Customizing Paragraphs

Although Word 2002 automatically creates page breaks for you, you can always manually force a page break by performing the following procedure. Place the cursor in the line where you want the new page break to occur. Next, click CTRL+ENTER. Voila! Instant page break. Alternatively, you can click Insert => Break, ensure that Page break is selected under Break types, and click OK.

To remove a manual page break, enter Normal view, select the page break by clicking on it, and press DELETE.

Now for some fancy paragraph tricks. All of the following options can be found on the Line and Page Breaks tab of the Paragraph dialog box. One way to invoke the paragraph dialog box is to click Format => Paragraph; another is to right-click and select Paragraph... from the shortcut menu. Remember that to make a change to a paragraph all you have to do is place the cursor inside the target paragraph. You do not have to highlight the paragraph.

The Widow/Orphan control option allows you to control those pesky single lines of text that occasionally appear in a document. For example, a widow is the first line of a new paragraph that exists as the last line on a page; an orphan is the last line of a paragraph that exists as the first line of a page. Selecting this option ensures that Word 2002 will prevent widows or orphans from occurring.

The Keep lines together option ensures that a page break will not occur within a paragraph. If there is not enough room on a page to accommodate the full text of a paragraph, then Word 2002 will push the entire paragraph to the top of the next page.

The Keep with next option ensures that a page break will not occur between the selected paragraph and the following paragraph.

The Page break before option tells Word 2002 to introduce a page break before the selected paragraph. Personally, I would just place my cursor before the target paragraph and press CTRL+ENTER, but nobody asked for my opinion.

Sort paragraphs in lists and tables

Sorting list and table text is easy. Let’s do table text first. Place your cursor inside the table and click Table => Sort. In the Sort dialog box, ensure that Header row is selected under My list has if the first row of your table is a header row. Next, select the column to sort by from the Sort by drop-down list box. Choose a data type (text, number or date) from the Type: drop-down list box. Finally, select Ascending or Descending to perform either an ascending sort or a descending sort. Note that you can sort by up to three criteria.

This procedure is the same for non-table-based lists. By default, Word 2002 uses the TAB character to differentiate between columns in a multi-column list. However, you can change the character that Word 2002 uses for this purpose. In the Sort dialog box, click Options.... In the Sort Options dialog box, select an alternate character type from the Separate fields at option list.

Following are two sample lists. The first list uses the tab character as its separation value; the second list uses the comma. I used the Show/Hide button from the Standard toolbar to show the TAB character codes.

Formatting Documents

A section allows you to apply different page layout settings, such as page orientation or page numbering, to different portions of a single document. They are very, very cool. First we will create a new section. To do this we will need to create a section break. Place the cursor in the document where you want the new section to begin and click Insert => Break. In the Break dialog box, choose a section break type beneath Section break types. The Next page option creates a section break and a page break simultaneously; the new section will begin on the next page. The Continuous option creates a section break but does not force the new section onto a new page. The Even page option creates a new section on the next even page in the document; the Odd page option creates a new section break on the next odd page in the document.

Check your status bar for information that is related to section breaks:

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Once you have created a section break, feel free to open the Page Setup dialog box (by clicking File => Page Setup...) or the Page Numbers dialog box (by clicking Insert => Page Numbers...) and go to town. You should be able to do neat tricks like making the pages of one section portrait orientation and the pages of another section landscape orientation, or like restarting the page numbering for each section.

Speaking of the latter task, let’s go ahead and do that in case you are asked to do that on the Word 2002 Expert MOUS exam. Here are the steps:

1. Insert your page numbers as usual.
2. Create any necessary page breaks.
3. Place your cursor somewhere in the second section, and open the Page Numbers dialog box. Click Format....

In the Page Number Format dialog box, select Start at: under Page numbering, and type 1 in the appropriate text box. Click OK to finish the procedure.

To remove a section break, enter Normal view by clicking View => Normal, select the Section break and press DELETE.

In conclusion, it is important to note that, by default, formatting decisions in the Page Setup or Page Numbers dialog boxes apply to the entire document, flowing across section boundaries. However, as you saw from the last example, Word 2002 will always provide a means for overriding this default behavior and allowing you to make changes to only the sections that you want to modify.

Another idea: try creating two section breaks in a document and making the text in the middle section multi-column by using the Columns button on the Standard toolbar!

Create and apply character and paragraph styles

A style is a collection of formats that you can save and reuse multiple times in a document. A paragraph style is a style that contains formatting options that affect both selected text and entire paragraphs. For example, you might create a paragraph style named Indent-Italic that indents a selected paragraph 0.5” and italicizes the text. A character style is a style that contains formatting options that affect only selected text. For example, you might create a character style named Logo that changes the font to Comic Sans Serif, size 12, in blue.

The cool thing about styles is that (a) they provide consistency. That is, you can make a change to all your level 1 headings by changing the style once instead of manually changing the format of every instance of the style in a document; and (b) they allow you to “save” special formatting when you are constantly making formatting changes. For example, suppose you format instances of your company name throughout a document with a newly created character style. You then change the font of the body text by doing a Select All. Guess what? These changes won’t upset your instances of your character style! Whew! Saves potentially LOTS of extra, needless, pointless, formatting. (As you can see, I am a big fan of styles.)

Let’s start by using Word 2002’s built-in styles. Notice that the current style is listing in the Formatting toolbar:

In the above graphic, the default Normal paragraph style is selected. In the Style drop-down list box, paragraph styles are denoted with a paragraph sign, and character styles are denoted with an underlined a character. To use a style from the Style list, select a target paragraph, open the list, and select a new style. Voila! If you want to see ALL of the styles that are contained in the NORMAL.DOT template, hold down SHIFT before you open the Style drop-down list.

You can also use the awesome Styles and Formatting task pane to use and manage styles. Click the Styles and Formatting button from the Formatting toolbar. The Styles and Formatting task pane will appear.

Again, to display greater or fewer numbers of styles, make a selection from the Show: drop down list box in the Styles and Formatting task pane.

To modify a style, perhaps the easiest thing to do is to modify the style by example. This is how to do it: In the Styles and Formatting task pane, locate the style that you want to modify, right-click, and choose Modify... from the shortcut menu.

In the Modify Style dialog box, make any necessary formatting changes to the style by using the intuitive formatting tools located under Formatting. By default, your changes will affect the style in the current document only; select Add to template to make your style change permanent. If you want instances of the style that currently exist in the document to be automatically affected by the changes that you are making, then select Automatically update.

To create a new style, open the Styles and Formatting task pane and click New Style. In the New Style dialog box, fill out the basic characteristics for the new style in the Properties portion of the dialog box. Specifically, name the style, decide whether the new style is a paragraph style or a character style, and determine which style you want to follow for the new style when you press the ENTER key. In most instances, you will want to select Normal. Finally, “the good stuff”: the vast array of formatting options that are available to you in building your style. Don’t forget to click Format and see all of the other formatting options!

To delete a style that you have created, simply locate the style in the list in the Styles and Formatting task pane and select Delete from the shortcut menu. It’s as easy as that. You can’t delete any styles that are built into the NORMAL template.

Create and update document indexes and tables of contents, figures, and authorities

First, Rule One in creating the above-mentioned indexes and TOCs:

Always use Word 2002’s built-in heading styles for your document headings/topics.

