Word 2003

Advanced

Word 2003

Long Documents

Advanced
Outline View................................................................................................................................. 7
Displaying the Outline.......................................................................................................................7

Multiple Headers and Footers .................................................................................................... 9
Header and Footer Options ............................................................................................................11 Section Headers and Footers.........................................................................................................11 Page Numbering.............................................................................................................................12

Sections ..................................................................................................................................... 12
Section Breaks................................................................................................................................12 Removing a Section Break .............................................................................................................13

Bookmarks................................................................................................................................. 14
Locating Bookmark Text.................................................................................................................14

Cross Referencing .................................................................................................................... 15
For Example:..................................................................................................................................16

Footnotes & Endnotes .............................................................................................................. 16
Inserting Footnotes & Endnotes .....................................................................................................17

Creating a Table of Contents ................................................................................................... 18
Updating the Table of Contents......................................................................................................19

Frames ....................................................................................................................................... 19
Saving Frames................................................................................................................................21

TOC Frames............................................................................................................................... 21
Saving the TOC Frame...................................................................................................................22

Indexes....................................................................................................................................... 22
Automatic Marking ..........................................................................................................................23 Inserting the Index ..........................................................................................................................24

Styles ......................................................................................................................................... 25 Creating Styles .......................................................................................................................... 26
Creating Styles from Scratch..........................................................................................................26

Modifying Styles........................................................................................................................ 28 Copying Styles .......................................................................................................................... 29 Outline Numbering in Styles .................................................................................................... 30
Numbering All Headings.................................................................................................................31

Templates .................................................................................................................................. 32
Creating a Template .......................................................................................................................32 Something Else to Try ....................................................................................................................32

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User vs Workgroup Templates ................................................................................................ 33
Changing Template Locations........................................................................................................33

Permissions............................................................................................................................... 34
Installing the Rights Manager .........................................................................................................34 Setting Permission..........................................................................................................................35 Removing Permission.....................................................................................................................35

Protecting Documents .............................................................................................................. 35
Restricting Formatting ....................................................................................................................35 Editing Restrictions .........................................................................................................................36 Protecting the Document ................................................................................................................36 Unprotecting the Document............................................................................................................37

Newspaper Columns................................................................................................................. 37
Distributing Column Text ................................................................................................................38

Inserting Comments ................................................................................................................. 40
Setting your User Name in Word....................................................................................................40 Viewing and Printing Comments ....................................................................................................41

Tracking Changes ..................................................................................................................... 42 Comparing Documents............................................................................................................. 44 Copying between Applications ................................................................................................ 46
Copying between Applications .......................................................................................................46 Something Else to Try ....................................................................................................................47

Paste Link .................................................................................................................................. 47
Linking Data....................................................................................................................................48

Maintaining Links...................................................................................................................... 49 Embedding Objects .................................................................................................................. 49 Sending Text to PowerPoint..................................................................................................... 51
Formatting Text...............................................................................................................................51 Sending Text to PowerPoint ...........................................................................................................51

Inserting Graphics .................................................................................................................... 53
The Picture Toolbar ........................................................................................................................54

Inserting ClipArt ........................................................................................................................ 55
Other Search Options.....................................................................................................................56 Media Types ...................................................................................................................................57

The Clip Organiser .................................................................................................................... 57 Text Wrapping ........................................................................................................................... 58
Text Wrapping Options...................................................................................................................58

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Moving and Sizing Images ....................................................................................................... 60
Text Wrapping Options: .................................................................................................................60 Repositioning Images .....................................................................................................................61 Sizing Images .................................................................................................................................61

Cropping Images....................................................................................................................... 62
For Example: ..................................................................................................................................62

Adding Captions ....................................................................................................................... 63 Creating a Table of Figures ...................................................................................................... 65
Updating the Table of Figures ........................................................................................................66

The Drawing Toolbar................................................................................................................. 67 The Drawing Toolbar................................................................................................................. 67 Drawing Lines and Shapes....................................................................................................... 67
Drawing Lines .................................................................................................................................67 Drawing Shapes .............................................................................................................................68 AutoShapes ....................................................................................................................................69

Selecting Objects ...................................................................................................................... 70 The Drawing Canvas ................................................................................................................. 71 The Drawing Grid ...................................................................................................................... 72 Moving & Sizing Objects .......................................................................................................... 73
Moving an Object............................................................................................................................73

Aligning & Distributing Objects ............................................................................................... 74
Aligning Objects..............................................................................................................................74 For Example:..................................................................................................................................74 Distributing Objects ........................................................................................................................74 For Example:..................................................................................................................................75

Grouping Objects ...................................................................................................................... 76 Rotating & Flipping Objects ..................................................................................................... 77
Horizontal and Vertical Flipping......................................................................................................77

Formatting Lines and Shapes .................................................................................................. 79
Applying Formatting........................................................................................................................79 Additional Formatting......................................................................................................................80

Connecting Shapes................................................................................................................... 81
Formatting Connectors ...................................................................................................................82

Shadows and 3D Effects........................................................................................................... 83
Shadows .........................................................................................................................................83 3D Effects .......................................................................................................................................83

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Text Boxes ................................................................................................................................. 84 Linking Text Boxes ................................................................................................................... 85 Text Direction in Text Boxes .................................................................................................... 86 Text Wrapping around Text Boxes .......................................................................................... 86 Mail Merge Introduction............................................................................................................ 88
For Example ...................................................................................................................................88 The Mail Merge Wizard ..................................................................................................................89

Mail Merge - Selecting the Document Type ........................................................................... 90 Mail Merge - The Starting Document ....................................................................................... 91 Mail Merge - Selecting Recipients ........................................................................................... 92
Creating a Recipient List ................................................................................................................92

Mail Merge - Writing your Letter .............................................................................................. 94
Matching Fields...............................................................................................................................95

Mail Merge - Previewing your Letter ........................................................................................ 96
Previewing your Merge...................................................................................................................96

Mail Merge - Completing the Merge ......................................................................................... 96 Selecting Records to Merge ..................................................................................................... 97
Query Examples .............................................................................................................................99 Merging a Range of Records..........................................................................................................99

Custom Merge Files ................................................................................................................ 100 Editing the Data Source.......................................................................................................... 100 Merging with External Data .................................................................................................... 101
Merging with Excel Data...............................................................................................................101

Mail Merge Labels ................................................................................................................... 102 Web Page Preview .................................................................................................................. 105 Creating Web Pages ............................................................................................................... 105 The Web Page Wizard ............................................................................................................. 106
Step 1 - Title & Location ...............................................................................................................106 Step 2 - Navigation .......................................................................................................................107 Step 3 - Add Pages ......................................................................................................................107 Step 4 - Organize Pages ..............................................................................................................108 Step 5 - Visual Theme ..................................................................................................................109

Formatting Web Pages ........................................................................................................... 109
Inserting Sound.............................................................................................................................110 Inserting Movies............................................................................................................................110 Inserting Scrolling Text .................................................................................................................110 Changing the Background ............................................................................................................111 © Hewlett-Packard 2004 Page 5 of 127

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Inserting Hyperlinks................................................................................................................ 112
Inserting Hyperlinks ......................................................................................................................112 Hyperlink Options .........................................................................................................................113

Saving Files in HTML Format ................................................................................................. 114 Themes..................................................................................................................................... 114
For Example.................................................................................................................................114 Applying Themes ..........................................................................................................................115 Something Else to Try ..................................................................................................................115

Recording Macros ................................................................................................................... 116
Creating Macros ...........................................................................................................................116 Running Macros............................................................................................................................117

Running Macros ...................................................................................................................... 117 Assigning a Macro to a Keystroke......................................................................................... 118
Resetting the Keyboard ................................................................................................................119

Assigning a Macro to a Toolbar Button ................................................................................ 119
Customising Icons ........................................................................................................................120

Assigning Macros to Menus................................................................................................... 122
Menu Text.....................................................................................................................................122

Creating New Toolbars ........................................................................................................... 123
Customising Icons ........................................................................................................................124

Macro Security ........................................................................................................................ 125
Other Things to Consider .............................................................................................................126

Templates ................................................................................................................................ 126
Creating a Template .....................................................................................................................127 Something Else to Try ..................................................................................................................127

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Outline View
Outline view shows the structure of the document with the different levels of text clearly displayed. This view is used to reorganise the text in the document by moving, copying and changing the levels. To use Outline view successfully, all text in the document should be formatted using styles, with the default Heading styles used for all headings and subheadings. An Outline example:

Displaying the Outline
Choose View, Outline or click on the Outline view button at the beginning of the horizontal scroll bar.

The Outline Toolbar is used to enter and manipulate text:

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To activate the next outline level e.g. to change from Heading 1 to Heading 2, click on the Demote button on the Outline toolbar. To move to the previous level (e.g. from Heading 2 to Heading 1) click on the Promote button on the Outline toolbar. To return a paragraph to body text using the Normal style, click on the Demote to Body Text button on the Outline toolbar. Text can be repositioned without the need to select entire paragraphs. To move a paragraph up or down, click in the paragraph and then on the Move Up or Move Down buttons on the Outline toolbar To view only specific levels of text, click on the Show button of the last number you wish to view. To view all heading 1 and 2 text, for example, click on 2. To work with the selected level only, click on the Collapse button to hide all lower levels, or the Expand button to view all levels again.

The following shortcuts can be used to manipulate outlines:
Keystroke [Tab] or [Alt Shift ] ] Action Demotes the current paragraph Promotes the current paragraph Demotes the current paragraph to Normal body text Moves the current paragraph up Moves the current paragraph down Expand selection Collapse all subheadings and text under the selected heading Toggle between displaying all body text or the first line of each paragraph only Show only Heading 1 paragraphs Show all Heading 1 and Heading 2 paragraphs Show all Heading 1, Heading 2 and Heading 3 paragraphs

[Shift Tab] or [Alt Shift [Ctrl Shift N] [Alt Shift [Alt Shift [Alt Shift +] [Alt Shift -] [Alt Shift L] [Alt Shift 1] [Alt Shift 2] [Alt Shift 3] ] ]

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Multiple Headers and Footers
A header is text that appears at the same position at the top of each page and a footer is text that appears in the same place at the bottom of each page. A header or footer can be inserted in any document view, but will only be visible in Print Layout View or Print Preview. By default, headers and footers will apply to the entire document regardless of the page on which they are inserted. To insert a header or a footer: Position the cursor on any page of the section in which you wish to set the header or footer. Choose View, Header and Footer. The header area will be displayed and the rest document text will turn grey. The Header and Footer toolbar will display.

