Word 2013 In Depth

Word 2013 In Depth

by Faithe Wempen


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Are you ready to harness the full power of Word 2013 to create professional documents? Then, you’re ready for Word 2013 In Depth. In this comprehensive guide to Word, you’ll learn the skills and techniques for efficiently building the documents you need for both your professional and your personal life. Faithe Wempen delivers step-by-step instructions, troubleshooting advice, and insider tips to help you improve your written image in business, academic, organizational, and personal settings.

• Accelerate formatting by creating and applying themes and styles

• Incorporate graphical content such as clip art, photos, SmartArt, and charts

• Save your work in a variety of formats, including backward-compatible Word files, PDF and XPS page layouts, graphics, HTML, and more

• Perform mail and data merges to generate catalogs, form letters, labels, and envelopes

• Learn about the fields that drive many of Word’s most powerful features, and how to look behind the scenes to customize field behaviors

• Use indexing, tables of contents, and master documents to organize book-length works

• Cite sources and document references in a variety of formats, including APA and MLA

• Collaborate with other people, managing each person’s comments and changes

• Create complex math formulas without leaving Word

• Write and edit macros that automate repeated tasks

• Work with your Word documents anywhere via SkyDrive and the Office Web Apps

• Create user-interactive forms that include a variety of field types

All In Depth books offer

• Comprehensive coverage with detailed solutions

• Troubleshooting help for tough problems you can’t fix on your own

• Outstanding authors recognized worldwide for their expertise and teaching style

Learning, reference, problem-solving...the only Word 2013 book you need!

Product Details

ISBN-13: 9780789750891
Publisher: Que
Publication date: 03/26/2013
Series: In Depth Series
Pages: 970
Product dimensions: 7.00(w) x 9.10(h) x 2.30(d)

About the Author

Faithe Wempen , M.A., is a Microsoft Office Master Instructor and the author of more than 120 books on computer hardware and software. An adjunct instructor of Computer Information Technology at Purdue University, she specializes in Office applications and PC hardware architecture. She has also written and taught online technology courses that have educated over a quarter of a million students for corporate clients including Hewlett-Packard, CNET, and Sony. Faithe is also an A+ certified PC technician and the author of several textbooks on PC repair and maintenance. In her spare time (!), she owns and operates a small bed and breakfast in central Indiana.

