Load a global template or add-in program into Word

1	On the File menu, click Templates.

2	In the box under Global Templates And Add-ins, select the check box next to the template or add-in you want to load.

If the template or add-in you want does not appear in the box, click Add, and then click the item you want.

Tip    If a template or add-in program is stored in the Word Startup folder, it is loaded automatically each time you open Word.


Unload a global template or add-in program from Word

You can unload a template or add-in program from Word so that the template or add-in is not loaded automatically each time you open Word.

1	On the File menu, click Templates.

2	To unload a template or add-in and remove it from the box under Global Templates And Add-ins, click the item in the box, and then click Remove.

To unload a template or add-in but leave it in the box, clear the check box next to the name of the item.

Note    Unloading a template or add-in from Word does not remove it from your computer system.


Add-in programs

Add-ins are supplemental programs that extend the capabilities of Word by adding custom commands and specialized features.

You can obtain add-ins from independent software vendors, or you can write your own. To use an add-in, you must install the add-in program on your system and then load it into Word. For information about loading add-in programs, click  [image].


Store and reuse text and graphics

1	Select the text or graphics you want to store as an AutoText entry.

2	To store paragraph formatting with the entry, include the paragraph mark [image] in the selection.

3	Click AutoText on the Edit menu.

4	In the Name box, accept the name Word proposes for the AutoText entry or type a new name. An AutoText name can have up to 32 characters, including spaces.

5	Click Add.

Note   By default, Word makes the AutoText entry available to all documents. If you want AutoText entries limited to particular documents, you can specify a template in which you want to store the entry by selecting a template name in the Make AutoText Entry Available To box.


Delete an AutoText entry

1	On the Edit menu, click AutoText.

2	In the Name box, enter the AutoText name you want to delete.

3	Click Delete, and then click Close.

Note   You cannot undo the deletion of an AutoText entry.


Edit an AutoText entry

1	Insert the AutoText entry into the document.

How?

2	Make the changes you want.

3	Select the text or graphics you just edited.

To store paragraph formatting with the entry, include the paragraph mark (¶) in the selection.

4	Click AutoText on the Edit menu.

5	In the Name box, enter the original name of the AutoText entry.

6	Click Add.


Insert an AutoText entry

1	Click where you want to insert the AutoText entry.

2	On the Edit menu, click AutoText.

3	In the Name box, enter an AutoText name.

4	To insert the AutoText entry with its original formatting, click Formatted Text.

To insert the AutoText entry without formatting, click Plain Text.

5	Click Insert.

Tip   You can use a shortcut to insert an AutoText entry by typing just enough letters in your document to uniquely identify the name of the entry. For example, if you have an AutoText entry named Number, type nu, and then press F3.


Rename styles, AutoText entries, macros, and toolbars

1	On the File menu, click Templates.

2	Click Organizer.

3	Click the Styles, AutoText, Toolbars, or Macros tab.

4	In the In box on the left, click the entry you want to rename, and then click Rename.

5	In the Rename dialog box, type the new name for the entry.

6	Click OK, and then click Close.


Collecting items from various locations and inserting them as a group

You can remove several items from various locations in one or more documents and then insert them as a group in another location or document by using the Spike. The Spike stores the items as an AutoText entry so that you can insert the items repeatedly. When you collect text and graphics in the Spike, they appear in the same order that you added them to the Spike.

Tip   To view the contents of the Spike, click AutoText on the Edit menu, and then select Spike from the list of AutoText names. Word displays a portion or all of the contents of the Spike in the Preview box.


Move text and graphics from various locations by using the Spike

You can remove several items from various locations in one or more documents and then insert them as a group in another location or document by using the Spike.

When you use the Spike, you remove — not copy — items from one or more documents. You can always insert the items into the document again after they are in the Spike.

1	Select the text or graphic you want to move to the Spike.

2	Press CTRL+F3.

3	Repeat steps 1 and 2 for each item you want to collect in the Spike.

4	Click where you want to insert the contents of the Spike. Make sure the insertion point is at the beginning of a line or is surrounded by spaces.

5	To insert the contents of the Spike and clear the Spike, press CTRL+SHIFT+F3.

To insert the contents of the Spike without clearing the Spike, so that you can use the collected items again, type spike and then press F3.


Troubleshoot storing and reusing text and graphics

What do you need help with?

Word isn't automatically inserting my text or graphics.

How do I get Word to stop inserting text and graphics automatically?

How can I save AutoCorrect and AutoText entries without formatting?

I can't find an AutoText entry in the list.

I want an AutoText entry to include a bookmark.

I want to copy my AutoText entries so that I can give them to other people to use.


Word isn't automatically inserting my text or graphics
Word isn't automatically inserting my text or graphics.

•	On the Tools menu, click AutoCorrect. Make sure the Replace Text As You Type check box is selected.

•	Make sure the AutoCorrect name is preceded by a space and followed by a space or a punctuation mark.


How do I get Word to stop inserting text and graphics automatically?

•	On the Tools menu, click AutoCorrect, and then clear the Replace Text As You Type check box.

•	Delete the AutoCorrect entry you no longer want Word to correct automatically.

How?


How can I save AutoCorrect and AutoText entries without formatting?

•	When you store an AutoCorrect entry that contains fields, symbols, paragraph marks, imported graphics, or objects other than text, Word saves it with its original formatting. If the selection contains only text, Word stores the text without formatting. If you want to change these default settings, click AutoCorrect on the Tools menu, and then click Plain Text or Formatted Text in the AutoCorrect dialog box when you create the entry.

•	Word saves AutoText entries exactly as they are formatted when you store them. If you want an AutoText entry to match the formatting of surrounding text, click Plain Text in the AutoText dialog box before you insert the entry into the document.


I can't find an AutoText entry in the list.

•	Word makes only those AutoText entries stored in the Normal template and in templates loaded for global use available to all documents. If you stored an AutoText entry with any other template, the entry is available only to documents based on that template.

To make sure you're using the correct template, click Templates on the File menu. The current template name is noted beside the Attach button. If necessary, copy AutoText entries into the current template.

How?


I want an AutoText entry to include a bookmark.

•	If you create an AutoText entry from text that contains a bookmark, the AutoText entry retains the bookmark. If you insert the AutoText entry more than once in a document, Word deletes the bookmark from the previous entry and attaches it to the most recent entry.


I want to copy my AutoText entries so that I can give them to other people to use.

•	Save AutoText entries in a template and then give the template to others. For example, suppose you have a template named AutoText Template and the template contains AutoText entries. When you distribute the AutoText Template to others, they can use the Organizer to copy the AutoText entries into their Normal templates, or they can create documents based on the AutoText Template. To use the Organizer, click Templates on the File menu, click Organizer, and then click the AutoText tab.

Warning   Do not distribute your Normal template or you will overwrite any existing AutoText entries that others have in their Normal template.


Number lists and headings

If you manually type numbers in a numbered list of paragraphs, Word converts the numbers to automatic numbering. You can use other Word numbering features for technical and legal publications and to number headings.

What do you want to do?

Add numbers to selected paragraphs

Create a multilevel list

Number headings


Remove bullets or numbering

1	Select the items from which you want bullets or numbers removed.

2	To remove bullets, click  [image].

To remove numbers, click  [image].

Tip   To remove a single bullet or number, click before the bullet or number and press BACKSPACE.


Styles for bulleted and numbered lists

Many templates that come with Word have styles designed for bulleted and numbered lists. Applying these styles to selected paragraphs adds automatic numbers and bullets and also applies a consistent text format to all paragraphs in a list. Use these styles rather than the Bullets and Numbering toolbar buttons or the Bullets And Numbering command if:

•	You want the list text to have a specific format, such as a smaller font size, italic, or line or paragraph spacing. For example, in double-spaced text, you might want single-spaced lists.

•	Consistent text formatting is important in a long document or multiple documents. If you change aspects of the list formats, you can easily update all the lists throughout the document.

You can modify these built-in styles to use the bullet, number, and text formats you choose.


Convert bullets to numbers, and vice versa

1	Select the items that have bullets or numbers you want to change.

2	Click  [image]  or  [image].


Create a multilevel list

Multilevel lists can have up to nine levels. You can modify the number or bullet format of each level.

1	On the Format menu, click Bullets And Numbering.

2	On the Multilevel tab, click the list format you want and then click OK.

3	Type the list, pressing ENTER after each item.

Each item you want numbered must be a separate paragraph.

4	To promote an item to the appropriate numbering level, select the item and then click  [image]  or  [image].

Tips

•	In a multilevel list, you can vary the numbering level as you type. After starting a new paragraph, press TAB to demote the paragraph to a lower numbering level. Press SHIFT+TAB to promote the paragraph to a higher numbering level. Then type the paragraph text.

•	You can convert an existing list to a multilevel list. Select the list, click Bullets And Numbering on the Format menu, and select a numbering style on the Multilevel tab. Then indent the paragraphs as described in step 4.


End or interrupt a bulleted or numbered list

1	Select the paragraphs from which you want to remove bullets or numbers.

2	Using the right mouse button, click one of the selected items.

3	To remove the number or bullet and the indentation from the selected items, click Stop Numbering. Word restarts numbering from 1 with the next numbered item.

To remove only the number or bullet, click Skip Numbering. Word continues the numbering sequence with the next numbered item.


Modify bullet or number formats

1	Select the paragraphs that have the bullet or number format you want to change.

2	On the Format menu, click Bullets And Numbering and then click the tab for the type of list you want to modify.

3	Click Modify.

4	Change any of the format options you want.

To modify a multilevel list, select the level you want to modify in the Level list and then change the formats for that level. Repeat for each level you want to modify.


Number headings

If you use the built-in heading styles to format headings in a document, you can automatically number headings with the numbering format you choose.

1	On the Format menu, click Heading Numbering.

2	Click a number format.

Tip   You can change the number format of specific heading levels. For more information, click  [image].


Remove heading numbering

1	On the Format menu, click Heading Numbering.

2	Click Remove.

Heading numbering is removed from all headings in the document.


Modify heading numbering formats

Following these steps will change the heading numbering formats for all numbered headings in your document.

1	On the Format menu, click Heading Numbering.

2	Click Modify.

3	In the Level box, select the heading level that you want to modify.

4	Change any of the formatting options you want.

5	Repeat steps 3 and 4 for each heading level you want to change.


Troubleshoot bulleted and numbered lists

What do you want help with?

I want to use both "Chapter" and "Appendix" with numbered headings.

How do I save a custom bullet or numbering format?

I can't select a bullet or number character.

Bullet characters show as clock faces.

Every line is bulleted or numbered instead of just the first line.

Bullets and numbers are underlined or have other formats I don't want.

Heading numbering is on, but my headings aren't being numbered.


I want to use both "Chapter" and "Appendix" with numbered headings.

Use a heading style that you haven't used elsewhere in the document, such as Heading 9, to format titles of the appendices. Modify the style to have the identical formats as the heading style you used for chapter titles. On the Format menu, click Heading Numbering, click Chapter One or Chapter 1, and then click Modify. Scroll to the level that corresponds to the heading style for appendix titles. In the Text Before box, type Appendix and then select the other number formats you want.


How do I save a custom bullet or numbering format?

When you click the Bullets or Numbering button on the Formatting toolbar, Word applies the bullet or numbering format you last selected in the Bullets And Numbering dialog box (Format menu). Word uses the selected format for the current Word session until you select a different bullet or numbering format.

To save a custom bullet or numbering format for reuse, you can modify the List Bullet or List Number styles to use the bullet or number format you want. Open the template you use to create your documents, modify the style in the template, and then save the template. New documents you base on the template will have the updated list style. Apply the style to paragraphs you want bulleted or numbered. For more information about modifying styles, click  [image].

To save a custom multilevel list format, create a macro that records the steps to apply the multilevel list format you want. For more information about recording a macro, click  [image].


I can't select a bullet or number character.

You cannot select the automatic numbers and bullets added by Word. To change the appearance or character used for the bullets or numbers, select the list items and modify the bullet or number format.

Modify bullet or number formats

Remove bullets or numbering


Bullet characters show as clock faces.

Unless you've selected a different font for the bullet, Word uses the bullet character from the Symbol font. If the Symbol font is damaged or unavailable, Word substitutes the WingDings font. In this font, the corresponding ANSI character is a clock face. Try reinstalling the Symbol font, or use the Bullets And Numbering command on the Format menu to select a different bullet character from the WingDings font.


Every line is bulleted or numbered instead of just the first line.

When you add automatic bullets and numbers to items in a list, Word adds bullets or numbers to each selected paragraph. If you've pressed ENTER at the end of each line of a paragraph, each line is a separate paragraph, and consequently Word adds a bullet or number to each line. Delete the paragraph marks at the end of all lines except the last line of the paragraph; make sure the last line ends in a paragraph mark. If you want the paragraph broken into shorter lines, use SHIFT+ENTER to break the lines.


Bullets and numbers are underlined or have other formats I don't want.

Word bases the character format of the bullet or number on the character format of the paragraph mark at the end of the list item. Select the paragraph mark and press CTRL+SPACEBAR. This removes character formats from the bullet or number that are not defined for the paragraph style. You can also select just the paragraph mark and apply or remove the formats that you want for the bullet or number.


Heading numbering is on, but my headings aren't being numbered.

Make sure you've formatted the headings with the built-in heading styles. If certain heading levels are not numbered, click Heading Numbering on the Format menu, click Modify, and make sure a number format is specified for each heading level you want numbered.


Troubleshoot font problems

What do you need help with?

Superscripts and subscripts are cut off.

Text that I print looks different from the text on the screen.

How can I tell if a document is formatted with a font that is not available on my printer or on my computer?


Superscripts and subscripts are cut off.

If your superscript characters appear cut off:

•	Increase the line spacing. In the Paragraph dialog box (Format menu), click the Indents And Spacing tab, and then click Exactly in the Line Spacing box. In the At box, type a point size that is a few points larger than the font size used in the paragraph.

If your subscript characters appear cut off:

•	Adjust the position of the subscript. Select the subscript text, click Font on the Format menu, and then click the Character Spacing tab. Decrease the points in the Position By box to adjust the lowered text.


Text that I print looks different from the text on the screen.

•	Word might be displaying text in draft font. On the Tools menu, click Options, and then click the View tab. Clear the Draft Font check box.

•	The font used in the document might be a printer font that is not available on the connected printer, so the printer substituted its own font. Change the font in your document to a TrueType font, which will print as closely to the screen display as possible, or change the font to a font available on your printer.

•	The font used in the document might be a printer font which is available on your printer but which doesn't have a matching screen font. Windows will substitute a TrueType font to display the text on the screen. For better consistency between the screen display and the printed document, change the fonts in your document to TrueType fonts.