Your cursor will be positioned in the header area where you can enter any text required. The Header Style will automatically have been selected, and a centre and a right tab will show in the the ruler. Enter any text required, or choose any required options from the Header and Footer Toolbar. Click Close on the header and footer toolbar to return to normal editing.

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Header and Footer Options
The Page Setup dialog box is used to set different headers and footers for the odd and even pages of the document, or a different first page header or footer: Choose File, Page Setup and the Layout tab. Check Different Odd and Even if you wish to set different headers or footers on odd and even pages. Check Different First Page if you wish to set a different header or footer on the first page of the document or each section. Choose OK.

Section Headers and Footers
Sections can be used to set different headers and footers at specific points in the document. Position the cursor on any page of the section in which you wish to set the header or footer. Choose View, Header and Footer. If you wish the header or footer to be different from the previous section's, release the Same as Previous button on the Header/Footer toolbar.

The Same as Previous button

Create the new header or footer as normal. Click on Close to return to the document.

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Page Numbering
If a document is split into sections, the pages can be numbered consecutively or with each section starting at Page 1. Insert the page number in the header/footer and choose Insert, Page Numbers. Click on Format. Click on Continue from Previous Section on the header and footer toolbar if you wish the numbers to run consecutively across sections. If you wish to start the section with a new number, click in Start At and type the first page number for the section. Choose OK.

Sections
Until a document is split into sections, all formatting changes such as margins or headers and footers will affect the entire document. Section breaks are used to split the document into sections that can hold different formats without affecting the entire document. In normal view, section breaks appear as follows:

Section Breaks
There are four types of section breaks that can be inserted into a document:

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Break

Description

Next Page This inserts a section break and page break so that the next section starts at the top of the next page. Continuous This inserts a section break at the cursor position so that the next section starts on the next line. Even Page This will start the next section on the next even numbered page. Odd Page This will start the next section on the next odd numbered page. To insert a section break: Position the cursor where the break should appear. Choose Insert, Break and choose the type of section break. Choose OK.

Removing a Section Break
Section breaks can be removed easily in normal view. Click on the Normal View button at the beginning of the horizontal scroll bar or choose View, Normal.

Position the cursor on the break. Press [Delete].
Formatting options such as margins and page orientation can be applied to the current section by choosing the relevant command and choosing This Section in the Apply To box.

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Bookmarks
Bookmarks are used to mark text in documents and are used with fields and cross-references. Bookmark names must begin with a letter, can be no longer than 40 characters in length and cannot contain spaces. To set a bookmark: Select the text you wish to mark Choose Insert, Bookmark or press [Ctrl+Shift+F5]. Type the bookmark name and click on Add.

Locating Bookmark Text
Once a bookmark has been assigned to text in the document, the bookmark name can be used to locate and select the text at any time. Choose Insert, Bookmark or press [Ctrl+Shift+F5]. Select the name and click on Go To.

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You can also you use the Find and Replace option to search for bookmarks Press [Ctrl+G] to display Find and Replace Under Go to what select Bookmark Select the Bookmark Name from the drop down list Select the name and click on Go To. The find and replace dialog will remain open so you can use this to quickly travel between lots of bookmarks

Cross Referencing
A cross reference is used to show where additional information is located within the document e.g. See Table 1 on Page 13. You can cross reference bookmarked text or text formatted with one of the default heading styles. To insert a cross reference: Type the introductory text e.g. "For more information see ". Choose Insert, Reference, Cross-reference. Under Reference Type choose the item you are referring to (e.g. Heading or Bookmark). Under Insert Reference To choose the type of information you want to display (e.g. Page number). If referring to a bookmark, choose the bookmark name in the For Which Bookmark list or if referring to a heading, choose the paragraph text in For Which Heading. Choose Insert and Close.

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For Example:
The following settings will insert a cross reference to the bookmark named Glossary. The page number that the glossary is on will be inserted as a hyperlink.

If any changes are made to the document and you want to update the cross-references, select the entire document and press [F9].

Footnotes & Endnotes
Footnotes and endnotes are used to add references to text in a document. As they appear at the bottom of the page or section, they can be used to add comments and explanations without interrupting the flow of text. For example:

Footnotes appear at the bottom of the page while endnotes appear at the end of the section or document.

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Inserting Footnotes & Endnotes
Position the cursor where the reference number of the note is to appear. Choose Insert, Reference, Footnote. Choose whether to insert the note as a Footnote or Endnote. Choose Number format: and Start at: number. Choose Custom Mark if you wish to mark the note manually with a number, letter or symbol. Choose what numbering Continuous, Restart each section or Restart each page. Click on OK.

Type the footnote or endnote text, using any formatting required. If using Normal view, click on the Close button in the footnote pane to return to the document. If using Print Layout view, click in the document text when complete.

To delete a footnote or endnote, select the reference number in the document and press [Delete]. The footnote or endnote text will be deleted at the same time. To edit footnote or endnote text, double click on the reference number.

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Creating a Table of Contents
If you have used styles to format all headings in a document, it is possible to insert a table of contents automatically from these headings. The number of the page that the heading is on will be shown and can be updated quickly if text is moved, added or deleted. Although it is possible to create a table of contents from any style in the document, it is easier if you use the default Heading styles - Heading 1 for main headings, Heading 2 for sub headings.
All lines of the TOC are inserted as hyperlinks. Clicking on a TOC entry or its page number will automatically move the cursor to that part of the document.

To insert a table of contents: Ensure all headings that will make up the table of contents are formatted using the Heading styles. Position the cursor where the table of contents is to appear. Choose Insert, References, Index and Table and click on the Table of Contents tab. Choose the required options for the table of contents and click on OK to insert the table at the cursor position. If you have not used the standard heading styles throughout the document then you will need to Click the Modify button and assign your own headings to the table of contents levels.

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The text in the Table of Contents uses the TOC styles - TOC1 for the main headings, TOC2 for sub headings. These styles can be changed as required.

Updating the Table of Contents
The table of contents will update automatically each time the document is opened. To update the Table of Contents without re-opening the document: Click anywhere inside the table and press the right mouse button. Choose Update Field. Choose Update Entire Table and OK.

A table of contents can also be updated as follows: Click anywhere inside the table and press [F9]. Choose Update Entire Table and OK.

Frames
Frame pages are special documents that divide the screen into two or more panes, each containing a different document. When the frame page is saved, links to all documents in the panes are created. When the frame is reopened, all linked documents will be opened in their panes.

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To convert the original document to a frame, with the original text in one of the panes: Save the document in the normal way - this is important in case you make a mistake while creating the frames. Choose Format, Frames, New Frames Page. The original document will remain on screen, with the following Frames toolbar:

The Frames Toolbar is used to add additional frames to the page:
Button New Frame Left New Frame Right New Frame Above New Frame Below Description Inserts a new, empty frame to the left of the original document Inserts a new, empty frame to the right of the original document Inserts a new, empty frame above the original document Inserts a new, empty frame below the original document

Once a new frame has been inserted, a document can be displayed in this frame as follows: Click on the Frame Properties button on the Frame Toolbar.
The Frame Properties button

In the Frame tab, click on the Browse button and locate the document to display in the frame. The name of the document will show in the Initial Page box. Check the Link to File box so that the document itself will not be saved in the frame, only a link to the document. This ensures only one copy of the document exists without duplication. Choose OK. Frames can be resized by positioning the mouse over the frame border and dragging as required.

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Saving Frames
Once all frames have been added and the panes have been populated with documents, the main frame page is saved in the normal way. Choose File, Save or File, Save As, or click on the Save button on the Standard Toolbar.
The Save button

Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box and select the drive and/or folder. Click in the File Name box and type a new name for the TOC document. Click on Save.

When the main frame page is opened, all documents contained in its frames will be opened at the same time. Any changes made will be saved in the relevant document.

TOC Frames
It is possible to create a table of contents in a new frame. The original document from which the TOC will be created remains unaffected, while the TOC is saved under a different name. The TOC contains a link to the original document so that any changes to the original document can be reflected automatically in the TOC. When the TOC is opened, the original document is opened on the right-hand side of the screen.

To create the new TOC frame, Choose Format, Frame, Table of Contents in Frame. The new TOC frame will display to the left of the screen and the original document to the right. Web page view will automatically be activated.

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Each line of the TOC is a hyperlink to the relevant part of the original document.

Saving the TOC Frame
It is possible to save the new TOC frame so that it can be opened again at a later stage. Choose File, Save or File, Save As, or click on the Save button on the Standard Toolbar.
The Save button

Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box and select the drive and/or folder. Click in the Filename box and type a new name for the TOC document. Click on Save.

As with a normal table of contents, a TOC in a frame can be updated as follows: Click anywhere in the TOC frame and press [F9]. Choose Update Entire Table and OK.

Indexes
An index can be created automatically from the text of a document. Before the index can be inserted, all entries have to be marked in the document - this can be done manually or using a concordance file. An example index:

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It is possible to mark the words you wish to appear in the index manually - although this can be a time-consuming process. Select the word to be marked. Choose Insert, Reference, Index and Tables. Select the Index tab and click on Mark Entry. Choose Mark to mark the selected word or Mark All to find all occurrences of the word and mark them automatically.

Press ALT + SHIFT + X to mark an index entry

Automatic Marking
It is also possible to mark all index entries automatically, using what is known as a concordance file. The concordance file contains a list of all words to be included in the index, and is created in Word: Create a new document containing a list of all words to appear in the index - each word should be on a new line. Save and close this file when complete. Activate the document in which you wish to create the index. Choose Insert, Reference, Index and Tables. Select the Index tab and click on AutoMark. Click on the drop-down arrow in the Look In box and select the drive and folder in which the concordance document is stored. Select the name of the document from the list displayed and click on Open. All words will be marked automatically with hidden text displayed. To hide the index codes and paragraph marks, click on the Show/Hide button on the Standard Toolbar.
The Show/Hide button

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Note that the index entries that you type in the concordance file are case sensitive.

Inserting the Index
Once all entries have been marked, the index can be generated: Position the cursor where the index is to appear and choose Insert, Reference, Index and Tables. Select the Index tab and choose the format for the index. To customise the format, choose From Template and click on Modify. This will allow you to update the styles that make up the index. Choose OK to insert the index.