Table of Contents

Introduction 1

How This Book Is Organized 1

Part I: Working with Text 1

Part II: Formatting a Document 1

Part III: Tables and Graphics 2

Part IV: Collecting and Managing Data 2

Part V: Working with Long Documents 2

Part VI: Collaboration and Online Sharing 2

Part VII: Customizing and Extending Word 2

Part VIII: Appendixes 2

Conventions Used in This Book 3

I Working with Text

1 Creating and Saving Documents 5

Understanding the Word 2013 Interface 5

Tabs and the Ribbon 5

Backstage View 7

The Mini Toolbar 9

Galleries, Dialog Boxes, and Panes 9

Working with Views 12

Switching Document Views 12

Showing or Hiding Onscreen Elements 14

Changing the Zoom 14

Displaying Multiple Documents and Windows 15

Using the Help System 16

Starting a New Document 18

Creating a Blank Document 18

Creating a Document Based on a Microsoft Template 20

Saving a Document 24

Choosing a Save Location 24

Changing the Favorite Locations 28

Selecting an Appropriate File Format 29

Converting a Document to Word 2013 Format 34

Opening a Document 35

Opening a Recently Used Document 35

Opening a Document with the Open Dialog Box 36

Changing the File List View in the Open Dialog Box 37

Opening Other File Types 39

Opening Files in Special Modes 40

Making a Document Read-Only 41

Working with File Properties 41

Defining Custom Properties 44

Automatically Updating Custom Properties 45

Setting File-Handling Preferences 45

Returning to the Word 2010 Style of Saving and Opening 45

Setting the Default Save Location and File Type 46

Setting an AutoRecover Interval 48

2 Typing and Editing Text 49

Text Entry and Editing Basics 49

Switching Between Insert and Overtype Modes 51

Undoing, Redoing, and Repeating 51

Inserting Symbols and Special Characters 52

Moving Around in a Document 57

Scrolling 57

Moving the Insertion Point with Click and Type 58

Navigating with Keyboard Shortcuts 59

Selecting Text and Other Objects 60

Moving and Copying Text and Objects 62

Moving or Copying Text with Drag-and-Drop 62

Using Cut, Copy, and Paste 63

Keeping or Discarding Formatting When Pasting 64

Pasting with Paste Special 67

Using the Office Clipboard 68

Locating Specific Content 69

Finding and Replacing 69

Using Go To 78

Displaying a Document Map 79

Displaying Page Thumbnails 80

Evaluating Readability 80

Viewing Word Count 82

Controlling Hyphenation 82

Enabling or Disabling Automatic Hyphenation 83

Turning Off Automatic Hyphenation for Specific Text 84

Hyphenating a Document Manually 85

Inserting Dummy Text 86

Working with Building Blocks 86

Creating a Building Block 87

Inserting a Building Block 88

Deleting Building Blocks 90

Changing a Building Block’s Properties 90

3 Correcting and Printing Documents 91

Correcting Spelling and Grammatical Errors 91

Checking the Spelling of an Individual Word 91

Fixing Individual Grammatical Errors 93

Performing an Interactive Spelling and Grammar Check 94

Finding Proofing Errors 96

Customizing Spelling and Grammar Options 97

Customizing Grammar and Style Rules 99

Managing the Spelling Dictionaries 100

Checking Spelling and Grammar in Multiple Languages 106

Automating Corrections with AutoCorrect 107

Rejecting an Automatic Correction 107

Setting AutoCorrect Options 108

Changing or Removing an AutoCorrect Entry 110

Adding a Plain Text AutoCorrect Entry 110

Adding a Formatted or Graphical AutoCorrect Entry 110

Configuring Math AutoCorrect 111

Working with Actions 112

Performing an Action 113

Configuring Action Settings 113

Using Research Tools 114

Checking a Word’s Definition with a Dictionary 114

Finding Words with a Thesaurus 116

Translating Text into Other Languages 118

Looking Up Information at a Research Site 122

Customizing and Extending the Research Tools 123

Printing a Document 125

Printing Quickly with Default Settings 125

Printing the Current Document 125

Using Print Preview 130

Setting Print Options for Word Documents 131

Setting Options for a Certain Printer 133

Storing Different Properties for a Single Printer 134

Printing Iron-On Transfers 135

Managing a Print Queue 135

Faxing Documents 137

Faxing a Document with a Fax Modem 137

II Formatting a Document

4 Applying Character Formatting 139

Understanding How Fonts Are Applied 139

Changing the Font and Size 141

Setting the Default Font 146

Specifying a Fixed Default Font 146

Setting Different Default Theme Fonts 146

More About Font Types 147

Adding More Fonts to Your System 148

Embedding and Substituting Fonts 149

Changing Font Color 150

Bold and Italic: Applying Font Styles 153

Underlining Text 154

Applying Font Effects and Text Effects 156

Changing Text Case 158

Highlighting Text 159

Adjusting Character Spacing and Typography 160

Creating a Drop Cap 163

Clearing Formatting 165

Copying Formatting with Format Painter 165

Revealing and Comparing Formatting 166

Using AutoFormat 168

Setting AutoFormat As You Type Options 169

Formatting a Document with AutoFormat 170

Making AutoFormat Available on the Quick Access Toolbar 170

Setting AutoFormat Options 171

Applying AutoFormat (Automated Mode) 172

