines without any curls. These are used to convey a sense of neatness and modernity, for example Arial, Tahoma, and Verdana. Similarly, thicker or heavier fonts project a more formal feel and lend a serious, credible image to your text. Thin, light fonts look crisp, fresh, and energetic. Decorative and novelty fonts should be used only after careful consideration. Whatever you do, do NOT type your resume using Comic Sans! The type of font you chose will have a major impact on how well your work is received, but that isnt the only consideration. While you can use more than one font in your document, try to make it look as uniform as possible to avoid the impression of clutter. If you arent happy with the fonts you have, there are thousands available online for free. Try your luck at sites such as www.1001freefonts.com. Now its time to explore the lesser known font manipulation options in Word. Click Format | Font and try out all the options there. Click on the Character Spacing tab, and youll find options to fine tune the appearance of your text. You can tweak the spacing between individual characters and also adjust kerning, a highly sophisticated method of adjusting the spacing between specific combinations of characters (like A and V) so they look better.
Your charts and graphs can look better and convey more information.
allow you to print it at any size without suffering a loss in quality.
Things you should know about page layout

First and foremost, always remember the purpose of the matter youre working on. Everything from the selection of fonts to the images and colors must be appropriate to your specific project. Your choice of fonts, layout and even the size of the paper will depend on the type of document you are producing and how it should be handled. Use larger point sizes and more white space for posters that will be displayed on a notice board, and more descriptive text in smaller font sizes for documents that people will hold in their hands to read. Page layout is all about manipulating text and images on screen, so dont be afraid to try new ideas and see how they look. Feel free to experiment with margins, borders and the structure of your pages. Remember to save your work regularly or you can even save multiple versions of it so you have more choices.
It helps to type your text first, and then place images (including tables, charts and text boxes) to fit. Keep in mind which images you want to place where, and plan which page you want each one to be on. Inserting images will displace a large amount of text, so be a little flexible when imagining the end result. Pay attention to the visual appeal of each page. Try to follow the rule of thirdsdivide your page into a 3x3 grid and align elements like pictures and text boxes along those linesfor a more striking look. Remember that humans tend to scan pages starting from the upper left and continuing in a Z pattern. Place your most eyecatching images on the upper half of the page, and try to avoid starting new subtopics too close to the bottom. Use white space (any blank space without text or images) generously, and plan pages so that the viewers focus is drawn to the points you want to emphasize. There are no set rules about whether or not to use justified or left-aligned text, so choose whatever you think is appropriate to the subject matter.
Next, click Format | Paragraph, where youll find options to tweak the alignment, indentation, and spacing of paragraphs. One great way to make your document look better is to manually adjust the spacing before and after paragraphs instead of hitting Enter twice while typing. This is also an easy way to make pesky paragraphs that are running over into a new page fit where they should. The Line and Page Breaks tab in the same dialog box has a very cool option called Widow/Orphan Control. Checking it ensures that paragraphs will never start on the last lines of a page or spill over to a new page for one or two lines! Next, its time to tweak your images. You might be familiar with Text Wrapping, the art of making text flow around pictures, but heres something you probably didnt know. Double-click on any image to open the Format Picture dialog box. Select the Layout tab and click on the button labeled Advanced. Youll see many more options for text wrapping, including how far text should stay from the edges of the picture. The Picture Position tab even lets you manually specify the exact position of the image on the page. (You can also add a border to your image using the Format Picture dialog box.) But thats not all! If your picture
has an irregular shape, you can force Word to wrap text perfectly around it, rather than in a rectangle. Enable the Picture toolbar (select View | Toolbars | Picture) and select the second last tool, labeled Set Transparent Color. Now just click anywhere in the space surrounding the shape and voila! Instant wraparound text! Click the Text Wrapping button on the same toolbar and select Edit Wrap Points to further tweak the shape if you want to. Nothing looks as tiresome as the default charts in Microsoft Word, and luckily there are dozens of other options already built in. Effective chart design goes a long way in making your documents look professional. Tip: Use Microsoft Excel to make your charts, since it has a very flexible wizard that lets you specify all options in one go. Check out all the types of charts available, and make sure you know what you need; a single 3D 100 percent stacked column chart can often illustrate the data in five or six pie charts far more simply and effectively. Specify names and labels for all axes, and explore all the tabs in the wizard to suit the look of your charts to your document. To make data more easily understandable, try the options under the Data Labels tab, and enable the Show Data Table option to integrate
Use text boxes to break monotony as well as draw focus to important points.
Wrap the text around the edges of an object or shape for an added effect.
the chart with a table for further clarity. Once the chart is created, double click on each area, i.e. the legend, background, walls of the chart, and even each individual column or line to bring up its Format dialog box. Experiment with colors, gradients, and background effects, and once youre completely done, copy and paste the chart into Word. Text boxes are also a powerful way to make a plain text document look more interesting. They can be used to highlight important points. Heres a quick tip to create the perfect sized text box quickly and easilyrather than creating a textbox and then resizing it to fit your text, just type the text first, select it and then click Insert | Textbox. You can double-click on the box border and format it just like a picture, including wrapping text around it. Use a different font, spacing, or paragraph style to make it interesting. There you have it! These are just a few pointers. Word has far more hidden tricks that can help you create some awesome looking work without complicated page layout programs. Youll impress your friends and colleagues, but whats more important is that you know theyre looking at your work and reading it with interest. A little attention to presentation goes a long way. So start exploring all the options in Word and your boring old documents will never be the same.
WORD TOOLBARS
There are a horde of options available in Word that many of us are aware of but seldom make use of. These useful tools can help you optimize your usage of Word. Lets take a closer look at some of them: WORD ART: Whether you want to jazz up your title or watermark or make any other text in your document stand out make use of Word Art. With this tool, you can make an impressive impact on your documents. WordArt enables text effects of the text as the default name, accept it or type a new name with at least four characters, as Word inserts an entry only after four characters have been typed. In case you want to rename an entry, go to Tools | Templates and Add-ins. Click on Organizer and select the Auto Text tab. From the In Normal box on the left, click the entry you want to rename, and then click Rename. In the Rename dialog box, type a new name for the entry. Click OK and then click Close. MAIL MERGE: Heres a great feature that creates a set of documents that are the same but each document contains unique elements. For example, you want to send document in which you want to store the macro. You have the option of assigning the macro to a toolbar, menu, or shortcut key. If you dont want to assign the macro to either of them, click OK to begin recording the macro. But if you want to assign the macro to a toolbar or menu, go to Toolbars | Customize then click on the Commands tab. In the Commands box, click on the macro you are recording, and drag it to the toolbar or menu you want to assign it to. Click Close to begin recording the macro. To assign the macro to shortcut keys, click on Keyboard. In the Commands box, click the macro you are recording. In the Press new shortcut key box, type the key
such as skewing, shadowing, rotating, and stretching in a variety of shapes and colors. You can even include three-dimensional effects. You can access this option from the Drawing toolbar. Go to View | Toolbar | Drawing. Click on the Insert WordArt button. WordArt displays a window with 30 built-in Word Art effects from which you can make your choice. AUTO-TEXT: This is a very useful tool in case you want to reuse text or graphics without having to manually type or insert them. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name. The text a letter to several people announcing a launch of a new product. By using mail merge, you can have your company logo and the text about the product appear in each letter and you can change the address and greeting line of each letter. Mail merge allows you to create labels for envelopes, letters, e-mail messages, or faxes. How to use this feature? Open a new Word document, go to Tools | Letters and Mailings | Mail Merge to open the Mail Merge pane. Use the hyperlinks at the bottom of the task pane to navigate through the mail-merge process. MACROS: Macros are there to help you repeat a process using a shortcut key, without you having to manually repeat every step of the process. You can create a macro by using a macro recorder to record entries are divided into categories such as Salutation or Closings. If you want to save text, select the text and go to Insert | AutoText | New. Word will use the name
sequence, and then click Assign. Click Close to begin recording the macro. Now perform the actions you want to include in your macro. Note that when you record a macro, you can use the mouse to click commands and options but not to select text. Use the keyboard to record these actions. For example, use F8 to select text and press END to move the cursor to the end of the line. To stop recording your macro, click Stop Recording. SPELLING & GRAMMAR CHECKER: This is probably one of the most popular features of Word. As you type, Word automatically checks your spellings and the correct usage of grammar. Possible spelling problems are underlined with red wavy lines and wavy green underlines indicate grammatical problems. You can also run a spelling and grammar check in one go. By default, Word checks both spelling and grammar. If you want to only run a spell check, go to Tools | Options and select the Spellings and Grammar tab. Check the Grammar with spellings checkbox and click OK.
a sequence of actions. Go to Tools | Macro | Record New Macro. Enter the name for the macro under Macro name. In the Store macro box, click the template or
Putting it all together