Tip   To see available printer fonts, click Font on the Format menu and scroll through the list in the Font box.

Printer fonts

TrueType fonts


How can I tell if a document is formatted with a font that is not available on my printer or on my computer?

1	On the Tools menu, click Options, and then click the Compatibility tab.

2	Click Font Substitution.

Note   If the substituted font is listed as "Default," Word uses the font that best matches the size and appearance of the missing font.

To change the font that Word has substituted to a font of your choice:

1	Under Font Substitutions, click the missing font name once in the Missing Document Font box.

2	In the Substituted Font box, select another font.


Create newspaper columns

1	Switch to page layout view.

2	To format the entire document as multiple columns, click Select All on the Edit menu.

To format part of the document as multiple columns, select the text you want to format.

To format a section of the document as multiple columns, click anywhere in the section you want to format.

3	On the Format menu, click Columns.

4	In the Number Of Columns box, specify the number of columns you want.

5	Clear the Equal Column Width check box.

6	Under Width And Spacing, specify the exact width and spacing of each column.

Tip   To quickly create columns of equal width, follow steps 1 and 2, then click  [image]  and drag to select the number of columns you want.

Note   Newspaper columns cannot be used in headers, footers, annotations, or frames. To arrange text in these areas use a table.


Change the width of newspaper columns

1	Switch to page layout view.

2	If your document contains sections, click anywhere in the section you want to change.

3	Drag the column marker on the horizontal ruler.

4	If you cannot widen a column because an adjacent column is in the way, reduce the width of the adjacent column first.

Note   If the column widths are equal, all of the columns change. If the column widths are unequal, only the column you are adjusting changes. You can switch between columns of equal and unequal width, and specify exact measurements for the width of columns and the space between columns, by using the Columns command on the Format menu.


Balance column length for newspaper columns

1	If your text is not already formatted in columns, create the columns.

How?

2	Switch to page layout view.

3	Click at the end of the text you want to balance.

4	On the Insert menu, click Break.

5	Click Continuous.

Notes

•	In normal view or page layout view, a section break appears as a double dotted line.

•	If you want to begin a new page where you've inserted a continuous section break, position the insertion point after the continuous section break, and then insert a manual page break.


Create a heading that spans newspaper columns

1	If your text is not already formatted in columns, create the columns.

How?

2	In page layout view, select the heading text.

3	Click  [image]  and drag to select a single column.


Troubleshoot newspaper columns

What do you need help with?

I can't see the newspaper columns I've created.

The text in the newspaper columns is much narrower (or wider) than I expected.

The newspaper columns will not balance.


I can't see the newspaper columns I've created.

•	Switch to page layout view.

•	Try typing more text. You might not have enough text to wrap to the next column.

•	To display the boundaries of the newspaper columns, on the Tools menu, click Options, and then click the View tab. Select the Text Boundaries check box.

•	To display hidden text, click  [image].


The text in the newspaper columns is much narrower (or wider) than I expected.

The text might have an indent or hanging indent applied to it. Click in the text, and then look at the ruler. If an indent marker is to the right or left of the column marker, drag the indent marker to align it with the column marker. You can also modify indents by using the Paragraph command on the Format menu.


Remove newspaper columns

1	Switch to page layout view.

2	If your document contains sections, click anywhere in the section you want to change.

3	Click  [image]  and drag to select a single column.


Change the number of newspaper columns

1	Switch to page layout view.

2	To change the number of columns for the entire document, click Select All on the Edit menu.

To change the number of columns for part of the document, select the text you want to change.

To change the number of columns for a section of the document, click anywhere in the section you want to change.

3	On the Format menu, click Columns.

4	In the Number Of Columns box, specify the number of columns you want.


The newspaper columns will not balance.

•	If you are working on a document that was converted from another program, you might need to adjust a compatibility option. On the Tools menu, click Options, and then click the Compatibility tab. Clear the Don't Balance Columns For Continuous Section Starts check box.

•	You might have paragraph formatting that is interfering with the balancing of newspaper columns. On the Format menu, click Paragraph, and then click the Text Flow tab. Clear the Widow/Orphan Control, Keep Lines Together, Keep With Next, and Page Break Before check boxes.


Specify fonts to use when converting files

1	Open the document in which you want to substitute fonts.

2	On the Tools menu, click Options, and then click the Compatibility tab.

3	Click Font Substitution.

4	In the Missing Document Font box, click the font you want to replace.

5	In the Substituted Font box, click the font you want to use instead of the missing font.

Word does not replace the name of the missing font; it only changes how the font is displayed on the screen by substituting a font that is available on your system. If the substituted font is listed as "Default," read the message near the bottom of the dialog box to see which font will be substituted.

6	Repeat steps 4 and 5 for each font you want to change.


Customize Word to work with converted documents

1	Open the document for which you want to set compatibility options.

2	On the Tools menu, click Options, and then click the Compatibility tab.

3	In the Recommended Options For box, click the file format of the file you are working with. Select Custom to specify individual options.

4	In the Options box, select the options you want.

Note   Changing the options affects only the display of a document while you're working with it in Word. It does not permanently change any formatting in the document. If you later convert the document back to its original file format, the formatting appears as it did before you converted it to Word.

Tip   You can customize the way a file converter works.

1	In the Macros subdirectory of the Microsoft Word directory, open the template CONVERT7.DOT.

2	On the Tools menu, click Macros.

3	In the Macros Available In box, click CONVERT7.DOT.

4	In the Macro Names list, click EditConversionOptions.

5	Click Run.

6	In the Conversion box, click the name of the converter you want to customize.

7	In the Conversion Options box, click the option you want to customize.

8	Click Yes or No to turn the selected option on or off.

Note   If you do not have the template CONVERT7.DOT on your system, run the Microsoft Word Setup program to install the template.


Convert several documents at once

1	In Microsoft Windows, place the files you want to convert in a single directory.

2	In the Macros subdirectory of the Microsoft Word directory, open the template CONVERT7.DOT.

3	On the Tools menu, click Macros.

4	In the Macros Available In box, click CONVERT7.DOT.

5	In the Macro Names list, click BatchConversion.

6	Click Run.

7	Follow the directions on the screen to use the Batch File Converter.

Note   If you do not have the template CONVERT7.DOT on your system, run the Microsoft Word Setup program to install the template.


Opening files created in previous versions of Microsoft Word

Microsoft Word for Windows 95, version 7.0, Microsoft Word 6.0 for the Macintosh, and Microsoft Word 6.0 for Windows use the same file format. You don't need a converter to share files between these versions of Word.

Word for Windows 95 can open files created in previous versions of Microsoft Word for Windows, in versions 3 through 6 of Microsoft Word for MS-DOS, and versions 4 and 5 of Microsoft Word for the Macintosh. You can also save files from Word for Windows 95 for use in previous versions of Microsoft Word.

If Word for Windows 95 cannot open a file from a previous version of Word or save a file for use in a previous version, you might need to install the file converter. Run the Microsoft Word Setup program to reinstall the converter you need.


Troubleshoot problems with converting file formats

What do you need help with?

The Open dialog box doesn't list the document I'm looking for.

The document I opened contains unexpected symbols and characters.

I can't find the converter I need.

The text of the document was converted correctly, but the graphics disappeared.

The fonts are different in the converted document.

Line breaks and page breaks are different, or the document increased in size.

Word prompts me to save a converted document I already saved.


The document I opened contains unexpected symbols and characters.

If you open a document that contains fonts you don't have installed on your computer, Word substitutes fonts you do have. To control which fonts are substituted, click Options on the Tools menu, and then click the Compatibility tab. Click Font Substitution, and then select the options you want.


I can't find the converter I need.

The converter you need was deleted or moved, or it is not installed. Run the Microsoft Word Setup program again, and install the converters you need.


The text of the document was converted correctly, but the graphics disappeared.

•	Make sure that you have turned on the display of graphics. On the Tools menu, choose Options, and then click the View Tab. Clear the Picture Placeholders check box.

•	Make sure that you have installed the necessary graphics filter. On the Insert menu, click Picture, and then check the list of filters in the Files Of Type box. If the filter you need is not listed, run the Microsoft Word Setup program again, and install the filters you need.


The fonts are different in the converted document.

Documents created in other word-processing programs may contain fonts you don't have installed on your computer. If you open a document that contains fonts you don't have installed on your computer, Word substitutes fonts you do have. To control which fonts are substituted, click Options on the Tools menu, and then click the Compatibility tab. Click Font Substitution, and then select the options you want.


Line breaks and page breaks are different, or the document increased in size.

Word might treat line breaks and page breaks differently than does the program that the converted file was created in. To customize the way your converted document appears on the screen, click Options on the Tools menu, click the Compatibility tab, and then select the options you want.


Word prompts me to save a converted document that I already saved.
Word prompts me to save a converted document I already saved.

When you save a document in a format other than Word, the copy of the document in your computer's memory remains in Word format. When you quit Word, you are prompted to save the Word version of the document. Click No if you do not want to save the document in Word format.


Obtaining additional file converters

To obtain supplemental conversion information and software free of charge, including a conversion kit designed specifically for users of WordPerfect 5.x and 6.x, you can

•	Use the "Microsoft Word for Windows Supplemental Offers" coupon included in your Word for Windows package.

•	Call the Microsoft order desk at (800) 360-7561. For information about purchasing products or various Microsoft sales programs, call the Microsoft Sales Information Center at (800) 426-9400. Deaf or hard-of-hearing customers can call Microsoft Text Telephone (TT/TDD) services at (800) 892-5234.

•	Download files from the Microsoft Download Service or from the MSWord Forum Files Library on CompuServe. You can reach the Microsoft Download Service by calling (206) 936-MSDL (936-6735) any time except between 1:00 A.M. and 2:30 A.M. Pacific time. Set your modem to use no parity, 8 data bits, one stop bit, and either 1200, 2400, 9600, or 14,400 baud.

Additional information about file converters can also be found in the Microsoft Office for Windows 95 Resource Kit, available from Microsoft Press. To purchase in North America, call (800) MSPRESS ((800) 677-7377). International purchases can be faxed to (206) 936-7329.


Converting Between Word and WordPerfect 5.0, 5.1, and 5.2

To ensure specific translation of fonts, font-mapping is recommended.

The WordPerfect 5.x converter shipped with Word for Windows 7.0 is designed to take advantage of features and conversion capabilities specifically available in Word for Windows 7.0. For best results converting to and from Word for Windows 7.0, use the WordPerfect 5.x converter shipped with Word for Windows 7.0.

Note

Converting a file from Word format to WordPerfect format and back again may cause the loss of some formatting (i.e., fonts, justification, styles, and mail merge) unless you load, paginate, and save the converted file in WordPerfect before converting back to Word.

Feature	Word 7.0 to WordPerfect	WordPerfect to Word 7.0	Comments
Character Formatting

All caps	Yes	N/S	All caps formatting becomes all capital letters.
Hidden	Yes	N/S	Hidden text in Word becomes WordPerfect Comment text.
Strikethrough	See comment	See comment	WordPerfect strikeout becomes strikethrough formatting in Word; WordPerfect redlining becomes revision marking in Word. Word strikethrough formatting converts to strikeout in WordPerfect; Word revision marking converts to WordPerfect redlining.
Underlining	Yes	Yes	Underlining format is preserved, but the type of underlining may be changed.
Spacing (condensed, expanded)	No	N/S
Kerning	Yes	Yes
Paragraph Formatting

Alignment	Yes	Yes	Centering codes may have to be individually repositioned in WordPerfect after conversion.
First-line indents	Yes	Yes	First-line indents are created with tabs in WordPerfect.
Page Break Before	Yes	N/S	Approximated with a page break in WordPerfect.
Space before/after paragraphs	Yes	N/S	Approximated with blank lines in WordPerfect.
Tab leaders	See comment	Yes	All Word tab leaders become dot leaders in WordPerfect.
Leading/baselines, Lines/baselines	N/S	No
[Center]/[Flsh Rgt] codes	N/S	See comment	From WordPerfect to Word, Center and Flush Right codes convert to center and right-aligned tab stops.
Section Formatting

Headers/footers	Yes	Yes	Last header/footer/page number defined for a position is used; all others are lost.
Margins	Yes	Yes	Word margins are measured from the paper's edge to body text; WordPerfect margins are measured from the edge to the header. The conversion adjusts the margins as needed to preserve page layout. If problems are experienced with margins (for example, if they are set outside the printable range in Word), choose Page Setup from the File menu, select the Margins tab and click OK. If margins need to be adjusted, Word will ask to fix them.
Line numbering	Yes	Yes	From Text is not converted.
Page numbering (Start At)	No	No
Vertical alignment	See comment	No	Converted for first page only.
Newspaper Columns	Yes	Yes	Line Between formatting is not supported by WordPerfect.
Parallel Columns	N/S	See comment	From WordPerfect to Word, parallel columns convert to tables. If a parallel column layout contains a page-anchored box, the entire parallel column converts to newspaper columns.
Tables

Tables	Yes	Yes	Vertical merging of cells is not converted.
Table Formulas/Math	No	No
Vertical Table Cell Merge	N/S	No
Decimal table cell alignment	N/S	See comment	Converted to right paragraph alignment.
Document Formatting

Default tab stops	No	Yes
Footnotes	Yes	Yes	Footnotes placed at end of sections are converted to endnotes since WordPerfect doesn't have sections. Starting number and separators are not converted. Custom footnote marks are added to automatic numbering.
Gutter Margins, Widow Control, Mirror Even/Odd Pages, Paper Size	Yes	Yes	Widow Control is a document property in Word; Even/Odd pages is not converted.
Other Features

Annotations	Yes	N/S	Annotations become WordPerfect Comment text.
Outlining/Paragraph Numbers/Word 7.0 Lists	Yes	Yes	Paragraph numbers convert to sequence fields when present in Tables, Footnotes, and other non-body text locations. Word Lists convert to paragraph numbers.
Print merge commands	Yes	Yes	Word data source documents can be either tab or comma delimited or in table format to convert to WordPerfect. Word automatically converts WordPerfect secondary files to Word data source document format. Conditional print merge constructs and macros are lost when converting to Word.
Date/time stamps	Yes	Yes	Default formats only.
Subdocuments (INCLUDE field)	Yes	See comment	WordPerfect master documents and subdocuments convert to Word master documents and subdocuments. Word master documents and subdocuments convert to WordPerfect master documents and subdocuments.
Equations	See comment	See comment	From Word to WordPerfect, equation objects are converted as editable equation boxes. Equation fields are not converted from Word to WordPerfect. From WordPerfect to Word, equations are converted as editable equation objects.
Extended characters	Yes	Yes	Extended characters that are available in both products are converted.
Text Boxes/Lines	Yes	Yes	Some text boxes and lines convert to Word drawing layer objects. Drawing layer objects are only visible in page layout view and print preview, and when printing. Drawing layer objects will not appear in normal view.
Line Draw	Yes	Yes	Line Draw characters are converted; however, Word's line spacing causes gaps to appear between line draw characters on successive lines. This can be corrected for printing by setting line spacing to the exact current font size in points. Choose Paragraph from the Format menu to change line spacing.
PRIVATE field codes	N/S	See comment	PRIVATE fields are inserted by the WordPerfect converter to preserve information needed to accurately save the file back to WordPerfect format. These fields should not be edited and have no effect on the document.
Styles	Yes	See comment	From WordPerfect to Word, styles containing paragraph formatting codes convert to paragraph styles. WordPerfect styles containing only character formatting convert to character styles in Word. Text contained in a style is converted as normal text.