To add any new words to the index, ensure the words are marked before clicking in the index and pressing [F9].
If the document changes, select the entire document and press [F9] to update the index

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Styles
A style is a combination of formatting options that can easily be applied to the text in a document. Styles speed up the formatting of a document and promote consistency - if the same style is applied to all headings in a document, the formatting of these headings will always be identical. A set of Heading styles is provided which should be used to format the different levels of headings in a document. These are named Heading 1 to 9, Heading 1 being used for main headings.

To apply an existing style to text: Select the text to be formatted. Click in the Style box of the Formatting Toolbar.

The Style Box

Choose the required style from the list displayed.

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The following keyboard shortcuts can also be used to apply styles to selected text:

Keystroke Shift Ctrl S Shift Ctrl N Ctrl Alt 1 Ctrl Alt 2 Ctrl Alt 3 Shift Ctrl L

Action Activates the Style box on the Toolbar - press the arrow keys to select styles Applies the Normal style Applies the Heading 1 style Applies the Heading 2 style Applies the Heading 3 style Applies the List Bullet style

Creating Styles
If text already exists containing the formatting to be stored in the style, a style can be created quickly as follows: Position the cursor inside the block of text containing the formatting. Click in the Style box on the Formatting Toolbar.
The Style Box

Type a name for the new style and press [Return]

Creating Styles from Scratch
Show the Styles and Formatting task pane using the Styles and Formatting button on the Formatting Toolbar.
The Styles and Formatting button

Click on the New Style button on the Styles and Formatting task pane. Enter a name for the style and any other settings in the top part of the dialog box:

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Use the buttons in the centre of the New Style box to add all formatting options for the new style:

To add more advanced formatting, click on the Format button and select the format you wish to change. Select the relevant option in the dialog box and choose OK. Repeat this step until all formatting has been added.

Choose OK when all formats have been added to the style.

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By default, styles are stored in the document in which they are created. If you wish to reuse the same styles, they can be stored in a template.

Modifying Styles
When a style is edited, all text using the style will be updated in the document. Show the Styles and Formatting task pane using the Styles and Formatting button on the
Formatting Toolbar

The Styles and Formatting button

Click on the style you wish to change - a drop-down arrow will appear. Choose Modify from the drop-down list

Make the changes using the Format button and the relevant formatting categories. Choose OK then Close to return to the document.

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A style can also be modified by changing the format of any text in the document that has the style applied to it. Select a piece of text that has the style applied that you wish to modify. Change the format of the text as normal. Click on the original style name in the Styles and Formatting Task pane. Choose Update to Match Selection.

Copying Styles
Styles are stored in the document in which they were created, and initially are only available in this document. They can be copied between documents to eliminate the need to recreate styles over and over again. Choose Tools, Templates and Add-Ins. Click on the Organiser button. Ensure that the documents that you want to copy from and to are displayed. If the document you wish to copy from is not displayed: Choose Close File then Open File. Click on the drop-down arrow in the Files of Type box and choose Word Documents. Click on the drop-down arrow in the Look In box and select the drive and folder in which the document is stored. Select the name of the file from the list displayed and choose Open.

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To copy the styles: Choose the styles to be copied by holding [Ctrl] and clicking on each style. Click on Copy. Choose Close when complete.

You can copy more than one style at the same time by holding down the CTRL key when as you select the styles.

Outline Numbering in Styles
When using the default Heading styles, these can be numbered automatically so that each heading is numbered correctly in the document. As new headings are typed, or existing headings are removed, numbering will update automatically. To number a single set of headings, e.g. all Heading 2 text: Choose Format, Styles and Formatting to display the Styles and formatting Task Pane. Click on the drop down arrow on your required style and choose Modify. Click on Format and choose Numbering from the pop-up menu. Ensure the Numbered tab is selected and choose the required numbering style from those displayed. To edit the style of numbering, click on Customize and amend as required (see diagram below). Choose OK when complete. Choose OK and Close to apply the numbering.

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Numbering All Headings
It is also possible to number all headings in a document. The following document shows the numbering of Heading 1 and Heading 2 paragraphs:

To apply numbering to all headings: Choose Format, Styles and Formatting to display the Styles and formatting Task Pane. Select Heading 1 in the Styles list. Click on Modify. Click on Format and choose Numbering from the pop-up menu. Choose the Outline Numbered tab and choose the format the most closely resembles the numbering you require. To edit the formatting in any way, click on Customize. In the Level list, click on each level number in turn and ensure the correct number format, number position and text position is selected. Choose OK when complete. Choose OK and Close to apply the numbering.

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Templates
Every Word document is based on a template - the default template for blank documents is normal.dot. Templates can contain standard text and formatting that is entered automatically each time a new document is created from the template. As well as standard text and formatting such as margins and fonts, the following can also be stored in the template:
Styles - named collections of formatting that can be applied to text as required. AutoText - glossaries of standard text that can be inserted into the document as required. Toolbars - custom sets of buttons that can be used to perform common tasks. Macros - named collections of commands that can be run automatically as required.

Creating a Template
A new template can be created by adding all of the required elements to a new document e.g. standard text, page setup, headers and footers and other formatting. Ensure all standard text has been typed and any formatting options to be saved in the template have been applied. Choose File, Save As. Click in the File Name box and enter a name for the template. Change Save As Type to Document Template - the default template folder will be displayed. Choose Save.

Something Else to Try
It is possible to store the template in a subfolder of the default template folder, so the template will appear under a different tab in the New Document dialog box.

Choose File, Save As. Change Save As Type to Document Template - the default template folder will be displayed. Click on the Create Folder button at the top of the Save dialog box.

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Enter a name for the new folder and click on OK, the folder will be opened for you. Click in the File Name box and enter a name for the template. Click on Save when complete.

User vs Workgroup Templates
Templates can be stored as user or workgroup templates.

User templates are saved on the local C: drive and can contain any user-specific styles, AutoText, macros and toolbars. The default user template folder is C:\Program Files\Microsoft Office\Templates but this can be changed as required (see below). Workgroup templates are saved on a shared network drive and can be used by everyone in a group or department.
User templates take precedence over workgroup templates. If normal.dot appears in the user directory and the workgroup directory, the user version will be used by default.

Changing Template Locations
The location of user and workgroup templates can be set as follows: Choose Tools, Options. Click on the File Locations tab. Select the User Templates or Workgroup Templates line - depending on which location you wish to change. Click on Modify. Choose a new location for the templates and click on OK. Click on OK to return to the document.

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Permissions
The Permissions button on the standard toolbar allows you to set the permissions on a document i.e. what can be done to that document. For example, you can prevent certain users from saving the document, or only allow access to the document for a set number of days.

Installing the Rights Manager
You will need to download the Windows Rights Management Tool before you can set permissions in a document. You will be prompted to do this when you click on the Permissions button for the first time

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Once the client is downloaded, you will have to install it:

Click on the Next button to start the installation wizard Click on Next after reading the privacy statement Choose I Agree to agree to the license agreement, then click on Next Click on Next to install the client Click on Close when the installation is complete

Setting Permission
To restrict the permissions for the current document, click on the Permissions button on the standard toolbar. The Permission button

Check the box to Restrict Permission Add the names of the people you wish to give permission to in the Read and Change boxes Click on OK to save the permissions

Removing Permission
Remove all permissions from a document by choosing File, Permission and Unrestricted Access.

Protecting Documents
You can protect your Word documents to restrict the type of changes that colleagues can make to these documents. You can limit the formatting changes that can be made to the document, or can only allow certain editing to take place: Editing Tracked changes Comments Filling In Forms No Changes Description All changes to the document will be marked, allowing you to accept or reject each change as required No changes will be allowed to the text of your document, but colleagues may add comments to the document If your document contains form fields, only these will be allowed to be accessed. No changes will be allowed to the text of your document No changes will be allowed

To set document protection, choose Tools, Protect Document to show the Protection task pane.

Restricting Formatting
To restrict the formatting changes that can be made to the document:

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Click on OK

Editing Restrictions
To enforce editing restrictions, e.g. to form fields only, check the Allow only this type of editing box. Choose the type of editing from the drop-down arrow. If your document contains multiple sections, you can set the editing restrictions on specific sections only by clicking on the Select Sections link. Uncheck each section you wish to allow full editing in, then click on OK.

Protecting the Document
When all settings have been selected, click on the Yes Start Enforcing Protection button. You can assign a password at this stage. The password will need to be typed before the document is unprotected.

Type a password in the first box Retype the password in the second box for confirmation Click on OK

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Unprotecting the Document
To stop document protection and allow full editing, either:

Choose Tools, Unprotect Document or Click on the Stop Protection button on the protection task pane

Newspaper Columns
Newspaper columns are also known as "snaking" columns and are read from top to bottom. Text is typed in the first column until the bottom of the page is reached. The cursor will then move to the top of the second column where text will be typed in the same way.

To create columns for text that has not yet been typed:

Position the cursor where the columns will start and choose Format, Columns. Type or select the number of columns required. Click on the drop-down arrow in the Apply To box and choose This Point Forward. Choose OK

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Press [Ctrl Shift Return] to quickly insert a column break at the cursor position.

Distributing Column Text
It is possible to distribute text equally across newspaper columns.

Position the cursor at the end of the column text Choose Insert, Break and click on Continuous Choose OK.

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It is also possible to format existing text into columns. Select the text to be arranged into columns. Click on the Columns button on the Standard Toolbar. Drag the mouse over the required number of columns.
The Columns Button

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Inserting Comments
You can insert comments into any document if you wish to add a note about the text without interrupting the document's flow.

Choose Insert, Comment or click on the Insert Comment button on the Reviewing Toolbar
The Insert Comment button

Type the comment text Click back in the main body of the document after entering comment text. If you're using Print Layout view, you can press [Esc] to return to the main body of the document.
Comments show differently depending on the view you're using in your Word document: In Print Layout view, the comment will appear as a balloon on the right-hand side of the page

In Normal view, comments will appear in the Reviewing Pane along the bottom of the screen. To hide this pane, click on the Show menu on the Reviewing Toolbar and choose Reviewing Pane.

To remove a comment, right-click over the comment and choose Delete Comment from the shortcut menu.

Setting your User Name in Word
Before collaborating in Word, it's important to ensure your user name and initials are set correctly, as these will be used to identify your changes.

Choose Tools, Options Click on the User Information tab Enter your name and surname in the Name box, and your initials in the Initials box Click on OK

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Viewing and Printing Comments
To view a document without comments,

Click on the Show menu on the Reviewing Toolbar Choose Comments to enable or disable the option

Comments will print with the document by default. To hide comments from print:

Choose File, Print Click on the drop-down arrow of the Print What box Choose Document.