This is such an important point that I’m going to list it a second time:

Always use Word 2002’s built-in heading styles for your document headings/topics.

As long as you follow Rule One, you will have no problem with this objective. Although it is very possible to create TOCs and indexes by using other styles, Word 2002 will use its own built-in headings by default; a hint is that you will use the built-in heading styles on the MOUS exam. Now, on with the show!

First, let’s build a table of contents. Assuming that you have followed Rule One, all of the work is basically done for you. Simply place the cursor where you would like the TOC and click Insert => Reference => Index and Tables....

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

In the Index and Tables dialog box, click the Table of Contents tab. Most of the default options will work just fine. By default, Word 2002 goes three levels deep, using, of course, instances of the Heading 1, Heading 2 and Heading 3 paragraph styles as its guide. Adjust this setting, if necessary, by manipulating the Show levels: spin box. If you are just dying to know how to use other styles with TOCs, click Options... in the Index and Tables dialog box. To do your dirty work, simply plug in the appropriate TOC level number under TOC level: for the style that you want to associate with that TOC level. Actually, this feature is cool because your chapter headings may be based upon your own custom paragraph styles.

To update a TOC, place your cursor within the TOC and press F9. Alternatively, right-click within the TOC and select Update Field from the shortcut menu. You can also invoke the Outlining toolbar by right-clicking a toolbar button and selecting Outlining from the shortcut menu. Then, click Update TOC.

In the Update Table of Contents dialog box, select Update page numbers only if only page numbers have changed and no TOC text has changed; otherwise select Update entire table.

Now to create an index. Creating an index is performed in two steps:

1. Marking index entries
2. Creating the index.

To mark an index entry, highlight the index term and press ALT + SHIFT + X.

In the Mark Index Entry dialog box, ensure that the text you want is in the Main entry: text box. If the text to be marked is a subentry of another index entry, type the appropriate words in both boxes. The default is to create an index entry to the current page. Click either Mark or Mark All in order to...well, mark one entry of the word or have Word 2002 mark all occurrences of the selected word in the document.

To create the index, place your cursor in the appropriate location in the document and click Insert => Reference => Index and Tables....

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

To update an index, place your cursor to the left of the index and press F9. Alternatively, right-click inside of the index and select Update Field from the shortcut menu.

A table of authorities is simply a categorized list of the references that are used in a legal document. As we did when creating an index, first we will mark our citations, and then we will create the table of authorities.

To mark a citation, highlight the appropriate citation text and press ALT+SHIFT+I.

In the Mark Citation dialog box, ensure that the proper text is in the Selected text: text box; also fill in the appropriate text in the Short citation: text box. Next, click Mark or Mark All.

To create the Table of Authorities, click (this should be looking familiar to you by now) Insert => Reference =>Index and Tables....

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Click the Table of Authorities tab and click OK to create the table. A table of authorities can be updated in the same manner as a TOC or an index.

A table of figures is a list of captioned objects, such as tables, charts, diagrams, and the like. Word 2002 generates a table of figures by scanning a document for captions. Before we discuss creating a table of figures, we may as well discuss how to add a caption to an object.

Here’s the deal. Select the object and click Insert => Reference => Caption.

Enter your caption text in the Caption: text box. Under Options, select Equation, Figure or Table in the Label: text box. In the Position: text box, select either Below selected item or Above selected item. Click OK to complete the caption.

Now, let’s get down to business. To create a table of figures, click Insert => Reference => Indexes and Tables.... Navigate to the Table of Figures tab.

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Click OK to create the table of figures at the location of the insertion point. As always, a table of figures may be updated by right-clicking within the table of figures (see page and choosing Update Field from the shortcut menu, or by placing the cursor just before the table of figures and pressing F9.

Create cross-references

Think of the days of manually created cross-references. You know, adding a scholarly (see page 32 for more information) to a document, only to find out later that that due to further editing that “more information” now appears on page 34!! Word 2002’s cross-reference feature takes all of the sweat out of cross-references. With them you can cross reference just about anything, as long as you work from within a single document.

In this simple example, we will create a cross-reference to a heading that appears on another page in the document. The first step is to write your cross-reference “lead in.” For example, “see page __” might be a good lead in. Next, click Insert => Reference => Cross Reference.... Under Reference type:, ensure that Heading is selected. While you are here, note some of the other entries from this drop-down list, such as Figure and Table.

In the Insert reference to: drop-down list, ensure that Page number is selected. This value tells Word 2002 to return the page number of the selected item. The bottom portion of the Cross-reference dialog box will be different depending upon what type of reference type you are using. In the screenshot above, notice that you are seeing the headings of the selected document in the For which heading: text box. Select whichever heading is appropriate to your cross-reference and click Insert to complete the process.

By default, the Insert as hyperlink option is selected for any cross-reference that you create in the Cross-reference dialog box. This means that a reader can simply click on a cross-reference in your document and be automatically transported to the target location! Pretty cool, eh? The hyperlink feature only works when the document is viewed online (just kidding...of course that’s true, but I’m not trying to insult your intelligence J)

Add and revise endnotes and footnotes

Endnotes and footnotes are used to provide supplemental information either at the end of the document (endnotes) or at the bottom of each page (footnotes). To create a footnote or an endnote, place the cursor in the appropriate position and click Insert => Reference => Footnote....

Under Location, select either Footnotes: or Endnotes: depending upon which type of note you want to create. If you’d like, you can customize the numbering format under Format. The following graphic shows a newly created footnote:

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

Viewing footnotes within body text is easy. Simply hover your mouse pointer over the footnote or endnote number: a ScreenTip balloon will appear above the reference.

Alternatively, you can switch to Normal view and click View => Footnotes; this reveals the note pane at the bottom of the screen.

To delete footnotes or endnotes, locate the appropriate note reference marks in the body text and simply delete them. That’s all there is to it. By the way, Word 2002 automatically renumbers notes, so don’t worry about deleting footnote 67 and worrying about the continuity of your footnotes. Word 2002 has you covered!

Create and manage master documents and subdocuments

A master document is a special Word 2002 document that contains links to one or more separate documents that are named subdocuments. The cool thing about master documents is that you can break your work up into separate files (for distribution to different collaborators, for instance), and apply stuff like page numbers, headers/footers, etc. to all documents at once by applying them once to the master document.

There are two methods for creating a master document: creating an outline and then breaking it up into a master document with subdocs; or you can manually plug in separate files into a master document file. Let’s do the outline thing first.

Switch to Outline view by clicking View => Outline. Notice that all of your level-one headings are formatted with the Heading 1 paragraph style. That’s good, because when we create subdocuments, Word 2002 splits the files based upon Heading 1 headings.

When you are ready to create the master document/subdocuments, highlight all of your headings and press the Create Subdocument button on the Outlining toolbar. Before you begin saving files, click File => Save As... and save your master document. You will notice that Word 2002 creates a separate file for each subdocument, using the name of the heading as the file name. I probably should have said this earlier, but better late than never: you should create a folder for your master document and subdocuments initially. Word 2002 places the new subdocs in the same directory as the master document by default. Furthermore, you don’t want to change the location of the subdocs indiscriminately, or the master doc won’t be able to link to its subdocs.