Converting between Word and WordPerfect 6.x for Windows or DOS

This converter cannot be used to save a Word document in WordPerfect 6.x format.

Note   If you're having trouble with the layout of a document you're converting from WordPerfect 5.x and you have access to WordPerfect 6.x, try the following: open the document in WordPerfect 6.x, press CTRL+END or scroll to the end of the document, and save the document again in WordPerfect 6.x format before converting to Word 7.0.

Feature	WordPerfect 6.x to Word 7.0	Comments
Character Formatting

Strikethrough and Redlining	Yes	Strikeout becomes strikethrough formatting in Word; redlining becomes deletion revision marking in Word.
Kerning	N/S
Word and Letter Spacing	N/S
Paragraph Formatting

[Center]/[Flsh Rgt] codes	Yes	Center and Flush Right codes convert to center and right-aligned tab stops and tabs.
Back Tabs	See comment	Back tabs that are preceded by text are not converted.
Default tabs	See comment	Trailing default tabs at ends of lines are not converted.
Tab leaders	See comment	Dotted tab leaders, minus-sign tab leaders, and underscore tab leaders are converted to the same tab leadrs in Word. All other tab leaders become dot leaders in Word.
Keep Text Together properties	N/S
Leading adjustment between lines/baselines	N/S
Paragraph Margins	Yes	Paragraph margins are converted to left and right paragraph indents in Word.
Spacing between Paragraphs	Yes	Spacing between Paragraphs becomes Spacing After paragraph format in Word.
Styles	N/S	Style contents are converted as direct formatting in Word.
Other Features

Advance	Yes	Advance codes are converted to ADVANCE fields in Word. Advance codes that move text upward on a page cannot be fully emulated in Word.
Bookmarks	N/S
Borders and Fill (for column, page and paragraph)	N/S
Captions	N/S
Chapter and Volume numbers	N/S
Comments	Yes	Comments become annotations in Word. Word does not retain comments in headers, footers, footnotes, and endnotes.
Contour Wrap for graphics boxes	See comment	Contour wrap is converted to square wrap (wrap-around property) in Word, since Word does not support contour wrap.
Cross-references and Hypertext Links	N/S	They are retained as plain text in Word.
Drop Cap	N/S
Equations	Yes	Equations are converted as editable equation objects.
Footnotes	Yes	Custom footnote marks are converted to automatic numbered marks. If the numbering format of notes is changed in a document, the notes numbered with the new format are converted as custom notes.
Index and Lists	N/S	They are retained as plain text in Word.
Insert Filename	N/S
Labels and Bar codes	N/S	Text of labels is retained in Word.
Line Numbers	N/S
Macros	N/S
Margins	Yes	WordPerfect margins are measured from the top and bottom edge of page to the top of the header and bottom of footer, respectively. Word margins are measured from the paper's edge to body text. The conversion adjusts the margins to preserve page layout. If margins do not convert correctly, click Page Setup on the File menu, click the Margins tab, and then choose OK.
Merge codes	N/S	Merge constructs and macros are lost when converting to Word.
Outlining/ Paragraph Numbers/Counters	Yes	All are converted to SEQUENCE fields in Word.
Page features (center page, page binding, and subdivide pages)	N/S
Parallel Columns	See comment	Parallel columns convert to tables.
Table vertical cell merge, and cell alignment	N/S
Text Boxes/Lines	Yes	Some text boxes and lines convert to Word drawing layer objects. Drawing layer objects are visible only in page layout view, print preview, and when printing. Graphics boxes that are anchored to a page or paragraph, have wrap-around text, and are located in tables, parallel columns, or headers/ footers, are converted to boxes with wrap through in Word. In most cases these boxes become drawing layer objects in Word. Graphics lines become solid lines.
Watermarks	N/S
WordPerfect characters	Yes	If the WordPerfect fonts containing the characters are available on the system, all the characters are converted. If one or more of these fonts are not available, some characters may not be converted.


Use shortcuts to insert frequently used text or graphics

You can store frequently used text and graphics and quickly insert them into documents. If you store text and graphics as AutoText entries, you can retrieve them by clicking a button or pressing F3. If you store them as AutoCorrect entries, Word inserts them automatically as you type. If you store them in the Spike, you can collect text and graphics from various locations in one or more documents, and then insert them as a group.

What do you want to do?

Store and reuse text and graphics

Insert text and graphics automatically as you type

Move text and graphics from various locations by using the Spike


Correct spelling

You can check spelling automatically as you type, or review spelling after you finish creating a document.

What do you want to do?

Check spelling automatically as you type

Check spelling all at once


Insert text and graphics automatically as you type

You can automatically insert text and graphics that you use repeatedly. For example, you can store a company logo as an AutoCorrect entry named mylogo. Then, whenever you type mylogo followed by a space, Word replaces it with the company logo.

1	Select the text or graphics you want to store as an AutoCorrect entry. To store paragraph formatting with the entry, include the paragraph mark in the selection.

2	On the Tools menu, click AutoCorrect.

3	Make sure the Replace Text As You Type check box is selected.

4	In the Replace box, type a name for the AutoCorrect entry — up to 31 characters with no spaces.

5	To save the entry without its original formatting, click Plain Text.

To save the text with its original formatting, click Formatted Text.

6	Click Add.


Correct capitalization errors automatically

1	On the Tools menu, click AutoCorrect.

2	Select the options you want.

Note   To stop Word from correcting capitalization automatically, clear the check boxes for the options you want to change.


Exclude abbreviations and capitalized items from automatic correction

1	On the Tools menu, click AutoCorrect.

2	Click Exceptions.

3	To exclude abbreviations or capitalized terms from automatic correction, click the First Letter tab or the Initial Caps tab.

4	Type the abbreviation or term in the Don't Capitalize After box or Don't Correct box.

5	Click Add, and then click Close.

Tip   To automatically add AutoCorrect exceptions, select the Automatically Add Words To List check box in the AutoCorrect Exceptions dialog box. Then, when Word changes something you don't want corrected, press BACKSPACE and type over the correction. Word automatically adds the word to the exception list.


Protect a document

Word provides several ways to restrict changes to a document. You can:

•	Assign a protection password, which prevents unauthorized users from opening the document.

•	Assign a write-reservation password, which allows others to open the document as a read-only file but doesn't allow them to save changes without the password. If someone opens the document as a read-only file and changes it, that person can save the document only by giving it a different name.

•	Recommend that others open the document as a read-only file. If someone opens the document as a read-only file and changes it, it must be saved with a different name. If someone opens the document as a read-write file and changes it, it can be saved with its own name.

•	Assign a password when you route a document for review, which prevents any changes except for annotations and marked revisions.

•	Assign a password when you use form fields to create a form, which prevents others from changing the sections you specify.

Caution   If you assign password protection to a document and then forget the password, you can't open the document, remove protection from it, or recover data from it. It's a good idea to keep a list of your passwords and their corresponding document names in a safe place.

What do you want to do?

Require a password when a document is opened or accessed

Require a password to edit a document

Recommend opening a document as read only

Prepare a document for review

Prevent users from changing a form


Require a password when a document is opened or accessed

1	Open the document.

2	On the File menu, click Save As.

3	Click Options.

4	In the Protection Password box, type a password, and then click OK.

5	In the Reenter Protection Password box, type the password again, and then click OK.

6	Click Save.


Require a password to edit a document

1	Open the document.

2	On the File menu, click Save As.

3	Click Options.

4	In the Write Reservation Password box, type a password, and then click OK.

5	In the Reenter Write Reservation Password box, type the password again, and then click OK.

6	Click Save.

Tip   If you're routing a document for review, others can make comments by using annotations and marked revisions. For more information, click  [image].


Recommend opening a document as read-only

1	Open the document.

2	On the File menu, click Save As.

3	Click Options.

4	Select the Read-Only Recommended check box, and then click OK.

5	Click Save.


Change or delete a password

You must know the password to open the document.

1	Open the document.

2	On the File menu, click Save As.

3	Click Options.

4	In the Protection Password box or the Write Reservation Password box, select the symbols that represent the existing password.

5	To change the password, type the new password, and then click OK.

To delete the password, press DELETE, and then click OK.

6	If you changed the password, retype the new password, and then click OK.

7	Click Save.


Troubleshoot problems with protecting a document

What do you need help with?

The password I typed to open a document doesn't work.

My document is protected and I can't use some of the commands.

I can't copy styles, macros, or AutoText entries between documents or templates.


The password I typed to open a document doesn't work.

Passwords are case-sensitive. Check to see whether the CAPS LOCK key is on, or retype the password to make sure that you didn't mistype it.


My document is protected, and I can't use some of the commands.

When you protect a form, or when you protect a document for revision marks and annotations, you make some commands unavailable. To restore access to all Word commands, click Unprotect Document on the Tools menu. If the document is protected with a password, you must know the password before you can remove protection from the document.


I can't copy styles, macros, or AutoText entries between documents or templates.

Your access to the document or template to which you want to copy styles, macros, or AutoText entries might be restricted in one of the following ways:

•	Protected except for annotations and marked revisions. To remove protection, click Unprotect Document on the Tools menu. If the document is protected with a password, you must know the password before you can remove protection from the document.

•	Protected with a write-reservation password. You can open the document or template, but you can't save changes to it without the password.

•	Protected as a read-only file. You can open the document or template, but if you change it, you need to save it with a different name.

•	If the document or template you're trying to access is on a network, you might not have the user privileges necessary to save changes to it.


Install Word as an electronic mail editor

1	Run the Microsoft Office Setup program or the Word Setup program.

2	If you've previously installed Microsoft Office, click Add/Remove, select the Microsoft Word check box, and then click Change Option.

If you've previously installed Word, click Custom.

3	In the Options box, select the WordMail check box.


Create an automatic signature for electronic mail messages

1	Select the text you want to use as an automatic signature in electronic mail messages.

2	On the Edit menu, click AutoText.

3	In the Name box, type signature

4	Click Add.

The signature will be automatically added to the bottom of every message.


Return to the Microsoft Exchange electronic mail editor

1	In Microsoft Exchange, click WordMail Options on the Compose menu.

2	Clear the Enable Word As Email Editor check box.


Troubleshoot Word as an electronic mail editor

What do you need help with?

Why do my electronic mail messages look different on other computers?

The custom electronic mail features I had in Microsoft Exchange are missing.

My electronic mail is very slow or not working correctly.

Microsoft Exchange option settings are not working.

Some of my electronic mail features work differently when I use Word as an electronic mail editor.


Why do my electronic mail messages look different on other computers?

Microsoft Exchange doesn't display several formatting features in Word. If you send messages to Microsoft Exchange recipients who aren't using Word as an electronic mail editor, Microsoft Exchange doesn't display borders, highlighted text, numbered lists, or objects in the Word drawing layer in the recipients' message. Also, Microsoft Exchange displays tables as tab-delimited text, and it displays all bullets as round bullets.


The custom electronic mail features I had in Microsoft Exchange are missing.

In Microsoft Exchange, custom applications such as stock quotations, electronic forms, and digital signatures can be added to messages you send and receive. Depending on your electronic mail system, these custom applications may not be available when you use Word as an electronic mail editor.


My electronic mail is very slow or not working correctly.

•	To use Word as an electronic mail editor, you should have at least 12 megabytes of memory.

•	If you use Word to create a document and then you switch to an electronic mail system that uses Word as an electronic mail editor, Word will run very slowly. Before using Word as an electronic mail editor, close any Word dialog boxes that are open.


Change the look of my electronic mail messages

1	In Microsoft Exchange, click WordMail Options on the Compose menu.

2	In the Template box, click the template you want to use.

3	To add a template to the Template box, click Add.

To change the selected template, click Edit.

Note   To use the new template as the default template, select the Set As Default Template check box.


My Microsoft Exchange option settings are not working.

If you're using Word as an electronic mail editor with Microsoft Exchange, you'll notice that some Microsoft Exchange settings previously available in the Options dialog box (Tools menu, Options command) have been moved to the Properties dialog box (File menu, Properties command) for the notes you send or receive. You can change the following Microsoft Exchange options in Word:

•	If you want to hide ToolTips, click Toolbars on the View menu in Word, and then clear the Show ToolTips check box. Word ignores the setting of the Show ToolTips On Toolbars option in Microsoft Exchange.

•	If you don't want Word to automatically select an entire word when you select any part of it, click Options on the Tools menu in Word, click the Edit tab, and then clear the Automatic Word Selection check box. Word ignores the setting of the When Selecting, Automatically Select Entire Word option in Microsoft Exchange.


Some of my Microsoft Exchange features work differently when I use Word as an electronic mail editor.

Electronic mail feature	How the Microsoft Exchange feature  changes when you use WordMail
Setting sensitivity options	Messages can be changed if you select the Private option.
Forwarding multiple messages	To forward multiple messages, select the messages in Microsoft Exchange, and then click Forward on the Compose menu.
Checking spelling	WordMail doesn't check the spelling of the text in the Subject field.


Sort a list

1	Select what you want to sort.

2	On the Table menu, click Sort (for a table) or Sort Text (for a list).

3	Select the options for your sort.


The rules for sorting order that Word uses

•	Word sorts text alphabetically, numerically, or by date in ascending order (A to Z or zero to 9) or descending order (Z to A or 9 to zero).

•	Word uses paragraph marks to separate items to be sorted.

•	Items beginning with punctuation marks or symbols — such as !, #, $, %, or & — are sorted first; items beginning with numbers are sorted next; and items beginning with letters are sorted last.

•	If two or more items begin with the same character, Word evaluates subsequent characters in each item to determine which item should come first.

•	When sorting by field results, if an entire field, such as a last name, is the same for two items, Word next evaluates subsequent fields, such as a first name, according to the specified sort options.


Special characters I can find and replace

You can search for and replace the following special characters by entering them in the Find What and Replace With boxes.

Tip   You can also insert many of these characters by clicking the Special button, and then selecting the operator you want.