Applying AutoFormat (Interactive Mode) 172

5 Formatting Paragraphs and Lists 175

Setting Line Spacing 177

Choosing a Line Spacing Multiplier 177

Setting a Precise Line-Spacing Value 178

Setting Spacing Before or After a Paragraph 179

Indenting Paragraphs 180

Setting Precise Indent Values 181

Quick Indenting with Buttons and Shortcuts 182

Working with Tab Stops 184

Types of Tab Stops 186

Placing and Removing Tab Stops on the Ruler 187

Defining Tab Stops with the Tabs Dialog Box 188

Changing the Default Tab Stop Interval 189

Converting a Tabbed List to a Table 189

Copying Tab Stop Settings Between Paragraphs 190

Setting Paragraph Alignment 191

Creating Numbered and Bulleted Lists 191

Typing a Quick Numbered or Bulleted List 192

Creating Lists with AutoFormat As You Type 192

Restarting or Continuing List Numbering 193

Starting a List at a Certain Number 194

Changing the Number Format 195

Changing the Bullet Character 198

Changing the List Level 202

Adjusting Bullet or Number Spacing and Indents 203

Applying Paragraph Borders 203

Applying and Removing Borders 204

Formatting Borders 206

Applying Paragraph Shading 208

Preventing Paragraphs from Breaking 210

6 Creating and Applying Styles and Themes 213

Understanding Styles 213

Methods of Applying Styles 215

Methods of Creating and Modifying Styles 215

Working with the Style Gallery 216

Changing the Style Set 217

Using the Styles Pane 218

Using the Apply Styles Pane 220

Customizing the Styles Pane 221

Clearing Styles and Formatting 222

Viewing the Style Area 224

Creating and Deleting Styles 226

Style Naming and Alternate Names 226

Creating a New Style by Example 227

Creating a New Style by Definition 229

Applying a Keyboard Shortcut to a Style 233

Deleting a Style 234

Modifying Styles 235

Updating a Style Automatically 235

Updating a Style to Match a Selection 235

Modifying a Style Definition 236

Redefining the Normal (Default) Style 236

Renaming Styles 236

Working with Cascading Styles 237

Modifying the Styles in the Current Template 238

Modifying Styles in the Manage Styles Dialog Box 238

Sorting the Styles List 239

Filtering the Styles List 241

Copying Styles Between Documents 242

Working with Themes 243

Applying a Theme 243

Resetting to the Template Theme 244

Creating New Themes 244

Applying a Color Set 245

Creating a New Color Set 245

Applying a Font Set 247

Creating a New Font Set 248

7 Formatting Documents and Sections 249

Working with Section Breaks 250

Inserting a Section Break 251

Deleting a Section Break 251

Changing a Section Break’s Type 251

Changing Page Margins 252

Selecting a Margin Preset 252

Entering Precise Margin Values 253

Setting Up Gutters and Book Folds 254

Setting Page Orientation 255

Setting Paper Size 256

Setting Vertical Alignment 257

Using Line Numbering 258

Inserting Page Breaks 259

Inserting Cover Pages 260

Saving Content as a New Cover Page 261

Creating Headers and Footers 262

Understanding the Header and Footer Areas 263

Inserting a Header or Footer Building Block 264

Understanding Header/Footer Field Codes 265

Deleting a Field Code 265

Adding and Formatting a Page-Numbering Code 265

Setting the Format for a Page-Numbering Code 267

Inserting a Date or Time Code 268

Inserting a Document Property 270

Adjusting Header and Footer Positioning 270

Inserting a Picture in a Header or Footer 271

Working with Multiple Headers/Footers 272

Repeating Elements on Every Page 272

Applying a Page Watermark 274

Inserting a Built-In Watermark 275

Inserting a Custom Text Watermark 275

Creating a Picture Watermark 276

Working with Multiple Columns 277

Applying a Column Preset 279

Creating Manual Column Breaks 279

Applying Custom Column Settings 280

Using Different Column Settings for Selected Text 280

Applying a Page Background 281

Using Page Borders 283

8 Working with Templates and NonStandard Layouts 285

About Templates 285

Types of Template Files 286

Determining What Template a Document Is Using 286

Starting a New Document Based on a Template 287

Using a Microsoft Template 287

Using a Personal or Custom Template 291

Saving an Existing Document as a Template 292

Modifying Templates 293

Understanding Template Storage Locations 293

Opening a Template for Editing 293

Storing and Accessing Workgroup Templates 294

Modifying a Template by Modifying the Current Document 296

Protecting Templates 296

Creating Your Own Templates 297

Changing a Document’s Template 298

Applying Global Templates 299

Enabling Global Templates at Startup 300

Preventing a Template from Loading at Startup 300

Automatically Changing the Template of All Documents Opened 300

Troubleshooting Problems with Normal.dotm 302

Creating Text Box Layouts 303

Inserting a Text Box 304

Moving and Resizing a Text Box 306

Applying and Removing Text Box Borders and Fills 307

Changing the Text Box Shape 308

Setting Text Box Margins and Vertical Alignment 310

Wrapping Text Around a Text Box 311

Linking Text Boxes 312

Changing the Text Direction 313

Tips for Creating Text Box Layouts 314