By default, your master document (MD) will show its subdocuments (SDs) expanded. Click the Collapse Subdocuments button on the Outlining toolbar to produce a clean, hyperlinked display of your SDs.

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To reorder your SDs, you will first need to expand the SDs by clicking the Expand Subdocuments button on the Outlining toolbar. Next, click and drag the appropriate SD by clicking and holding its subdocument icon . As you drag, a thick horizontal line will help you in placing the SD in its new location.

To remove an SD from a MD, expand your SDs, click the subdocument icon of the appropriate SD, and press DELETE. No, you won’t delete the original subdocument file: only the reference in the MD that points to the SD.

To add a subdocument to a master document, click the Insert Subdocument button on the Outlining toolbar.

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

You can then move the new subdocument to the appropriate position by clicking and dragging its subdocument icon.

To combine two subdocuments, move them next to each other, click the first document’s subdocument icon, hold down SHIFT, and click the second document’s subdocument icon. Next, click the Merge Subdocument button on the Outlining toolbar.

To split a subdocument, create a heading style within that subdocument. Go to Outline view in the master document if you aren’t already there, select the appropriate heading and click the Split Subdocument button on the Outlining toolbar.

Remember that you can create a table of contents, index, headers and footers, footnotes, cross-references, etc., in the master document only, and these changes will flow throughout your subdocuments in the order in which they appear in your master document.

Remember also that the master document and its subdocuments must remain in the same folder in order for this process to work.

Move within documents

My gosh, there are so many methods for moving around in a document. Let me simply list some of them:

1. The arrow keys allow you to move your cursor throughout a document.
2. The PAGE UP and PAGE DOWN keys allow you to move a screen at a time, either upwards or downwards.
3. The horizontal and vertical scroll bars. Click the arrow buttons at the ends of either scroll bar, or you can click and drag the scroll box in order to move more precisely.

    

    

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4. The Go To tab of the Find and Replace dialog box. To invoke this box, press F5, press CTRL+G, or double-click the status bar area (the gray bar with that shows the page number). If you like the menus, you can also click Edit => Go To... to invoke this dialog box.

    

    

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   To use the Go To tool, simply type in the desired page number in the Enter page number: text box and click OK. Notice that the list under Go to what: allows you to select many different object types besides page numbers. For example, to quickly jump to section 4 in a document, you could select Section under Go to what:, and type 4 under Enter page number:. Pretty neat!

    

5. The Select Browse Object button. This button is shown in the following graphic:

    

    

   

    

    

   You’ll notice that the Previous and Next buttons (the blue double-arrows) do not scroll you through a document line-by-line. Instead, they take you to the previous or next instance, respectively, of whatever object type you are browsing. Click the Select Browse Object button to display the list of available object types.

    

   

    

    

   The Select Browse Object button is a tremendously underused resource. Let’s say that you want to quickly review the embedded graphic images in your Word 2002 document. Simply open the Select Browse Object menu, click the Browse by Graphic option, and use the Next and Previous buttons to scan the document for images. Word 2002 will stop at every image it encounters, in your specified direction. This procedure can be repeated to scan comments, footnotes, tables, and so forth.

    

6. The Document Map view. In order to use this view, you must have used Heading paragraph styles in your document. Click View => Document Map to enter Document Map view. Next, use the Document Map headings in the left pane to quickly navigate your document. Notice in the following graphic that instances of level-2 headings have been indented, and you can click the icon to expand or contract the headings. To exit Document Map view, click View => Document Map a second time.

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

Let’s say that you are working on a long document, and are making edits within the body of the document. The next day you open the file and want to resume your work where you left off. How can you do this quickly? Easy. Press SHIFT + F5. This key combination will move your cursor to its last position in the document. As you work, try pressing SHIFT+F5 multiple times. Word 2002 actually remembers the last three positions in the document. Another underused and incredibly useful Word 2002 trick.

Of course, please remember that you can use CTRL+HOME to jump to the very beginning of a document, and you can use CTRL+END to quickly jump to the very end of a document.

Create and modify forms using various form controls

I’ve combined the two aforementioned exam topics because they are so similar! Why they are listed as separate exam objectives on the MOUS site is beyond me. At any rate, let’s go ahead and create a Word 2002 form. Word 2002 forms are really meant to be completed online, as you see once we get into the procedure.

The first step is to create a new template and build the form as a template. This allows your users to create new form documents from the form. In Word 2002, click File => New... and select General Templates... from the New Document task pane.

In the Templates dialog box, select Blank Document and select Template under Create New. Then press OK.

Now that we have a new template, it is time to create some form controls. To do this, you will need the Forms toolbar. To invoke the Forms toolbar, click View => Toolbars => Forms.

To create a text box, click the Text Form Field button on the Forms toolbar. Right-click the form field and select Properties... from the shortcut menu.

Use the Type: drop-down list to select the type of data that will be stored in the text box, such as Regular text, Number or Date. The Default text: text box allows you to use default help text, such as “Click here and type your name.” The Maximum length: spin box allows you to specify how many characters wide the text form field should be. Be careful here, because when the user reaches the maximum character length, they will hit a wall and simply not be allowed to type any more text. The Text format: drop-down list allows you to perform some rudimentary formatting on the form field text, such as Uppercase, Lowercase, First capital or Title case. As you can see, there are so very many options that you can specify when you create your form fields- we will discuss only those that are likely to appear on your MOUS exam. The following graphic displays a completed text box form field.

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

To create a check box, click the Check Box Form Field button on the Forms toolbar. Right-click a check box form field and select Properties... from the shortcut menu.

In most cases using the Auto size setting under Check box size is fine; you can specify exactly how wide a check box form field should be by manipulating the Exactly: spin box. Under Default value, decide which check box, if any, you want to have checked by default by selecting Checked. The following graphic illustrates a sample check box array.

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

To create a drop-down list, click the Drop-Down Form Field button on the Forms toolbar. Right-click a form field and select Properties... from the shortcut menu.

To begin building the list of options that will appear in the drop-down list, type your first entry in the Drop-down item: text box and click Add. As you add entrees, you will notice the list in the Items in drop-down list: text box growing larger. You can reorder this list (in alphabetical order, for instance) by selecting an entry and using the Move arrows. To remove an entry, simply select it from the list and click Remove. The following graphic displays a sample drop-down form field that has been expanded.

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

In the previous example, the first entry in the drop-down list will always appear by default when a user views the form. To have a blank entry appear in the first drop-down list position, simply create a blank entry by hitting your space by a couple times in the Drop-down item: text box in the Drop-Down Form Field Options dialog box. Click Add, and then move the entry to the top of the list to complete the procedure.

By default, Word 2002 displays form fields in gray as you develop them. To turn of this gray color, select the form field and click the Form Field Shading button on the Forms toolbar.

Before a form is usable it must be protected from changes to the form fields themselves. To provide simple form field protection, click the Protect Form button on the Forms toolbar. As a matter of fact, you can’t test out any of your new form fields until you have protected the form field controls by using this procedure.

To provide more robust form protection, click Tools => Protect Document..., click Forms: under Protect document for, and supply a password in the Password (optional): text box.

To unprotect a protected document, click Tools => Unprotect Document... and supply the correct password in the Unprotect Document dialog box.