To specify	Type
Paragraph mark  ( [image])	^p
Tab character  ( [image])	^t
Annotation mark	^a
ANSI or ASCII characters	^0nnn, where nnn is the character code
Any character	^?
Any digit	^#
Any letter	^$
Caret character	^^
Clipboard contents	^c
Contents of the Find What box	^&
Endnote mark	^e
Field	^d
Footnote mark	^f
Graphic	^g
Breaks

To specify	Type
Column break  ( [image])	^n
Line break  ( [image])	^l
Manual page break  ( [image])	^m
Section break  ( [image])	^b
Hyphens and spaces

To specify	Type
Em dash	^+
En dash	^=
Nonbreaking space  ( [image])	^s
Nonbreaking hyphen  ( [image])	^~
Optional hyphen  ( [image])	^-
White space	^w
Notes

•	If you omit the optional hyphen code, Word finds all matching text, including text with optional hyphens. If you include the optional hyphen code, Word finds only words with optional hyphens in the same position.

•	White space includes any number and combination of normal and nonbreaking spaces, tab characters, and paragraph marks.


Find and replace graphics, fields, and annotations

1	On the Edit menu, click Find or Replace.

2	Click Special.

3	Click Graphic, Field, or Annotation Mark.

4	If replacing, type what you want to use as a replacement in the Replace With box.

5	Click Find Next, Replace, or Replace All.

Note   Press ESC to cancel a search in progress.


Find and replace text by using complex criteria

1	On the Edit menu, click Find or Replace.

2	Select the Use Pattern Matching check box.

3	In the Find What box, type what you want to search for. You can also click Special and select an operator. For more information about operators, click  [image].

4	In the Replace With box, type what you want to use as a replacement.

5	Click Find Next, Replace, or Replace All.

Note   Press ESC to cancel a search in progress.


Using complex search criteria

When finding or replacing text characters or when looking for documents, you can refine searches by using operators and expressions. An operator is a symbol that controls the search, and an expression is any combination of characters and operators that specifies a pattern. An expression can be simple, such as s?t, which finds any three-letter word beginning with "s" and ending with "t", or it can be complex, with several parts enclosed in parentheses, which are individually evaluated. To see examples of complex search criteria, click  [image].

To use operators, select the Use Pattern Matching check box in the Find or Replace dialog box (Edit menu). You can insert an operator by clicking the Special button and selecting one in the list, or by typing the operator in the Find What or Replace With box. For more information about operators, click  [image].

You can use parentheses around parts of the search criteria to indicate the order of evaluation and to group parts of expressions.

To search for an operator as if it were a character, precede it with a backslash (\) in the Find What or Replace With box. For example, to find a question mark, type \? in the Find What box.

You can use the \n operator in the Replace With box to rearrange the expressions in the Find What box in the order given in the Replace With box. If you typed (Newton) (Christie) in the Find What box and \2 \1 in the Replace With box, the text would change from "Newton Christie" to "Christie Newton."


Complex search criteria

You can use complex criteria in the Find What box in the Find or Replace dialog box to help formulate the search you want to make.

To find	Use this operator	Examples
Any single character	?	s?t finds "sat" and "set."
Any string of characters	*	s*d finds "sad" and "started."
One of the specified characters	[ ]	w[io]n finds "win" and "won."
Any single character in this range	[-]	[r-t]ight finds "right" and "sight." Ranges must be in ascending order.
Any single character except the characters inside the brackets	[!]	m[!a]st finds "mist" and "most," but not "mast."
Any single character except characters in the range inside the brackets	[!x-z]	t[!a-m]ck finds "tock" and "tuck," but not  "tack" or "tick."
Exactly n occurrences of the previous character or expression	{n}	fe{2}d finds "feed" but not "fed."
At least n occurrences of the previous character or expression	{n,}	fe{1,}d finds "fed" and "feed."
From n to m occurrences of the previous character or expression	{n,m}	10{1,3} finds "10," "100," and "1000."
One or more occurrences of the previous character or expression	@	lo@t finds "lot" and "loot."
The beginning of a word	<	<(inter) finds "interesting" and "intercept," but not "splintered."
The end of a word	>	(in)> finds "in" and "within," but not "interesting."


Move or copy text or graphics a short distance within a window

1	Select the text or graphics you want to move or copy.

2	To move the selection, drag the selection where you want to paste it.

To copy the selection, hold down CTRL while dragging the selection where you want to paste it.

Note   If you drag the selection beyond the visible window, your document will scroll in the same direction.


Move or copy text and graphics long distances or to other documents

1	Select the text and graphics you want to move or copy.

2	To move the selection, click  [image].

To copy the selection, click  [image].

3	If you want to move or copy the text and graphics to another document, switch to it.

4	Click where you want your text or graphic to appear.

5	Click  [image].


 What formatting is applied when copying between documents?

When you paste text between Word documents, the formatting that Word applies depends on the selection you copied.

If the selection	Word copies
Does not include a paragraph mark  ( [image])	The character style and any additional character formats applied to the first character in the selection.
Is a single paragraph mark	The paragraph style and any additional paragraph formats applied to the paragraph.
Includes a paragraph mark	The paragraph style and any additional paragraph formats applied to the paragraph, plus the character style and any additional character formats applied to the first character in the selection.
Includes a section break	All the formatting for the section that precedes it, including margins, number of columns, line numbers, page size and orientation, and headers and footers.


Why did the text formatting change when I cut text?

The paragraph mark [image] stores the paragraph style for the text preceding it. If you select text that includes a paragraph mark and then use the Cut command, the remaining text will take on the style of the next paragraph.


Undo mistakes

1	Click the arrow next to  [image]  to see a list of the most recent actions you can undo.

2	Select the action you want to undo. If you don't see the action, scroll through the list. When you undo an action, you also undo all actions above it in the list.

Tip   If you later decide you didn't want to undo an action, click  [image].


Print an address on an envelope

Word can print an address on an envelope. Delivery and return addresses can contain text, graphic images, and bar codes that streamline the postal routing process. If your printer can print graphics, Word can print two types of codes on an envelope: the POSTNET bar code, which is a machine-readable representation of a U.S. ZIP Code and the delivery address; and the FIM code, which identifies the front of a courtesy reply envelope. In addition to printing a single envelope, you can print a large number of envelopes with different addresses by merging documents.

What do you want to do?

Address and print an envelope

Print special text and graphics on an envelope

Print a delivery point address or FIM-A code on an envelope

Print envelopes by merging an address list


Address and print an envelope

1	On the Tools menu, click Envelopes And Labels, and then click the Envelopes tab.

2	Enter the address information, and then select the options you want.


Print special text and graphics on an envelope

1	On the Tools menu, click Envelopes And Labels, and then click the Envelopes tab.

2	Check the delivery and return addresses, and make any changes you want.

3	Click Add To Document or Change Document.

4	Switch to page layout view.

5	Type any special text you want on the envelope, insert an existing graphic by clicking Picture on the Insert menu, or create a graphic by using the drawing tools that come with Word.

6	Position the special text or graphic by dragging it or by using the Frame command on the Insert menu.


Print a delivery point address or FIM-A code on an envelope

1	On the Tools menu, click Envelopes And Labels, and then click the Envelopes tab.

2	Click Options.

3	Click the Envelope Options tab.

4	To have Word print a machine-readable representation of the ZIP Code under the delivery address, select the Delivery Point Bar Code check box.

To have Word print a mark on courtesy reply mail that identifies the envelope during presorting, select the FIM-A Courtesy Reply Mail check box.

Tip   The Envelopes And Labels command prints only FIM-A codes. If you need to print FIM-C codes, which are sometimes used for bulk mail, use the BARCODE field. For more information, click  [image].


Print an address on a mailing label

You can print a single label or print the same name and address on a sheet of labels. You can also print a large number of labels with different addresses by merging documents.

What do you want to do?

Print one or more mailing labels for a single address

Print mailing labels by merging an address list


Print one or more mailing labels for a single address

1	On the Tools menu, click Envelopes And Labels, and then click the Labels tab.

2	Select the options you want.

Tip   To format the address, select the address text, click the right mouse button, and then click either Font or Paragraph on the shortcut menu.


Change text formatting of envelope addresses

1	On the Tools menu, click Envelopes And Labels, and then click the Envelopes tab.

2	Click Options, and then click the Envelope Options tab.

3	Under Delivery Address or Return Address, click Font.

4	On the Font tab, select the options you want.

To use the new formats as the default formats, click Default, and then click Yes.

5	To return to the Envelope Options dialog box, click OK.

Tip   Word automatically applies the Envelope Return style to the return address, and it applies the Envelope Address style to the delivery address. You can modify these styles by using the Style command (Format menu).


Create a return address for envelopes

You can create a default return address that appears on all envelopes you print. You can add a logo or other graphic image above your return address, or you can create a more elaborate return address in a graphics program.

What do you want to do?

Create a return address that contains only text

Create a return address with a graphic logo above it

Create a return address that includes complex graphics


Create a return address that contains only text

1	On the Tools menu, click Options, and then click the User Info tab.

2	In the Mailing Address box, type a return address.

Note   When you print a return address on an envelope, make sure that the Omit check box is cleared on the Envelopes tab (Envelopes And Labels command, Tools menu).


Create a return address with a graphic logo above it

1	Create the text portion of the return address.

How?

2	In a graphics program (such as Microsoft Paint), create the graphic logo you want. You can also use any existing graphic.

3	On the Insert menu, click Picture, click the file that contains the graphic logo you want to use, and then click Insert.

4	Click the graphic logo.

5	On the Edit menu, click AutoText.

6	In the Name box, type EnvelopeExtra1, and then click Add.

Notes

•	You can print the envelope by clicking Print on the Envelopes tab in the Envelopes And Labels dialog box (Tools menu), or you can print it when you print the document.

•	When you print a return address on an envelope, make sure that the Omit check box is cleared on the Envelopes tab in the Envelopes And Labels dialog box.


Create a return address that includes complex graphics

1	In a graphics program (such as Microsoft Paint), create the graphic logo you want, including your return address.

2	On the Insert menu, click Picture, locate the graphic logo, and then click Insert.

3	Click the graphic logo.

4	On the Edit menu, click AutoText.

5	In the Name box, type EnvelopeExtra1, and then click Add.

6	On the Tools menu, click Options, and then click the User Info tab.

7	In the Mailing Address box, delete all the text and replace it with a single space.

Notes

•	You can print the envelope by clicking Print on the Envelopes tab the Envelopes And Labels dialog box (Tools menu), or you can print it when you print the document.

•	When you print a return address on an envelope, make sure that the Omit check box is cleared on the Envelopes tab in the Envelopes And Labels dialog box.


Using names and addresses from Schedule+ and Microsoft Exchange

You can use your Schedule+ contact list or your personal address book from Microsoft Exchange by clicking the Insert Address button  [image]  on the Standard toolbar and in some dialog boxes and wizards. Any additions or other changes you make in your addresses while you're working in Word will be reflected in other applications.


Insert an address from my personal address book

1	Click where you want to insert the address in the document.

2	Click  [image].

3	In the Show Names From The box, click an address book or contact list.

4	In the Type Name Or Select From List box, enter a name.

Tip   You can click the arrow next to the Insert Address button to display names you have used most recently.


Change the size of a mailing label

1	On the Tools menu, click Envelopes And Labels, and then click the Labels tab.

2	Click Options.

3	Under Printer Information, click your printer type.

4	In the Label Products box, click the brand of label you want to use.

5	In the Product Number box, click that number of your label.

If your label number is not listed, click Custom Laser or Custom Dot Matrix, click Details, and then enter the dimensions of your label.


Change the size of an envelope

1	On the Tools menu, click Envelopes And Labels, and then click the Envelopes tab.

2	Click Options, and then click the Envelope Options tab.

3	In the Envelope Size box, click the size you want.

If the size you want is not listed, click Custom Size, and then enter the dimensions of your envelope.


Repeat my last action

•	On the Edit menu, click Repeat. The Repeat command changes to Can't Repeat if you cannot repeat the last action.


Display or hide gridlines in a table

•	On the Table menu, click Gridlines.


Switch to normal view

•	Click  [image].

Note   Word doesn't display columns and graphic objects in normal view.


Switch to outline view

•	Click  [image].

Note   Word doesn't display paragraph formatting — such as spacing before and after paragraphs — in outline view.


Switch to page layout view

•	Click  [image].


Select an entire document

•	On the Edit menu, click Select All.

Note   The Select All command selects all  the text and graphics in the window or pane that contains the insertion point — for example, all the text and graphics in a document, in the footnote or endnote pane, or in a text box.


View, edit, or format a header or footer

1	On the View menu, click Header And Footer.

2	Make the changes you want in the header or footer.


Control the flow of text around a framed object

If you want text to flow around a framed object, at least 1 inch of space must exist between the frame and the margin, column boundary, or other framed object.

1	In page layout view, select the frame.

2	On the Format menu, click Frame.

3	To have the text surround the frame, click Around.

To have the text flow above and below the frame but not surround it, click None.

To specify the distance between the frame and the text that surrounds it, enter measurements in the Distance From Text boxes under Horizontal and Vertical.


Field codes: Advance field

{ ADVANCE [Switches ] }

Offsets the starting point of text that follows the ADVANCE field to the right or left, up or down, or to a specific horizontal or vertical position.

Notes

•	Before you use this field, try to adjust the text placement with the Font, Paragraph, or Tabs command (Format menu), or with the Frame command (Insert menu).

•	The switches used by the ADVANCE field can cause text to overlap. Text will not print if the ADVANCE field moves text to the previous or next page or beyond the print margins of the current page.

Switch	Moves the text that follows the field
\d	Down by the specified number of points. For example,{ ADVANCE \d 4 } moves text down 4 points.
\u	Up by the specified number of points.
\l	To the left by the specified number of points.
\r	To the right by the specified number of points.
\x	The specified distance from the left margin of the text column or frame. For example, { ADVANCE \x 4 } starts text 4 points from the left margin.
\y	To the specified vertical position relative to the current line position. The entire line of text that contains the field is moved. Note   Word ignores the \y switch if you specify a location outside the page margins or use the switch in tables, frames, footnotes, endnotes, annotations, headers, or footers. To see the effect of the \y switch, use page layout view.


Field codes: Ask field

{ ASK Bookmark "Prompt " [Switches ] }

Prompts you to enter information and assigns a bookmark to represent your response. You must insert a REF or BOOKMARK field after the ASK field where you want Word to print the response in the document. You can use the information entered in other fields — such as an = (Formula field) — by inserting the bookmark name in the other field's instructions.

Word displays the prompt each time the ASK field is updated. A response remains assigned to the bookmark until you enter a new response. If the ASK field is used in a mail merge main document, the prompt is displayed each time you merge a new data record.

