Word 2013 In Depth Book

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 Merg