The individual Microsoft Office applications are designed to work closely. Heres how to take advantage of this and exchange data between Word, Excel, and PowerPoint.
hen working on a project, youll use the best features of Word, Excel, and PowerPoint. You are likely to use Excel to make a chart or prepare a spreadsheet; the text of the report and the cover page is usually done in Word. And finally, you may want to present a summary of this report using PowerPoint. The good news is that it is possible for Word, Excel, and PowerPoint to exchange and share information. But how is this possible? Since Word, Excel, and PowerPoint are developed by the same company (Microsoft), there is a certain level of integration between the Microsoft Office applications. Thats what a software suite is all
about; individual applications are each developed for a specific task, but they are designed to work seamlessly with each other. So how can you leverage on this integration and data exchange feature? The individual elements (charts, pictures, sounds) are treated as objects. A Word document page, a PowerPoint slide, or an Excel sheet may be thought of as containers for these objects. So it is possible to copy and paste objects between applications. Further, these objects can be linked to their native applicationsthe one used to create or modify that object. There is yet another aspect of
integration. Some features are common across Word, Excel, and PowerPoint. For instance, the diagram tool, which is used for creating organizational charts and pyramids can be accessed from the Insert menu of all three applications; this is a common aspect of the MS Office suite. Moreover, there are other such common tools. Menus are similar across applications and some features like printing, tracking, and reviewing use the same routines. The spelling and grammar checker uses the same dictionaries across Office applications. Lets review a few examples of how to exchange data between Word, Excel, and PowerPoint.
What is OLE?
Object Linking and Embedding is the technology that makes data exchange possible between Microsoft Office applications. There are two aspects of OLE: linking and embedding. You must also understand the concept of source and destination document. Suppose you create a graph in an Excel document called Graph.xls. Now if you want to put this same graph in a Word document called Report.doc, youll have to decide if you want to do this by linking or embedding. In this example, the Excel document Graph.xls is the source document and Report.doc is the destination document. Embedding When you embed an object in a destination document, it becomes a part of the destination document. Its data is stored there while it is also displayed. If you want to make modifications, just double-click on the embedded object. A mini-application will appear in a box, and you can edit the data for that object in the destination document. If you make changes, the source document will remain unaffected and unchanged. So the embedded object has no connection to the source document. This relation is the reverse of the relation with linked objects. Linking If you regularly update the data in the source document and want those new changes to be reflected in the destination document (where youve pasted a related object), then it is necessary to link the object to the source. For instance, if you paste an Excel spreadsheet or chart in a Word document, and then double-click on this object, the Excel application will launch and the source document will open along with the object in it. You can then edit the data in the source file and either save or close it. The object will then incorporate those changes in the destination file. This will be demonstrated later in this story (See box: Linking Excel and Word). When you link source and destination documents, do not change the storage locations (folders) of either of the documents later. Otherwise, the object will not be updated in the destination document, as the source will not be found. So how do you link or embed objects? The following examples illustrate this.
Connecting Outlook mail to Word

Word can be used as the default text processor for composing, editing, or reading e-mails. If you set up an option in Outlook, then whenever you compose a new mail, the Word formatting toolbar will appear, allowing you to use all the rich features of Word to prepare and format your e-mail message. Rich text is text that has formatting (bold and italics) and different fonts. If you receive e-mail messages in rich text format, then it makes sense to use Microsoft Word to read these messagesotherwise you will see only the text without the formatting and correct fonts.
In Outlook 2003, select Tools | Options and then click on the Mail Format tab. Under Message Format, make sure both the boxes Use Microsoft Office Word 2003. have a check mark. Also select Rich Text for Compose in this message format.
In Outlook 2003, click on the New button to compose a new message. Notice that the Word formatting toolbar has appeared exactly below the subject line. Also notice that the Word Count box (which is a feature of Word) has appeared in the upperright side. You can now go about writing your message and applying colors, styles, and fonts to different words.
You will also notice that the menus have changed and are similar to the Word menus. In other words, you are using Microsoft Word within Outlook! The Format menu offers commands like Fonts and Styleswhich convert plain text to the rich text format. The other menus have also be modified to reflect MS Word commands.
Embedding an Excel chart in a Word document

With embedding, a copy of the source document data is placed in the destination document. So if you place an Excel chart in a Word document, the data relating to that chart is also placed in the Word document. The source document data remains unaffected when you make changes to the object in the destination document. In this case, Excel is the source document and the destination is the Word document.
Switch to the Word document (destination). Click in the document at the position where the chart should be inserted. Select Edit | Paste Special. A dialog box appears asking if you want to link the object to the source or just embed it in the destination. Select the Paste option and click OK. The object is now embedded in the destination Word document. You can close the source Excel document.
Prepare a chart in an Excel spreadsheet (source), and a report in a Word document (destination). Save both the documents and provide suitable file names. Preferably, both documents can be saved in the same folder.
With both documents open, switch to the Excel document. Click once on the chart. The selection handles will appear around it. Now select the Edit | Copy command from the menu.
To make changes to the embedded chart, just double-click on it. Its data sheet is also embedded in the Word document. Click on the relevant tab to find the data (for instance Sheet 1 tab below), and then change the figures. Dont forget to switch back to the sheet displaying the chart (for instance Chart 1 tab below). Click outside the chart area to update the chart.
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Linking Excel and Word

Linking is quite different from embedding. In linking, you are dealing with the source document when making changes. Only an image of the source data is placed in the destination document, and this image (object) is linked to the source document. Therefore, when you double-click on the object, the source document opens with the data, enabling you to make changes to the data. The image/object will be later updated in the destination document, as we shall see. In this case, the Excel document is the source and the Word document is the destination.
We assume that you have prepared an Excel chart and spreadsheet as well as a Word document. Now while keeping both the documents open, switch to the Excel document. Click once on the chart to display the selection handles around it. Now select the Edit | Copy command from the menu.
Switch to the Word document (destination). Click on the document at the position where the chart should be inserted. Select Edit | Paste Special. A dialog box appears asking if you want to link the object to the source or just embed it in the destination. Select the Paste link option and click OK. The object is now copied and linked in the destination Word document. You can close the source Excel document.
To make changes to the linked chart, double-click on it. The source Excel document will open at once. Click on the Sheet1 tab, make the required changes, and then save the Excel file. Switch back to the destination Word document. You will notice that the changes are not reflected in the chart. Close the Word document and reopen it.
When you reopen the destination Word document, a dialog box appears and informs you that the document is linked to another file that contains data. It also asks if you want to update this document (with the changes made in the source document). Accept the changes by clicking OK. You will now see that the chart is updated with the changes.
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Linking PowerPoint and Excel

Sometimes, you may want to insert an Excel Spreadsheet in a PowerPoint slide. This is usually done when marketing teams make presentations. Here too, you can choose to either embed it or just link it to the original spreadsheet. The same OLE principles apply. In this example, the Excel spreadsheet is the source document and the PowerPoint presentation file is the destination document. In this example, we shall link the spreadsheet to the presentation.
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We assume that you have prepared an Excel spreadsheet. To get the grid lines, select File | Page Setup and then click on the Sheet tab. Ensure that there is a check mark in the box near Gridlines. Then click OK.
The inserted spreadsheet is small and needs to be resized. Click on it once to view the selection handles. Drag the upper-center selection handle upwards. Also drag the left and right selections handles to expand the spreadsheet table. Save the PowerPoint file.
Select the table and then choose Edit | Copy. To make changes to the table data, double-click on the spreadsheet you just inserted in the slide; this will open the source Excel document. After making the changes to the source document, save it and close it.
Open your PowerPoint document and insert a new slide, if necessary, by choosing Insert | New Slide. Then choose Format | Slide Layout. Select a blank content layout from the task pane on the right (PowerPoint 2003). Then, paste the spreadsheet into the slide by selecting Edit | Paste special. Select the Paste Link option and click OK.
Close and reopen the PowerPoint file. A dialog box will appear informing you that the PowerPoint file is linked to another file. Click on Update Links. The data is now updated according to the changes made in the source document.
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HANDS ON WITH MS WORD WORKSHOP
Divide and format!

Document sections are subdivisions that get exclusive page formatting. Here are practical examples of how to use various types of document sections.
STEP 1: Create a Next Page section

Lets say you want to create a special title page for your report. Unlike the rest of the document, it should not have a page number or text in the header and footer. Once we create the section, well specify the title of the report and center it horizontally and vertically across the page (so that it appears exactly in the center of the page.) For the paper size, well use Letter (8.5 11 inches), while the rest of the document is printed on A4-size paper (8.27 11.69 inches).
ReferenceS
What is a section?
When you start a new document, there are no sections since the document is one continuous section. So by making sections you sub-divide a document. Sections are created simply by inserting section breaks. These are shown as double-lined markers in the document. Create sections if you want parts of the document to look different.
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Open an existing report or a new document.
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For the alignment, click on the "Center" button on the formatting toolbar to align it horizontally.
On the first line of the first page, type a title for the report, for example, "Quarterly-1 Performance Report".
Hit [Enter] and position the cursor on the next line under the title that you just typed.
What is a section USED FOR?

Select the "Next page" option.
Click on the "Insert" menu and select "Break".
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The section break will be inserted after the title and the rest of the existing content on that page will be moved to the next section.
Click "OK".
There are instances when a certain section of the document needs unique page formatting. For instance, you may want to format the top half of page one to print on an A5-sized card paper, while the rest of the document to print on an A4 paper. Moreover, you can have this special top half print from a different tray in the printer (where you load the special A5 card paper), and you can print the rest of the document on sheets in another tray.
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WORKSHOP HanDs On WITH MS WORD
Reference
Formatting the section
What type of formatting can be applied?

Once you create a section, it can have its own special formatting, while other pages and sections follow the default settings of the document. Heres a list of all the formatting settings that can be applied separately to a section: Margin Paper size and orientation Page borders Vertical alignment Headers and footers Columns Page numbering Line numbering Footnotes and endnotes
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Position the cursor on the first section by clicking on the report title. Select "File | Page Setup".
Click on the "Layout" tab and select "Center" under Vertical Alignment.
Click on the "Paper" tab.
Select A5 under Paper Size.
Note that the changes will be applicable only to the current section. Click "Insert | Page number".
Click "OK".
Deleting a section break

When you delete a section break, the text takes the formatting of the other pages in the document. In other words, it becomes like any other page in the document. To delete a section, just click on the section break line and press the [Delete] key. It is important to remember that if you delete the section break, the text preceding the break will be formatted according to the section that follows the break and not vice versa.
Uncheck "Show number on first page".
Apply this by clicking "OK".
Click "File | Print Preview". You can now see that the section at the beginning of the document has taken on a different formatting. Other pages in the document follow the default settings for page size and text formatting. You will also notice that other pages have page numbers (if you had put these earlier in their header/footer), but the page number is suppressed in the first section.
STEP 2: Create a "Continuous" section