Instruction	Explanation
Bookmark	The bookmark name assigned to the response to the prompt; for example, ClientName.
"Prompt "	Prompt text, which is displayed in a dialog box; for example, "Enter the client's name."
Switches
\d "Default "	Specifies a default response if you don't type a response in the prompt dialog box. For example, the field { ASK Typist "Enter typist's initials:" \d "tds" } assigns "tds" to the bookmark "Typist" if you don't enter a response. If you don't specify a default response, Word uses the last response entered. To specify a blank entry as the default, type empty quotation marks after the switch (\d "" ).
\o	When used in a mail merge main document, displays the prompt once instead of each time you merge a new data record. The same response is inserted in each resulting merged document.
Examples

For examples of using ASK and FILLIN fields used in main documents, click  [image].


Field codes: Author field

{ AUTHOR [ "NewName " ] }

Inserts the author name from the Summary tab in the Properties dialog box (File menu). The author name for a new document or template is initially the name specified on the User Info tab in the Options dialog box (Tools menu).

Instruction	Explanation
"NewName "	Optional text that replaces the author name in the Properties dialog box for the active document or template. The name can be as long as 255 characters and must be enclosed in quotation marks.
Examples

To print the same information on each page of a document (for example, "Document: October 95 Sales Report, printed by A. Gabor on 11/8/95 4:20 PM"), insert the following text and fields in a header or footer:

Document { FILENAME }, printed by { AUTHOR } on { PRINTDATE }

In the following AUTHOR field, a FILLIN field prompts for the author name. The name is printed in the document and is added to the Properties dialog box (File menu).

{ AUTHOR " { FILLIN "Author name?" } " }


Field codes: AutoNum field

{ AUTONUM }

Numbers paragraphs sequentially.

It is easier to number paragraphs by using the Bullets And Numbering command or the Heading Numbering command (Format menu). For more information, click  [image].

Notes

•	In paragraphs that are formatted with the built-in heading styles, Word restarts the numbering at 1 in each successive heading level. If headings that contain AUTONUM fields are followed by body text paragraphs that also contain AUTONUM fields, Word restarts the numbering of the body text at 1 after each heading. If the headings don't contain AUTONUM fields, body text paragraphs that contain AUTONUM fields are numbered in a continuous, sequential series throughout the document.

•	You cannot unlink or manually update an AUTONUM field.

•	The result of an AUTONUM field isn't displayed if the field is nested within an IF field.


Field codes: AutoNumLgl field

{ AUTONUMLGL }

Automatically numbers paragraphs for legal and technical publications.

It is easier to number paragraphs by using the Bullets And Numbering command (Format menu). For more information, click  [image].

Use the built-in heading styles to format headings in the document, and then insert an AUTONUMLGL field at the beginning of each heading paragraph. The numbers reflect the heading levels that correspond to the heading styles. If you insert an AUTONUMLGL field in paragraphs of body text (paragraphs not formatted with built-in heading styles), the number of the preceding heading is included in the paragraph number. For example, if the preceding heading is numbered 1.2.3, paragraphs of body text are numbered 1.2.3.1, 1.2.3.2, 1.2.3.3, and so on.

Notes

•	You cannot unlink or manually update an AUTONUMLGL field.

•	Word doesn't display the result of an AUTONUMLGL field if the field is nested within an IF field.


Field codes: AutoNumOut field

{ AUTONUMOUT }

Automatically numbers paragraphs in outline style.

It is easier to number paragraphs by using the Bullets And Numbering command (Format menu). For more information, click  [image].

Use the built-in heading styles to format headings in the document, and then insert an AUTONUMOUT field at the beginning of each heading paragraph. The numbers reflect the heading levels that correspond to the heading styles.

Notes

•	You cannot unlink or manually update an AUTONUMOUT field.

•	Word doesn't display the result of an AUTONUMOUT field if the field is nested within an IF field.


Field codes: AutoText field

{ AUTOTEXT AutoTextEntry }

Inserts the specified AutoText entry. When you use an AUTOTEXT field instead of inserting an AutoText entry, Word can automatically update all instances of an AutoText entry in your documents if you later redefine the entry. First define the AutoText entry, and then insert an AUTOTEXT field wherever you want to insert the entry. If you change the AutoText entry, update the AUTOTEXT fields in the document to reflect the change.

Instruction	Explanation
AutoTextEntry	The name of the AutoText entry
Example

When you update the following AUTOTEXT field, Word inserts the current text defined for the AutoText entry "Disclaimer."

{ AUTOTEXT Disclaimer }


Field codes: Bookmark and Ref fields

{ [REF] Bookmark [Switches ] }

Inserts the text or graphics represented by the specified bookmark. The bookmark must be defined in the active document. To insert bookmarked text or graphics from another document, use the INCLUDEPICTURE or INCLUDETEXT field. The Cross-reference command (Insert menu) inserts REF fields to create cross-references.

The BOOKMARK field is an abbreviated form of the REF field and isn't available in the Field dialog box (Insert menu). If a bookmark name (for example, "Title") matches a Word field name (TITLE), you must use the REF field. The field { REF Title } inserts the text represented by the "Title" bookmark, whereas the field { Title } inserts the contents of the Title box on the Summary tab in the Properties dialog box (File menu).

Note   When you insert text copied from another location in the same document, the Paste Special command (Edit menu) inserts a REF field with the bookmark INTERN_LINKn, where n is incremented automatically. You should not edit an INTER_LINKn bookmark in a REF field. Also note that REF fields with INTERN_LINKn bookmarks in a mail merge main document can cause errors during merging.

Instruction	Explanation
Bookmark	The name of a bookmark. If the text marked by the bookmark contains a paragraph mark (¶), the text preceding the BOOKMARK field assumes the formatting of the paragraph in the bookmark.
Switches
\f	Increments footnote, endnote, or annotation numbers that are marked by the bookmark, and inserts the corresponding note or annotation text. For example, the bookmark "Note1" marks the reference mark of footnote 1. The field { Footnote1 \f } is inserted after footnote 2. The field result displays the footnote reference mark "3" in the document text and inserts the text of footnote 1 into the footnote pane.
\n	Includes paragraph numbers or caption numbers if the paragraphs referred to by the bookmark are numbered.
Examples

The following SET field assigns the result of a nested = (Formula) field to the bookmark "TotalCost." A numeric picture switch in the BOOKMARK field displays the resulting value with a currency symbol.

{ SET TotalCost { = (UnitCost * 12) + ((UnitCost *12) * SalesTax) } }
Total cost of goods: { TotalCost \# "$#0.00" }


Field codes: Comments field

{ COMMENTS ["NewComments" ] }

Inserts the contents of the Comments box on the Summary tab in the Properties dialog box (File menu) for the active document or template.

Instruction	Explanation
"NewComments"	Optional text that replaces the current contents of the Comments box. The text can contain no more than 255 characters and must be enclosed in quotation marks.
Example

In the following example, a FILLIN field prompts for new comments. Word prints your response (for instance, "Revisions resulting from management review") in place of the COMMENTS field in the document and adds your revised response to the Comments box in the Properties dialog box.

Revision activity: { COMMENTS " { FILLIN "Update Comments property for this revision:" } " }


Field codes: Compare field

{ COMPARE Expression1 Operator Expression2 }

Compares two values and displays the result "1" if the comparison is true or "0" (zero) if the comparison is false. You can use this field to create compound logical comparisons with AND and OR functions in an = (Formula) field, and then you can use the result of the = (Formula) field in an IF field.

Instruction	Explanation
Expression1 Expression2	Values to compare. Expressions can be bookmark names, strings of text, numbers, nested fields that return a value, or mathematical formulas. If an expression contains spaces, enclose the expression in quotation marks.
Operator	Comparison operator. Insert a space both before and after the operator. Operator Description = Equal to <> Not equal to > Greater than < Less than >= Greater than or equal to <= Less than or equal to
Note   If the operator is = or <>, Expression2 can contain a question mark (?) to represent any single character, or an asterisk (*) to represent any string of characters. The expression must be enclosed in quotation marks so that it is compared as a character string. If you use an asterisk in Expression2, the portion of Expression1 that corresponds to the asterisk, plus any remaining characters in Expression2, cannot exceed 128 characters.

Examples

Suppose that the IF field in the following example is inserted into a mail merge main document. The COMPARE fields examine the data fields CustomerNumber and CustomerRating as each data record is merged. The OR function of the = (Formula) field returns the value "1" (true) if at least one of the data fields indicates poor credit, in which case the first text in quotation marks is printed.

{ IF { = OR ( { COMPARE { MERGEFIELD CustomerNumber } >= 4 }, { COMPARE { MERGEFIELD CustomerRating } <= 9 } ) } = 1 "Credit not acceptable" "Credit acceptable"}

The following COMPARE field results in the value "1" if any value in the PostalCode data field is the range 98500– 98599.

{ COMPARE " { MERGEFIELD PostalCode } " = "985*" }


Field codes: CreateDate field

{ CREATEDATE [ \@ "Date-Time Picture "] }

Inserts the date and time that a document was first saved with its current name, as recorded on the Statistics tab in the Properties dialog box (File menu).

Unless you select a different format, the date and time are displayed in the format selected on the Date and Time tabs in the Regional Settings Properties dialog box in the Windows Control Panel.

Instruction	Explanation
\@ "Date-Time Picture"	Specifies a date and time format other than the default format. If you select a format in the Field Options dialog box (Field command, Insert menu), Word inserts a corresponding date-time picture switch. To use a format that's not listed in the Field Options dialog box, type the format switch in the Field Codes box. For more information about a date-time picture switch, click  [image].
Example

To print the same text on each page of a document (such as "This deposition taken November 20, 1995."), insert the following text and field in a header or footer.

This deposition taken { CREATEDATE \@ "MMMM d, yyyy" }.


Field codes: Date field

{ DATE [ \@ "Date-Time Picture "] [Switches] }

Inserts the current date. Word inserts a DATE field when you click  [image]  on the Header And Footer toolbar. Unless you select a different format, the date is displayed in the format selected on the Date tab in the Regional Settings Properties dialog box in the Windows Control Panel.

Note   The DATE and TIME fields can display a date, a time, or both, depending on the format you specify in a date-time picture switch.

Switch	Does this
\l	Inserts the date with the last format selected using the Date And Time command (Insert menu).
\@ "Date-Time Picture"	Specifies a date format other than the default format. If you select a format in the Field Options dialog box (Field command, Insert menu), Word inserts a corresponding date-time picture switch. To use a format that's not listed in the Field Options dialog box, type the format switch in the Field Codes box. For more information about a date-time picture switch, click  [image].
Examples

Field	Displays
{ DATE \@ "dddd, MMMM d" }	Saturday, November 26
{ DATE \@ "h:mm am/pm, dddd, MMMM d" }	10:00 am, Saturday, November 26


Field codes: DDE and DDEAuto fields

{ DDE AppName Filename [PlaceReference] }
{ DDEAUTO AppName Filename [PlaceReference] }

Establishes a dynamic data exchange (DDE) link with a document created in another Windows-based application. When new information becomes available in a linked document, a DDE field inserts new information when you update the field. A DDEAUTO field automatically inserts new information as soon as it is available. If Word cannot establish the link when it attempts to update a DDE or DDEAUTO field, the previous result is retained.

The DDE and DDEAUTO fields are no longer inserted by Word and are not available in the Field dialog box (Insert menu). However, you can modify DDE and DDEAUTO fields created by earlier versions of Word. To link information in applications designed for Windows 95, click  [image].

Instruction	Explanation
AppName	The name of another Windows-based application that supports DDE.
Filename	The name of a file or other item that is recognizable by the AppName application. To specify the file location, use double backslashes; for example, C:\\Msoffice\\Word\\Report.doc.
[PlaceReference]	A portion of the specified file or item, such as a range of cells in a Microsoft Excel workbook or a bookmark in a Word document.


Field codes: DocProperty field

{ DOCPROPERTY "Name "}

Inserts the indicated document information that is currently entered in the Properties dialog box (File menu).

Instruction	Explanation
"Name"	The property that appears in the Properties dialog box. To select a property, click Options in the Field dialog box (Insert menu).
Example

Field	Displays
Contact: { DOCPROPERTY Manager }	Contact: Anna Gerrard


Field codes: EditTime field

{ EDITTIME }

Inserts the total editing time, in minutes, since a document's creation. Word gets the time from the Statistics tab in the Properties dialog box (File menu).


Field codes: Embed field

{ EMBED ClassName [Switches] }

Inserts an object created in another application that supports OLE. Word inserts the EMBED field when you insert objects — such as Microsoft Excel worksheet objects — by using the Object command (Insert menu), the Paste Special command (Edit menu), or a toolbar button.

The EMBED field isn't available in the Field dialog box, and you cannot manually insert the field. However, you can directly modify switches in an existing EMBED field.

Instruction	Explanation
ClassName	The name of the container application, such as Microsoft Excel. You cannot modify this instruction.
Switches
\s	Returns an embedded object to its original size when the field is updated. To keep the sizing or cropping you've applied to an embedded object, delete this switch, if it's present.
\* MERGEFORMAT	Applies the sizing and cropping of the previous result to the new result. To preserve previously applied sizing and cropping when you update the field, don't delete this switch from the field.
Example

The following field displays a Microsoft Graph object embedded in a document.

{ EMBED MSGraph \* MERGEFORMAT }


Field codes: Eq (Equation) field

{ EQ Switches }

Produces a mathematical equation. Equation Editor is the recommended tool for creating equations. However, you can use the EQ field if you have not installed Equation Editor or if you want to write inline equations. An EQ field cannot be unlinked. If you double-click an EQ field, Word converts the field to an embedded Equation Editor object. For more information about Equation Editor, click  [image].

Switches specify how to build the equation with the elements enclosed in parentheses. You can modify a switch by using the appropriate switch options.

Notes

•	To use a comma, open parenthesis, or backslash character in a resulting equation, precede the symbol with a backslash:  \,  \(  \\.

•	Some switches require a list of elements separated by commas or semicolons. Use commas as the separators if the decimal symbol for your system is a period (specified on the Number tab in the Regional Settings Properties dialog box in the Windows Control Panel). If a the decimal symbol for your system is a comma, use semicolons.