Working with Frames 315

Creating Banners 317

Addressing Envelopes 318

Adding an Envelope to a Letter 318

Setting the Envelope Size 319

Changing the Address Position 320

Changing the Envelope Font 320

Printing an Envelope 321

Controlling How Envelopes Feed into Your Printer 321

Storing and Retrieving Addresses 322

Adding Graphics to an Envelope 322

Using E-Postage with Word 323

Creating Labels 323

Printing a Full Page of the Same Label 324

Printing a Single Label 325

Creating a Custom Label Specification 325

Fine-Tuning the Label Appearance 326

Creating Folded Note Cards 327

Using Card Templates 328

Specifying the Paper Size and Type 328

Creating Upside-Down Text 329

III Tables and Graphics

9 Creating and Formatting Tables 331

Creating a Table 332

Inserting a Table from the Table Menu 332

Inserting a Table via the Insert Table Dialog Box 333

Drawing a Table 334

Entering Data in a Table 335

Editing a Table 336

Selecting Cells 336

Selecting Rows, Columns, or Tables 338

Inserting Rows, Columns, or Cells 339

Deleting Rows, Columns, or Cells 341

Deleting an Entire Table 342

Moving and Copying Rows and Columns 342

Merging and Splitting Cells 343

Splitting a Table 345

Creating a Nested Table 345

Sizing a Table 346

Changing the AutoFit Setting 346

Resizing by Dragging 347

Specifying an Exact Size 348

Distributing Column Widths Evenly 350

Resizing the Entire Table 350

Formatting a Table 350

Applying Table Styles 350

Setting the Default Table Style 351

Creating or Modifying Table Styles 352

Changing the Cell Background Color 354

Working with Cell Borders 355

Setting Cell Margins 358

Setting Overall Internal Margins for the Table 358

Setting Internal Margins for an Individual Cell 359

Setting Text Alignment Within a Cell 360

Changing Text Direction 361

Repeating Headings on Each Page 361

Preventing a Row from Breaking Across Pages 361

Orienting the Table on the Page 361

Setting Table Alignment 362

Setting Table Text Wrap 362

Creating a Table Caption 364

Sorting Tabular Data 366

Performing Math Calculations in a Table 367

Setting the Order of Operations 371

Referencing Values Outside the Table 372

Getting Data Into or Out of Tabular Format 372

Converting Text to a Table 373

Converting a Table to Regular Text 374

Pasting Tables from Other Office Applications 375

Embedding Excel Worksheets as Tables 376

10 Working with Pictures and Videos 377

Understanding Digital Photography 377

Understanding Color Models 379

Understanding Color Depth 379

Understanding File Formats 380

Understanding Image Resolution 381

Understanding Clip Art 381

Inserting Pictures 382

Inserting a Picture from a File 383

Inserting a Picture from Your SkyDrive 384

Inserting a Photo or Clip Art from Office.com 385

Inserting a Picture from a Bing Search 386

Capturing and Inserting Screenshots 387

Setting Text Wrap 388

Setting Picture Position 390

Manually Positioning a Picture 390

Working with Anchors 390

Changing a Picture’s Anchor Point 391

Locking an Anchor 391

Choosing a Position Preset 391

Specifying a Custom Position 392

Resizing Pictures 393

Cropping Pictures 395

Compressing Pictures 397

Setting the Brightness, Contrast, and Color Mode 398

Adjusting Brightness and Contrast 398

Sharpening or Softening a Picture 399

Changing the Color Mode 399

Removing a Picture Background 401

Applying Artistic Effects 402

Applying Picture Styles and Effects 402

Applying a Picture Style 403

Applying a Picture Preset 403

Applying a Shadow Effect 404

Applying Reflection 406

Applying Glow 406

Applying Soft Edges 406

Applying a Beveled Edge and Other 3-D Formatting 406

Rotating a Picture 407

Manually Rotating a Picture 408

Rotating a Picture by a Specified Amount 408

Applying 3-D Rotation 409

Applying a Picture Border 410

Applying Picture Layouts (SmartArt) 410

Using Figure Captions 412

Adding Alt Text Descriptions 414

Inserting Videos and Interactive Content 414

Inserting a Video from an Online Source 415

Inserting Video Clips from Your Own Files 416

11 Working with Drawings, WordArt, and Clip Art 419

Understanding Vector Graphics 419

Drawing Lines and Shapes 421

Drawing a Shape 421

Drawing a Straight or Curved Line 422

Drawing a Freeform Polygon 423

Working with the Drawing Canvas 424

Adding Text to a Shape 427

Modifying Drawn Objects 427

Modifying a Straight Line 427

Adding and Removing Arrow Heads 427

Modifying an Elbow or Curved Connector 428

Modifying Curves and Scribbles 429

Modifying Shapes 430

Rotating and Flipping Objects 431

Sizing and Positioning Objects 431

Sizing Objects 431

Anchoring Lines to Shapes 433

Layering Objects and Text 435

Grouping Shapes 436

Aligning and Distributing Objects 437

Formatting Drawn Objects 438

Applying Shape Styles 438

Formatting Borders 439

Applying Solid Fills 440

Applying a Picture Fill 443

Cropping a Picture to a Shape 445

Applying a Gradient Fill 445

Applying a Texture Fill 448

Applying a Pattern Fill 450

Applying Shadows 452

Applying 3-D Effects 452

Creating and Modifying WordArt 453

Editing and Formatting WordArt Text 454

Changing WordArt Text Wrap 454