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Tracking Changes
If you need to work on a Word document with a number of colleagues, you can track the changes that each person makes to the document so that all changes are recorded. To begin tracking all changes made to the document: Choose Tools, Track Changes or Double-click on the TRK box on the status bar:

Tracking is off

Tracking is on - all changes will be marked in the document

When tracking changes, you can view your document in a number of different ways, using the Display for Review list at the beginning of the Reviewing toolbar.

Option
Original

Description
This shows the original unchanged document This is how the document would look if you rejected all changes

Final

This shows document with all changes in place This is how the document would look if you accepted all changes

Original showing markup

This shows inserted text and formatting changes in balloons on the right-hand side of the page. Deleted text appears crossed out, in its original place in the document. This shows inserted text in place in the document, but in a different colour and underlined. Deleted text shows in balloons on the right-hand side of the page.

Final showing markup

By default, the changes made by everyone that has worked on the document will show. You can view a list of reviewers, and choose to show or hide each as required:

Click on the Show menu on the Reviewing Toolbar and choose Reviewers To hide all changes by a specific reviewer, click in the box in front of that reviewer's name. Repeat this step to show the reviewer's changes again.

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Once all changes have been made to the document, you can review the changes and choose which to keep (accept) or lose (reject).

Press [Ctrl Home] to move the cursor to the top of the document Click on the Next button on the Reviewing toolbar to select the first change Click on the Accept button to keep the change and make it permanent in the document or Click on the Reject button to discard the change and keep the original document text Button Action
Show previous difference Show next difference Accept this change Reject this change

You can accept or reject all changes in the document by clicking on the drop-down arrow of the Accept or Reject button. Choose to Accept all Changes in Document or Reject all Changes in Document

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Comparing Documents
f you have two versions of the same document, you can compare these to highlight all differences.

Ensure the first file you wish to compare is open on screen Choose Tools, Compare and Merge Documents Choose the document you want to compare to the open file, then click on Merge

The second document will be opened on screen:

Any text in this second that did not appear in the first will show as deleted text. Any text in first document that does not appear in this document will show as inserted text.
You can now accept or reject each marked change in the document as required. Use the following buttons on the Reviewing Toolbar to accept or reject each difference:

Button

Action
Show previous difference Show next difference Accept this change Reject this change

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If you want to accept all changes, click on the drop-down arrow of the Accept button on the Reviewing toolbar and choose Accept all Changes in Document. If you save the file, the original of the second document will be replaced.

You can compare two documents and create a new document from the comparison.

Ensure the first file you wish to compare is open on screen Choose Tools, Compare and Merge Documents Click on the drop-down arrow of the Merge button and choose Merge into New Document

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Copying between Applications
In all versions of the Windows operating system since Windows 95, you can cut or copy data between applications. The application from which you are copying is the source while the application to which you are copying is the target. To switch between open applications: Press [Alt] and [Tab] until the correct application is selected. Release [Alt] only when the correct application is highlighted or Click on the application's icon on the Task Bar along the bottom of the screen.

Copying between Applications
The Copy, Cut and Paste buttons on the Standard Toolbar can be used to copy data from one application to another.
The Copy button The Cut button The Paste button

In the source application, select the text or item you wish to move or copy. Choose Edit, Copy or click on the Copy button on the Standard Toolbar. Activate the target application and ensure the correct document position is selected. Choose Edit, Paste or click on the Paste button on the Standard Toolbar.
If the data does not paste in the correct format, choose Edit, Paste Special for more options e.g. Unformatted text or Picture.

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The following shortcut keys can be used to move and copy text: Keystroke Ctrl C Ctrl X Ctrl V Action Copy Cut Paste

Something Else to Try
Text can also be moved or copied from one application to another using the drag-and-drop feature. Right click on any blank area of the task bar to display the shortcut menu. Choose the required option to arrange all applications on screen.

In the source document, select the text or object you wish to move or copy. To move - Position the mouse over selected item to display the white arrow shaped mouse pointer. Drag the text over to the target application and release the mouse button. To copy - hold [Ctrl] while dragging and release the mouse button before releasing the [Ctrl] key.

Paste Link
It is possible to run multiple applications under Windows 95 or Windows NT, and to cut or copy data between these applications. The application from which you are copying is the source while the application to which you are copying is the target. It is also possible to link data between applications. The data will be stored in the source application with a reference to the data stored in the target. The target will be updated each time the source is changed.
Linking keeps document sizes to a minimum as the original data is stored in the source file while only a representation of this is stored in the target document.

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To switch between multiple open applications: Press [Alt] and [Tab] until the correct application is selected. Release [Alt] only when the correct application is highlighted or Click on the application's icon on the Task Bar along the bottom of the screen.

Linking Data
To link data between applications: In the source application, select the text or object you wish to copy. Choose Edit, Copy or click on the Copy button on the Standard Toolbar.
The Copy button

Activate the target application and ensure the correct document position is selected. Choose Edit, Paste Special and click on Paste Link. Ensure the correct paste format is selected and click on OK.

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Maintaining Links
By default, links are updated automatically each time the Word document is opened. This can be changed to manual updating if required - the linked data will only update when the user chooses. Open the document that contains the linked data and choose Edit, Links.

Change to Manual updating and click on Update Now each time you wish to update the links. Choose Open Source to open the source application and document. Choose Change Source if the source file has been moved or renamed. Choose Break Link to remove the link without deleting the data from the Word document.

Embedding Objects
Embedding allows you to use all of the features from another program without leaving the current applications. It can be used to insert Word tables into PowerPoint, Excel spreadsheets into a Word document, etc. The embedded object will be stored in the target document and as such can significantly increase the size of the file.

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Choose Insert, Object and choose the type of object to be created. Menus and toolbars of the chosen application will be displayed, allowing you to create the object as normal. When complete, click away from the object to return to Word's menus and toolbars.

As an embedded object is stored in the source document, this method should not be used if file size is an issue.

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Sending Text to PowerPoint
Text created in Word 2003 can be used to create a PowerPoint presentation automatically. For example, the following document could be used to create the 2 slides automatically with no retyping or copying necessary.

Formatting Text
The text in the Word document should be typed using the standard Heading styles – Heading 1 should be used for any slide titles, Heading 2 for any main bulleted points, Heading 3 for sub-bulleted points, etc. Any body text with the Normal style will not be included in the presentation.

Sending Text to PowerPoint
In Word, open the document containing the text to be converted into a new presentation. Choose File, Send To, Microsoft PowerPoint.

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PowerPoint 2003 will be launched and the presentation will be displayed on screen. It can be edited using any of the standard PowerPoint features.
If you wish to include Word text in an existing PowerPoint presentation, open the presentation and choose Insert, Slides from Outline.

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Inserting Graphics
Although Microsoft Office has a large number of ClipArt images available for insertion, Word also supports a number of additional graphic formats so that images created in other applications may be inserted into a document. Images are inserted as follows: Choose Insert, Picture and From File. Click on the drop-down arrow in the Look In box and select the drive and folder in which the image is stored. Select the name of the file from the list displayed and choose Insert.

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The Picture Toolbar
When an image is selected, the Picture toolbar is displayed automatically. This toolbar contains options for formatting images:

To change the image colour, click on the Image Control button - the following options are available: Option Automatic Greyscale Black and White Watermark Description Original colour of the image Colour is replaced by various shades of grey Image is displayed only using black and white - no colour or grey shading The image is made much lighter, so that text could be read over the image

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Inserting ClipArt
ClipArt can be added to a document to illustrate a point or add light relief to a complex document. ClipArt categories include signs, maps, symbols, currency and cartoons. Microsoft Office ClipArt can be added to a document by using the ClipArt Task Pane If the task Pane does not show then Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane Once the task pane displays then Click on the drop down arrow at the top of the Task Pane and Choose Insert Clip Art

Type a word or phrase that describes the picture that you are looking for and then click Search

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Your Images will be displayed in the Insert Clip Art Task Pane Scroll through the images until you find your desired image Click on the drop down arrow for that clip Click on Insert to insert the selected image in your document.

Select the images to be inserted. Multiple images can be selected by clicking on the first image and holding [Ctrl] while clicking on each additional image. Click on Insert.

Other Search Options
When searching for images in the Clip task pane you may wish to be more selective in your search options so that fewer images are shown, and they match your specified criteria more precisely.

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Media Types
Category Clip Art Description ClipArt, drawings and other static graphics.

Photographs photographs and scanned images Movies Video clips, animated GIFs and other animations. Note that animated GIFs will display only if the document is saved in HTML format and viewed in a web browser such as Internet Explorer or Netscape. Wav files and other sound clips

Sounds

The Clip Organiser
When you use the ClipArt task pane for the first time, you will be asked to add all images from your hard drive into the Clips Organizer, allowing easy access to all of your images, sounds and video files. Click on Now to add items to the organiser now, or Later to do this at a later stage. If you choose to add to the organiser now, Word will display a message while it finds and organises your media files.

Once you have added clips to the organiser, you can locate clips and organise and insert them into your slides as required. Click on the Clip Organizer link at the bottom of the Insert ClipArt task pane. Clips will be organised by the folder they were found in. Click on the name of a folder on the left of the Clip Organizer window to view the images in that folder. Clips are also stored in collections, which are hierarchical lists of images that have keywords relating to their collection

Click on the image on the right that you wish to insert. A drop-down menu will be displayed. Choose Copy.

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Close the Clip Organizer using the button in the top-right corner of the window. Back in Word, choose Edit, Paste or press [Ctrl V] to insert the clip onto the current document.

You can create your own collection categories and import Clips into them and import clips from the Microsoft Gallery On-line.

Text Wrapping
Images can be placed in line with the text of a document, or can float over text. If the image is set to float over text, the document text can be wrapped around the image in a number of different ways.
To set whether the image should float over text or not:

Select the image. Choose Format, Picture and click on the Layout tab. Choose one of the following options to set the way text will wrap around the image:

Text Wrapping Options
Option
Square Tight Through Top & Bottom Behind Text In front of Text

Description
Text will wrap around all sides of the image in a square shape. Text will wrap around the shape of the image itself rather than the box around the image. Text will wrap around the actual image, including any blank areas inside the image. Text will not wrap to the sides of the image, only above and below the image. The image is placed behind the document text - the document text will cover the image if in the same place. The image is placed in front of the document text, obscuring any text in the same place.

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Click on the image and choose Format, Picture to display the following Wrapping options.

Select Square to wrap text around the left and right sides of the picture's border. Once this option is selected you can choose the sides to which the text will be placed.