You can distribute a Word 2002 form by electronic mail, by placing the template in a network location, or by using removable media such as floppy diskette or CD-R.

Customizing Tables

One method for creating a new, embedded Excel table in Word 2002 is to click the Insert Microsoft Excel Worksheet button , click and drag to select the desired number of rows and columns, and let go of the mouse button.

Alternatively, you can click Insert => Object..., click Microsoft Excel Worksheet from the Object type: list and click OK.

Either way, you will have a brand spanking new Excel worksheet in your Word 2002 document. Remember that the worksheet does not exist as a separate entity, nor can you “detach” the information from Word 2002 as a separate Excel 2002 file.

Now let’s consider getting Excel 2002 data into Word 2002. Let’s try this procedure:

1. Select the data in Excel 2002 and click Edit => Copy.
2. Switch to Word 2002, place the cursor where you want the data and click Edit => Paste Special....
3. In the Paste Special dialog box, ensure that Microsoft Excel Worksheet Object is selected in the As: menu. Selecting Paste: will embed the data; that is to say, there will be no link at all between the Excel data pasted into Word and the original Excel file. If you select Paste link:, then there will be an “umbilical cord” between the Excel data and the Word document. That is, when you update the Excel information, it appears in both locations.

Let’s assume you chose Paste:, which performed a simple “embed” operation. Note that when you double-click inside the Excel data, the Word 2002 toolbars are replaced by Excel toolbars. Note also that when you click anywhere outside the Excel data (in the Word document), the Excel data fades into the background.

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

In contrast, when you link Excel data in Word 2002, double-clicking the Excel object in Word locates the original Excel file and opens it up, in Excel. Therefore, you are not editing the data in Word, but in the source application. The only caveat with linking is that if you move the Excel file to another location, Word won’t be able to resolve its location when you double-click the object in a document.

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Perform calculations in Word tables

First of all, remember that Word 2002 supports only relatively unsophisticated formulas in Word tables. Embed a blank Excel worksheet if you need to do any complicated mathematics.

That being said, here is what you have to do to perform calculations in Word 2002 tables: place your cursor in the appropriate cell and click Table => Formula....

In the Formula dialog box, adjust the Formula: text box to perform the proper formula. By default, Word 2002 will use a SUM operation by using "plain text" data identifiers such as ABOVE or LEFT. Open the Number format: drop-down list box if you want to format the appearance of the formula result.

To use a formula besides SUM, delete the sample formula in the Formula: text box, open the Paste function: drop-down list and select an alternate formula. Remember to add the appropriate data identifier between the parentheses. By the way, you can also use "Excel-style" identifiers such as B1:B3. Trouble is, you will have to figure out the column and row stuff yourself. For instance, consider the following sample table:

Suppose we wanted to sum the sales figures for the week, by hand, instead of using Word's built-in SUM(ABOVE) function. (I know that this is sort of a reach, but bear with me for instructional purposes.) Open the Formula dialog box and delete the sample formula. To perform this function, you would need this formula:

AVERAGE(B2:B6)

If all you are doing is quick summing calculations, you can also place your cursor in the appropriate cell, click View => Toolbars => Tables and Borders to invoke the Tables and Borders toolbar, and click the AutoSum button . Word 2002 will attempt to guess which cells you want to sum. It is correct a good portion of the time.

The only bummer about Word 2002 tables is that formulas do not recalculate automatically. That is, if data in a cell or cells changes, then the formula must be manually recalculated. To recalculate a formula, click in the cell and press F9. Alternatively, right-click inside the cell that contains the formula and select Update Field from the shortcut menu.

Creating and Modifying Graphics

To insert a graphic in your Word 2002 document, place your cursor in the appropriate location in the document and click Insert => Picture. In the submenu, you can choose three graphic input options: Clip Art, From File, or From Scanner or Camera.

In this study guide, we will deal only with the From File option. Because inserting clip art images is dealt with in my Cramsession study guide for the Word 2002 proficiency exam, I will refer you to it for those instructions. However, if you want to insert a graphic image from a file, then select From File... from the Picture submenu of the Insert menu.

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

Your Insert Picture dialog box (actually quite a few of these screenshots) may look slightly different from your workstation unless you are running the Windows XP operating system. Use the Places Bar or the Look in: drop-down list box in order to locate the image that you want to insert into your document. You can view a thumbnail of the image by selecting the Views toolbar button in the Insert Picture dialog box.

Once you have located your desired image, click the black arrow on the Insert button for advanced image insertion options. The Insert option embeds a copy of the file into your document. The Link to File option creates the previously described "umbilical cord" to the source graphic. The Insert and Link option both embeds and links the graphic.

Note the 8 resize handles on the above graphic. To resize a picture (or a piece of clip art, or a drawing object), click and drag a resize handle in the desired direction. If you resize by using a corner resize handle, then Word 2002 automatically maintains the proper aspect ratio, which prevents your image from being distorted as you resize it. If you resize by using a top/bottom/side resize handle, then your image may become warped.

To delete an inserted image or drawing object, simply select it and press DELETE. To manipulate the properties of an inserted image, right-click the image and select Format Picture... from the shortcut menu.

The Size tab of the Format Picture dialog box allows you to precisely specify the dimensions of your inserted image. Note that you can specify size, rotation, scale, and aspect ratio settings.

The Layout tab of the Format Picture dialog box allows you to specify the behavior of the image as it relates to surrounding text. You can also specify the horizontal alignment of an inserted image.

The Picture tab of the Format Picture dialog box allows you to precisely specify cropping, image control and brightness settings.

Some of the options that are available in the Format Picture dialog box are also available from the Picture toolbar. The following graphic is an annotated screenshot of the Word 2002 Picture toolbar.

To create a drawing object in Word 2002, click the Drawing button on the Standard toolbar to invoke the Drawing toolbar. The following graphic shows the Drawing toolbar with the AutoShapes menu expanded.

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To create a drawing object, click the appropriate toolbar button on the Drawing toolbar. You should find that your mouse pointer turns into a crosshair and Word 2002 creates a "drawing canvas" for you on the screen. Also note that your view automatically switches to Print Layout view if you already aren't in that view. Click and drag to create your shape. The AutoShapes menu on the Drawing toolbar is very useful for designing interesting shapes such as callout boxes or arrows. Look at the following graphic for a better look at the Word 2002 drawing canvas.

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Note that you can point your mouse to any of the 8 black resizing handles on the drawing canvas to reframe the area in which your drawing objects are placed. If you don’t like the new drawing canvas and would instead like to manipulate drawing objects directly inline with the rest of your Word text, simply select the drawing canvas and press DELETE.

The procedures for adding text, resizing or deleting a drawing object are the same as for inserted graphics. To add text to a drawing shape, right-click the shape and select Add Text. To manipulate the properties of a drawing object, right-click the object and select AutoShape Properties... from the shortcut menu.

The Colors and Lines tab allows you to select an alternate fill color, line color or line style. Check out the following sample drawing shape, the properties for which I manipulated by using these settings.

I forgot to explain how to position graphics or drawing objects. Simply point your mouse anywhere inside the object, click, and drag the object to its new location. Your mouse pointer should change shape into a four-way arrow.