Transforming the WordArt Shape 455

Changing the Fill and Outline 456

Creating Vertical WordArt 456

Setting WordArt Alignment 457

Working with Clip Art 458

Using a Clip in Another Application 459

Browsing Clips via Office.com 459

Setting Text Wrap Properties for Clip Art 460

Wrapping Text Tight Against Clip Art 462

Editing Text Wrap Points 462

Modifying a Clip Art Image 463

Setting Clip Size and Position 463

Cropping and Color-Adjusting Clip Art 463

Applying Clip Art Background Fill 464

Setting the Transparent Color 465

Applying a Border 466

Applying Shadow Effects to Clip Art 468

Rotating Clip Art 468

Flipping Clip Art 468

Editing Clip Art 469

Selecting and Moving Clip Art Shapes 470

Recoloring Clip Art Shapes 470

Editing Clip Art Shapes 470

Moving and Resizing a Modified Clip 470

12 Working with Charts 473

Understanding the Parts of a Chart 473

Creating a New Chart 475

Creating a Chart in a Word Document 476

Creating a Legacy Chart 477

Working with Chart Templates 478

Creating a Chart Template 478

Starting a New Chart Based on a User Template 478

Managing Stored Chart Templates 479

Modifying Chart Data 480

Editing the Data 480

Changing the Charted Data Range 481

Switching Between Rows and Columns 483

Controlling How the Chart and Document Interact 483

Setting Text Wrapping 483

Positioning a Chart 483

Changing the Chart Type 485

Creating a Combination Chart 487

Working with Chart Elements 489

Applying a Quick Layout 490

Adding a Chart Title 490

Working with Legends 492

Using Data Labels 493

Applying Axis Titles 496

Modifying Axis Properties 497

Turning an Axis’s Text On or Off 497

Adjusting the Axis Scale 498

Changing the Axis Number Type 501

Using Gridlines 501

Adding Trendlines 502

Adding Error Bars 505

Adding Up/Down Bars 507

Adding and Formatting a Data Table 508

Applying Chart Styles and Colors 509

Formatting Individual Chart Elements 510

Selecting Chart Elements 510

Clearing Manually Applied Formatting 511

Applying a Shape Style 511

Applying Shape Outlines and Fills 512

Applying Shape Effects 512

Applying Shadow Effects 513

Applying Reflection Effects 514

Applying Glow Effects 514

Applying Soft Edge Effects 515

Applying Bevel Effects 515

Changing the Shape of a Series 516

Adjusting Data Spacing 517

Formatting Chart Text 518

Changing the Font, Size, and Text Attributes 518

Applying a WordArt Style 519

13 Working with SmartArt and Math Formulas 521

Types of SmartArt 521

Inserting a SmartArt Diagram 524

Changing the Diagram’s Layout 525

Choosing a Different Layout 526

Changing the Flow Direction 526

Adding Shapes 526

Removing Shapes 527

Promoting or Demoting a Shape 528

Adding Bulleted Lists 528

Positioning Organization Chart Branches 528

Working with Diagram Text 529

Adding and Editing Text 529

Formatting Diagram Text 530

Changing the Font by Applying a Font Set 530

Changing the Font, Size, and Text Attributes Manually 531

Applying WordArt Styles to Text 532

Using the Text Pane 532

Setting Text Positioning Within a Shape 534

Formatting a Diagram 535

Applying SmartArt Styles 535

Changing the Theme Effects for the Entire Document 536

Changing Diagram Colors 537

Formatting an Individual Shape 538

Applying a Shape Style 538

Applying Shape Outlines, Fills, and Effects 538

Changing the Shape Geometry 538

Sizing, Positioning, and Rotating a Shape 540

Controlling Diagram Size and Positioning 540

Resizing a Diagram 540

Positioning a Diagram 541

Creating Math Formulas with the Equation Editor 542

Inserting a Preset Equation 543

Creating a New Blank Equation Object 543

Creating a Basic Equation 543

Inserting and Filling Structures 544

Setting Equation Layout and Display Options 545

Formatting an Equation 547

Switching Between Inline and Display Mode 548

Saving an Equation to the Equation Gallery 548

IV Collecting and Managing Data

14 Performing Mail and Data Merges 551

Understanding Mail Merges 551

Performing a Letter Merge with the Mail Merge Wizard 553

Selecting a Main Document Type 557

Setting Envelope Options 558

Setting Label Options 559

Selecting a Data Source 560

Choosing an Outlook Contact List as a Data Source 561

Choosing an Existing Data Source 562

Choosing an Excel Data Source 562

Choosing a Word Data Source 563

Choosing a Delimited Text Data Source 564

Setting Up an Oracle or SQL Database as a Data Source 564

Using an ODBC Data Source 565

Creating a New Data Source in Word 567

Customizing Fields 568

Editing the Data Source 569

Preparing the Main Document 569

Inserting Merge Fields 570

Inserting Single Fields 570

Inserting Address Blocks 571

Inserting Greeting Lines 573

Setting Up Fields on Labels 574

Setting Up Fields in Directories 575

Filtering and Sorting the Data 576

Excluding Individual Records 577

Applying a Filter 577

Filtering for Blank or Nonblank Entries 577

Creating an Advanced Filter 578

Sorting the Records 579

Finding a Recipient 580

Finding Duplicate Entries 581

Validating Addresses 581

Previewing and Printing the Merge 581

Checking for Errors 582

Merging to a New Document 582