In Step 1, we showed you that creating a new section sends the remainder of the page to the next page. That creates a section as a separate page. But there are instances when you need to create sections on the same page. One example is newspaper-style columns. Suppose you want the top half of the page to follow a two-column text layout and the lower half of the page to follow a three-column layout. Here's how to create continuous sections and columns.
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Open a Word document that has at least a page of text. Click "Insert | Break" and select "Continuous".
Position the cursor after the first two or three paragraphs.
To see the section break marker, click on the "Show/Hide" button on the standard toolbar.
REFERENCE
Types of sections
Which type of section do you need: Continuous or Next page? Next page: Word inserts a page break and starts the next section on the next page. Use this section break if you want to apply different page numbers, headers and footers, etc to the sections in the document. Continuous: Word inserts a section break and begins the new section on the same page. Use this section break if you want to have a different formatting for each column or margins on the same page. If there are multiple columns in the previous section, Word balances the columns above the section break and then fills out the page with the new section.
TIP
Create a third section after that for the rest of the document.
Place the cursor after another few paragraphs and create another section.
It is important that you insert a third section break, otherwise the rest of the document will take the three-column format of the second section.
Creating columns
Place the cursor in the first section that was just created.
Click "Format | Columns", and from the column presets, select the two-column format.
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Place the cursor in the second section and create a threecolumn format.
Click "OK".
Copy a section break

You have created a section and have taken great pains to format it. Theres a simple way to apply those same formatting changes to another section in document. You can copy the section formatting by copying the section break in normal view. When you paste a section break in a new location, the text above the section break takes on the formatting contained in the section break.
The rest of the document (third section) follows a one-column format.
So section 1 has a twocolumn format, while section 2 has a threecolumn format. The rest of the document (section 3) is a single-column format.
Create an "odd/even" section

Starting the next section on an odd- or even-numbered page is useful when creating the manuscript for a novel or for articles for a magazine. In the case of a novel, you may want the next chapter to start on a right-hand page, which has an odd number. In the case of a magazine article, you may want to force the next article to start on a left-hand (even-numbered) page.
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Create your own letterhead

Starting a new business and want to get a prospective clientele to notice you? Try using Headers and Footers in MS Word to create an eye-catching letterhead and watch your brand recognition grow!
TIP
STEP 1: Create the header

Once you know what your business is going to offer and where youre going with it, create a header that provides the companys name along with its graphical identity or logo. Follow these steps to create the header:
Use character spacing

To give you letterhead a professional appearance, take advantage of Words ability to control the font size, character attributes, and character spacing. If your text is looking a bit cramped, expanded character spacing will give it a more professional look and feel. To expand the spacing, highlight the text you want to modify. Go to Format | Font. Click on the Character Spacing tab. Use the Spacing drop list to select the option Expanded. Increase the character spacing in 0.1-point increments until you like how the text looks. You can also adjust the position of the text, lowering or raising it to suit your design.
Go to "View | Header and Footer".
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Then type the name and slogan of your company in the header box. For example, type in the name of your business "Sullivan & Associates" along with the slogan "Travel the World with Education".
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To format the text that appears in the header, go to "View | Toolbar | Formatting". Use the Formatting toolbar to select the "Font","Font size", and "Font color" according to your preference. You could also "Underline" the company name.
Click on "Center" from among your aligning options to center the text in the header.
STEP 2: Insert a logo

Most business letterheads include a picture or logo and yours should too. You can scan an image from a hard copy, create a logo using a drawing program, import a logo from a clip art collection or download an image or graphic file from the Internet. To insert this saved logo from your PC:
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Click on the area in your worksheet where you wish to see your logo, and go to "Insert | Picture | From File".
Click on the "Insert" button.
TIPs
Select a theme
Depending on the occasion, you can also select a theme for your basic letterhead. In order to select a theme: Go to Format | Theme. From the Choose a Theme scroll list, select a theme of your choice. Click OK.
From the "Insert Picture" dialog box, use the "Look in" drop list to select your company logo from the folder that contains it.
To adjust the logo according to your preference, go to "Format | Picture".
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In the "Format Picture" dialog box, click on the "Layout" tab. Under the "Wrapping Style" section, select the option "Tight".
Under the "Horizontal alignment" section, select the radio button "Other".
Add a picture watermark

You can also use a picture as a watermark. Go to Format | Background. Click on the option Printed Watermark. In the Printed Watermark dialog box, select the Picture Watermark radio button. Click on the Select Picture button to select a picture saved on your computer. From the Insert Picture dialog box, use the Look in drop list to select the picture of your preference from the folder that contains it. Click on the Insert button. After inserting the image, ensure that the Scale is set to Auto and checkmark the Washout check box. Click OK.
Click "OK".
To move the image, click on the edge of the image in order to make the four-sided arrow appear.
STEP 3: Create the footer

Besides your header, the letterhead should also feature important contact details that people can use for reference. This information can be featured on the bottom of your page as the page footer. Follow these steps to create a footer:
In the "Header and Footer" toolbar, click on the "Switch between Header and Footer" option.
After entering and formatting the contact information, click on the "Close" button in the "Header and Footer".
As done in the case of the header, use the "Formatting" toolbar to format the text according to your preferences.
In the "Footer" box, enter your contact information that could include information like your telephone number, e-mail address, and your company's address.
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TIPS
STEP 4: Save the letterhead as a template

Once you're satisfied with the way your letterhead looks, save it as a Word document template to access it in the future.
Customize your logo

Whether you are starting a new business or updating your existing identity package, an appropriate, eye-catching logo can go a long way in creating a lasting impression with potential customers. For example, a financial advisor should lean toward a more conservative logo by using visual cues that emphasize stability and trustworthiness. Your logo should describe your business at a glance, helping customers understand who you are while also giving them a feel of what your business is about. Check out www. cooltext.com to create your own logo.
Go to "File | Save as".
Give the template a name, for example, Letterhead.dot.
Use the "Save as type" drop list to select the "Document Template" file type.
STEP 5: Use your letterhead

The letterhead template is saved along with the other available templates in your Word document. Follow these steps to use the saved letterhead template:
Go to "File | New".
Ensure that the header is comprehensible

Feel free to use a stylized headline font for the company name or even a graphic logo, but make sure that the address, telephone number, etc is easy to read.
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In the "Templates" dialog box, click on the "General" tab.
In the "New Document" task list, click on "On my Computer".
Download fonts
If you need to add some spice to your letterhead but cant seem to find the right font to do so, then check out Letterhead Fonts (http://www. letterheadfonts.com/ downloads/index.shtml). This website offers free downloads of some great fonts that are sure to jazz up your letterhead.
Double-click on the "Letterhead.dot" icon.
You can use this template to type, print, and save any text or letters according to your preferences.
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Create an impressive resume

Are prospective employers constantly showing you the door due to your weak resume layout? Now triumph over competition with a professional resume using Words Resume Wizard. STEP 1: Access the Resume Wizard
The Resume Wizard in Word is an inbuilt feature in Microsoft Word that allows you to present your credentials in a professional and aesthetically pleasing format. Follow these steps in order to access it in a Word document:
References
Avoid too many headings

With employers receiving hundreds of resumes, you must make sure that your resume hooks an employers attention within a 5-second glance. A great way to do this is to use job titles and skill headings that relate to and match the jobs you want. Additional information may sometimes clash with the job profile; for example, your hobby of gardening may not benefit the designation of Sales Executive that you are applying for.
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Go to "File | New".
In the "New Document" section, select "On my Computer" under Templates. In the "Templates" dialog box, click on the "Other Documents" tab.
Choose the "Resume Wizard" template.
Select the radio button "Document".
Click "OK".
STEP 2: Choosing the Resume style

Resume Wizard enables the user to create unique resumes by opting for specific layouts from available styles. The Style selection depends solely on how you would like the final resume to look.
Use Keywords
You have just finished reviewing vacancy ads for positions that interest you. Use the keywords listed in these ads to match them to the bullets in your resume. If you have missed any keywords, add them to your resume. For example, use keywords such as good communication skills and team player.
In the "Resume Wizard" dialog box, click on "Next".
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TIPs
Quantify and Use Power Words

Using numbers to describe your achievements and responsibilities can greatly expand and elevate your image. This method creates vivid images in the mind when read, whereas general statements are easy to skip over or forget. Typically the more specific you can be in describing your duties, the better it is. For example, these sentences quantify your achievements in terms of numbers. Managed a department of 100 with a budget of $1,00,000. Increased sales by 25% in a 15-state territory.
In the next view, select the radio button "Professional" for the Professional Resume style.
Click on the "Next" button.
From the list of the types of resumes available, select "Professional resume.
Click on "Next".
STEP 3: Enter your personal information

Resumes need the users basic personal information. This helps the employer to revert back with the confirmation status. Always ensure that this information is updated in case of changes.
You are navigated to a dialog box that asks for your "Name" and "Mailing address".
You might have to enter additional personal information in the "Phone", "Fax" and "Email" fields.
Avoid Grammatical Errors

Sometimes the minor details are really the most significant ones. Make sure that you have a single font format for the entire document. Ensure that the resume looks good in the Print Preview. Most resumes face instant rejection by the employer due to spelling errors, typos, or grammatical errors. Besides using spellcheck on the entire document, make sure you proofread your resume carefully. Having someone else review your resume is also a good idea.
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STEP 4: Select suitable headings
Click on "Next".
The headings in the resume will determine what you would like to bring to your interviewer's attention. Make sure that the headings selected are the ones that will best describe the user and the job profile.
From the list of headings, check mark the ones that would allow you to provide information such as "Education", "Languages", "Professional Experience", or "References".
Click on "Next".
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Once again, select the additional headings that would help customize your resume.
Click on "Next".
STEP 5: Select suitable headings

The headings in the resume will determine what you would like to bring to your interviewer's attention. Make sure that the headings selected are the ones that will best describe the user and the job profile.
TIPs
Use a Cover Letter

Since the main aim of creating a good resume is to get noticed, use a cover letter along with your resume to articulate your focus. Describing exactly how you are qualified for the position gives you an edge over others who leave it for the employer to figure how their skills would match the job profile. Always end your cover letter by requesting for an interview or an appointment.
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In the blank field that opens up, enter the custom heading you would like to see in your resume, for example, "Locations Preferred". Click on the "Add" button.
Click on "Next".
You will then be navigated to the end of the Resume Wizard.
Create a table in the resume

It is advisable to tabulate certain information in a resume for better presentation. To insert a table in a Word document: Go to Table | Tools. In the Insert Table dialog box that opens, use the scroll buttons provided to select the number of rows and columns that your table will consist of. In the Auto Fit Behavior, select Fixed Column Width and use the scroll buttons to set it on Auto. Click OK.
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STEP 6: Fill in your details
The Resume Wizard conjures a resume layout that appears in a Word document. The details to the selected headings need to be entered here.
Click on "Finish".
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You will be provided with directives along with each heading so as to understand the type of data required.
Enter the information that would best describe your qualifications or the reasons for your application.
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Prepare for Mass Mailing!