Select Tight to wrap text around the actual image rather than the borders around the picture.

Select Through to wrap text around the actual image, including any blank areas inside the image.

Select Top and Bottom to return to the default setting.

The Text Wrapping button on the Picture Toolbar can also be used to control the text wrapping around an image. Right click on the image and choose Show Picture Toolbar if the toolbar is not displayed by default.
The Text Wrapping button

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Moving and Sizing Images
By default, inserted images are be placed in line with the text of a document. They can also be set to float over text. 1) The image is floating over text and, as such, text can wrap around all sides of the image:

2) The image is not floating over text - only a single line of text can appear next to the image:

To set whether the image should float over text or not:

Select the image. Choose Format, Picture and click on the Layout tab. Choose one of the following options to set the way text will wrap around the image: Text Wrapping Options: Option In line with text Square Tight Behind Text In front of Text Description the image is placed at the insertion point in a line of text and will remain on the same layer as the text. Text will wrap around all sides of the image in a square shape. Text will wrap around the shape of the image itself rather than the box around the image. The image is placed behind the document text - the document text will cover the image if in the same place. The image is placed in front of the document text, obscuring any text in the same place.

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Repositioning Images
When an image is floating over text, it can be repositioned anywhere, including the margins of a document. When the image is selected, white boxes or "handles" will appear around the image.

Position the mouse over the edge of the image (not on a handle) and drag to move the object. Hold [Ctrl] while dragging to copy the object. Hold [Shift] while moving or copying the object to line it up perfectly with the original position.

Sizing Images
Although images can be resized by dragging the handles around the image, this will not ensure the proportions of the image are kept. Select the image and choose Format, Picture. Click on the Size tab. In the Scale area, enter the height and width of the image, relative to the original size. For example, to make the image twice its original size, enter a width and height of 200%. Choose OK.

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Cropping Images
Cropping allows you to resize a graphic by hiding portions of the object. It is useful for removing unwanted areas of the picture.

For Example:
An image before cropping: An image after cropping

To crop an image: Select the image to be cropped. If the Picture toolbar is not displayed, right click on the selected object and choose Show Picture Toolbar. Click on the Crop button of the Picture Toolbar.
The Crop button

Position the mouse pointer over a handle of the picture and drag the mouse to hide the required portion.

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Adding Captions
Captions can be added to each image in a document and numbered sequentially. When an image is added or removed, all numbers will be updated. Depending on whether the image is floating over text or not, the caption will appear in different positions:
If the image is set to float over text, the caption will be placed in a text box that can be repositioned as required.

If the image is not set to float over text, the caption will be placed on the next line of the document

To insert a caption: Select the picture you wish to insert a caption for. Choose Insert, Reference, Caption. Choose the required Label from the drop down list - the label will appear in front of each caption, followed by the sequential number. Custom labels can be created by clicking on the New Label button and typing the new label before clicking on OK. Click in the Caption box and type any additional text required. Choose OK when complete.

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The AutoCaption button is used to add captions to images automatically as they are inserted.

Choose Insert, Reference, Caption and click on AutoCaption.
Check each type of image you wish to add a caption to e.g. Microsoft Clip Gallery for all ClipArt images, then choose the required Label. Choose OK when complete. Every time a new image is added, a caption will be created automatically.

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Creating a Table of Figures
Captions that have been assigned to images, tables or other objects can be combined in a table of figures.

All lines of the table are inserted as hyperlinks. Clicking on a table entry or its page number will automatically move the cursor to the object referenced.

To insert a table of figures: Position the cursor where the table of figures is to appear and choose Insert, Reference, Index and Table. Click on the Table of Figures tab. Choose the required options for the table of figures and click on OK when complete.

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Only captions from images that have not been set to float over text will be included in the table of figures.

Updating the Table of Figures
To update the table of figures with any new captions added to the document: Click anywhere in the table of figures and press [F9] or Right click anywhere in the table of figures and choose Update Field.

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The Drawing Toolbar
This toolbar is used to create and format drawing objects such as lines, arrows and boxes. This toolbar is common to Word, Excel and PowerPoint.

Drawing Lines and Shapes
The Drawing Toolbar is used to add lines and shapes to a document. Once added, these lines and shapes can be formatted, moved and sized as required.

Drawing Lines
If the drawing canvas is disabled, you can draw lines anywhere on the document page:

Click on the Line or Arrow button on the Drawing Toolbar Position the mouse where the beginning of the line should appear, then click, hold and drag the mouse to create the required length and direction.

The Line button The Arrow button

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The following keys can be held while drawing the line to change the way in which the line is created: Key Shift Ctrl Shift + Ctrl Action Forces a straight line Draws the line from the centre out. Draws a perfectly straight line from the centre out

Drawing Shapes
Click on the Rectangle or Ellipse button on the Drawing Toolbar or click on AutoShapes and select the required category and shape (see table below). Position the mouse where the top-left corner of the shape should appear, then click, hold and drag the mouse diagonally to create the required shape and size.

The Rectangle button The Ellipse button

The following keys can be held while drawing the shape to change the way in which the shape is created: Key Shift Ctrl Shift + Ctrl Action Forces a perfect shape e.g. a square or circle Draws the shape from the centre out Draws a perfect shape from the centre out

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AutoShapes
The following AutoShapes categories are available:

Category

Description Various line styles such as scribbles, freeform lines and arrowed lines. Various connections with different ends and paths. Shapes such as triangles, cylinders and crosses. Various arrow shapes. Flowchart elements such as decisions and processes. Stars, banners, scrolls and explosions. Speech bubbles and boxes that can be connected to other shapes.

Additional AutoShapes can be created by choosing More AutoShapes from the AutoShapes menu. This reveals the Clip Art task pane displaying various pre-created images, including: Banners of different shapes and colours Conceptual shapes such as jigsaw pieces and triangles Networking and computer shapes Furniture for designing office layouts

If you would prefer not to use the drawing canvas then click Tools, Options, Click on the General Tab and deselect the create drawing canvas when inserting AutoShapes option.

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Selecting Objects
A line, shape or other object such as an image must be selected before it can be manipulated in any way. It is possible to select a single object, or multiple objects on a page. To select a single object, click on the edge of the object:

Multiple objects are selected in different ways, depending on how they are positioned on the page. If the objects are not positioned next to each other, click on the edge of the first object as normal. Hold [Shift] and click on the edge of each additional object. If the objects are positioned next to each other, they can be selected easily as follows: Click on the Selection button on the Drawing Toolbar.

The Selection button

Drag the mouse over all objects to be selected, as in the following illustration:

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The Drawing Canvas
When you attempt to draw a shape in a Word document, a drawing canvas is created. This allows you to create many shapes and lines as a single diagram, then move this around the page as required.

The following drawing canvas toolbar is displayed:

If you would prefer not to create a drawing canvas, you can disable this feature. You can then draw shapes anywhere on the page.

Choose Tools, Options and click on the General tab Uncheck the Automatically create drawing canvas option Click on OK

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The Drawing Grid
In order to help position graphics within your document or on the drawing canvas, Word provides a grid that helps the user to keep shapes and graphics uniformly positioned and sized. As you draw or resize shapes, the edges will snap to the lines on the grid.

To display gridlines Click on the Draw menu on the Drawing toolbar and choose Grid Check the Display Grid lines on screen box Click on OK

To ignore the grid snap when positioning a graphic hold down the ALT key as you move the object.

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Moving & Sizing Objects
When an object is selected, "handles" appear around the object. These handles are used to re-size the object.

Moving an Object
Position the mouse over the edge of the object (not on a handle) and drag to move the object. Hold [Ctrl] while dragging to copy the object. Hold [Shift] while moving or copying the object to line it up perfectly with the original position. Hold [Alt] while moving if you would like to ignore the grid settings Many AutoShapes also display a small yellow diamond when selected. This handle can be used to change the shape of the object when dragged in different directions.

It is possible to change a shape into another shape entirely without losing any formatting:

Select the shape you wish to change. Choose Draw, Change AutoShape and the required category and AutoShape.

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Press [Ctrl D] to duplicate the selected object. The copy will be placed slightly below and to the right of the selected object.

Aligning & Distributing Objects
Aligning Objects
The Align command is accessed through the Drawing Toolbar and is used to ensure shapes or objects are precisely aligned with each other. If the Align Left option is used, for example, all selected objects will be lined-up with the left-most object.

For Example:
Objects before left alignment Objects after left alignment

Select the objects to be aligned. Choose Draw, Align or Distribute and the relevant alignment option.

Align Centre should be used to align objects in a column, while Align Middle should be used to align objects in a row.

Distributing Objects
The Distribute command is also accessed through the Drawing Toolbar and will ensure the spacing between three or more objects is identical.

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For Example:
Objects before vertical distribution Objects after vertical distribution

Select the objects to be distributed. Choose Draw, Align or Distribute. Choose Distribute Horizontally if the objects are positioned in a row or Distribute Vertically if they are positioned in a column.

It is possible to create a toolbar containing the Align and Distribute options. This is especially useful if you use these commands over and over again. Choose Draw, Align or Distribute. Click on the thick grey bar at the top of the Align and Distribute menu and drag this to a suitable position on the screen.

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The following toolbar will be displayed:

Grouping Objects
Multiple objects can be grouped to a single object that can be moved, copied or formatted in a single command. The Group commands are available through the Drawing Toolbar. The following objects are separate and will always have to be selected one at a time. While the following objects are grouped. Clicking once on either object will select both.

To group objects: Ensure that the drawing toolbar is visible Select the objects to be grouped. Choose Draw, Group. To ungroup objects: Click on the grouped object. Choose Draw, Ungroup.

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If a group of objects has been ungrouped, they can be regrouped quickly without the need to select all individual objects first.

Choose Draw, Regroup. The last set of ungrouped objects will be regrouped. After you have selected multiple graphics you can reveal the grouping options by right clicking the mouse on any selected graphic.

Rotating & Flipping Objects
Shapes can be flipped to create a mirror image, or can be rotated to any degree of the original shape. The rotation commands are available through the Drawing Toolbar. If this is not showing, choose View, Toolbars and Drawing.

Horizontal and Vertical Flipping
Shapes can be flipped left-to-right or top-to-bottom: Example Description Original shape

Original shape flipped horizontally

Original shape flipped vertically

To rotate or flip an object:

Select the object to be rotated or flipped. Multiple objects should be grouped before selecting them Choose Draw, Rotate or Flip Choose the required option from the submenu displayed.