Merging to a Printer 583

Merging to Email 584

Creating Custom Merges with Word Fields 584

Collecting Information with a Fill-In Field 585

Collecting and Storing Information with an Ask Field 587

Setting Up Conditions with an If...Then...Else Field 589

Using a Field to Set Bookmark Text 590

Assigning Numbers to Merge Records 590

Advancing to the Next Record (or Not) 591

15 Copying, Linking, and Embedding Data 593

Working with Hyperlinks 594

Automatically Creating Hyperlinks by Typing 594

Following a Hyperlink 595

Creating a Text Hyperlink 596

Adding a Hyperlink to an Image 597

Creating an Email Hyperlink 598

Creating and Hyperlinking to a New Document 598

Editing a Hyperlink 599

Removing a Hyperlink 600

Changing Hyperlink Underlining and Color 600

Working with Bookmarks 601

Creating a Bookmark 602

Jumping to a Bookmark 603

Inserting a Hyperlink to a Bookmark 603

Hyperlinking to a Bookmark in the Same Document 604

Hyperlinking to a Bookmark in Another Document 604

Inserting a Cross-Reference to a Bookmark 606

Embedding Data 607

Embedding an Entire Existing File 607

Embedding a Data Selection 610

Embedding a New Object 611

Linking to Data in Other Files 612

Creating a Link 612

Linking to an Entire File 612

Linking to a Portion of a File 613

Managing Link Update Settings 614

Manually Updating a Link 615

Changing the Linked File’s Location or Range 616

Breaking a Link 616

Inserting Content with {IncludeText} and {IncludePicture} 617

Inserting Text with {IncludeText} 617

Creating an {IncludeText} Field with Insert Text from File 617

Creating an {IncludeText} Field by Inserting a Field Code 618

Updating an {IncludeText} Field 620

Inserting a Picture with {IncludePicture} 620

Creating an {IncludePicture} Field with Insert Picture 620

Creating an {IncludePicture} Field by Inserting a Field Code 621

16 Working with Fields and Forms 623

How Word Uses Fields 623

Inserting Fields 625

Specifying Field Properties and Options 626

Manually Typing Field Codes 627

Common Syntax Errors in Field Codes 628

Toggling Between Data and Field Code Views 629

Editing Field Code Strings 629

Nesting Fields 630

Selecting the Right Field 631

Date and Time Fields 631

Document Information Fields 632

User Information Fields 633

Numbering Fields 633

Equation and Formula Fields 634

Index and Table Fields 635

Link and Reference Fields 636

Document Automation Fields 637

Mail Merge Fields 638

Updating and Editing Fields 639

Updating a Field 639

Locking Fields Against Updates 641

Updating Fields for Printing 641

Finding and Moving Between Fields 641

Converting Fields to Plain Text 641

Formatting Fields 642

Preventing the Formatting from Changing 642

Specifying Font Formatting for a Field 642

Specifying a Numbering Type 643

Constructing a Custom Numeric Format 643

Constructing a Custom Date or Time Format 644

Understanding Forms 646

Designing a Form 646

Saving a Form as a Template 648

Differentiating Between Content Controls and Legacy Fields 648

Displaying the Developer Tab 649

Creating a Form with Content Controls 650

Inserting a Content Control 650

Configuring a Control 651

Settings Common to All Control Types 651

Style Options 652

Multiparagraph Text Options 652

List Options 653

Date Options 654

Check Box Options 654

Building Block Options 655

Editing Placeholder Text 655

Creating a Form with Legacy Form Fields 656

Inserting a Legacy Field 656

Configuring Legacy Text Field Options 658

Inserting the Current Date or Time 658

Setting Up a Calculation in a Legacy Field 659

Configuring Legacy Check Box Options 659

Configuring Legacy List Options 661

Setting a Macro to Run on Entry or Exit for a Legacy Field 661

Enabling or Disabling a Legacy Field 662

Assigning a Bookmark to a Legacy Field 662

Adding Help Text for a Legacy Field 662

Protecting a Form 664

Filling Out a Form 665

Filling Out a Form with Content Controls 665

Filling Out a Legacy Form 666

Saving and Printing a Form 666

Saving Only the Form Data 666

Printing Only the Form Data 667

Tips for Creating Printed Forms 667

V Working with Long Documents

17 Outlining and Combining Documents 669

Outline Basics 669

Typing an Outline in Outline View 670

Demoting and Promoting Outline Items 671

Creating an Outline from an Existing Document 672

Viewing and Organizing the Outline 673

Rearranging Outline Topics 674

Setting a Style’s Outline Level 675

Setting an Individual Paragraph’s Outline Level 677

Numbering Outline Items 678

Applying a Multilevel List 678

Creating Your Own Multilevel Lists and List Styles 681

Creating a Multilevel List 681

Including Numbers from Higher Outline Levels 684

Adding a Custom Multilevel List to the Gallery 685

Creating a List Style 685

Deleting a Multilevel List or List Style 687

Printing or Copying an Outline 688

Understanding Master Documents 688

Master Documents and Styles 689

Master Documents and Headers/Footers 690

Master Documents and TOCs and Indexes 690

Master Documents and Numbered Notes or Captions 691

Creating a Master Document 691

Inserting Existing Documents into a Master Document 691