Need to send out a notice or invitation to a group of people? Use the Mail Merge feature to do this efficiently and quickly.
Reference
STEP 1: Create the Data Source

The Data Source contains the list of addresses. You can use either Word, Excel, Access or Outlook to create the list (See tips). We shall use Excel to create a list of addresses.
What is Mail Merge?

Send the same letter (such as an invitation) to several people is called mass mailing. Word offers a feature called Mail Merge for this task. Data from two sources are merged to form a personalized letter in memory. This letter is then printed. The two sources are the address book (data source) and the main letter.
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Start Excel and open a new worksheet. Type the column names like Name, Company, etc
Split the address into three or four columns like address-1, address-2, city, zip code, etc.
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Widen the columns by pointing at the column borders and dragging them to the right.
TIP
Mail Merge toolbar

The Mail Merge wizard takes you through the steps of creating merged letters. It offers an easy step-by-step procedure. But after you have some experience using this feature, you can try out the Mail Merge Toolbar, which offers powerful features. Select View | Toolbars | Mail Merge to see this toolbar.
Type data in the rows corresponding to the headings.
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STEP 2: Create the Form Letter
Save the file and note its name and location.
Close the worksheet and exit Excel.
The second important thing to have is the actual letter. Its called the Form Letter. It will not have variable data like an actual name or address. In the next step, we will insert fields or placeholders for the variable data.
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Type a general letter like a formal notice or invitation.
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Do not type an address at the top.
REFERENCES
What are Fields?

The form letter used in mail merge must have some way of indicating where the variable data (actual names and addresses) will appear. These are indicated by Merge Fields inserted during the merge. A field is a unit of data that appears in the columns in the address book. For instance, NAME is a field.
Do not type a name after the salutation.
Leave some blank lines at the top (press the [Enter] key).
Save the letter and note its name.
STEP 3: Performing the merge

In this step, we will link the data source to the letter (which is currently open).
From the Tools menu, select Letters and mailings | Mail merge.
What are Records?

A set of data belonging to one person or thing is called a Record. For instance: Garth, Fort, 5678 Ford Ave., Planter, WA, 10002. A data source file is a collection of records.
The Mail Merge task pane appears on the right.
Data source
The data source is the place from where a name and address is picked up and placed in the corresponding merge fields in the letter. In other words, its a list of addresses. The data source can be your Outlook address book, or a list created in Excel, Word, or Access.
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Under Select starting document, choose Use the current document.
Under Select document type, choose Letters.
Click the Next link at the bottom of the task pane.
Under Select recipients choose Use an existing list.
Click the Next link at the bottom of the task pane.
Click on the Browse link under Use an existing list.
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TIPS
Select Data Source
Field names
The field names in the data source are used as merge fields in the letter. So do not leave a space within the field name. A field name like Firstname is acceptable but First name is not.
In the Select data source box, under Look in point to the folder where the Excel address book (prepared in step 1) is stored.
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Click on the address file and then click the Open button.
Mail merge data source

Theres a way to create the data source directly in mail merge. In the third step of the mail merge wizard, select Type new list and click on the Create link in the task pane. But we do not recommend this if there are many addresses or if you plan to use the addresses again in future.
In the Select Table dialog box, click OK.
Selecting Recipients
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The list of Mail Merge recipients appears. Choose the Select all option.
Click OK.
Data source in Word

If you choose to create your address list in Word, then be sure to put a comma after each field or field heading. The row of field headings should be made bold. The items in each row should correspond to the order of the headings. For instance, if the heading row is: FirstName, LastName, Address1, City, State, PostalCode, then each row of data will be written as follows: Garth, Fort, 5678 Ford Ave., Planter, WA, 10002.
Alternatively, choose Clear all and select the recipients to whom you want to send letters to.
Click on the Next link at the bottom of the task pane.
STEP 4: Inserting the fields

While typing the letter, you did not type variable data like names and addresses. In this step, you will insert placeholders or fields for the variable data. While actually performing the merge (in the next step), actual names and addresses will be placed in the fields.
Click at the top of the letter, where the address is to appear.
Click on the Address block link.
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In the Insert address book box, select Always include the country/ region.
Click OK.
The field Address Block is inserted. This will later be replaced by actual addresses.
Click after the salutation, where the name is to appear.
TIPS
Data source in Outlook

If you choose to pick the addresses from the Microsoft Outlook address book, then Outlook must be the default email client. To ensure this, do the following within Microsoft Outlook: Start Outlook. From the Tools menu, select Options. Click on the Other tab. Under General, click to put a check mark for Make Outlook the default program for e-mail. Select OK and restart Outlook.
Click on the More items link in the task pane.
Select Name and click Insert.
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STEP 5: Previewing and Printing
Click on the Close button.
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The field Name will be added.
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The merge is almost complete. When the data source is merged with the letter, you can specify for which records (addresses) you want to print letters. You also get a chance to preview how the merged and printed letter looks.
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Click on the Next: Preview your letters link at the bottom of the task pane.
Previewing merged letters
Notice that the Address block field is now replaced by an actual name and address.
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Also the Name field after the salutation is replaced by an actual name.
Click on the Next: Complete the merge link at the bottom of the page.
Click on the Print link to begin printing the letters.
In the Print Records box, select All and click OK.
Alternatively, specify the series of records in the From and To box.
Theres a better way to preview and print letters for selective records. This can be done from the Mail Merge Toolbar. But this can be done only after you have completed the mail merge operation. Select View | Toolbars | Mail Merge to see this toolbar. Click the Previous Record or Next Record buttons on the mail merge toolbar. To print the currently displayed merged letter, select File | Print.
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Design an org chart in a jiffy

The new version of Word lets you create an impressive organizational chart that was earlier difficult to create in Word 2003. Learn how to make an organizational chart in just a few minutes.
Reference
STEP 1: Create an org chart

Before you begin creating the chart, ensure that you have a rough idea of the type of organizational chart you want to create and where each employee will be placed in relation to the other employees. If your organizational chart is fairly large, change the page orientation to suit the chart.
Why do I need an org chart?

An organizational chart, also referred to as a tree diagram, is a diagram that depicts the relationships among the staff or departments in an association or organization. This visual illustration is a concise explanation of the structure of an organization as compared to a long list of names and designations. Its a handy tool for managers during decision making or communication in the organization. With an organizational chart in front of him/her, a manager can have a clear idea of the resources available in each department. However, this chart doesnt depict the social relationships among people and it also tends to get outdated very quickly in a dynamic organization.
Open a new document in Microsoft Word 2007.
Then click on the "Orientation" dropdown box.
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Click on the "Page Layout" menu. Click on the "Insert" menu.
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Select "Landscape". Next click on the "SmartArt" button.
In the left panel, click on "Hierarchy".
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Now click on a chart pattern that best suits the structure of your organization.
Click "OK".
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STEP 2: Insert the names and designations

A basic organizational chart will appear in your document. Now you simply have to insert the names and designations of the employees in the organization.
TIPs
Use an online org chart

You want to create an organizational chart for your company but would also like to view samples of org charts of other companies before you start with youre own chart. Well, you should definitely check out OrgChartWiki, which is a free service, where you can not only create your own organizational chart but also refer to other charts of publicly listed US companies such as Google, Intel, and other such bigwigs. So if you want to know whos in charge of Finance in Google, then visit http:// orgchart.forbes.com.
Click on the organizational chart that appears.
As soon as you click on the chart to select it, the SmartArt Tools menu appears with two new tabs under it: Design and Format. You can also click on the Text Pane button under the Create Graphic section to view the text pane.
To begin entering the text, On the left of the organizational chart selection box, click on the box with two arrows to open the text pane.
In the "Type your text here" window, enter the text, that is, the designations and the names of the personnel who hold those designations.
Click on any of the text boxes in the chart to directly type in the text in them.
Change the charts layout

There are different layouts of org charts. Another available layout in Microsoft Word 2007 is referred to as hanging layout. Once youve inserted a basic hierarchy chart in your document. Click on the Design menu under SmartArt Tools. In the Create Graphic section, click on Layout, and from the drop-down list, select one of these options: Standard (all text boxes will branch out from the selected box), Both (the text boxes will branch out on either side of one stem), Left hanging (the text boxes will be branch out to the left), Right hanging (they will emerge from the stem towards the right side).
STEP 3: Add a shape to the chart

The organizational chart that appears by default only provides you with 5 text boxes, which will definitely be insufficient if you have a large organization. Therefore, you will have to add more shapes to the chart.
Click on the Design menu under SmartArt Tools.
To choose the location of the new shape in relation with the select shape, click on the lower part of the "Add Shape" button.
Click on the text box under which you want to insert the additional box. Select Add Shape After or Before to insert new shapes in the same level. Choose Add Shape Above or Below to add a new shape above or below the selected box. The Add Assistant option allows you to insert a text box below the selected box.
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TIP
STEP 4: Customize its appearance

Making an organizational chart is a whole new experience with Word 2007. With a few clicks, you can add some amazing effects to your chart. Producing such effects using Word 2003 would be next to impossible.
Animate your organizational chart

While making a presentation about your association or organization, you might be required to add the organizational chart to the slide show to introduce the members of the team and its structure. It is a good idea to animate the chart in PowerPoint such that each text box appears at the click of the mouse. To insert the chart into the presentation: Copy and paste the chart onto a slide in PowerPoint. Select the chart graphic. Since PowerPoint and Word are part of the same package, each text box is treated separately and this allows you to make them appear one after another. Next click on the Animations menu and under the Animations section, click on the Custom Animation. Here, well give each level a fly-in effect. In the right pane, click on the drop-down arrow near Change and select Entrance | Fly-in. Click on the dropdown arrow next to Content Placeholder and select Effect Options. Click on the SmartArt Animation tab. Next to Group graphic, select By level one by one or By branch one by one from the dropdown box and click OK.
Select the organizational chart.
Under the SmartArt Styles group, click on "Change Colors" and select a color combination from the ones listed below.
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Click on the "Design" menu under SmartArt Tools. As soon as you select a color combination, the colors will be applied to the SmartArt Styles next to it. From these, select a style for the chart.
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Shape and Word Styles