Free Rotation
When you select a shape or item of ClipArt a Rotate tool will display on that graphic as a small green circle, which will allow you to rotate your image to the desired angle. Select the object to be rotated. Click on the green circle at the top of the selected shape and rotate your image as required

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Position the mouse over the green circle

Drag up or down to rotate the shape, then release the mouse button

It is possible to create a toolbar containing the Rotate and Flip options. This is especially useful if you use these commands over and over again. Choose Draw, Rotate or Flip. Click on the thick grey bar at the top of the Rotate or Flip menu and drag this to a suitable position on the screen.

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The following toolbar will be displayed:

Formatting Lines and Shapes
The Drawing Toolbar contains buttons to change the line and fill options of the selected shapes.

Applying Formatting
Before applying a format, always ensure the shape or line is selected. Change the fill colour of the object by clicking on the drop-down arrow of the Fill Colour button Change the line colour by clicking on the drop-down arrow of the Line Colour button

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The line thickness and style of selected shapes is changed as follows: Change the line thickness and style by clicking on the Line Style button and choosing the required format. If a dashed line is required, click on the Dash Style button and choosing the required dash format. To add an arrowhead to the start and/or end of a line, click on the Arrowheads button and choose the required option.

Additional Formatting
The line and fill formatting of a shape can also be changed as follows: Select the shape and choose Format, AutoShape. Click on the Colours and Lines tab and choose the fill colour and line options from the dropdown lists. To add fill effects to the object, click on the Fill Colour drop-down arrow and choose Fill Effects see table below for available options.

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If a line has been selected, and not a shape such as a circle or rectangle, arrowheads can be added to the beginning or end of the line.

Remove the colour from a shape by clicking on the drop-down arrow in the Fill Colour box and choosing No Fill. Remove the line around a shape by clicking on the drop-down arrow in the Line Colour box and choosing No Line. It is possible to set the default format, so that any new lines and shapes will be formatted automatically: Right click on the shape containing the format you wish to set as the default. Choose Set AutoShape Defaults.

Connecting Shapes
You can connect shapes and lines that you have drawn using a connector too. Connectors will allow you to access points on the border of a shape and join to a point on another shape by selecting a number of connection types. The example below shows shapes and a variety of connector lines - straight, curved and with arrows.

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To use connectors:

Draw the two shapes to be connected. Click on the AutoShapes button on the Drawing Toolbar and choose Connectors. Choose the type of connector line to use e.g. arrowed. Click on the edge of the first shape, where the connector line should begin. Click on the edge of the second shape, where the connector line should end
If using elbow connectors, use the yellow box on the selected connector line to change the shape of the elbow.

Formatting Connectors
Once the connector has been drawn if you need to amend it, access the shortcut menu for that connector by right clicking it.

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Shadows and 3D Effects
Shadows
There are many shadow effects that can be applied to objects in Word, for example:

Select the object you wish to apply the shadow to. Click on the Shadow button on the Drawing Toolbar.

The Shadow button

Choose the required type of shadow. Choose Shadow Settings for additional options such as nudging and shadow colour. The following toolbar will be displayed:

3D Effects
3D Effects can be applied to any shape, for example:

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Select the object you wish to apply the shadow to. Click on the 3D Effect button on the Drawing Toolbar.
The 3D Effect button

Choose the required type of effect. Choose 3D Settings for additional options such as direction and lighting. The following toolbar is displayed:

Text Boxes
Text boxes can be used to position text or graphics anywhere in the document, and to wrap the text around these boxes in different ways. Text boxes can be positioned anywhere - including in the margins, header, footer or over another text box.

Before inserting a text box, ensure you are in Print Layout view and that the Drawing Toolbar is displayed. Click on the Text Box button on the Drawing Toolbar.
The Text Box button

The drawing Canvas will appear to help you to position your text box Position the mouse where the top-left corner of the box should appear and drag the mouse diagonally to create the required shape and size. Release the mouse button to display a cursor inside the text box. Type the text to appear in the box.

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Click away from the box, in a blank area of the document, when complete. Fit or Expand the Drawing Canvas using the Drawing Canvas toolbar, if required
Text boxes are moved and sized in the same way as other shapes.

Linking Text Boxes
It is possible to link two or more text boxes, so that text flows from one to the other automatically as it is typed. For example:

To link a text box with another, first ensure the second text box is entirely empty.

Right click on the edge of the text box containing the text you wish to wrap to another box. Choose Create Text Box Link from the shortcut menu displayed.

Click anywhere on the text box you wish to link with the first. Once your text has filled the first text box it will automatically flow to the next text box
To remove a text box link, right click on the edge of the first text box and choose Break Forward Link.

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Text Direction in Text Boxes
You can choose how you wish the text to be orientated in a text box, for example:

To set the direction of text in a text box::

Select the box you wish to format. Choose Format, Text Direction. Choose the required settings from the dialog box and click on OK when complete.

Text Wrapping around Text Boxes
You can choose how you wish the text of the document to wrap around your text box, for example: Text box with wrapping on all sides:

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Text box with top and bottom wrapping:

Text box with no wrapping. Document text is covered by the box if in the same position on the page:

To set wrapping around the text box:

Select the box you wish to format. Choose Format, Text Box. Choose the required settings from the Layout tab and click on OK when complete.

Text Wrapping Options: Option Square Tight Description Text will wrap around all sides of the image in a square shape. Text will wrap around the shape of the image itself rather than the box around the image.

Behind Text The image is placed behind the document text - the document text will cover the image if in the same place. In front of Text The image is placed in front of the document text, obscuring any text in the same place.

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Mail Merge Introduction
Mail merge is used to combine the contents of two separate documents to produce a third. It is usually used to combine a document containing many different addresses (the data source) with a standard letter (the main document) to produce a final merged document.

For Example
The following table of customer details:

Could be merged with the following standard fax document:

To produce personalised fax messages to all customers:

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The Mail Merge Wizard
A mail merge is performed by following each step in the Mail Merge Task Pane. You can navigate forwards and backwards through the steps of the Mail Merge Wizard by using the controls at the bottom of the task pane.

There are six steps to a mail merge:
Step 1: Selecting the document Type Step 2: Selecting the Starting Document Step 3: Selecting the Recipients Step 4: Writing your letter Step 5: Previewing your letters Step 6 Completing the Merge You can also select merge options by using the Mail merge toolbar

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Mail Merge - Selecting the Document Type
You can use mail merge to produce a number of different document type. Step 1 of the Mail Merge wizard prompts you to select your required document type. If it does not display, choose Tools, Letters and Mailings, Mail Merge Wizard to display the Mail Merge Task Bar Select the type of document you require for the merge (see table below)

Document Type Letters

Description Word 2003 documents that you would would like to print. A new letter will start for each recipient, and a page break will be added after each record. (Mailing letters can consist of multiple pages) Merge to Outlook 2003 to create individually addressed and personalised Email messages. Produce an envelope for each of your recipients Produce a label for each of your recipients A single document containing a catalogue or printed list of addresses. Each record prints underneath the last one, on the same page

E-Mail Messages Envelopes Labels Directory

Once you have selected your document type click on Next at the bottom of the task pane to move on to step 2

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Mail Merge - The Starting Document
This is Step 2 of the mail merge wizard which prompts you to provide more information about the main document you have selected. You need to have completed step 1 before proceeding. In the task pane, select the source for your main document (see table below) Once you have selected your starting document source, click on Next at the bottom of the task pane to move to Step 3

Document Type Use the Current Document Start from Template Start from Existing Document

Description The previously typed, or blank document that displays in the main word window can be used. You will be prompted to complete further steps in this document at a later stage in the Mail Merge Wizard. A link will display in the task pane where you can display a browser to select your required template. A small browser window will appear in the task window, giving you the opportunity to select recent mail merge files, or to browse for any other document

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Mail Merge - Selecting Recipients
This is step 3 of the Mail Merge wizard which will prompt you to select your recipients. You can use an existing mail list, an Excel file, select recipients from your Outlook contacts or create a new recipient list. This page primarily looks at creating a New list.

Option Use an existing list

Description You can select names and addresses from an existing word document, or merge to data stored in a number of other formats, such as Excel spreadsheets, Access tables and queries and comma delimited files.

Select from You can select names and addresses from any Outlook contacts folder that you Outlook contacts have access to. Type a New list The Mail Merge Wizard will assist you to set up your recipient list.

Creating a Recipient List
Click on the Create link. The New Address List dialog will display for you to start to enter your data. If you need to add or amend the fields then click on the Customize button

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Click on New Entry to add the next record to the data file. Press [Tab] to move between the fields. Click on Delete Entry to remove the selected record Click on Find Entry to search for previously entered data Click on Filter and Sort to select specific records to merge Click on Customize to add or delete fields Click on Close once you have finished entering the data. Save the data source file by locating the required drive and folder then clicking on Save.
Your data will be displayed in the Mail Merge Recipients list window. Make any additional modifications such as sorting, selecting and filtering and then click OK.

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Click on Next at the bottom of the task pane to move to step 4 of the mail merge.

Mail Merge - Writing your Letter
Writing your letter is step 4 in the mail merge wizard If you have not selected a previously typed document, or template that contains text, you will now need to type your letter in the document displayed in the left hand window. To proceed with your mail merge you need to position fields from the recipient list in the document where you would like the data to appear in the document. Use the following links on the task pane to insert data:
Option Description This adds an address block for the top of the letter - you can choose how the name and address will appear This adds a greeting line e.g. Dear Mr Smith. You can choose exactly how this greeting will appear You can only use this option if you have electronic postage software installed on your computer This lets you add the content of a specific field at the cursor position e.g. Name or Zip Code As well as inserting fields, you can type any text or insert items such as tables, images, etc. as required. All merge fields will appear in double-angled brackets in the document:

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The same fields can be used more than once in the main document e.g. you could use the First Name in the address of the document, and again in the salutation line.

Matching Fields
If you have used a data source other than one created in Word or using Outlook contacts, your data source field names may not match Word's defaults. If your data source contains a column named Surname for example, this will not be recognised by Word as the column here is called Last Name. To match your data source fields to Word's default field names:

In the Address Block, Greeting Line or More Items dialog box, click on Match Fields Next to each field, select the matching field from your data source Click on OK

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Mail Merge - Previewing your Letter
Previewing your letters is Step 5 of the Mail merge Wizard. Word 2003 lets you preview the results of your merge on screen before you commit to completing the merge.