Create and modify charts using data from other applications

In this example, we will insert Microsoft Excel data into a chart created in Word 2002 by using Microsoft Graph. By the way, Microsoft Graph is an Office XP sub-program that can be used to create charts and graphs in Word 2002 and PowerPoint2002. Its reason for existence is that not everyone buys the entire Office XP package. Consider this: what if you only had Word 2002 and you needed to create a chart? Thank heavens for Microsoft Graph! :)

Now for the procedure. Place your cursor in the appropriate location in the document and click Insert => Object....

In the Object dialog box, select Microsoft Graph Chart in the Object type: list and click OK.

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Don't worry about the East/West/North data—that is just sample data that you will blow away. Look at the interface (menus and toolbars). You are now in Microsoft Graph. Click Help => About Microsoft Graph if you don't believe me.

To begin the import process, select the cell in the upper-left corner in the datasheet window (that's the window that looks like a mini-Excel spreadsheet). Next, click Edit => Import File....

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In the Import File dialog box, browse until you find the target Excel data file, and then click Open.

In the Import Data Options dialog box, select the proper worksheet from the file from the Select sheet from workbook: list box. Alternatively, you can select a discrete range of cells from the Excel file by enabling Range: and typing the cell range, such as A1:C5.

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

The way I always teach my students to modify Microsoft Graph charts or charts in Excel is to right-click the area of the chart that you want to modify and choose the appropriate Format command from the shortcut menu. For instance, to change the formatting of your axis labels, right-click on any axis label and select Format Axis... from the shortcut menu. To modify the look of your data bars (formally called "data series"), right-click any column in your chart and select Format Data Series... from the shortcut menu. To modify the formatting of your legend, right-click the legend and select Format Legend... from the shortcut menu. As a representative example, the following graphic displays the Patterns page of the Format Data Series dialog box.

I'd encourage you to spend time in these Format dialog boxes, getting to know the plethora of chart formatting options that are available to you. It is truly amazing how finely you can tune a Microsoft Graph chart. To change the type of chart that is displayed, right-click in any white space within the chart border and select Chart Type... from the shortcut menu.

On the Standard Types page, check out the chart types from which you can choose from the Chart type: list box. Each major type has one or more sub-types; use the Press and Hold to View Sample button to see a thumbnail of your data plugged into the selected chart type. Pretty amazing stuff, isn't it?

Finally, to tweak general chart options, such as chart title and axis labels, right-click in any white space within the chart border and select Chart Options... from the shortcut menu.

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Because an embedded Microsoft Graph chart object behaves like any other embedded object, when you click outside the chart border you will be "transported" out of Microsoft Graph and back into Microsoft Word. Conversely, double-clicking inside the chart area will teleport you out of Word and back into MS Graph.

Route documents

This is how document routing in Word 2002 works: you send a copy of a document to one or more recipients for their review. When you get the document back from the last person to review the document, you will see all changes/comments that have been made to the document, including information related to who made which change. Get it? Let's go for it.

To begin, open the document that you want to route and click File => Send To => Routing Recipient....

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In the Routing Slip dialog box, we will use the controls near the To: list box to specify our recipients. But first, let's take a look down below. Note that you can create the subject line and message text for the e-mail message to which the document will be attached. Furthermore, you can specify whether the document should be sent to the recipients one after another or all at once. I suggest that you leave the remaining options at their default setting, which protects the document for tracked changes and comments, tracks the message status (who has it at any given time), and returns the document to you when the last routing recipient sends the message.

Click the Address... button beneath the To: list box in the Routing Slip dialog box to specify the recipients who will be reviewing your document.

If you are on a corporate network, you may need to adjust the list of names you see in the list box in the Address Book dialog box. For instance, if you want to list names from your Outlook Contacts list, open the Show Names from the: drop-down list and select Contacts. Scroll to locate a target recipient, or type the name in the Type Name or Select from List: text box and click To -> to specify that person as a routing recipient. Press OK when you have completed your list. Don't worry about routing order at this point. We'll do that next.

Back in the Routing Slip dialog box, use the Move arrows to reorder your list of routing recipients into the desired order. Press Route when you are ready to proceed.

The first routing recipient will receive an e-mail message containing the subject line and message text that you specified in the Routing Slip dialog. And..oh yeah..they will also receive a copy of the file, protected for tracked changes and comments.

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When the recipient opens the document in Word and makes any necessary changes, he or she can pass the document along to the next routing recipient (or to the original sender of the document, if this recipient is the only/last recipient) by clicking File => Send To => Next Routing Recipient....

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Align text and graphics

Aligning text can be done rather simply: by selecting the appropriate text and using the alignment toolbar buttons on the Formatting toolbar.

You have to place text in a text box to be able to do fancy alignment tricks. To create a text box, invoke the Drawing toolbar and click the Text Box button . Click and drag in the drawing canvas to create your text box; then add your text.

Next, select the text box by clicking the text box border and click Format => Text Direction....

In the Text Direction – Text Box dialog box, specify the desired orientation for your text box text and click OK.

In terms of aligning two text boxes (or any other drawing object, for that matter), here is what you do: select the first text box by clicking its border. Hold down the SHIFT key and then select the second text box. On the Drawing toolbar, click Draw => Align or Distribute. In this submenu, select an appropriate alignment option.

As far as aligning graphics go, remember that an embedded picture or piece of clip art behaves as if it were a single text character. Therefore, you can select the graphic and use the alignment buttons on the Formatting toolbar to horizontally align a graphic.

Drawing shapes (with their corresponding drawing canvas) are a bit different. To align a drawing shape relative to a page, you actually need to align the drawing canvas. To do this, right-click the border of the drawing canvas and select Format Drawing Canvas... from the shortcut menu.

On the Layout page of the Format Drawing Canvas dialog box, you can adjust horizontal alignment for any wrapping style besides the default setting, which is In line with text.

To align drawing shapes relative to each other, use the Align or Distribute options from the Draw menu on the Drawing toolbar, as described earlier in this document.

Customizing Word

A macro is a recorded sequence of actions performed in Word 2002 that can be replayed at a later time for productivity purposes. For example, you could record a Word 2002 macro that changes the page orientation, document margin and document font automatically, in one quick step. Or you could create a macro that prints 5 copies of the current document to a non-default printer in your corporate network. Macros get a bad rap, because they are not as difficult as many people make them out to be. Let's go ahead and create a macro.

First of all, planning is everything with macro creation. You should plan in advance the sequence of actions to be captured by the macro, and use the Word 2002 menus as much as possible instead of keystrokes or shortcut menus, which may not get picked up by the macro recorder. If your macro operates on selected text, then ensure that you have some sample text selected before turning on the macro recorder. After you have prepared your document (and yourself) for the macro, click Tools => Macro => Record New Macro....

In the Record Macro dialog box, type a name for your new macro and, optionally, a description of the procedure that it performs. In the Store macro in: drop-down list box, you have the option to store the macro in the current document only, or within the global template, NORMAL.DOT. You choose which option you’d prefer. The bottom line is that if you want the macro to be available to all of your new documents, you should store it in the Normal template. You can use the Toolbars and Keyboard buttons to assign your macro to a toolbar button or to a keystroke, respectively. However, because I’m going to teach you how to customize buttons and keyboard shortcuts later in this document, we’ll just go ahead and click OK to begin recording the macro.