In addition to applying a style to the entire structure, you can also modify the color and text of individual boxes in the chart.
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Click on the chart to select it.
Under the Shape and WordArt Styles sections, select the type of formatting that you want to apply to your chart.
Next click on the "Format" menu under SmartArt Tools.
Applying Shape Effects

The most innovative and interesting aspect of the new version of Word is the SmartArt Tools that adds a whole new dimension to the application. One look at the Shape Effects feature and youll be convinced that with this version Microsoft has definitely taken word processing to the next level. Follow these steps to apply an effect to your chart.
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Click on the "Format" menu under SmartArt Tools.
Next click on "Shape Effects" under the Shape Styles section. Select an effect from the ones listed below.
Select your chart by clicking on it
Move your cursor over any effect and to get a glimpse of what your chart will look like with that effect.
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Here, we will apply a reflection and bevel effect. Select "Reflection | Tight touching" (the first reflection effect).
Then click on "Bevel | Circle" to give the box a raised effect.
TIPs
Insert text boxes of different sizes

By default, when you insert an org chart in the document, all the text boxes that appear as part of the organizational chart are of the same size. There is an option whereby you can change their sizes. Select the box whose size you want to change. Click on the Format menu and click on the Larger or Smaller buttons to increase or decrease the size, respectively. To customize the size manually, click on the Size button on the extreme right and specify the height and width. You can change the size of the text boxes depending on the seniority of the designation. For instance, you can increase text box of the CEO or Director of a company and decrease those of other subordinates.
To customize the direction of the chart, click on "Shape Effects | 3-D Rotation | 3-D Rotation Options".
In the "Format Shape" dialog box, you can manually set the degree of rotation and the perspective.
Click "Close" to apply the settings.
STEP 5: Update the chart

Once you've created a lucid and neat chart, you can document and distribute it. However, organizations are dynamic entities and there will inevitably be some type of structural changes that occur in the organization. You should regularly check to ensure that the chart reflects these changes. In case there is a change in the organizational structure, for example, a new designation has been created and the employee who was previously the Assistant Director (Finance) has been promoted and given the new designation of Executive Director (Accounts).
Reset the chart

The new version of Word provides the user with a number of excellent effects. However, some of the effects of SmartArt Tools may not blend well with each other. To remove the effects youve applied, you can either press [Ctrl] + Z to undo the changes or select the original setting in each style option (if you remember what they were). There is a simple solution to this problem, just click on the chart and under the Design menu, select the Reset Graphic button.
BEFORE
AFTER Click on "Demote" to shift a text box to the next level.
Click on the "Design" menu and select the text box that you wish to shift.
Under "Create Graphic", click on "Promote".
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Converting Word Documents to PDFs

Sharing a document that includes text as well as graphics is a smarter way than exchanging cumbersome Word files. Welcome to the world of the Portable Document Format.
Reference
STEP 1: Setting up PrimoPDF

Creating a PDF from a Word file (or any other text file) is easy. Professional PDF creation tools can cost USD40 or more, but utilities such as PrimoPDF are free and offer simple PDF conversion.
To download the software, go to www. primopdf.com.
What does PDF stand for?

PDF stands for Portable Document Format. This is primarily used to distribute documents while preserving their formatting and design on any system. The biggest advantage is that the recipient need not have the program that was used to create the original document, but would still require a reader to view the file. Another plus point of this format is that the file size of a PDF document is modest. PDF files can be viewed using Adobe Acrobat Reader, which can be freely downloaded from www.adobe.com.
Click "Download Now". Note where you download the file. The file should be 9.7 MB in size.
Remember to close any text applications that may be open.
Double-click on "FreePrimoSetup" and follow the onscreen instructions on the screen to install it.
STEP 2: Creating your PDF

The secret to making a PDF is to make the system recognize the PDF creator as a printer. PrimoPDF does just thatit installs itself as a PDF printer. Thus, you can use PrimoPDF to print your documents to PDF within any program on your computer that has a 'Print' facility.
To create a PDF file, we'll use Word.
(See sidebar: Why use PDF?)
In Word, go to "File | Print".
From the list of available printers, select PrimoPDF" and click "OK".
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The "Create PDF" window pops up. Enter a name if needed and select a location for the PDF file.
Select whether the PDF will be used for Screen, Print, E-Book or Prepress. Depending on the selection, the PDF will be optimized for that purpose.
Reference
Why use PDF?

PDF format is great for users who simply want to share documents on a read-only basis and dont wish to edit them. Readonly privileges can be assigned in Word documents too, but you may face version incompatibility issues, and besides theres no assurance that the receiving party has Word installed.
TIP
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STEP 3: Exploring additional options
Click "OK", and your PDF is ready! Adobe Acrobat Reader should automatically open it now.
To utilize the PDF functionality to the maximum, you could explore several other options.
Security concerns
PrimoPDF allows you to set a degree of security for your PDF document, so that you can control user actions on the file.
If you are concerned about security, click on the "Security" button to access the security settings window.
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Users will also need to enter a password to view the PDF a perfect way to ensure security.
Speeding up Acrobat Reader

We recommend version 7 (7.02) of Acrobat because it is not only faster but also solves some security issues with previous versions. If you still find things slow, download a little utility called Acrobat Reader speedup to fix that. Go to www. tnk-bootblock.co.uk and download the 207 KB program. The program disables plugins that otherwise load whenever Acrobat launches. The fewer are the plugins (most of which you wont require), the quicker is the load time. Note: If the software fails to work, you may need to download VB runtime files. Go to http://www.tnkbootblock.co.uk/prods/ vbruntimes.
Users must enter a specified password in order to change any security settings in the PDF.
Under "Encryption", choose either 40-bit (for Acrobat Reader 4.0 and below) or 128-bit (for Reader 5.0 and above). The latter is recommended as it is more effective.
Document properties
If youre interested in entering a proper description, such as internal title of the file, author name, etc, go to Document Properties.
Click "Document Properties" to enter a brief description of the PDF.
Enter the respective details in their individual boxes. You can enter keywords if you want your document to be easily searchable online. Key in important words separated by commas.
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Program options
creation process.
Press "OK" when done.
Program options enable you to control how the program behaves. You can tweak these options to speed up the PDF
If this option is selected, the default viewer for opening PDF documents (most likely Adobe Acrobat Reader) will automatically open.
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PrimoPDF can save your security settings, so you can easily apply them to all PDF files that you create henceforth.
PrimoPDF can also save your document information settings (title, author, etc) so you can easily apply them to subsequent PDF files.
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Let Word correct your documents

Tired of receiving Word documents with microscopic fonts and other difficult-to-read settings? Heres how you can transform these files to reflect your preferred settingsat the click of a button!
Reference
STEP 1: Customizing AutoCorrect options

The AutoCorrect feature in Word has an inbuilt set of rules regarding spelling errors, capitalization, etc. From these options, you can choose which ones you wish to enable or disable. Follow these steps to navigate to the AutoCorrect dialog box.
How is AutoCorrect useful?

AutoCorrect is an excellent feature in Word that relieves users from the time-consuming task of correcting errors in a document. Unlike the spelling feature wherein you have to run spell check through the entire document to fix errors, AutoCorrect automatically does that while youre typing. This feature is useful in dealing with the following problems: Capitalization errors: While typing, you might accidentally forget to capitalize words that are usually capitalized. AutoCorrect fixes this for you. Misptyped words: AutoCorrect also fixes common typing errors such as in case you type yoru instead of your. Spacing errors: It also deals with words that require spaces between them, for example, everytime that should be written as every time.
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Select "Tools | AutoCorrect Options".
Click on the "AutoCorrect" tab.
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Insert checkmarks in the options that you wish to enable.
Click on "Replace text as you type" to get Word to fix errors while you are typing.
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STEP 2: Adding and modifying entries
Click "OK".
Besides correcting spelling errors, AutoCorrect has another great advantageyou can get it to insert words, phrases, or even graphics as soon as it recognizes an AutoCorrect item that youve entered. Entering a plain text entry in the AutoCorrect dialog box is simple so well show you how to insert your company logo.
First create the item that you want to insert in the documents. For example, create the company logo and apply the necessary formatting.
Select the item. Include the paragraph mark in the selection if required.
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Now, navigate to "Tools | AutoCorrect options".
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for frequently typed text

If you usually type in your address or other such information while creating a document, then use AutoCorrect for the same. Simply, create an AutoCorrect entry using a neatly formatted address and enter adrs under Replace. To enter your address, simply type in adrs and the entire address will be entered at that insertion point.
Click on the "AutoCorrect"
tab. Enable the "Formatted text" option.
Under the "Replace" field, enter the text that you want to use to activate the replacement.
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Click on the "Add" button to add this entry to the list. Click "OK".
Easier access to AutoText

If you use Autotext frequently, then it is recommended that you enable the AutoText toolbar. This makes navigation to the AutoText entries much easier. To enable the toolbar, right-click on the blank area near the toolbars and then on AutoText. Once the toolbar is enabled, you can click on any option to insert frequently used words or phrases.
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Now each time you type in that text, Word will automatically replace it with the company logo that you entered earlier.
Replacing or deleting entries

In the same way, you can also make changes to or delete existing entries. Follow these steps to modify an entry.
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Navigate to "Tools | AutoCorrect options". Click on the "AutoCorrect"
tab.
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Why create a template with AutoText entries?