Previewing your Merge
The first letter will be displayed on screen automatically:

Click the Next and Previous buttons to navigate through the merged letters Click Exclude this recipient to exclude the displayed recipient from the merge If you would like to further manage your recipients click Edit Recipient List When you have viewed all the records you need to, click on Next to proceed to step 6 to complete the merge

Mail Merge - Completing the Merge
The final step of the mail merge wizard performs the actual mail merge. Mail merge is used to combine the contents of two separate documents to produce a third. It is usually used to combine a document containing many different addresses - the Recipient list - with a standard letter - the main document - to produce a final merged document.

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To complete the merge, either:

Click on the Print button in the task pane to merge directly to a printer Click on the Merge to Document button on the Mail Merge toolbar to merge to a blank document. This will allow you to check all letters before printing

If you choose the Print option, you can choose the records you wish to merge:

It is not necessary to save the result of the mail merge. As long as the data source and main documents are saved, it will be possible to perform the merge again if required.

Selecting Records to Merge
This option is used to print records with similar fields e.g. all records in a certain town or with specific numbers in the postal code. You can select records in step 3 and step 5 of the mail merge wizard. To filter records to select specific recipients: Click on the Edit Recipient List link on the mail merge task pane Click on the drop down arrow of the heading of the column you wish to filter

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To perform an advanced filter:

Click on the drop down arrow of the heading of the column you wish to filter Click on Advanced Choose the required query options and click on OK when complete.

The following comparison operators can be used in the query: Comparison Equal to Not equal to Less than Will Merge Only those records containing the exact comparison text All records except those containing the exact comparison text All records with an amount less than the specified comparison text

Less than or equal to All records with an amount less than or equal to the specified comparison text Postcode is blank All records with no text in the specified field

Postcode is not blank All records with text in the specified field

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Query Examples
The following query will merge only those records with a city of London or Manchester:

The following query will merge only those records with a city of London that have nothing in the Company field:

Merging a Range of Records
It is possible to merge a range of records, for example the first 20 records, or 10 records from the middle of the data source. When you reach Step 6 of the mail merge click on the Edit Individual letters option Click in the From and To box and type the first and last record numbers to be merged Click on OK to preview the resulting merge

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Custom Merge Files
When creating a mail merge data source, Word 2002 provides default fields such as title, first name, last name and city. You can add or amend these default fields by clicking the Customise button when creating the data source:

To add a new field:

Click on the Add single Type a name for the new field Click on OK
To remove a field:

Choose the field you wish to remove Click on Delete

Editing the Data Source
The data source can be changed at any time if fields or records need to be added or removed. Click on Edit Data Source in the main document's Merge toolbar. The Edit Data Source Button

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Click on the Edit button to edit the data source.

The navigation buttons at the bottom of the dialog box are used to navigate records and select the record to be amended:

The following buttons are available to edit the data source:

Add a new record by clicking on New Entry. Enter the new data as required. Remove the current records by clicking on Delete Entry Change the field structure of the data source by clicking on Customise

Merging with External Data
It is possible to merge data created in an Excel spreadsheet or Access database. We will be using Excel data as our example, although other data sources can be used in almost the same way.

Merging with Excel Data
The data in the Excel worksheet should be entered using the following rules as a guide: Field names should be entered into the first row of the spreadsheet. These names should not include any full stops, exclamation marks or brackets. Each field name should be unique. There should be no blank columns or rows within the range of data. All data should be contained on a single worksheet.
The following spreadsheet is acceptable as a mail merge data source:

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To merge with external Excel data, create a new, blank document and choose Tools, Letters and Mailings, Mail Merge. Choose the type of document to create e.g. letters, then click on Next. Choose to Use the current document, then click on Next Choose to Use an Existing List and click on Browse

In the Files of Type box, choose the type of file you wish to use as the data source e.g. Excel Files Locate the file and choose Open. Choose the sheet that contains the data you wish to import

Click on OK
Click on OK to continue with the mail merge

Mail Merge Labels
Use the mail merge wizard to create labels or envelopes from existing or new recipient lists. Choose Tools, Letters and Mailings, Mail Merge Wizard to display the Mail Merge Task Pane Select a document type of Labels Click Next to go to Step 2 of the Mail Merge Wizard Click the Label Options link to set up the labels. Click Use Current Document. If text is currently displayed in your document window this will be cleared.

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Click OK Click Next to go to step 3 Open or create your recipient list Click Next to proceed to step 4 Use the Arrange your labels options to place an address block or fields on the label

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Click the Update All Labels button to copy your fields to all labels Click Next: Preview your labels If you need to sort, select or filter your recipients, click Edit Recipient List When Complete Click Next: Complete the Merge Click Print to output the labels to a printer or click Edit Individual Labels to out put to a new document

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Web Page Preview
Word has a Web Preview command which displays the current document in your default Web Browser, to show how it would look in HTML format. The file is not actually saved in HTML, although a temporary HTML version of the file is saved in the Windows Temp folder. To preview the document as a web page: Choose File, Web Page Preview. The default browser will be launched and a temporary copy of the file saved in HTML format. Close the browser to return to the document when complete.
If you leave the HTML version of the file open in the web browser, any changes to the document will not show in this version automatically - even if you use your browser's Refresh button.

To show the latest version of the document in your browser, close the browser and run the Web Page Preview command again.

Creating Web Pages
You can create HTML pages in Word 2003 that can be viewed in a web browser and stored on the Internet or your company intranet. HTML stands for HyperText Markup Language - the standard format for web pages. To create a web page. Choose File and New, this will reveals the New Document task pane. Choose Web Page from the New from template section.

A new, blank web page will be created. You can now type and format text and insert images, tables, etc.

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The Web Page Wizard
The Web Page Wizard is used to create new web pages automatically by answering questions about the options required. Choose File and New, this will reveals the New Document task pane.
Under Templates, click on On My Computer

Click on the Web Pages tab
Choose the Web Page Wizard icon

Once you have used the Web Page Wizard once a link to it will appear in the New From Template section of the task bar

Step 1 - Title & Location
The Web Page wizard has 5 steps, preceded by an Introduction. Read the introductory text and click on Next to view the first step: The first step of the Wizard requires you to enter a title for the web page - this will appear in the title bar of the Web Browser while your web page is open. This step also requires you to enter the location in which the web page should be saved. Enter the required details and click on Next.

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Step 2 - Navigation
If your web will contain more than one page, Word will automatically create navigation links that can be used to display each page as required. These links can be placed in a frame that will always appear at the top or left of the browser window, or as a separate page that can be activated from all pages. Choose the required option and click on Next.

Step 3 - Add Pages
This step allows you to add more pages to the web - either new or existing. New pages can be blank or based on a template. Add or remove the required pages and click on Next.

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Step 4 - Organize Pages
This step allows you to change the order in which the pages will appear in your web, as well as renaming files so that they have appropriate titles. Change the web as required and click on Next.

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Step 5 - Visual Theme
The final step allows you to apply a global format to your web pages. The theme will add a set background to all pages, and format all headings, lines and bullets using set options. Choose the required theme and click on Next. Click on Finish to create the web pages and display the first frame in Web Layout view.

Formatting Web Pages
When a document has been saved in HTML format, a toolbar is available showing all elements that can be added to the page. Choose View, Toolbars and Web Tools to display this toolbar:

When a button on this toolbar is used, you are automatically switched to Web Design mode. Click on the Exit Design Mode button when all items have been added to the page.

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Inserting Sound
Sound can be added to the page so that it plays automatically when the page is loaded: Click on the Sound button on the Web Tools toolbar. Click on Browse and locate the sound file you wish to add to the page. In the Loop box, enter the number of times you wish the sound to repeat. Click on OK.

Inserting Movies
Movies can be inserted to play when the page is opened or when the mouse is positioned over the movie placeholder. Click on the Movie button on the Web Tools toolbar. Click on Browse and locate the video file you wish to add to the page. In the Alternate Image box, click on Browse and locate an image to replace the movie clip with in browsers that cannot show video. In the Alternate Text box, enter text to display if video or pictures are disabled in the browser. In the Start box, choose how the video will start to play - when the page is opened, when the mouse rolls over the movie or both. In the Loop box, enter the number of times you wish the sound to repeat. Click on OK.

Inserting Scrolling Text
Scrolling text will not display in some web browsers such as Netscape 2 or 3. Click on the Insert Scrolling Text button on the Web Tools toolbar. Highlight the sample text and replace it with the text you wish to use. The Preview box will display this text automatically. Change the Speed of the text by moving the marker between the Slow and Fast settings as required. To change the background colour of the scroll box, click on the drop-down arrow of the Background Colour box and choose the required option. Choose OK. While the box is still selected, change the text colour by clicking on the drop-down arrow of the Text Colour button on the Formatting Toolbar.
The Text Colour button

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Changing the Background
The page background can be changed to a single colour or texture. For example, the following page is shown with the Stationary background, then with White Marble:

Choose Format, Background To set a single background colour, select the required colour from palette displayed

Remove any background formatting by choosing Format, Background and No Fill.

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Inserting Hyperlinks
A hyperlink is a link to a specific part of the current document, a different document or a website. Hyperlinks appear as underlined text and, when clicked, will activate the target automatically. The following types of hyperlinks can be inserted into Word documents: A link to a bookmark in the same document. A link to a different Word document. A link to an Office document, e.g. an Excel spreadsheet or Access database. A link to a website An email link to create a new Outlook mail message, automatically addressed to a specific email address.

Inserting Hyperlinks
Type and select the text you wish to display as a hyperlink. Choose Insert, Hyperlink or click on the Hyperlink button on the Standard Toolbar. If the document has not yet been saved, you will be prompted to save the file. Choose Yes or No as required.
The Hyperlink button

There are four options for the targets of hyperlinks created in Word:

Setting the hyperlink: To link to another file, Word or other, click on the Existing File or Web Page icon. Navigate the folders in the centre of the dialog box to find the file you wish to link to.

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To create a hyperlink to a web page, click on the Existing File or Web Page icon and type the full URL of the page in the Address box e.g. http://www.company.com. If a link to the page has been used recently, click on Browsed Pages to choose the link from your History list. To link to a heading or bookmark in the document, click on the Place in this Document icon. Choose Heading and the appropriate heading, or Bookmark to list all bookmark names available. To create an email hyperlink that will create a new mail message when clicked, click on the Email Address icon and type the full Email address e.g. john_smith@company.com. If messages created using this link should always have a specific subject, enter this in the Subject box.
Press [Ctrl K] to insert a hyperlink in the active cell.