Switch	Does this
Array switch: \a()	Draws a two-dimensional array. For more information, click  [image].
Bracket: \b()	Brackets a single element. For more information, click  [image].
Displace: \d()	Moves the next character to the left or right a specified number of points. For more information, click  [image].
Fraction:  \f(,)	Creates a fraction. For more information, click  [image].
Integral:  \i(,,)	Creates an integral, using the specified symbol or default symbol and three elements. For more information, click  [image].
List:  \l()	Groups values in a list, which can then be used as a single element. For more information, click  [image].
Overstrike:  \o()	Prints each successive element on top of the previous one. For more information, click  [image].
Radical:  \r(,)	Draws a radical sign (), using one or two elements. For more information, click  [image].
Superscript or Subscript:  \s()	Positions elements as superscripts or subscripts. For more information, click  [image].
Box:  \x()	Draws a border around an element. For more information, click  [image].


Array switch:  \a()

Arrays elements in multiple columns; elements appear in order by rows. The following options modify the \a switch.

Option	Description
\al	Aligns left within columns
\ac	Aligns center within columns
\ar	Aligns right within columns
\con	Arrays elements in n columns (the default is 1)
\vsn	Adds n points of vertical spacing between lines
\hsn	Adds n points of horizontal spacing between columns
Example

{ EQ \a \ac \co2 \vs3 \hs3(Axy,Bxy,A,B) } displays the following:

Axy 	Bxy

A	 B


Bracket:  \b()

Brackets a single element in a size appropriate to the element. The default brackets are parentheses. The options listed in the following table can modify the \b switch.

Option	Description
\lc\c	Draws the left bracket using the character c.
\rc\c	Draws the right bracket using the character c.
\bc\c	Draws both bracket characters using the character specified for c. If the character you specify is {, [, (, or <, Word uses the corresponding closing character as the right bracket. If you specify any other character, Word uses that character for both brackets.
Example

{ EQ \b \bc\{ (\r(3,x)) } displays  [image].


Displace:  \d()

Controls where the next character following the EQ field is drawn. The options listed in the following table can modify the \d switch. Note that empty parentheses follow only the last option in the instructions.

Option	Description
\fon ()	Draws to the right n points.
\ban ()	Draws to the left n points.
\li ()	Underlines the space up to the next character.
Example

{ EQ \d \fo10 \li() } displays the following:

(preceding text) __ (following text)


Fraction:  \f(,)

Creates a fraction with the numerator and denominator centered above and below the division line, respectively. If your system uses a comma as the decimal symbol, separate the two elements with a semicolon.

Example

{ EQ \f(2,RateChange) } displays the following:

          2

RateChange


Integral:  \i(,,)

Creates an integral, using the specified symbol or default symbol and three elements. The first element is the lower limit, the second is the upper limit, and the third is the integrand. You can use the options listed in the following table to modify the \i switch.

Option	Description
\su	Changes the symbol to a capital sigma () and creates a summation.
\pr	Changes the symbol to a capital pi (p) and creates a product.
\in	Creates the inline format with the limits displayed to the right of the symbol instead of above and below it
\fc\c	Substitutes a fixed-height character specified by c for the symbol.
\vc\c	Substitutes a variable-height character specified by c for the symbol. The symbol matches the height of the third element.
Example

{ EQ \i \su(1,5,3) } displays  [image].


List:  \l()

Uses any number of elements to create a list of values separated by commas or semicolons so that you can specify multiple elements as a single element.

Example

{ EQ \l(A,B,C,D,E) } displays A,B,C,D,E.


Overstrike:  \o()

Places each successive element on top of the previous one. Any number of elements is permitted. Separate multiple elements with commas.

Each character is printed within an invisible character box. Options align the boxes on top of one another. You can use the options listed in the following table to modify the \o switch.

Option	Aligns the character boxes
\al	At the left edge
\ac	In the center (the default)
\ar	At the right edge


Radical:  \r(,)

Draws a radical using one or two elements.

Example

{ EQ \r(3,x) } displays  [image].


Superscript or Subscript:  \s()

Places an element or elements as superscript or subscript characters. Each \s code can have one or more elements; separate the elements with commas. If more than one element is specified, the elements are stacked and left-aligned. You can use the options listed in the following table to place single elements after the \s switch.

Option	Does this
\ain ()	Adds space above a line in a paragraph by the number of points specified by n.
\upn ()	Moves a single element above the adjacent text by the number of points specified by n. The default is 2 points.
\din ()	Adds space below a line in a paragraph by the number of points specified by n.
\don ()	Moves a single element below the adjacent text by the number of points specified by n. The default is 2 points.
Examples

{ EQ \s\up8(UB)\s\do8(2) } displays:

UB	(Normal text on this line)
2


Box:  \x()

Creates a border for an element. When used without options, this code draws a box around the element. The following options can be combined to modify the \x switch.

Switch	Draws a border
\to	Above the element
\bo	Below the element
\le	To the left of the element
\ri	To the right of the element
Example

{ EQ \x \to \bo(5) } displays:

5


Field codes: FileName field

{ FILENAME [Switches] }

Inserts the filename of the document, as recorded on the General tab in the Properties dialog box (File menu).

Switch	Does this
\p	Includes the file location , or path, with the filename.
Example

To print information such as "Document: C:\MSOFFICE\WINWORD\REPORTS\Sales for QTR4.doc" on each page of a document, insert the following text and field in a header or footer:

Document: { FILENAME \p }


Field codes: Fillin field

{ FILLIN ["Prompt "] [Switches ] }

Prompts you to enter text. Your response is printed in place of the field. To insert your response in more than one location, use an ASK field.

The prompt is displayed each time the FILLIN field is updated. If the FILLIN field is in a mail merge main document, the prompt is displayed each time a new data record is merged.

Instruction	Explanation
"Prompt "	Text displayed in the dialog box; for example, "Enter the client's name:".
Switches	For more information, click  [image].
\d "Default "	Specifies a default response if you type nothing in the prompt dialog box. The field { FILLIN "Enter typist's initials:" \d "tds" } inserts "tds" if no response is entered. If you don't specify a default response, Word uses the last response entered. To specify a blank entry as the default, type empty quotation marks after the switch; for example, type \d ""
\o	Prompts just once during a mail merge instead of each time a new data record is merged. The same response is inserted in each resulting merged document.
Examples

For examples of using ASK and FILLIN fields in a mail merge main document, click  [image].


Field codes: NoteRef field

{ NOTEREF Bookmark [Switches] }

Inserts a footnote or endnote reference mark you've marked with a bookmark to make multiple references to the same note or to cross-reference footnotes or endnotes. If you modify the sequence of footnotes or endnotes, the new result of the NOTEREF field reflects the new numbering.

Note   The NOTEREF field replaces the FTNREF field used in earlier versions of Word. If you open a document that contains FTNREF fields, they remain in the document and function correctly.

Instruction	Explanation
Bookmark	The name of the bookmark that refers to the footnote or endnote reference mark. The bookmark must refer to the reference mark in the document text, not in the footnote or endnote pane. If the bookmark doesn't exist, you must create it.
Switch
\f	Inserts the reference mark with the same character formatting as the Footnote Reference style or the Endnote Reference style.
Example

The following text and field appear in a footnote of a document. The bookmark "Brun" marks the footnote reference mark for footnote 3.

"This process is discussed in Brun's new book (see note { NOTEREF Brun } )."

When the field is updated, the footnote number is displayed:

"This process is discussed in Brun's new book (see note 3)."


Field codes: GoToButton field

{ GOTOBUTTON Destination DisplayText }

Inserts a jump command, which helps you view long online documents. When you double-click the results of a GOTOBUTTON field, Word moves the insertion point to the specified location in the document.

Instruction	Explanation
Destination	A bookmark, page number, or item such as a footnote or annotation. The page number can be a reference inserted using the Cross-reference command (Insert menu). Use a letter and number for items other than page numbers; for example, to jump to the third section in a document, type s3 Letter Description s Section l Line f Footnote a Annotation Note   The number doesn't refer to the actual number of an item. For example, "f4" refers to the fourth footnote in the document, regardless of its reference mark number.
DisplayText	Text or a graphic to appear as the "button." You can use a field that results in text or a graphic, such as BOOKMARK or INCLUDEPICTURE. The text or graphic must appear on one line in the field result; otherwise, an error occurs.
Examples

In the following field, the bookmark "Summary" marks the destination. A border around the paragraph that contains the field makes the result resemble a button.

{ GOTOBUTTON Summary Double-click here to jump to the report summary.}

The field displays this result:

Double-click here to jump to the summary.

In the following example, a PAGEREF field indicates a page number. To insert the PAGEREF field, click the Cross-reference command on the Insert menu, and then select the item (such as a table or heading) that you want to jump to. (In the Cross-reference dialog box, make sure that you select Page Number in the Insert Reference To box.) You must enclose the letter "p" and the PAGEREF field in quotation marks.

Double-click  { GOTOBUTTON "p{ PAGEREF _Ref317041789 }"  [image]  }  to jump to the summary.

The field displays this result:

Double-click  [image]  to jump to the summary.


Field codes: If field

{ IF Expression1 Operator Expression2 TrueText  FalseText }

Compares two values and then inserts the text appropriate to the result of the comparison. If used in a mail merge main document, the IF field can examine information in the merged data records, such as postal codes or account numbers. For example, you can send letters to only those clients located in a particular city.

Instruction	Explanation
Expression1 Expression2	Values you want to compare. These expressions can be bookmark names, strings of characters, numbers, nested fields that return a value, or mathematical formulas. If an expression contains spaces, enclose the expression in quotation marks.
Operator	Comparison operator. Insert a space before and after the operator. Operator Description = Equal to <> Not equal to > Greater than < Less than >= Greater than or equal to <= Less than or equal to
True Text False Text	Text that results when the comparison is true (True Text) or false (False Text). If FalseText isn't specified and the comparison is false, the IF field has no result. Each string must be enclosed in quotation marks.
Note   If the operator is = or <>, Expression2 can contain a question mark (?) to represent any single character, or an asterisk (*) to represent any string of characters. Expression2 must be enclosed in quotation marks so that it's compared as a character string. If you use an asterisk in Expression2, the portion of Expression1 that corresponds to the asterisk and any remaining characters in Expression2 cannot exceed 128 characters.

Examples

For examples of using IF fields in mail merge, click  [image].


Field codes: IncludePicture field

{ INCLUDEPICTURE "Filename" [Switches ] }

Inserts the specified graphic. To insert an INCLUDEPICTURE field, click Picture on the Insert menu, and then select the Link To File check box.

Note   The INCLUDEPICTURE field replaces the IMPORT field used in earlier versions of Word. If you open a document that contains IMPORT fields, they remain in the document and function correctly.

Instruction	Explanation
"Filename"	The name and location of the graphics file, which must be enclosed in quotation marks. Use double backslashes to specify the path; for example, "C:\\Manual\\Art\\Art 22.bmp".
Switches
\c Converter	Identifies the graphics filter you want to use. Use the filename of the graphics filter without the .flt filename extension; for example, type epsimp for the Epsimp.flt filter. If this switch isn't included, Word selects a filter.
\d	Reduces the file size by not storing graphics data with the document.
Notes

•	If you double-click a graphic inserted by the INCLUDEPICTURE field, Word displays the Drawing toolbar. To change the graphic without using the Drawing toolbar, edit the graphic in the application it was created in; and then update the field in Word.

•	If Word doesn't recognize the format of a graphics file, check the Files Of Type box in the Insert Picture dialog box (Insert menu). This list reflects the graphics filter installed on your system.


Field codes: IncludeText field

{ INCLUDETEXT "Filename" [Bookmark ] [Switches ] }

Inserts the text and graphics contained in the named document. You can insert the entire document, or, if it's a Word document, you can insert only the portion referred to by a bookmark.

Notes

•	If the source document is a Word document, you can edit the inserted text resulting from the INCLUDETEXT field and save the changes back to the source document. Edit the inserted text, and then press CTRL+SHIFT+F7.

•	The INCLUDETEXT field doesn't make use of OLE. For information about inserting and linking information using OLE, click  [image].

•	For information about organizing several documents into one long document, click  [image].

Instruction	Explanation
"Filename"	The name and location of the document, which must be enclosed in quotation marks. Use double backslashes to specify the path; for example, "C:\\Manual\\Chapter 2.doc".
Bookmark	The name of a bookmark that refers to the portion of the document you want to include.
Switches
\c ClassName	Identifies the file converter you want to use. If this switch isn't included, Word selects a converter. For class names of converters provided with Word, click  [image].
\!	Prevents Word from updating fields in the inserted text unless the fields are first updated in the source document. For more information, click  [image].
Examples

This field inserts the portion of the file referred to by the Summary bookmark:

{ INCLUDETEXT "C:\\Winword\\Port Development RFP" Summary }


Class names of file converters

The following class names identify the file import converters that are provided with Word.

Format	Class name
Microsoft Excel	MSBiff
Lotus 1-2-3	Lotus123
WordPerfect version 6.x	WordPerfect6x
WordPerfect version 5.x	WrdPrfctDos
WordStar versions 3.3–7.0	WordStar
WordStar versions 1.0–2.0 for Windows	WordStarWin
RFT-DCA	RFTDCA
Word version 4–5.x for the Macintosh	MSWordMac
Word version 3.x–5.x for MS-DOS	MSWordDOS
Word version 6 for MS-DOS	MSWordDOS6
Word version 2.x for Windows	MSWordWin2
Works version 3.0 for Windows	MSWorksWin3
Works version 4.0 for Windows	MSWorksWin4
MS-DOS Text with Layout	MS-DOS Text With Layout
Text with Layout	Text with Layout
Windows Write version 3.x	MSWinWrite
Word converts the following formats without the use of external converters.

Format	Class name
Rich-text format	MSRTF
Text only	AnsiText
MS-DOS text (text only)	PCText
Text only with line breaks	AnsiTextCR
MS-DOS text with line breaks	PCTextCR


Field codes: Info field

{ [ INFO ] InfoType ["NewValue"] }

Inserts information about the active document or template as recorded in the Properties dialog box (File menu).

Instruction	Explanation
InfoType	The property type. To specify a property, click the Options button. The properties are also separate Word fields.
"NewValue "	Optional information that updates the Properties dialog box for the active document or template. You can specify new information for the following properties: AUTHOR, COMMENTS, KEYWORDS, SUBJECT, and TITLE.


Field codes: Keywords field

{ KEYWORDS ["NewKeywords" ] }

Inserts the contents of the Keywords box on the Summary tab in the Properties dialog box (File menu) for the active document or template.

Instruction	Explanation
"NewKeywords"	Optional text that replaces the current contents of the Keywords box in the Properties dialog box. The text can be no longer than 255 characters and must be enclosed in quotation marks.


Field codes: LastSavedBy field

{ LASTSAVEDBY }

Inserts from the Statistics tab in the Properties dialog box (File menu) the name of the last person who modified and saved the document.

Example

The text and fields "Document { FILENAME }, revised by { LASTSAVEDBY }" displays a result such as

Document Proposal for Harbor Project.doc, revised by A. Gabor.