Select an entry from the list.
Make changes to the entry.
Now click on the "Replace" button.
To remove an entry from the list, simply select the entry and click on the "Delete" button.
STEP 3: Creating exceptions

Although AutoCorrect is an extremely useful feature, there may be times when you might not want AutoCorrect to fix text that it considers to be incorrect. For example, if youre typing a formula or an equation, you certainly wouldnt want AutoCorrect to change any of the text without your consent. In such cases, you can add exceptions to the rules in the AutoCorrect dialog box.
If youre working in a department wherein employees have to use certain terms or jargon often, then a template containing such AutoText entries will be very helpful. You can create a template with these entries and share it with others. This would also ensure consistency in terms of the documents created by different people in the department.
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Improve speed by disabling the AutoText feature

Often users complain that advanced features such as Screentips, AutoCorrect, AutoText etc. tend to slow down Microsoft Word as well as the computer. If you feel that this is the case with your computer, then disable this feature in Word. Follow these steps to do this: Navigate to Tools | AutoCorrect options. Click on the AutoText tab. Clear the check mark next to Show AutoComplete suggestions. From now on, when you begin typing an AutoText entry, ScreenTips with suggestions for that word/ phrase will not appear.
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Navigate to "Tools | AutoCorrect options". Click on the "AutoCorrect"
Click on the "Exceptions" button.
tab.
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Here, you can enter exceptions under three categories: First letter (Word will not capitalize words after this text), Initial Caps (Enter words or names, such as INtech, that you don't want Word to fix), and Other Corrections (you can enter a list of words that should not be changed).
Print AutoText entries

Youve made several modifications to the AutoText entries and now you want to check to ensure that youve made the necessary changes. Instead of going through them on the computer, you can print the entire list of AutoText entries. Follow these steps to print the entries: Navigate to File | Print or click on [Ctrl] + P to open the Print dialog box. From the drop-down list near Print what, select AutoText entries. Click OK to print the entire list of entries.
In the "AutoCorrect Exceptions" dialog box that opens, enter exceptions to the AutoCorrect feature. Click on the "Add" button to add the entry to the list.
Insert a checkmark near the option "Automatically add words to list" to let Word automatically modify the list.
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AutoText
Click "OK".
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Another excellent feature in Word is AutoText, which allows you to customize Word to automatically insert text in your documents. This feature is a real boon while typing commonly used words.
STEP 4: Inserting AutoText in documents

You can choose from a long list of standard elements in documents such as salutations, attention lines, mailing instructions, etc. You can also customize the AutoText list to suit your requirements. Follow these instructions to insert text automatically.
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Select "Insert | AutoText".
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Inserting AutoText in Headers and Footers

While writing a large document, you might want to insert your name, the page number, the date and time, and other such details in the header or footer. AutoText allows you to insert fields, which get updated each time you open the document. Follow these instructions to insert AutoText in headers and footers. View the header and footer by selecting View | Header and Footer. Click in the header or footer, depending where you want to insert the field. Here, we will insert the authors name, page number, and the date in the header. When you navigate to Insert | AutoText, the text that is usually inserted in headers and footers appears. Click on the fields that you wish to insert. Once inserted, the fields will be updated with the actual data from the document.
Click on a type of AutoText to access the various lists. For example, to insert a salutation, select "Salutation | Ladies and Gentlemen".
You can also enter this text by typing in the first few letters of the AutoText. A box with a suggestion for that word or phrase will appear. Click on "Enter" if you want that text to be inserted in the document.
STEP 5: Creating AutoText entries

To make optimum use of this feature, add frequently used text to the list of entries. Adding a new entry is really simple.
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Type the text that you want Word to remember. Show the paragraph mark by clicking on this icon: Select the text. Don't include the paragraph mark. Click on [Alt] + F3.
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In the dialog box that opens, enter a name for the text. Click "OK".
Now as soon as you start typing that text in the document, Word will ask you whether you want it to complete the text for you.
STEP 6: Managing AutoText entries

Along with creating and deleting entries, you can also organize your AutoText entries by saving them in separate templates. Therefore, when you're working on a particular type of document, you can simply apply a template that contains the AutoText entries that you require for that document.
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Creating a sub menu in AutoText

If youve enabled the AutoText toolbar, youll find that the new entries that youve added to the list tend to be added to a new sub menu Normal. However, if you have several entries that youve added for specific documents, then you might find it difficult to access them easily. Therefore, it is recommended that you organize your AutoText entries by creating separate menus and adding new entries under these sub menus. Follow these steps to do this: Select Format | Styles and Formatting. In the Styles and Formatting pane, click on the New Style button. Under the Properties section, type in a name for your new style next to the Name text box, for example, Company information. Insert a checkmark near the option Add to template. Click OK. Now enter the text that you want to add to the AutoText entry list and select it. In the Formatting toolbar, select and apply the style that you just created. Now press [Alt] + F3. In the dialog box, enter a name for the entry. Click OK.
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Select "Tools | Templates and Add-ins". In the "Template and Add-ins" dialog box, click on the "Templates" tab.
Click on the button "Organizer", which is at the bottom.
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To modify or import styles from the current document template to the normal template or any other template, click on the Attach button to open a template.
In this dialog box, click on the "AutoText" tab.
This list shows the AutoText entries in the current document.
This list shows the AutoText entries in Normal.dot.
To change the template from which you are copying entries, click on "Close file" on the right.
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Click on "Open file".
Browser your folders and select another template. Now select the entries in the left list and click on "Copy" to copy them to the template of the current document.
Click on "Close" when you're done copying all the necessary entries.
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Click "OK".
Compile your own dictionary

Does Word keep flagging words only because they are not in its dictionary? Learn how to create and modify your own dictionaries in Word and run spell checks using them.
STEP 1: Add words to the Custom dictionary

When you run a spell check in Word, youll find that several words that arent incorrect are highlighted in red or green. This is because these words are not included in Words dictionary. In order to avoid these words from being highlighted, simply add them to Words Custom dictionary. For instance, in this document, the names of chemicals turn up in the Not in Dictionary section.
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Dictionaries in Word
By default, Word comes equipped with dictionaries in different languages and you can choose your language by selecting Tools | Language | Set Language. Word also provides for flexibility by allowing you to add words to a separate dictionary that may not be in the dictionary. You can also create your own dictionary from scratch that includes words specific to a particular subject. The custom dictionaries are ANSI (American National Standard Institute) files and only characters that conform to the ANSI standard can be added to the dictionaries. You can add upto 5,000 words to the custom dictionary.
Click on "Tools | Spelling and Grammar" or press F7 to run the spell check.
When that particular word appears in the "Spelling and Grammar" dialog box, click on the "Add to dictionary" option.
Modify the Custom dictionary

Instead of adding words to the Custom dictionary one at a time, follow these steps to customize the existing dictionary.
Select "Tools | Options".
Under "Spelling", click on the "Custom Dictionaries" button.
Click on the "Spelling and Grammar" tab.
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Associate a language with your dictionary

For the purpose of writing or editing in a language other than the frequently used language, you can create and sort dictionaries in terms of different languages by linking each dictionary with one language. Click on Modify to edit a dictionary, and in the next dialog box, select a language from the dropdown list under Language and click OK to apply the new settings. As you do this, dictionaries will be classified under different languages in the Dictionary list.
Select "Custom.dic" and click on "Modify".
Click on "Add" and the word you just added will be in the list under "Dictionary".
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In the "Word" text field, enter the word you want to add, for example, "defragment". Under the "Spelling" section in the "Options" dialog box, insert a check mark near the option "Check spelling as you type".
Click "OK" twice.
Click "OK" to apply the new settings. The words that you inserted into the Custom dictionary will not be flagged by Word the next time you run the spell check.
Why cant I add words to the Custom Dictionary?

Despite adding a word to the Custom dictionary, you might find that Word still continues to flag it in your document. Moreover, this problem could occur if you frequently add words to this dictionary. This happens because the Custom dictionary has an upper limit of 64 KB and does not accept words if it exceeds this limit. In this case, you can create another custom dictionary to which you can continue adding new words.
STEP 2: Create a new dictionary

If you're working on a document related to a specific subject, such as biology or economics, which has its own terms that may not be in Word's dictionary, it can be tedious to add each term to the dictionary. For this purpose, Word has an option whereby you can create your own dictionary and carry out a spell check using it. In the following steps, we will show you how to create and activate a medical dictionary.
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Open a new Notepad file.
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Type in words related to medicine. Each word should appear on a separate line. Check the list to see that there are no extra spaces before or after the terms.
Name the file Medical dictionary and save it as a plain text file (.txt).
Copy it to the folder C:\Documents and Settings\(Username)\ Application Data\ Microsoft\Proof.
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Activate the dictionary

The next time you work on a medical document, simply activate the dictionary so that words specific to the subject dont get flagged when you run the spell check.
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Create separate templates

Customized dictionaries are a handy tool while working with subjectspecific documents such as computing or medicine that have their own set of terms. Moreover, a research paper or an article for an academic journal might require formatting as specified by the style sheet. In that case, you can create a template that includes standard formatting and a subject-specific dictionary. Create a new document with the text and formatting as required, select the relevant dictionary, and save the new file as a document template.
Open the medical document that you are working on.
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Click on the "Custom Dictionaries" button. Insert a checkmark next to "Medical dictionary".
The new dictionary will appear in the Dictionary list.
Click "OK". Click "OK".
Ensure that the option "Check spelling as you type" is selected under the Spelling section.
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Add words with special characters

Certain words that you want to add to the dictionary may have accents or you might want to add symbols to the dictionary. To insert special characters to words in the dictionary, click on Start | Program Files | Accessories | System Tools | Character Map or type in charmap in the Run dialog box. From the list of displayed characters, click on the required character and select Copy. Now in the dictionarys dialog box, paste the character in the Word text box and click on Add.
To recheck the document using the new dictionary, click on the "Recheck Document" section under "Proofing Tools".
Now only those words that are not listed in the Custom and Medical dictionaries will be flagged by Word.
Update the new dictionary

You can keep on adding or deleting terms from your medical dictionary as and when you come across a new term. Follow these steps to modify any of the dictionaries:
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Select "Medical dictionary" and click on "Modify".
In the dialog box that opens, enter a new term and click on "Add".
Click on "Custom dictionaries".
Click "OK".
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STEP 3: Make an exclusion list

Word allows you to create and modify a new dictionary; however, you cannot make changes to Word's inbuilt dictionary, that is, the LEX files. In case you don't want Word to automatically correct a particular word or you want it to simply flag a word to see if the correct word is used in each context, you can create an exclusion list containing a list of words that you don't want Word to flag when you run a spell check. For example, you might type "abut" instead of "about", but Word will not correct it since "abut" is also in the dictionary.
Create a dictionary of common names