You will notice that an icon of a cassette tape is attached to your mouse pointer, and the Macro toolbar is visible on your screen. The buttons work similarly to standard VCR/cassette recorder buttons.

After you have finished recording your macro, click the Stop Recording button on the Macro toolbar. To view, edit, run or delete a macro, click Tools => Macro => Macros....

To run a macro from the Macros dialog box, select the desired macro and click Run. To delete a selected macro, click Delete. Note, however, that you can only delete macros that you yourself have created in Word 2002.

Now for the fun stuff. To edit macro code, select a macro from the Macros dialog box and click Edit. Don’t worry, the MOUS exam only tests your ability to get into and out of the Visual Basic for Applications (VBA) editor, and modify simple, intuitive values. For instance, check out the following screenshot. I’ve highlighted the code that you would have to modify if the exam asked you to change the font color modified by the macro to Blue. How to do it? You guessed it: simply delete Red and type Blue. Easy as pie.

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

The toughest part about this process is getting out of the editor. Simply click File => Close and Return to Microsoft Word to, er, close the VBA editor and return to MS Word 2002.

Customize menus, toolbars and keyboard mappings

To undock a docked toolbar, simply click and drag the target toolbar by its move handle.

Once a toolbar has become undocked, you can move it around the screen by clicking and dragging the toolbar by its title bar. With the exception of the menu bar, you can close any toolbar by clicking its Close button. The following graphic shows an undocked Standard toolbar.

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If you accidentally close all of your toolbars, including the Standard and Formatting toolbars, you can always bring them back into word by using the menu bar. Simply click View => Toolbars and select the appropriate toolbar from the submenu.

To redock an undocked toolbar, simply drag it to either the top, the bottom or either side of your Word 2002 window. When it gets close enough, the toolbar will dock automatically.

To add or remove buttons from a toolbar, the easiest thing to do is to click the Toolbar Options arrow , which appears at the end of any toolbar. From there click Add or Remove Buttons and select your appropriate choice.

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Once you have added a new button to a toolbar by this method, however, you have no way of moving it to a new location. To perform this action, you should click Tools => Customize..., or, alternatively, right-click any toolbar button and select Customize... from the shortcut menu.

On the Commands tab of the Customize dialog box, select a category from the Categories: list box and select a desired command from the Commands: list box. To add a button to a toolbar, simply click and drag the command to the appropriate location on a toolbar. The above graphic illustrates this process: notice that the mouse pointer appears to “carry” a toolbar button as I clicked and dragged the Strikethrough button to a toolbar.

This procedure also works for menus. Drag a command from the Customize dialog box to a menu; after a pause the menu will open, allowing you to place your new command into it.

As long as the Customize dialog box is open, you can use this easy click and drag technique to move any command in any toolbar or menu. To remove a command from a toolbar or menu, drag the command into the document area. It will disappear!

Suppose you have modified the heck out of your Standard and Formatting toolbars and now want to reset them: what do you do? Easy. On the Toolbars page of the Customize dialog box, select the appropriate toolbar and click Reset.... In the Reset Toolbar dialog box, ensure that NORMAL.DOT is listed in the drop-down list and click OK. The toolbars will then be reset to factory defaults.

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

Speaking of new toolbars, click New... on the Toolbars tab of the Customize dialog box in order to create a new toolbar. Once your new toolbar is displayed, switch to the Commands tab and begin dragging and dropping your commands onto the new toolbar. After your toolbar has been created, it will appear with the list of toolbars on the Toolbars page. To delete a custom toolbar, select the toolbar and click Delete.

The Options tab of the Customize dialog box has some pretty cool options. For one thing, you can turn off having the Standard and Formatting toolbars crammed on one row (which I personally cannot stand) by enabling Show Standard and Formatting toolbars on two rows. If you don’t like the “personalized” menus in Word 2002 (I’m gonna get off my soapbox, but I can’t stand those either), then enable Always show full menus. There are some other cool options that I would encourage you to play around with.

For creating keyboard shortcuts, the Customize dialog is where you want to be. Click Keyboard... from any tab in this dialog box.

Here is the step-by-step in creating a new keyboard shortcut.

1. Use the Categories: and Commands: lists to locate the command for which you want to create a new keyboard shortcut.
2. In the Press new shortcut key: text box, enter your new keyboard shortcut. Hint: all of the ALT + any letter key combinations are left open for your customization pleasure. If a key combination you propose is already mapped to another command, then Word 2002 will list that command for you.
3. Choose whether you want the keyboard shortcut to exist in the current document or in the Normal template by making the appropriate selection in the Save changes in: drop-down list box.
4. Press Assign.

Workgroup Collaboration

You can turn on revision tracking in a Word 2002 document by double-clicking clicking the Track Changes button on the status bar at the bottom of your Word 2002 interface or by clicking Tools => Track Changes. Since both of these commands are toggle switches, you can use the aforementioned procedures to turn off tracked changes as well. You can also use the Track Changes button on the Reviewing toolbar, which will be discussed in detail later in this document.

By default, Word 2002 presents deleted text as strikethrough, inserted text as underlined, and changed lines with a vertical bar in the margin. Each author by default will be tracked by the name they use in the User Information tab of the Options dialog box (click Tools => Options to see this). Changes made by each author reviewing a document are represented by distinctive colors that are chosen at random by Word 2002. For instance, I may hand off a document to Tina with track changes turned on. On her workstation, Word 2002 may represent her changes in red. Tina, in turn, may pass off the document to Harold, where Word 2002 on his machine may represent his changes in blue. And so on.

At any rate, you can customize how Word 2002 displays tracked changes by right-clicking the Track Changes button on the status bar and selecting Options... from the shortcut menu. You can also choose Options... from the Show menu on the Reviewing toolbar.

Before we go any further, let me give you this screenshot of the Reviewing toolbar. It should appear automatically when you turn on revision tracking in Word 2002.

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If you are like me, sometimes all of the strikethroughs and underlines can be difficult on the eyes when you are reviewing a document. Use the Show menu on the Reviewing toolbar to customize what changes appear on your screen. Please note that turning off insertions and deletions in the Show menu still tracks the changes; these options simply hide the tracked changes from your view.

Alternatively, you can use the Display for Review drop-down list. Select Final to display the document, incorporating all of your changes, without those nasty revision marks. If you want to take a look at the original text, before your changes, select Original.

When you receive a document that includes tracked changes, it is time to accept or reject those changes. If you are lazy and don’t want to review them change-by-change (I suppose you could also just trust the reviewing author an awful lot), then select either Accept all Changes in Document or Reject all Changes in Document from the Accept Change or Reject Change/Delete Comment buttons, respectively, from the Reviewing toolbar. If you just want to blow away all of the changes without reviewing them, select Delete all Changes in Document from the Reject Change/Delete Comment button.

However, if you are like most careful editors, then you will want to review the changes on a change-by-change basis. To begin, use the Next and Previous buttons from the Reviewing toolbar to locate each tracked change. By default, Word 2002 displays changes made by all reviewers. To adjust this list, click Show => Reviewers from the Reviewing toolbar and deselect any reviewers whose comments you do not want to review.