Automatic hyperlinks can be inserted as you type, provided the correct AutoFormat as you Type command is enabled. To enable the command, choose Format, AutoFormat and click on Options. Choose the AutoFormat as you Type command and ensure the Internet and Network Paths with hyperlinks command is checked.

To insert automatic hyperlinks: Hyperlinks to web pages can be created automatically by typing the full URL address of the website e.g. http://www.company.com. Email hyperlinks can be created by typing the full email address e.g. johnsmith@company.com. When this link is clicked, an Outlook message will be created and addressed automatically. Hyperlinks to files can be created by typing the computer, folder and filename e.g. \\pcone\data\test.doc. When clicked, the file will be opened.

Hyperlink Options
Word is set so that you need to hold [Ctrl] while clicking on a hyperlink to follow that link. If you prefer, you can disable this option so that hyperlinks can be clicked with no key held down. Choose Tools, Options and click on the Edit tab. Uncheck the Use CTRL + Click to follow hyperlink option. Click on OK.

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Saving Files in HTML Format
Office 2003 uses a feature called "round tripping". Files saved in HTML format can be re-opened in Word without losing any of the original formatting of the document. To allow for this feature, each file saved in HTML format will have an accompanying folder of the same name, containing related HTML pages. It is important to remember that moving the HTML file without the related folder could result in errors in the web pages - always keep the file and folder together in the same location. To save an existing Word document in HTML format: Choose File, Save as Web Page Click in the File Name box and enter a name for the page. To change the page title, which will appear in the web browser's title bar when the page is opened, click on Change Title and amend as required.

Choose Save to save the page.
The page will be displayed in Web Layout view and can be edited and formatted as required.

Themes
Themes can be applied to pages to give them a uniform format - including background, bullet style and heading format. For Example The Modular Theme:

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The Cactus Theme:

Applying Themes
To apply a theme to the current page: Choose Format, Theme. Choose the required theme from the left column. A sample will display to the right. Choose OK.
Use styles to ensure all theme formatting is used. The Heading1 style should be used for main headings, Heading2 for subheadings and List Bullet for bulleted paragraphs.

Something Else to Try
To add a horizontal line from the chosen theme: Click on the drop-down arrow of the Border button on the Formatting Toolbar.
The Borders Button

Choose the Horizontal Line button.
The Horizontal Line Button

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Recording Macros
A macro is a collection of Word commands that can be run automatically by clicking on a button or pressing a keystroke. Macros are used to automate tasks and create templates - they should be used whenever a series of commands will be executed repeatedly over a period of time.

Macros are stored in templates and can only be run if the template is active. If you wish to run a macro from any document, it should be stored in the NORMAL.DOT template.

Creating Macros
The easiest way to create a macro is by recording it. Macros can be recorded by manually carrying out the steps you wish the macro to store.

Choose Tools, Macro and Record New Macro. Type a name for the macro and set all other options. Choose OK when complete.

Carry out the steps to be recorded. When complete, click on the Stop button of the Record Macro toolbar.

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Running Macros
Macros can be run in one of the following ways:
Using the Tools menu Using a Keyboard Shortcut Using a Toolbar button Using a Custom Menu command

Double click on the REC box of the Status Bar to record a macro.

Running Macros
Before a macro is assigned to a button, menu or keystroke, it can be run in the following way: Choose Tools, Macro, Macros. Choose the required macro name from the list displayed. Click on Run.

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Press [Alt F8] to display the list of macros available to be executed.

Assigning a Macro to a Keystroke
Once a macro has been recorded, it can be assigned to a keystroke for easy access. To run the macro, simply press the key combination.

Choose Tools, Customize. Click on the Keyboard button. Select the Macros category and click on the relevant macro in the list displayed. Click in the Press New Shortcut Key box and press the combination of keys to be assigned to the macro. If the combination is already assigned to another macro or Word command, this will appear under Currently Assigned To. Click on Assign and Close when the correct shortcut has been entered. Click Close again to close the Customise Dialog box.

Many of the CTRL keys have already been assigned word commands. Use CTRL + SHIFT or ALT key combinations. You can assign shortcuts to function keys F1 to F12 too.

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Resetting the Keyboard
It is possible to reset the keyboard so that any non-standard keystrokes, such as those assigned to macros, are removed. Only Word's default shortcut keys will remain assigned to their commands.

Choose Tools, Customize. Click on the Keyboard button. Click on Reset All. Choose Yes to confirm the cancellation of all keystrokes, or No to leave them as is. Click Close twice to return to Word

Assigning a Macro to a Toolbar Button
Once a macro has been recorded, it can be assigned to a toolbar button for easy access. To run the macro once this has been done, simply click on the toolbar button. To assign a macro to a toolbar button:

Choose Tools, Customize. Click on Toolbars tab and ensure the toolbar you wish to customise is checked. This will display the toolbar so that the new button can be added or Click New to create a new custom toolbar Click on the Commands tab and choose the Macros category. Drag the macro to the required menu and then to the required position. Release the mouse button only when the correct position has been selected.

Release the mouse button only when the correct position has been selected.

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Customising Icons
Once a command has been added to a toolbar, it can be customised in many ways. Customisation includes changing the picture of the icon, displaying text labels instead of pictures or adding separators between icons. Choose Tools, Customize and click on the Commands tab. Right click over the icon you wish to customise - a shortcut menu is displayed. Choose the required commands to customise the toolbar icons and click on Close when complete.

The button image can be changed as follow: Choose Tools, Customize and click on the Commands tab. Right click over the icon you wish to customise and choose Change Button Image. Select the required button image Click Close

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A new image can be created for the icon as follows: Choose Tools, Customize and click on the Commands tab. Right click over the icon you wish to customise and choose Edit Button Image. Edit the image as required and choose OK when complete.

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Assigning Macros to Menus
A macro can be assigned to a menu command as follows:

Choose Tools, Customize. Click on the Commands tab and choose the Macros category. Drag the macro to the required menu and then to the required position. Release the mouse button only when the correct position has been selected. Click on Close when complete.

Menu Text
The text that displays on the menu can be changed as follows: Choose Tools, Customize. Position the mouse over the menu command to be changed and press the right mouse button. Click in the Name box and type the text to appear in the menu item. Precede the character you wish to appear underlined with an ampersand (&) e.g. &File for File. If you wish a horizontal line to appear above your menu command, choose Begin a Group. Choose Close from the Customise dialog box when complete.

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Creating New Toolbars
New toolbars can be created containing any collection of icons - these icons can execute any of the following: Standard Word commands Fonts Styles AutoText entries Macros The following is an example of a custom toolbar that contains three standard Word commands for printing, saving and closing documents, as well as two standard fonts and a macro recorded by the user:

Creating a Toolbar
Toolbars are stored in templates - if you wish a toolbar to be available in any document, it should be stored in NORMAL.DOT. Choose Tools, Customise and choose the Toolbars tab. Click on New. Type a name for the toolbar and choose the template in which to store the toolbar - only open templates will be available in the drop-down list. Choose OK to create the toolbar.

Click on the Commands tab and choose the category containing the command you wish to add to the toolbar. All relevant commands will be displayed. Click on the required command and drag this over the new toolbar. Release the mouse button to place the command on the toolbar.

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Repeat the above steps until all commands have been added to the toolbar. Choose Close from the Customise dialog box when complete. The following command categories are available:
Category File ... Control Toolbox All commands Macros Fonts AutoText Styles Built in menus New menu Description Each menu is represented as a category. When the category is selected, all commands from that menu will be displayed. A list of all Word commands, in alphabetical order All macros stored in the selected template All fonts installed on the PC All AutoText entries stored in the selected template All styles stored in the selected template, plus any default styles that have been used in the document All standard Word menus Used to create a new menu of commands

Customising Icons
Once a command has been added to a toolbar, it can be customised in many ways. Customisation includes changing the picture of the icon, displaying text labels instead of pictures or adding separators between icons. Choose Tools, Customize and click on the Commands tab. Right click over the icon you wish to customise - a shortcut menu is displayed. Choose the required commands to customise the toolbar icons and click on Close when complete. © Hewlett-Packard 2004 Page 124 of 127

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An icon can be removed from a toolbar at any time simply by holding [Alt] and dragging the icon off the toolbar. It is not necessary to choose Tools, Customize before using this method to remove an icon.

Macro Security
A macro virus is a virus stored within a macro in a document or template. When you open the document and execute the macro, either knowingly or by accident, the virus will be activated and stored in your main Word template. After this has occurred, each document you open is in danger of being infected by the virus - and it is possible for you to transfer the virus to other user's computers by emailing documents or saving files on shared network drives. For this reason, Word 2003 offers a number of security levels for the treatment of files containing macros.

Level

Description

Very High Unsigned macros are disabled, and signed macros are only enabled if installed in a trusted location High Medium Low Unsigned macros are disabled while signed macros are enabled. If the macro is unsigned, the user will be prompted as to whether they wish to enable or disable the macro. Signed macros are automatically enabled. All macros, signed or unsigned, are enabled.

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To set the level of security you wish to use:

Choose Tools, Macro, Security. Choose the Security Level you wish to use.

You can also set macro security by choosing Tools, Options and the Security tab. Click on the Macro Security button.

Other Things to Consider
If you have virus scanning software installed on your computer that is compatible with Office 2000 and above, all macros will be scanned for viruses before they are enabled. For this reason, it is always recommended to work only on a computer that has an active up-to-date virus scanning application.

Templates
Every Word document is based on a template - the default template for blank documents is normal.dot. Templates can contain standard text and formatting that is entered automatically each time a new document is created from the template. As well as standard text and formatting such as margins and fonts, the following can also be stored in the template:
Styles - named collections of formatting that can be applied to text as required. AutoText - glossaries of standard text that can be inserted into the document as required. Toolbars - custom sets of buttons that can be used to perform common tasks. Macros - named collections of commands that can be run automatically as required.

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Creating a Template
A new template can be created by adding all of the required elements to a new document e.g. standard text, page setup, headers and footers and other formatting. Ensure all standard text has been typed and any formatting options to be saved in the template have been applied. Choose File, Save As. Click in the File Name box and enter a name for the template. Change Save As Type to Document Template - the default template folder will be displayed. Choose Save.

Something Else to Try
It is possible to store the template in a subfolder of the default template folder, so the template will appear under a different tab in the New Document dialog box.

Choose File, Save As. Change Save As Type to Document Template - the default template folder will be displayed. Click on the Create Folder button at the top of the Save dialog box.

Enter a name for the new folder and click on OK, the folder will be opened for you. Click in the File Name box and enter a name for the template. Click on Save when complete.

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