While writing a letter to a friend, your friends name might also get flagged since it might not be in the dictionary. To avoid common names from being flagged, create a dictionary of names that you often use in your documents so that the names you use frequently will not be underlined but only misspelled names will be flagged when you run the spell check.
In a new Wordpad or Notepad file, enter the words that you want Word to flag when you run the spell check.
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Give the file an appropriate name and the extension ". EXC", the extension used for exclusion files.
Save the list as a plain text file (.txt).
Use the same dictionary for Firefox

The dictionary you create will also be applied to other MS Office applications and not only MS Word. Therefore, you can be sure that even the mails you type in Outlook will be checked for spellings using your customized dictionary. But what about the e-mails that you type in mail clients such as Yahoo and Hotmail? You can use the same dictionary in Firefox. Locate the Profiles folder of Firefox: C:\Documents and Settings\(Username) \ Application Data\Mozilla\ Profiles. Copy the Custom dictionary or the one that you created and paste it here. The settings will be applied the next time you open Firefox.
Ensure that each word is typed on a separate line with no spaces before of after the word.
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Click on the "Spelling & Grammar" tab.
To save the file in the location where Word can access it, select "Tools | Options".
Select "Custom dictionaries".
Click on "New" to add the dictionary to that particular folder.
Browse and select the exclusion list that you recently created.
You don't necessarily have to insert a checkmark near the exclusion list file, it only has to be saved in the appropriate folder for Word to utilize it.
Copy the exclusion list to the dictionary folder

Instead of adding the exclusion list to the list of custom dictionaries using the Custom dictionaries button, follow these simple steps to insert the exclusion list in its right place.
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Once you've created the exclusion list file, copy it.
Paste your exclusion list file in this location.
Go to the Proof folder: C:\ Documents and Settings\(Username)\ Application Data\ Microsoft\Proof.
The changes you've made to Word will only take place the next time you open Word, so close and reopen your document.
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Automate Tasks Using Word Macros

Tired of receiving Word documents with microscopic fonts and other difficult-to-read settings? Heres how you can transform these files to reflect your preferred settingsat the click of a button! STEP 1: Assigning a macro
Before you create your first macro, you will need to select a document to work on. Let us open a Word document with multiple paragraphs.
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WhAT ARE macros?

A macro is a series of keystrokes or mouse clicks that you can create, save, and run whenever you want to automate repetitive tasks. Macros are useful because they lighten your workload by combining multiple steps that can be run in sequence by clicking on a button or pressing a key combination.
Remove all existing text formatting by selecting the text in the document and pressing [Ctrl] + [Spacebar], and paragraph formatting by pressing [Ctrl]+ Q.
The text doesn't look very readable, does it? It would look much better if it were set in 12 point Arial, with 6-point space between paragraphs. Of course, you could do always this by going to the "Format | Font" and "Format | Paragraph" menus, but a simple macro can automate this boring task for you.
Keep it simple
There are two ways of creating macros in Word. You can record them, or write them from scratch. Writing a macro requires that you learn a language called Visual Basic, so we wont go into this. Its easier and just as effective to record your keystrokes or mouse clicks using the macro recorder in Word (also Excel and PowerPoint), so this is the method we shall use.
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A "Record Macro" dialog box will appear. Type a name for your macro in the Macro name text box.
Go to "Tools | Macro | Record New Macro".
Click on the Keyboard button.
Select All Documents if you want your macros to be applicable to all your Word files.
Enter a description of your macro so you can easily identify what it does.
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Name it right
When you assign a name to your macro, remember that spaces should not be used. For example, a name such as MyMacro is acceptable but My Macro isnt.
At the "Customize Keyboard" dialog box, you can assign a keystroke combination for your macro. Press a key combination to represent your macro (e.g. Alt+F).
The macro name may look a bit ungainly, but ignore it for now. Well learn how to change it later.
Click on the "Assign" button and then on Close.
One or all?
When you choose a location for your macro, you will be asked to specify whether youll be running it only in the current document or in all your Word documents. Most of the time, however, youll want to make the macro available in all documents so select All Documents (Normal.dot).
STEP 2: Recording the macro

Once you have assigned your macro as described in the previous step, the mouse pointer turns into an arrow with an audiocassette icon. A Stop Recording toolbar also appears, which you can use to pause or cease recording your macro.
Go to Edit | Select All so that all the text in your document is selected.
In our example, we want to convert our documents to 12 point Arial with 6-point space between paragraphs. Accordingly, lets press the keystrokes necessary to record your macro.
Now go to "Format | Font" and select Arial from the drop-down list.
Set the Font style to Regular and the size to 12.
Assign a free shortcut key

When you assign a shortcut key combination that youll be using to run the macro (see Step 3), make sure you choose one thats not already assigned for something else. For instance, if you select Ctrl+F, the Record Macro dialog box will warn you that this combination has already been assigned to the Find and Replace command. You could opt for Alt+F instead.
You can preview what your text will look like at the bottom of the dialog box.
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Click OK.
Now go to "Format | Paragraph". Click on the up arrow in the "Spacing after" box and set the value to 6 pt.
Click on the Stop Recording button only when you have finished recording all the keystrokes.
Preview your text here.
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Click OK.
Clicking the Pause Recording button temporarily stops the recording.

Step 3: Assigning a toolbar button
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Your macro is now ready. But before we run it, lets add a button to the toolbar so you dont have to Assign an memorize the keyboard shortcut that we devised (Alt+F). After all, when you have created many macros, appropriate security level it becomes difficult to remember all the keyboard shortcuts.
Some viruses spread via

macros, so Windows XP provides a choice of three security levels, High, Medium, and Low. To set or change the security level, do the following: Open the Word document Go to Tools | Macro | Security to open the Security dialog box. If your security is set to High, you wont be able to run unsigned macros. To be able to run most macros, you will need to choose Medium. You may, however, have to put up with many alert messages.
Right-click anywhere on any toolbar.
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Click on Customize.
A Customize dialog box appears. Now click on the Commands tab.
Find your macro in the Commands list, then click and drag it to a toolbar. Remember to keep the mouse button pressed while you are dragging the icon!
Under the Categories list, select Macros.
If you choose an off-limits location, Word displays an "X" near the mouse pointer. Otherwise, you'll see a plus sign and the pointer looks like an "I", indicating where the button will go.
Once you have brought your macro over the desired location on the toolbar, let go of the mouse button. Your macro button will appear on the toolbar.
If you are a more experienced user who creates macros frequently and dont want to see a lot of alerts, you can choose Low. However, since this offers the least protection against malicious macros, we do NOT recommend that you try this. Play safe.
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When you are done, click on the Close button.
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Step 4: Customizing the macro button

The macro button you assigned to a toolbar (see Step 3) doesn't have to be a default text button. Word lets you brighten up the toolbar by allowing you to use one of several built-in images. Here's how you can customize your macro button with a little picture.
Tweaking your macro button

You can tweak your button further as outlined in Step 4. With the Customize dialog box still open, right-click on your new button to display its command menu. To display the text without the image, select Text Only (Always) on the command menu. To show the image without the text, choose Text Only (in Menus). To display both text and image, select Image and Text. Tired of your macro? To remove the button from your toolbar, choose Delete.
Right-click any toolbar. In the the menu that appears, choose Customize.
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Right-click the macro button you want to change. Now you will get another menu with several commands. Click Name on the popup menu and type a new, brief, sensible name in the menu instead of the earlier name.
Ignore the dialog box that opens (but let it remain on the screen) .
With the menu still on screen, click on Change Button Image.
Keep it simple
Finally, remember its best to keep things simple. Very complex macros dont always work like youd expect and it can be a bother tweaking them to work right. Moreover, keep in mind that the simplest macros tend to be the most useful.
Finally, click on the Close button.
Choose an image that you like, and your button is ready. If you dont want any text with your image, click Default style.
Step 5: Running your macro

Your macro is now ready to run. You can launch it by choosing one of the following three ways.
Go to "Tools | Macro | Macros", click on your macro, name it, and click on the Run button. (You can also press Alt+F8 to bring up this dialog box.)
You can also press Alt+F to run your macro (the keyboard shortcut that we assigned in Step 1).
Or you could simply click on the new button you just created in the toolbar. All three techniques will produce the same result.
Look at your document now. Isn't it much more readable? Now that your first macro is ready, you can write similar macros to automate other repetitive tasks.
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Installing Missing Components

If you are a person who regularly keeps on changing between work stations that have Word 95 or 97 installed, you might want to save your documents in these formats. Let us see how you can enable Word to provide you with this feature, in case its not already installed. STEP 1: Open Control Panel
To install or remove any file from the Windows program, you need to access the Add and Remove utility in the Windows Control Panel.
Reference
Click "Start | Control Panel".
Now click on "Add or Remove Programs". This will display the "Add or Remove Programs" utility window.
Control Panel View

Windows Control Panel can be seen in two viewsCategory View and Classic View. The Category view is modern and displays all the Control Panel utilities arranged under certain categories. On the other hand, the Classic view is more descriptive and displays all the utilities simultaneously. You can switch between different views by clicking on the link available on the leftside of the Control Panel window. For instance, if your Control Panel is currently displayed in category view, then the link would read as Switch to Classic view.
STEP 2: Change the configuration