Field codes: Link field

{ LINK ClassName "Filename" [PlaceReference ] [Switches ] }

Links information you copied from another application to the original source file using OLE. Word inserts this field when you copy information from another application and use the Paste Special command (Edit menu) to paste it into a Word document.

Instruction	Explanation
ClassName	The application type of the linked information. For example, for a Microsoft Excel chart, ClassName is "ExcelChart." Word determines this information from the source application.
"Filename"	The name and location of the source file. Use double backslashes to specify the following path: C:\\Msoffice\\Excel\\Rfp\\Numbers.xls
PlaceReference	Identifies the portion of the source file that's being linked. If the source file is a Microsoft Excel workbook, the reference can be a cell reference or a named range. If the source file is a Word document, the reference is a bookmark.
Switches
\a	Updates the LINK field automatically; delete this switch to use manual updating.
\b	Inserts the linked object as a bitmap.
\d	Graphic data isn't stored with the document, thus reducing the file size.
\p	Inserts the linked object as a picture.
\r	Inserts the linked object in rich-text format (RTF).
\t	Inserts the linked object in text-only format.
Example

The following example inserts a range of cells from a Microsoft Excel worksheet. The \a switch ensures that the information is updated in Word whenever the worksheet is changed in Microsoft Excel.

{ LINK ExcelSheet c:\\profits.xls A1:D4 \a }


Field codes: MacroButton field

{ MACROBUTTON MacroName DisplayText }

Inserts a macro command, which you can run by double-clicking the results of a MACROBUTTON field. You can also click in the MACROBUTTON field and then press ALT+SHIFT+F9.

Instruction	Explanation
MacroName	The name of the macro to run when you double-click the field result. The macro must be available in the active document template or a global template.
DisplayText	The text or graphic to appear as the "button." You can use a field that results in text or a graphic, such as BOOKMARK or INCLUDEPICTURE. The text or graphic must appear on one line in the field result; otherwise, an error occurs.
Example

Double-clicking the following field runs the PrintEnvelope macro.

Field:

Double-click { MACROBUTTON PrintEnvelope  [image]  } to print an envelope for this letter.

Result:

Double-click  [image]  to print an envelope for this letter.


Field codes: MergeField field

{ MERGEFIELD FieldName }

Displays the name of a data field within the "chevron" merge characters in a mail merge main document — for example, «FirstName». When the main document is merged with the selected data source, information from the specified data field is inserted in place of the merge field.

You must select the data source for the main document before you insert merge fields. To insert a merge field, click Insert Word Field on the Mail Merge toolbar.

Instruction	Explanation
FieldName	The name of a data field listed in the header record of the selected data source. The field name must exactly match the field name in the header record.
Note   If you must change the field name specified in a merge field, edit the field name in the MERGEFIELD field codes. Changing a field name with field codes hidden has no effect.

Example

The field { MERGEFIELD FirstName } appears in the main document as «FirstName» when field codes are hidden.


Field codes: MergeRec field

{ MERGEREC }

Displays «MERGEREC» as a field result. Use this field in a mail merge main document to print in each resulting merged document the number of the corresponding merged data record.

Note   The number reflects the sequential order of the data records you've selected and possibly sorted for merging with the active main document. It does not indicate the actual order of the records as they occur in the "physical" data source. For example, a personnel database in Microsoft Access might contain thousands of records. However, to send a form letter to employees who've reached their five-year anniversary with your company, you'd select as your data source only the records of those five-year employees — a much smaller set of records. To print a "physical" record number, you must include a record number field in the data source and insert the corresponding merge field in the main document.

Example

The following example uses a MERGEREC field inside an = (Formula) field to create unique invoice numbers. When the main document is merged with the data source, the number resulting from the MERGEREC field is added to the numbers representing the date and time the invoices are printed.

Field:

Invoice Number:  { = { PRINTDATE \@ "MMddyyHHmm" } + { MERGEREC } }

Result:

Invoice Number:  21390946


Field codes: Next field

{ NEXT }

Instructs Word to merge the next data record into the current resulting merged document, rather than starting a new merged document. The Next field produces no printed result. Word uses this field when you set up mailing label and envelope main documents by using the Mail Merge command on the Tools menu. To list information from several data records in the same document, such as a membership directory or a price list, select the Catalog main document type in the Mail Merge Helper dialog box (Tools menu). The NEXT field is useful, however, to print a specific number of data records in one resulting merge document.

Insert a NEXT field after the first set of merge (MERGEFIELD) fields in the main document; otherwise, Word skips merging the first data record. Repeat the set of merge fields and the NEXT field in the main document only the number of times it takes to fill one page or to print the number of data records you want.

Note   NEXT fields cannot be used in footnotes, endnotes, annotations, headers, footers, or data sources. A NEXT field cannot be nested within any other field or used with the SKIPIF field.

Example

The following fields print three sets of names and phone numbers in each resulting merged document:

{ MERGEFIELD Name }	{ MERGEFIELD PhoneNumber }
{ NEXT }{ MERGEFIELD Name }	{ MERGEFIELD PhoneNumber }
{ NEXT }{ MERGEFIELD Name }	{ MERGEFIELD PhoneNumber }


Field codes: NextIf field

{ NEXTIF Expression1 Operator Expression2 }

Compares two expressions. If the comparison is true, Word merges the next data record into the current merge document. Merge fields that follow the NEXTIF field in the main document are replaced by values from the next data record rather than the current data record. If the comparison is false, Word merges the next data record into a new merge document.

Don't use the NEXTIF field in the current version of Word. You can select data records more easily by clicking the Query Options button in the Mail Merge Helper dialog box (Tools menu).

For information about NEXTIF field instructions, click  [image].

Notes

•	A MERGEFIELD field used as an expression field refers to data in the current data record, not the next data record.

•	NEXTIF fields cannot be used in footnotes, endnotes, annotations, headers, footers, or data sources. The NEXTIF field cannot be nested in any field.


Field codes: NumChars field

{ NUMCHARS }

Inserts the number of characters in the document, using information from the Statistics tab in the Properties dialog box (File menu).

Example

The = (Formula) field { = { NUMCHARS } / { NUMWORDS } } calculates average word length by dividing the number of characters by the number of words.


Field codes: NumPages field

{ NUMPAGES }

Inserts the total number of pages in the document, using information from the Statistics tab in the Properties dialog box (File menu).

Examples

To print page numbers such as "Page 12 of 45" on each page of a document, insert the following text and fields in a header or footer. To insert the PAGE field, click  [image]  on the Header And Footer toolbar.

Page { PAGE } of  { NUMPAGES }

If page numbering starts on a number other than 1, use an = (Formula) field to compute the total page numbers. To determine the starting page number for the active document (StartingNumber ), click Page Numbers on the Insert menu and then click Format.

Page { PAGE } of { = (StartingNumber - 1) + { NUMPAGES } }


Field codes: NumWords field

{ NUMWORDS }

Inserts the total number of words in the document, using information from the Statistics tab in the Properties dialog box (File menu).

Examples

For examples, click  [image].


Field codes: Page field

{ PAGE [\* Format Switch ] }

Inserts the number of the page on which the PAGE field is located. Word inserts the PAGE field when you click the Page Numbers command (Insert menu) or when you click  [image]  on the Header And Footer toolbar.

Switch	Explanation
\* Format Switch	Optional switch that overrides the numeral style selected in the Page Number box in the Page Number Format dialog box (Page Numbers command, Insert menu). For more information, click  [image]. Note   To modify the character formatting of the page number, modify the Page Number character style.


Field codes: PageRef field

{ PAGEREF Bookmark [\* Format Switch ] }

Inserts the page number of a bookmark for a cross-reference. To cross-reference items in a document, use the Cross-reference command (Insert menu).

Switch	Explanation
\* Format Switch	Optional switch that overrides the numeral style selected in the Page Number box in the Page Number Format dialog box (Page Numbers command, Insert menu). For more information, click  [image].
Examples

In the following example, the bookmark "Worldpop1990" marks the table containing figures for 1990.

Field:

The world population in 1991 was 5 billion; for 1990 figures, see the table on page { PAGEREF Worldpop1990 }.

Result:

The number of the page on which the table appears is inserted in place of the field:

"...see the table on page 27."


Field codes: Print field

{ PRINT "PrinterInstructions" }

Sends printer-control code characters to the selected printer. Word displays a result only when the document is printed. For appropriate printer codes, consult your printer manual.

For information about using the PRINT field to embed PostScript commands in a document, click  [image].

Note   The PRINT field works well with a PostScript printer or a Hewlett-Packard LaserJet Series II or Series III printer, but it may not work properly with another type of laser printer. The PRINT field works with a dot-matrix printer only if the printer supports the PassThrough command.


Embedding PostScript printer commands in a Word document

You can send PostScript programming strings to your printer by inserting PRINT fields in the document text. Word sends the commands to the printer as native PostScript codes. PostScript commands embedded in your document are carried out in the order in which you insert them. Use the following syntax:

{ PRINT \p Group "Codes " }

The y-coordinate space used for PostScript commands in Word is the same as for normal PostScript. The graphics origin (0,0) is in the lower-left corner of the page, and the positive directions are up and to the right. PostScript drawing instructions take place within a drawing rectangle. The graphics origin is translated to the lower-left corner of the drawing rectangle.

Instruction	Meaning
\p Group	Defines the drawing rectangle that the subsequent PostScript instructions operate on. For a list of groups, click  [image].
"Codes"	PostScript instructions. If the instructions contain more than one word, enclose them in quotation marks.


PostScript group commands

PostScript drawing commands specified in a PRINT field operate only on the drawing rectangle that's defined by one of the group commands listed in the following table.

Command	Defines the drawing rectangle as
page	The current page (default).
para	The paragraph that contains the PRINT field; the paragraph must be at least 1 inch tall for "para" to produce a result.
pic	The next picture after the PRINT field but before the end of the paragraph that contains the field.
row	The current table row.
cell	The current table cell.
For a list of the variables that Word provides for use with PostScript commands, click  [image].

Dict group command

Use the "dict" group command to create a PostScript group that contains definitions and procedures that will be carried out later on the same page. Don't use the "dict" command to draw. Word doesn't provide "wp$" variables for "dict" groups, nor does it change the drawing origin, clipping, and axes.

Notes

•	Because Word text and graphics are printed on the same PostScript page as your PostScript commands, don't use operators that reset the PostScript environment. Avoid the following operators when using PostScript with Word:  banddevice, copypage, framedevice, grestoreall, initgraphics, initmatrix, nulldevice, renderbands, and showpage.

•	For complete information about the PostScript programming language, see the PostScript Language Reference Manual and the PostScript Language Tutorial and Cookbook, both by Adobe Systems, Inc., and published by the Addison-Wesley Publishing Co., Inc.


Variables for PostScript commands

Word defines variables for use with the PostScript commands specified in a PRINT field. Values represented by the variables are in points, which is the standard PostScript unit.

Variables for all groups

The variables in the following table are available to all groups of PostScript commands.

Variable	Specifies
wp$y	The drawing height of the page, paragraph, row, or cell in which the PRINT field is located, depending on the Group argument used. If the "\p pic" argument is used, "wp$y" refers to the drawing height of the next picture before the end of the paragraph containing the PRINT field.
wp$x	The drawing width of the page, paragraph, row, or cell in which the PRINT field is located, depending on the Group argument used. If the "\p pic" argument is used, "wp$x" refers to the drawing width of the next picture before the end of the paragraph containing the PRINT field.
wp$page	The current page number.
wp$fpage	The formatted page number (string).
wp$date	The current date (formatted).
wp$time	The current time (formatted).
wp$box	The path containing the drawing rectangle.
Variables for "page" and "para" groups

The following variables are available to both "page" and "para" groups.

Variable	Specifies
wp$top	Top margin (page); space before (paragraph)
wp$bottom	Bottom margin (page); space after (paragraph)
wp$left	Left margin (page); left indent (paragraph)
wp$right	Right margin (page); right indent (paragraph)
The following variables are available only to the "para" group.

Variable	Specifies
wp$first	First-line indent
wp$style	Style
The following variables are available only to the "page" group.

Variable	Specifies
wp$col	The number of columns on the page. The number can vary, depending on the section in which the PostScript appears.
wp$colx	The width of each column.
wp$colxb	The space between columns.


Field codes: PrintDate field

{ PRINTDATE [\@ "Date-Time Picture" }

Inserts the date and time that a document was last printed, as recorded on the Statistics tab in the Properties dialog box (File menu).

Unless you select a different format, the date and time are displayed in the format selected on the Date and Time tabs in the Regional Settings Properties dialog box in the Windows Control Panel.

Instruction	Explanation
\@ "Date-Time Picture "	Specifies a date and time format other than the default. If you select a format in the Field Options dialog box (Field command, Insert menu), Word inserts a corresponding date-time picture switch. To use a format that's not shown in the Field Options dialog box, type the format switch in the field codes. For more information about date-time picture switches, click  [image].
Examples

To print information such as "Document: Unit Readiness Report, printed 6 November 1995 at 1320 hours" on each page of a document, insert the following text and fields in a header or footer:

Document { TITLE }, printed { PRINTDATE \@ "d MMMM yyyy 'at' HHmm 'hours' " }.


Field codes: Quote field

{ QUOTE "LiteralText " }

Inserts the specified text into a document.

Instruction	Explanation
"LiteralText"	Inserted text, which must be enclosed in quotation marks. It can include any other fields except for AUTONUM, AUTONUMLGL, AUTONUMOUT, or SYMBOL.
Example

The following QUOTE field, with nested IF, = (Formula), and DATE fields, produces the name of the previous month. For example, if the current month is February, "January" is the field result. This is useful for reports (such as sales reports) written after the fact.

{ QUOTE { IF { DATE \@ "M" } = 1 "12" " {= { DATE \@ "M" } --1 }" }/1/95 \@ "MMMM" }


Field codes: RD (Referenced Document) field

{ RD "Filename "}

Identifies a file to include when you create a table of contents, a table of authorities, or an index with the TOC, TOA, or INDEX field. You must manually set starting page numbers and sequence values in files named in RD fields before updating the TOC, TOA, or INDEX field. The RD field doesn't display a result in the document. You cannot unlink an RD field.

RD fields that reference a series of files must be in the same order as the files in the final document. For example, files Chap1 and Chap2 both have an index entry for "apricot" on the first page. The first page number in Chap1 is 1, and the first page number in Chap2 is 100.

This sequence	Results in this index entry
{ RD Chap2 } { RD Chap1 }	apricot  100, 1
{ RD Chap1 } { RD Chap2 }	apricot  1, 100
The RD field is formatted as hidden text. To view this field, display hidden text in your document.