<REMOVE NAME>

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You can resolve tracked changes in a document in either Normal view or Print Layout view. Print Layout view gives you a heck of a lot more information regarding the tracked changes. For instance, it can show you exactly what text was deleted during a delete operation, and can tell you, rather than simply identify by color, the author who made a particular change, as well as the precise date and time the change was made. To show all this neat info, switch to Print Layout view, use the Next button on the Reviewing toolbar to locate the first tracked change, and click the Reviewing Pane button . The reviewing pane will show all of the pertinent information for each tracked change in the document.

Use the Accept Change and Reject Change/Delete Change buttons on the reviewing toolbar to resolve any changes in the document.

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Merge input from several reviewers

What if several reviewers took a copy of your document for review. Suppose they made their changes and submitted the files back to you. How the heck do you merge all of these files back into your original file and not wind up with a colossal mess? Well, you’re about to find out. Here is how to do it:

1. Open the file that will receive all of the merged files.
2. Click Tools => Compare and Merge Documents.
3. In the Compare and Merge Documents dialog box, browse to locate the first file to be merged with the currently open document.
4. Click the black arrow next to the Merge button and select Merge into current document from the drop-down menu.

You should merge one document into your original, resolve the resulting tracked changes, and then perform this procedure for every other document that must be merged into your original document.

Insert and modify hyperlinks to other documents and Web pages

First let’s create a standard Internet hyperlink that points to a Web page. First, you should write some text that will represent the hyperlink. For instance:

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Highlight the text that will form the hyperlink (as in “Yahoo” or “Google” shown in the preceding graphic), and click Insert => Hyperlink. Alternatively, you can press CTRL+K.

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For an Internet hyperlink, ensure that Existing File or Web Page is selected under Link to:. You can basically ignore everything else in this dialog box except for Address:, which I have highlighted for you in the preceding graphic. Type in the full Uniform Resource Locator (URL) to the Web page and click OK.

Actually, one cool way to customize your hyperlinks is to add ScreenTip text. In the Insert Hyperlink dialog box, click ScreenTip.

A user will see the ScreenTip text when he or she hovers his or her mouse pointer over a Word 2002 hyperlink.

As the ScreenTip in the preceding graphic displays, a user can launch a hyperlink by pressing CTRL while clicking the hyperlink.

To create a hyperlink to another document, select the hyperlink text, open the Hyperlink dialog, and ensure that Existing File or Web Page is selected under Link to:.

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It’s pretty easy from here: simply use the Look in: drop-down list to browse for the target file. As always, you can use the ScreenTip... button to customize the ScreenTip text.

Note that the ScreenTip looks a bit different: you see the file: protocol identifier instead of the http: protocol identifier.

Create and edit Web documents in Word

A Web document, which is also known as a Web page, is a basic text file that is formatted by using the Hypertext Markup Language (HTML). Word 2002 takes the sweat out of creating a Web page by relieving you of any HTML coding responsibility. You just tell Word 2002 that you want to create a Web page, and format the document by using most of Word’s formatting tools; Word 2002 will take care of creating the HTML code for you. Remember, also, that while Word 2002 is a yeoman like Web page creator and editor, Microsoft FrontPage 2002, which is also a part of the Office XP family, is an application expressly created for the purpose of creating and editing Web documents.

To create a new, blank Web page in Word 2002, click File => New.... In the New Document task pane, click Blank Web Page under New.

To create a new Web page by using one of Word 2002’s Web page templates, open the New Document task pane and click General Templates... under New from template. On the Web Pages tab, select a template and click OK. If you are new to Web page creation and want to use a wizard interface, use the Web Page Wizard.

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To save an existing Word document as a Web page, click File => Save as Web Page....

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In the Save As dialog box, browse to the new HTML file’s storage location, provide the file with a name and click Save. To change the title that will appear in a browser’s title bar when the page is viewed, click Change Title....

A “power user’s” method for saving a Word document as a Web page is to click File => Save As... and select Web page (*.htm; *.html) from the Save as type: drop-down list in the Save As dialog box.

To edit an existing Web page, you’ll have to open it first. Click File => Open, and browse to the file as usual. Note that the Files of type drop-down list automatically displays Web pages along with traditional Word document files.

As long as you have installed the HTML Source Editor, which is an optional component in an Office XP installation, carrying out the HTML Source command from the View menu will open the HTML document in the Microsoft Script Editor, where you can have direct access to the HTML code in the document.

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Create document versions

Instead of using the Save As feature to save versions of Word documents as separate files, you can save separate versions of a document within a single file. This is what versions is all about. To create a version of your currently active Word 2002 document, click File => Versions.... In the Versions in dialog box, click Save Now....

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The Save Version dialog box displays the date, time and author name of the document, and allows you to add an optional comment.

To open a saved version, open the Versions in dialog box, select the desired version from the Existing versions list and click Open. Note that you will have to save the opened version as a separate document in order to save any changes you make to the opened version.

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As the above screen capture shows, you can also manage document versions from within the Versions in dialog box. Select a version and press DELETE to trash a version. Press View Comments... to see the full text of your version comments. The Automatically save a version on close feature is cool if you want to force yourself to save a version every time you end a writing session.

Protect documents

To protect a document against unwanted changes, click Tools => Protect Document.

In the Protect Document dialog box, decide whether you want to force revision tracking (the Tracked changes option), disable any modification to a document except comments (the Comments option), or protect form fields in a document (the Forms option). You can specify an optional (and highly recommended) password.

To unprotect a protected document, click Tools => Unprotect Document.

In the Unprotect Document dialog box, supply the correct password to regain administrative control of the document.

Note that the preceding procedure does not password-protect the entire document. To protect an entire document from opening or from unwanted changes, click Tools => Options and navigate to the Security tab.

To specify that the correct password be provided to open a protected Word 2002 document, supply a password in the Password to open: text box. Click Advanced to select the type of file encryption that you'd like to use.

The following graphic displays the dialog box that is displayed to a user who opens a file that is protected in this manner:

To force a user who is authorized to open a document to provide a password before being allowed to modify a document, supply a password in the Password to modify: text box on the Security tab of the Options dialog box. The following graphic displays the dialog box that is displayed to a user who opens a file that is protected in this manner.

Of course, you can provide both a password to open and a password to modify for the ultimate in file security. Just make sure you remember what your passwords are, or you won't be able to access the file!

Define and modify default file locations for workgroup templates

Workgroup templates are simple Microsoft Word .DOT template files that are centrally stored in a network location for access by multiple users. You can point Word 2002 to where your workgroup templates are stored by performing the following actions. Click Tools => Options and navigate to the File Locations tab.

The paths that are stored in the File Locations list box represent the locations where Word defaults to when it manages different types of files. For example, the path that is represented for the Documents entry is the default location that Word 2002 presents to you in Open and Save As dialog boxes. And yes, the good news is that you can modify any of these paths. To modify the location of workgroup templates, select the Workgroup templates entry from the File locations list and click Modify.... In the Modify Location dialog box, browse to the network server and shared folder that contains the workgroup templates and click OK. The new path will then appear in the File locations list.

Henceforth, the workgroup templates will appear in the Templates dialog box, which can be invoked by clicking File => New... and then clicking General Templates... on the New Document task pane.