Separating an Existing Document into Subdocuments 693

Viewing and Collapsing Subdocuments 694

Editing Subdocuments 695

Modifying the Master Document’s Structure 696

Moving a Subdocument 696

Removing a Subdocument 697

Unlinking a Subdocument 697

Renaming a Subdocument 697

Merging Subdocuments 698

Nesting Subdocuments 698

Splitting a Subdocument 699

Locking and Unlocking a Subdocument 700

Paginating and Printing a Master Document 702

18 Citing Sources and References 703

Understanding Sources and Citations 703

Selecting a Citation Style 704

Entering Sources 706

Editing a Source 708

Deleting a Source 709

Transferring Sources to and from the Master List 709

Inserting Inline References to Sources 710

Creating a New Source When Entering a Citation 711

Inserting Temporary Placeholders for Later Entry of Sources 711

Editing a Citation 712

Converting a Citation to Plain Text 713

Generating a Bibliography 713

Inserting a Bibliography from the Bibliography Gallery 714

Working with a Bibliography Field 715

Saving a Bibliography as a New Gallery Entry 716

Removing a Bibliography from the Gallery 717

Working with Footnotes and Endnotes 717

Inserting a Footnote 719

Inserting an Endnote 720

Moving a Reference Mark 720

Deleting a Note 721

Jumping to the Note That Corresponds to a Reference Mark 721

Moving Between Notes 721

Switching Between Footnotes and Endnotes 722

Changing the Positioning of the Notes 722

Changing the Note Numbering or Symbols 723

Modifying Note Styles 723

Changing the Note Separator Line 725

Managing Footnote Continuations 725

Creating Cross-References 726

Cross-Referencing Options 728

Cross-Reference Context 728

Footnote and Endnote Cross-References 729

Caption Cross-References 729

19 Creating Tables of Contents and Indexes 731

Creating a Table of Contents 731

Checking Style Outline Levels 732

Creating a TOC from a Preset 733

Updating a TOC 734

Removing a TOC 735

Manually Marking Entries for the TOC 735

Including an Entire Paragraph with Add Text 735

Using {TC} Fields to Manually Mark Entries 736

Creating Custom TOCs 737

Starting a Custom TOC 737

Setting Basic TOC Options 738

Choosing Which Styles and Entries Are Included 738

Defining the Appearance of the TOC 740

Understanding the {TOC} Field Code 740

Creating a Custom TOC Preset 741

Working with Multiple TOCs 742

Adding a Second TOC for the Entire Document 742

Adding a TOC That Covers Only Part of a Document 742

Building a TOC Across Multiple Documents 743

Creating a Table of Figures 744

Captioning Figures 744

Generating the Table of Figures 744

Manually Marking Captions 746

Creating Citations and Tables of Authorities 746

Marking Citations 746

Generating the Table of Authorities 748

Creating an Index 749

Deciding on the Indexing Conventions 750

Marking Index Entries 751

Manually Marking Index Codes 751

Creating Subentries 753

Creating Indexing Cross-References 754

Marking Multiple Instances of the Same Text 755

Understanding {XE} Field Codes 755

AutoMarking Index Entries 755

Creating the AutoMark File 755

AutoMarking the Main Document 757

Working Directly with {Index} Field Codes 757

Generating the Index 758

Updating the Index 759

Indexing Only Selected Entries 760

Indexing Only Selected Letters of the Alphabet 760

Formatting the Index 760

Setting the Index Layout 761

Type 761

Columns 761

Language 761

Right Align Page Numbers 761

Formats 762

Defining Index Styles 762

Controlling the Appearance of Index Headings 763

Indexing Across Multiple Documents 763

Creating Multiple Indexes in a Single Document 764

VI Collaboration and Online Sharing

20 Collaborating with Others 765

Configuring Revision Tracking Options 766

Displaying or Hiding the Revisions Pane 766

Showing or Hiding Certain Revision Types 767

Controlling the Use of Balloons 768

Changing the Colors and Markings Used for Revisions 771

Changing the Username 772

Using Revision Tracking 773

Turning Revision Tracking On or Off 773

Reviewing Revisions 773

Moving Among Revisions 773

Accepting or Rejecting Revisions 774

Preventing Others from Tampering with Revisions 775

Working with Comments 776

Inserting Comments 776

Viewing and Editing Comments 777

Deleting Comments 778

Marking a Comment as Done 778

Comparing Documents 778

Viewing Two Documents Side by Side 779

Comparing and Combining Documents 780

Comparing with Legal Blackline 780

Combining Two or More Documents 782

Working in Read Mode 783

Turning On/Off Optional Screen Elements 784

Moving Between Screens 784

Collaborating on a Shared Document 785

Sharing a Document on Your SkyDrive 785

Sharing a Document Link via Email 786

Sharing a Document Link via Social Networking 786

Creating a Hyperlink that You Can Distribute Manually 787

Creating a Sharing Group 788

Working with Someone Else’s Shared Content 790

Working with PDF and XPS Files 790

Saving a Document in PDF or XPS Format 791

Editing a PDF File in Word 792

21 Protecting and Securing Documents 793

Restricting Access to a Document 794

Password-Protecting a Document in Word 794

Saving with a Password 794