Next, locate Microsoft Office in the program list displayed in "Add or Remove Programs". You can install Microsoft Word as a part of Microsoft Office or as an individual program. Depending on the manner in which you have installed Word, the item that you need to locate in the program list will vary. In this case, we are using Microsoft Word that has been installed as part of the Microsoft Office package.
Click on "Microsoft Office Professional Edition 2003". This can vary with the version of Office installed on your machine.
Now, click on "Change". This will display Microsoft Office's Standard Configuration Wizard.
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Select the "Add or Remove Features" radio button.
Click on "Next". This will display the "Custom Setup" screen.
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Activate Product
If you have not activated Word, then certain features might be disabled or you might not be allowed to edit Word documents. To resolve this issue, click on Help | Activate and follow the onscreen instructions. This is done to reduce the piracy of Microsoft products. Registering your product also gives you access to many other features, which otherwise might not be available.
By default, the check boxes for all Office programs are selected. You can keep them selected for all the Office programs for which you want to install the new feature.
If you want to install the converter only for Word, clear all the check boxes except for Word.
To access the advanced customization options, select the "Choose advanced customization of applications" check box.
Office allows you to make changes, install, or remove individual components using the advanced customization options.
Click on "Next".
Repair Office
The Custom Setup dialog box also offers you the option of repairing problems with Office and reseting it to the original configuration. To repair Office, select the Repair Office option, click on Next and follow the onscreen instructions. Alternatively, click on Help | Detect and Repair.
On the "Advanced Customization" screen that appears, click on the "+" sign next to the "Office Shared Features" group to expand it. Click on the down arrow next to "Word 97-2003 & 6.0/95 RTF Converter".
Now, expand the "Converters and Filters" group.
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Expand the "Text Converters" group.
Help
If you are unable to access Words Help, then it might not have been installed during custom installation, wherein you have to select the features that you want to install along with Word. Moreover, it is possible that someone else could have disabled Words Help. To activate Help once again, expand the Word for Windows group, click on B, and then on Run from My Computer.
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Next, from the drop-down menu that appears, click on "Run from My Computer".
You need to install this converter to save Word files in formats supported by Word 95 and 97. However, you need not install this converter if you want to open Word 95 and 97documents.
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Repeat the procedure for all the converters that you want.
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Click on "Update" and follow the onscreen instructions .
Now, the installers that you have selected will be installed on your computer.
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Print addresses on envelopes

Printing addresses on envelopes is customary especially in business correspondence. Since there are various envelope sizes available and there is no standard printing method for printing envelopes, this can be a tricky proposition. But heres an easy way. STEP 1: Prepare the letter with the address
The final objective is to print the recipient's address on the front face of the envelope. This address can be picked up either from the letter or from the Outlook Address book. In this step, we'll type a letter with the recipient's name and address.
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Printers and envelopes

How do you insert the envelope into the printer input tray? Face up or face down? To the left or right? At what angle should it be rotated? There is no single method that is common to all printers. We suggest that you refer to your printer manual for this information. See the section on loading or printing envelopes. The input tray on some printers has an attachment for feeding envelopes. Drag the attachment to one side and feed the envelope (either face up or down). The input tray may also show an engraved symbol of the envelope, indicating the direction in which the envelope should be fed into the tray.
Type the address on the top of the letter.
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Leave a blank line immediately after the address.
Save the file and give it a suitable name.
STEP 2: Define the delivery address

In this step, we'll start developing the envelope for printing. Here, we'll pick up the recipient's address typed in Step 1, put it on the face of the envelope, and align it.
Select the address in the letter.
Select "Tools | Letters and Mailings | Envelopes and Labels".
If required, define the font, font style, and size of the address text on the envelope.
Notice that the address text has already been picked up for the envelope.
Click on the "Options" button, and then click on the "Font" tab.
Complete the process by clicking "OK" until you return to the "Envelopes and Labels" dialog box.
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STEP 3: Define the return address

The return address will appear in a smaller font at the top of the envelope (near the postal stamp). You can either type it out or pick it up from the Outlook address book.
Change Fonts
If you dont want to use the default fonts for the addresses on the envelope, then do the following. In the Envelopes and Labels dialog box, click on the Options button. Click on the Font button for Delivery Address or Return Address. Choose a desired font, font size, and font style. Complete the process by clicking on OK.
Click in the Return Address box.
Type your own name and postal address.
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Change the font and other parameters as you did earlier for the recipient's address.
Custom size envelopes
If the listed envelope sizes do not match the dimensions of your envelope, then in the list of envelope sizes, choose the last option Custom size. Specify the width and height that you earlier measured on your envelope.
If your name and address had earlier been entered in the MS Outlook Address book, then click on the "Insert Address" button. Select your address from the list and click "OK". Before doing this, ensure that MS Outlook is open.
STEP 4: Set the envelope dimensions

Word recognizes a list of standard envelope sizes that are used globally. There are standard international sizes (recognized by Word). But in case your envelope is of a non-standard size, you can either take the closest available size (in the list) or define your own custom size.
2 3 4 1
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Use your scale to measure the dimensions of your envelope in millimeters or inches. Make a note of these measurements.
Click on the "Options" button.
Click in the box under "Envelope Options". Scroll through the list of sizes and choose the size nearest or equivalent to the dimensions of your envelope. Complete this by clicking "OK".
STEP 5: Set up the envelope feed

Among all the various printers, there is no single method for loading envelopes in the printer. To determine the proper method to feed the envelopes into your printer, consult your printer manual and also look at the paper feed tray. In this step, we'll inform Word in advance how you plan to feed the envelope.
TIPS
Paper types
One should carefully consider the finish of the paper of the envelope. Some printers cannot print properly on glossy or glaze finishes. It is a good idea to consult the printer manual to check the type of papers that your printer can print on. You can also check the Printer Properties (under File | Print) to get an idea about the supported paper types.
In the Envelopes and labels dialog box, click on the Options button.
2 3
Select the "Printing Options" tab. Depending on how your printer accepts envelopes, choose either the "Face up" or "Face down" option.
Add to document
It makes sense to save the envelope format if you intend to send the same letter again in future. The envelope format will become a separate section at the top of your letter. It preserves the envelope size, and the delivery and return addresses. After defining the envelope, following instructions in Steps 1 - 4, do the following: Select Tools | Letters and Mailings | Envelopes and Labels. Click the Add to document button. A separate section is created at the top of the letter. This is your envelope format. To see exactly how it will print on a real envelope, select File | Print Preview.
If you've chosen the "Face down" option, then you can choose the "Clockwise rotation" option in accordance with your printer's requirements.
5 6
Under "Feed from", select "Manual Feed".
1 2
Click on "OK" to complete the procedure.
After all the envelope printing options have been selected, load the envelope in the manner specified, and then click on the "Print" button in the dialog box.
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Essential tips for MS Word

AutoSave and AutoRecover Word can automatically save your document every few minutes. So if your PC hangs or reboots, you can recover the document and will lose only the text generated after the last save. But you must save your document manually at least once. To enable the AutoSave option do the following: 1. On the Tools menu click Options. Under the Save tab enable the options Save AutoRecover info every and specify the interval in minutes (say every 5 minutes). 2. Also enable the options Allow Fast Saves and Allow background Saves. Preview before print Before you print a document, we advise you to define its dimensions in the page setup and also preview it. In doing so you can prevent paper wastage. 1. Click File | Page Setup. 2. Specify the margins, page orientation, and paper size. 3. Then click File | Print Preview. 4. Reduce the zoom view to 50 or 75 percent. 5. Go back to the Page Setup (if you need to) and make some more adjustments to accommodate more text on the page, or leave more spacing. 6. Finally close the Print Preview mode and print the document. Save in RTF To avoid infections from Word Macro viruses we advise you to chose RTF (rich text format) instead of DOC as the default save format for documents. 1. On the Tools menu click Options. Click the Save tab. 2. Click in the box near Save Word file as and chose Rich Text Format. Avoid the clutter Word offers as many as 20 toolbars, each for a different function. These can be selectively displayed or hidden. Two toolbars can also be merged together. To maximize the area for text display, enable only the Standard and Formatting toolbars. Display a particular toolbar only when you need its functionality. To hide or display toolbars: 1. Click View | Toolbars 2. A list of toolbars appears. Click on the toolbar name to add or remove the check mark (enable/disable a toolbar).
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Save time and work smart with easy projects for MICROSOFT EXCEL - Organize and sort your data to find anything quickly - Use advanced formatting tools to impress your boss - Discover lesser-known features that make work simpler - Use charts, graphs and tables to communicate effectively - Secure your private information from prying eyes

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CHIP New logo

January 2008 | Free with CHIP, not to be sold seperately

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Also available in Bangladesh, Nepal, Bhutan, Sri Lanka, UAE

BUSINESS HEAD & DGM Circulation

FeatureS EDITOR WRITERS DESIGN

Charmaine Fernandes Vijay George, Gareth Mankoo

Photo Editor HEAD OFFICE

Brian Pereira editor@chip-india.com Jamshed Avari jamshed.avari@chip-india.com

HANDS ON WITH MS WORD EDITORIAL

Hands on with MS Word

JANUARY 2008 intelligent computing CHip PLUS

FEATURE HanDs On WITH MS WORD

The Wonders of Word

What Word can and cant do

HANDS ON WITH MS WORD FEATURE

How to get great looking results with Word

allow you to print it at any size without suffering a loss in quality.

Things you should know about page layout

FEATURE HanDs On WITH MS WORD

HANDS ON WITH MS WORD FEATURE

FEATURE HanDs On WITH MS WORD

Putting it all together

HANDS ON WITH MS WORD FEATURE

Connecting Outlook mail to Word

JANUARY 2008 intelligent computing CHip PLUS

FEATURE HanDs On WITH MS WORD

Embedding an Excel chart in a Word document

intelligent computing CHip PLUS JANUARY 2008

HANDS ON WITH MS WORD FEATURE

Linking Excel and Word

JANUARY 2008 intelligent computing CHip PLUS

FEATURE HanDs On WITH MS WORD

Linking PowerPoint and Excel

HANDS ON WITH MS WORD WORKSHOP

Divide and format!

STEP 1: Create a Next Page section

Open an existing report or a new document.

What is a section USED FOR?

Click on the "Insert" menu and select "Break".

JANUARY 2008 intelligent computing CHip PLUS

WORKSHOP HanDs On WITH MS WORD

Formatting the section

What type of formatting can be applied?

Click on the "Paper" tab.

Select A5 under Paper Size.

Deleting a section break

Uncheck "Show number on first page".

Apply this by clicking "OK".

STEP 2: Create a "Continuous" section

intelligent computing CHip PLUS JANUARY 2008

HANDS ON WITH MS WORD WORKSHOP

Position the cursor after the first two or three paragraphs.

Copy a section break

The rest of the document (third section) follows a one-column format.

Create an "odd/even" section

JANUARY 2008 intelligent computing CHip PLUS

WORKSHOP HanDs On WITH MS WORD

Create your own letterhead

STEP 1: Create the header

Use character spacing

Go to "View | Header and Footer".

STEP 2: Insert a logo