Attach digital signatures to documents

A digital signature is a unique, encrypted authentication stamp on a Word 2002 document or macro project that "proves" the identity of the document/macro project creator. The authenticity of a digital signature hinges on the possession of a digital certificate, which you can purchase from a reputable certificate authority such as VeriSign. Because the finer points of this technology are beyond the scope of this document, I will simply show you how to attach your digital signature to a Word 2002 document.

To attach a digital signature to a Word 2002 document, click Tools => Options, navigate to the Security tab, and click Digital Signatures....

In the Digital Signature dialog box, you can view any current signers who have attached their digital signatures to the document. To add your own digital signature, click Add....

In the Select Certificate dialog box, select your certificate from the list and click OK.

You can display the full text of your digital certificate by clicking View Certificate.

Using Mail Merge

A mail merge operation is combining a main document, such as a form letter or a sheet of mailing labels, with a database of names and addresses known as a data source. Believe me, mail merge is a worthwhile technique to master. I can't tell you how many students I've taught who were used to manually addressing dozens of form letters before discovering mail merge!!!

In this example, let's begin with a simple form letter. To begin, fire up a new, blank document and click Tools => Letters and Mailings => Mail Merge Wizard.

In the Mail Merge task pane, select the type of merge that you want to perform. In this example, we will ensure that Letters is selected. Click Next: Starting document to continue.

In step two, you need to decide what kind of main document you want to use for the merge operation. Because we already have a blank document on-screen, select Use the current document under Select starting document and click Next: Select recipients.

In step three, you decide on which type of data source you want to obtain your list of names and addresses. In this example, we are going to tap into a Word, Excel or Access database, so select Use an existing list under Select recipients. Under Use an existing list, click Browse....

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In the Select Data Source dialog, note that the default setting in the Files of type: drop-down list box displays most common data source file types, including Word 2002 .DOC files, Access 2002 .MDB files, and Excel 2002 .XLS files. Let's begin by selecting a Word 2002 document that contains a table of names and addresses, and clicking Open.

In the Mail Merge Recipients dialog box, uncheck any addresses that you don't want to use in the merge from the list of table records in the List of recipients: list box.

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To edit a particular record, select the record and click Edit....

To filter the list, click the downward-pointing filter arrow next to the appropriate field and select the desired option from the list.

Before we go on, let's back up a step to the Select Data Source dialog box. Instead of selecting a Word 2002 document as our data source, suppose we selected an Excel workbook that contained our list of names and addresses? Well, here is what you'll see next:

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In the Select Table dialog box, select the worksheet that contains the desired information and click OK. Ensure that First row of data contains column headers; this setting informs Word 2002 that the first row of information is not a database record.

The Mail Merge Recipients dialog for Excel information is the same as the Mail Merge Recipients dialog for Word information.

If your browser doesn't support inline frames click HERE to view the full-sized graphic.

Now then, let's go ahead and see what happens when we specify an Excel .MDB database file as our data source in the Select Data Source dialog box.

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Simply select the Access table from the list in the Select Table dialog box and click OK.

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This Mail Merge Recipients dialog box is looking pretty familiar, isn't it? As you can see, the procedure is basically identical no matter what file format your list of recipients comes in, be it a Word table, an Excel worksheet or an Access database table.

Now, where were we? Oh yeah, step 3 of 6 in the Mail Merge task pane. We just finished specifying the "existing file" that we wanted to use for our mail merge. To open the source file from within Word, click Edit recipient list.... Otherwise, click Next: write your letter.

The first element we're going to need is an address block. Position your cursor in the appropriate location on the page and click Address block... from the Mail Merge task pane.

In the Insert Address Block dialog box, deselect any options that you don't need, such as Insert company name. Check out the Preview area to sample what your data will look like "in print." Click Match Fields... in order to ensure that Word 2002 properly matches what it thinks stuff like "Last Name" and "Address" is versus what you know the stuff is based upon your data source.

In the Match Fields dialog box, you can use the drop-down list box controls to manipulate the fields in your data source tables, and match 'em up with required or optional mail merge fields.

Don't worry about the strange formatting on your screen when you click OK out of the Insert Address Block dialog box. You are simply seeing Word Merge fields. This is just a "placeholder" that Word uses. When you print your merge, Word will substitute this field for "live" information from each of your data source records.

I think you see where I'm going with this. The process at play here is typing your form letter as usual, and using the helpers on the Mail Merge task pane to insert your Word Merge fields into your document. For instance, the following graphic displays the Greeting Line dialog box, which can be invoked by clicking Greeting line... on the Mail Merge task pane.

When you are finished adding Word Merge fields, you document should look something like this:

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To continue with this seemingly never-ending process, click Next: preview your letters from the Mail Merge task pane.

In step 5 of 6, you can preview what the completed merge will look like. Use the double-arrow buttons under Preview your letters to move backwards and forwards through your data source recipient list. Click Find a recipient... to perform a query for a particular recipient. Click Next: Complete the merge when you are happy with the merge result thus far.

In the final step, you must decide whether you want to directly print your merged letters (the Print... option on the Mail Merge task pane), or if you want to personalize your letters (the Edit individual letters... option). If you use the Edit individual letters option, Word 2002 will create a single, separate document that contains all of your merged information; a section break will separate each letter. Regardless of which merge option you choose, you'll see one more dialog box, which asks you whether you want to merge the entire list of recipients, or a selected range. Following are the Merge to Printer and Merge to New Document dialog boxes.

Merge labels with a Word, Excel, or Access data source

To perform a mail merge using mailing labels, select Labels under Select document type on the Mail Merge task pane. This information is specified in step 1 of 6.

In step 2 of 6, you can either start from an existing page layout suited for mailing labels (the Start from existing document option), or you can change the layout of the current document to work with mailing labels (the Change document layout option). For our purposes, suppose we are beginning with a new, blank document. Therefore, ensure that Change document layout is selected and click Label options... to continue.

In the Label Options dialog box, use the dialog box controls to select the information that is specific to the type of mailing label that you are using. If your mailing labels do not appear in the Product number: list, do not fear. Simply click New Label... and specify the label dimensions in the New Custom laser dialog box. (Incidentally, I believe that "laser" should be "label." This is a typo on the part of Microsoft. Did they rush their software to keep up with production deadlines, or what!?! :)

After selecting a label type, you should see your current document magically transformed into a label layout.

Step 3 of 6 is the selecting your recipients. Been there, done that. On to step 4 of 6.

In the Arrange your labels list on the Mail Merge task pane, you can drop in your Word Merge fields into the first label of your current document. When you are finished, click Update all labels to replicate, or copy, this merge field arrangement to all labels on each page in the document.

The rest of the merge process is exactly the same as what we have already discussed.

Use Outlook data as mail merge data source

To use Outlook data as a data source in a mail merge operation, proceed to step 3 of 6 in the Mail Merge task pane. Once you are there, select Select from Outlook contacts from the Select recipients option list. Next, click Choose Contacts folder.

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In the Select Contact List folder dialog box, select the appropriate Outlook Contacts folder from the list and click OK.

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As you can see, the Mail Merge Recipients dialog is the same as what we have used when we grabbed data from Word, Excel or Access documents.

The rest of the mail merge process is exactly the same as what we have already discussed.