Removing a Password from a File 795

Using Windows Encryption 796

Encrypting a Folder 796

Decrypting a Folder 797

Removing Network Share Permission for a Location 798

Restricting What Users Can Do to a Document 798

Recommending Read-Only 798

Making the Document File Read-Only 798

Setting a Read-Only Editing Restriction 799

Restricting a Document to Comments Only 801

Restricting a Document to Form Fill-In Only 801

Forcing Revision Marks to Stay On 801

Restricting Style Usage 802

Setting Up Per-User Exceptions to Restrictions 803

Marking a Document as Final 804

Preventing Macro-Based Attacks 804

Choosing Nonmacro File Formats 804

Specifying Trusted Locations 805

Working with Trusted Publishers 806

Adjusting Macro Settings 807

Configuring Protected View and File Blocking 808

Protecting Your Privacy 810

Finding and Removing Personal Information 810

Setting Privacy Options 812

Adding a Digital Signature 813

22 Developing Online-Delivered Content 815

Web Page Development: Word’s Strengths and Weaknesses 815

Web Technologies Supported in Word 816

Web Page File Formats 817

Word Features Lost When Saving in Web Format 817

Why You Might Not Want to Use Word 818

Creating and Saving a Web Page in Word 818

Previewing a Web Page 818

Saving a Web Page 819

Options for Web Page Saving 820

Saving for Compatibility with Specific Browsers 821

More About PNG and VML 822

VML Graphics 822

PNG Graphics 822

Selecting Web Page File Options 822

Changing Page Size 823

Changing Language Encoding 823

Changing the Default Fonts 824

Working with Web Page Properties 824

Creating Hyperlinks 825

Creating a Text Hyperlink 826

Adding a Hyperlink to an Image 827

Creating an Email Hyperlink 827

Building Multicolumn Layouts with Tables 828

Creating Your Own Web Page Templates 830

Attaching a Cascading Style Sheet 831

Blogging with Word 831

Understanding the Word Blogging Interface 832

Registering Your Blog Server in Word 832

Creating a New Blog Post 833

Adding Pictures and Other Graphics to a Blog 833

Categorizing Blog Entries 834

Managing the Blog List 834

Modifying a Blog Post 835

Sending Email from Word 835

23 Using SkyDrive and the Word Web App 837

Understanding SkyDrive 837

Logging In to the SkyDrive Web Interface 838

Working with SkyDrive for Windows 839

Saving and Opening Files from Your SkyDrive Within Word 840

Using the Windows 8 SkyDrive App 841

Managing Files on Your SkyDrive 843

Uploading a File to Your SkyDrive 843

Downloading a File from Your SkyDrive 844

Renaming a File or Folder 846

Moving or Copying a File or Folder 847

Deleting a File or Folder 848

Sharing SkyDrive Files 850

Using the Word Web App 851

Editing an Existing File Using the Word Web App 852

Starting a New Document Using the Word Web App 853

VII Customizing and Extending Word

24 Macros and Add-Ins 855

Understanding Macro Basics 855

Choosing the Macro Creation Method 856

Planning Your Macro 857

Recording a Macro 858

Naming Your Macro 859

Deciding Where to Store Your Macro 859

Assigning a Macro to a Keyboard Shortcut or Toolbar Button 860

Assigning a Macro to a Keyboard Shortcut 861

Recording the Steps for Your Macro 863

Running a Macro 866

Dealing with Macro Error Messages 867

Making Additional Macros Available 869

Opening Additional Templates to Run Macros 869

Copying Macros Between Documents 869

Renaming and Deleting Macros 870

Assigning a Keyboard Shortcut to an Existing Macro 871

Creating a Quick Access Toolbar Button for an Existing Macro 872

Editing Macro Code in VBA 873

Opening a Macro for Editing 874

Examples of Macro Command Syntax 875

Working with Macro Security 879

Understanding Trusted Publishers and Locations 879

Determining What Locations Are Trusted 880

Setting Security Levels for Macro Running 880

Working with Add-Ins 881

Enabling/Disabling COM Add-Ins 882

Enabling/Disabling Actions 883

Enabling/Disabling Other Add-Ins 883

25 Customizing the Word Interface 885

Customizing the Quick Access Toolbar 885

Repositioning the Quick Access Toolbar 885

Add Common Commands 886

Add Commands from the Ribbon 886

Add Other Buttons 886

Remove Buttons 887

Customizing the Ribbon 888

Collapsing the Ribbon 888

Displaying or Hiding Tabs 888

Creating or Deleting a Tab or a Custom Group 890

Creating a Custom Tab 890

Creating a Custom Group 890

Deleting a Custom Tab or Group 891

Adding or Removing Commands 891

Adding a Command 891

Removing a Command 892

Renaming or Reordering Tabs 893

Resetting Customizations 893

Exporting and Importing Customization Settings 893

Exporting Customizations 894

Importing Customizations 894

Defining Shortcut Keys 894

Changing Viewing Options 895

Changing the Status Bar Content 896

Changing Page Display and Formatting Marks 896

Setting General Options 898

Other Customization Options 900

VIII Appendixes

A Recovering Files and Repairing Word 901

B Converting from Other Word Processing Systems 909

C Setting Up and Modifying Office 2013 915

D Accessibility Issues and Word 919

TOC, 978078975091, 2/15/2013

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