Instruction	Explanation
"Filename "	File to include when generating a table of contents, table of authorities, or index. To include the location of the file, use double backslashes in the path — for example, C:\\Manual\\Chapters\\Chapter2.doc.
Example

The following fields inserted into one document create a table of contents that includes entries from the three referenced documents.

{ TOC }
{ RD C:\\Manual\\Chapters\\Chapter1.doc  }
{ RD C:\\Manual\\Chapters\\Chapter2.doc }
{ RD C:\\Manual\\Chapters\\Chapter3.doc }


Field codes: RevNum field

{ REVNUM }

Inserts the number of document revisions, using information from the Statistics tab in the Properties dialog box (File menu). The revision number indicates the number of times a document has been saved.

Example

To print information such as "Quality Control Measures, version: 12, printed 10/11/95. Changes approved by T. Gerrard." on each page of a document, insert the following text and fields in a header or footer:

{ TITLE }, version: { REVNUM }, printed { PRINTDATE }. { COMMENTS }"


Field codes: SaveDate field

{ SAVEDATE [\@ "Date-Time Picture"] }

Inserts the date and time a document was last saved, using information ("Modified") on the Statistics tab in the Properties dialog box (File menu).

Unless you select a different format, the date and time are displayed in the format selected on the Date and Time tabs in the Regional Settings Properties dialog box in the Windows Control Panel.

Instruction	Explanation
\@ "Date-Time Picture "	Specifies a date and time format other than the default. If you select a format in the Field Options dialog box (Field command, Insert menu), Word inserts a corresponding date-time picture switch. To use a format that's not shown in the Field Options dialog box, type the format switch in the field codes. For more information about date-time picture switches, click  [image].
Example

To print information such as "Document last changed: 6 November 1995 at 1320 hours" on each page of a document, insert the following text and field in a header or footer:

Document last changed: { SAVEDATE \@ "d MMMM yyyy 'at' HHmm 'hours' " }


Field codes: Seq (Sequence) field

{ SEQ Identifier [Bookmark ] [Switches ] }

Sequentially numbers chapters, tables, figures, and other items in a document. If you add, delete, or move an item and its respective SEQ field, you can update remaining SEQ fields in the document to reflect the new sequence.

The easiest way to insert SEQ fields to number tables, figures, and other items in a document is to use the Caption command (Insert menu). For more information, click  [image].

Note   A SEQ field in a header, footer, annotation, or footnote doesn't affect the sequence numbering that results from SEQ fields in the document text.

Instruction	Explanation
Identifier	The name you assign to a series of items to number. The name must start with a letter and is limited to 40 characters (letters, numbers, and underscores). For example, the name for a series of tables might be "tables."
Bookmark	Include a bookmark name to refer to an item elsewhere in the document. For example, to cross-reference an illustration, mark the SEQ field numbering for that illustration with the bookmark "Pic2," and then insert a cross-reference to it using { SEQ illust Pic2 }.
Switches
\c	Repeats the closest preceding sequence number. This is useful for inserting chapter numbers in headers or footers.
\h	Hides the field result. Use it to refer to a SEQ field in a cross-references without printing the number. For example, you might want to refer to a numbered chapter but not print the chapter number. The \h switch doesn't hide the field result if a Format (\*) switch is also present.
\n	Inserts the next sequence number for the specified items. This is the default.
\r n	Resets the sequence number to the specified number n. For example, { SEQ figure \r 3 } starts figure numbering at 3.
Examples

If you didn't use styles to format document headings, you can number chapter headings by inserting a SEQ field at the beginning of each chapter.

The text and field "Chapter { SEQ chapter }" produces a result such as "Chapter 3."

To print the chapter number in a header or footer, use the \c switch:

Page { SEQ chapter \c } - { PAGE } produces a result such as "Page 3-1".


Field codes: Set field

{ SET Bookmark "Text" }

Defines the information represented by the specified bookmark name. You can refer to the bookmark in a macro or include it in another field, such as IF. To print the information, you must insert a REF or BOOKMARK field in the document.

Instruction	Explanation
Bookmark	The bookmark name that will represent the information—for example, InterestRate.
"Text"	Information represented by the bookmark. Enclose text in quotation marks; numbers don't require quotation marks. The information can be the result of a nested field.
Examples

If the value entered in response to the FILLIN prompt is 3, the resulting value of the TotalCost bookmark is $82.50. BOOKMARK fields are used to print the cost and the name of the order taker. A numeric picture switch displays the resulting value with a currency symbol. Note the quotation marks in the first SET field.

Field:

{ SET EnteredBy "Maria Gerard" }
{ SET UnitCost 25.00 }
{ SET Quantity { FILLIN "Enter number of items ordered:" } }
{ SET SalesTax 10% }

Result:

{ SET TotalCost { = (UnitCost * Quantity) + ((UnitCost * Quantity) * SalesTax) } }
Total cost: { TotalCost \# "$#0.00" }
Thank you for your order,
{ EnteredBy }


Field codes: SkipIf field

{ SKIPIF Expression1 Operator Expression2 }

Compares two expressions. If the comparison is true, SKIPIF cancels the current merge document, moves to the next data record in the data source, and starts a new merge document. If the comparison is false, Word continues the current merge document.

Don't use the SKIPIF field in the current version of Word. You can select data records more easily by clicking the Query Options button in the Mail Merge Helper dialog box (Tools menu).

For information about SKIPIF field instructions, click  [image].

Notes

•	A merge (MERGEFIELD) field used in an expression refers to data in the current data record, not in the next data record.

•	Don't use the SKIPIF field with the NEXT field.

Example

Inserted into a mail merge main document, the following field examines the contents of the Order field for the current data record. If the field contains a number less than 100, no merged document is produced for that data record:

{ SKIPIF { MERGEFIELD Order } < 100 }


Field codes: StyleRef field

{ STYLEREF StyleIdentifier [Switches ] }

Inserts text that's formatted with the specified style. When inserted in a header or footer, the STYLEREF field prints the first or last text formatted with the specified style on the current page, allowing you to print dictionary-style headers or footers.

Instruction	Explanation
StyleIdentifier	Name of the style used to format the text you want to insert. The style can be a paragraph style or a character style.
Switches
\l	Inserts the last text formatted with the style on the current page instead of the first text formatted with this style. Word searches the page for the style from bottom to top instead of from top to bottom (the default).
\n	Inserts any paragraph numbering from the referenced paragraph. For example, caption numbering is included if caption numbering has been applied to the paragraph.
The location of the STYLEREF field determines how Word searches for the style. For more information, click  [image].

Examples

If inserted in a header, the following field displays the contents of the first paragraph formatted with the style "Heading 3" on the current page:

Field:

On this page: { STYLEREF "Heading 3" }

Result:

On this page: Summary of Sales by Region

To print the first and last names that appear on each page in the membership directory for your organization, first apply a character style to each member's last name. Then insert STYLEREF fields in the header. The second STYLEREF field includes the \l switch, which inserts the last name on the page.

Field:

{ STYLEREF "Last Name" } — { STYLEREF "Last Name" \l }

Result:

Anders — Bendal


Effect of the STYLEREF field location

Where you insert the STYLEREF field determines the direction in which Word searches for the style and thus can affect which text is inserted.

Field in	Word searches for
Document text	The closest text preceding the STYLEREF field. If the style isn't found, Word searches for the closest following text.
Footnotes, annotations, and endnotes	The closest text preceding the footnote, annotation, or endnote reference mark in the document text. If the style isn't found, Word searches for the closest text following the reference mark.
Headers and footers (during printing)	The current page, from top to bottom. If the style isn't found, Word searches next from the top of the page to the beginning of the document, and then from the bottom of the page to the end of the document. If the \l switch is used, Word searches from the bottom of the page to the beginning or end of the document.
Headers and footers (when not printing)	The section that contains the STYLEREF field, from the beginning. If the style isn't found, Word searches from the end of the section to the end of the document.


Field codes: Subject field

{ SUBJECT ["NewSubject "] }

Inserts the contents of the Subject box from the Summary tab in the Properties dialog box (File menu).

Instruction	Explanation
"NewSubject "	Optional text that replaces the subject text in the Properties dialog box for the active document or template. The name can be no longer than 255 characters and must be enclosed in quotation marks.
Example

The following field uses the FILLIN field to prompt for the subject text. The response entered is printed in the document and is added to the Subject box in the Properties dialog box.

{ SUBJECT " { FILLIN "What is the subject of this document?" } " }


Field codes: Symbol field

{ SYMBOL CharNum [Switches ] }

Inserts a single character or a string of characters in the ANSI character set. You can insert a character more easily, however, by using the Symbol command (Insert menu).

You can apply character formatting directly to the field result or use switches to specify the formatting. Formatting you specify using switches overrides formatting you apply to the field result.

Instruction	Explanation
CharNum	The character or the decimal or hexadecimal value of the ANSI code. A hexadecimal value must have the format 0xn, where the hexadecimal number n is preceded by 0x (a zero).
Switches
\f "Font Name "	The font that contains the character you want to insert; the font name must be enclosed in quotation marks. Without this switch, the character is from the font applied to the SYMBOL field codes.
\h	Inserts the symbol without affecting the line spacing of the paragraph. If large symbols are inserted with this switch, text above the symbol may be overwritten.
\s points	Specifies the font size in points.
Examples

In the font Times New Roman, the result of the field { SYMBOL 163 } is "£."

The results of the field { SYMBOL 211 \f "Symbol" \s 12 } is this 12-point character: .


Field codes: TC (Table of Contents Entry) field

{ TC "Text " [Switches ] }

Defines the text and page numbers for entries in a table of contents and in lists of tables, figures, and similar contents. Insert a TC field immediately before the text you want to include in the contents. To collect the TC field entries into a contents list, use the Index And Tables command (Insert menu) to insert a TOC (Table of Contents) field where you want the contents in the document.

The TC field is formatted as hidden text and displays no result in the document. To view this field, display hidden text in the document.

Instruction	Explanation
"Text "	Text to appear in the table of contents for an entry.
Switches
\f Type	The type of items collected in a particular contents list. Use a unique Type identifier (typically a letter A-Z) for each type of list. For example, to build a list of illustrations, mark each illustration with a field such as { TC "Illustration 1" \f i }, where "i" indicates only illustration entries. If no type is specified, the entry is listed in a table of contents.
\l Level	The level of the TC entry. For example, the field { TC "Entering Data" \l 4 } marks a level-4 entry, and Word applies the built-in style TOC 4 to that entry in the table of contents. If no level is specified, level 1 is assumed.
\n	Omits the page number for the entry.
Examples

Field	Sample results
{ TC "Illustration 8" \f i } { TC "Illustration 9" \f i }	Illustration 8 21 Illustration 9 24
{ TC "Planets" } { TC "Mercury" \l 2 } { TC "Atmosphere" \l 3 } { TC "Geology" \l 3 } { TC "Venus" \l 2 }	Planets 1 Mercury 3 Atmosphere 4 Geology 6 Venus 7


Field codes: Template field

{ TEMPLATE [Switches ] }

Inserts the filename of the document's template, using information from the Summary tab in the Properties dialog box (File menu).

Switch	Does this
\p	Includes the file location , or path, with the filename.
Example

To print information such as "Document: Harbor Development Proposal.doc, based on the RFP Project.dot document template" on each page of a document, insert the following text and fields in a header or footer:

Document: { FILENAME }, based on the { TEMPLATE } document template"


Field codes: Time field

{ TIME [\@ "Date-Time Picture"] }

Inserts the current time. Word inserts a TIME field when you click the Time button on the Header And Footer toolbar. Unless you specify a date-time picture switch, the time is displayed in the format selected on the Time tab in the Regional Settings Properties dialog box in the Windows Control Panel.

Note   When you use the Date And Time command (Insert menu) and select the Automatically Update check box, Word inserts a TIME field. Depending on the format you select, Word uses a date-time picture switch to display the current time, date, or both. For example, if you select "10/12/95 10:11AM" in the Date And Time dialog box, Word inserts the field { TIME \@ "MM/dd/yy h:mm AM/PM" }.

Instruction	Explanation
\@ "Date-Time Picture "	Specifies a date and time format other than the default. If you select a format in the Field Options dialog box (Field command, Insert menu), Word inserts a corresponding date-time picture switch. To use a format that's not shown in the Field Options dialog box, type the format switch in the field codes. For more information about a date-time picture switch, click  [image].
Examples

Field	Sample results
{ TIME }	11:11 AM (or the default time format specified in the Regional Settings Properties dialog box in the Windows Control Panel)
{ TIME \@ "h am/pm" }	11 am
{ TIME \@ "dddd, d.MMMM, yyyy H.mm" }	Monday, 20.November 1995 13.30


Field codes: Title field

{ TITLE ["NewTitle "] }

Inserts the contents of the Title box from the Summary tab in the Properties dialog box (File menu).

Instruction	Explanation
"NewTitle "	Optional text that replaces the current title in the Properties dialog box for the active document or template. The new title can be no longer than 255 characters and must be enclosed in quotation marks.
Examples

To print information such as "October 95 Sales Report, printed by A. Gabor on 11/08/95 4:20 PM" on each page of a document, insert the following text and fields in a header or footer:

{ TITLE }, printed by { AUTHOR } on { PRINTDATE }


Field codes: TOC (Table of Contents) field

{ TOC [Switches ] }

Builds a table of contents. The TOC field collects entries for a table of contents using heading levels, specified styles, or entries specified by TC (Table of Contents Entry) fields. Word inserts the TOC field when you use the Index And Tables command (Insert menu).

Note   If the table of contents created by the TOC field affects the pagination of the document, you may have to update the field again to reflect the correct page numbers.

Switch	Does this
\a Identifier	Lists items captioned with the Caption command (Insert menu) but omits caption labels and numbers. The identifier corresponds to the caption label. For example, although a caption on page 12 is "Figure 8: Mercury", the field { TOC \a figures } displays entries as "Mercury............12".  Use the \c switch to build a table of captions with labels and numbers.
\b BookmarkName	Collects entries only from the portion of the document marked by the specified bookmark.
\c "SEQIdentifier "	Lists figures, tables, charts, or other items that are numbered by a SEQ (Sequence) field. Word uses SEQ fields to number items captioned with the Caption command (Insert menu). SEQIdentifier, which corresponds to the caption label, must match the identifier in the SEQ field. For example, { TOC \c tables } lists all numbered tables.
\f EntryIdentifier	Builds a table from TC fields. If EntryIdentifier is specified, the table is built only from TC fields with the same identifier (typically a letter). For example, { TOC \f t } builds a table of contents from TC fields such as { TC "Entry Text " \f t }.
\l Levels	Builds a table of contents from TC fields that assign entries to one of the specified levels. For example, { TOC \l 1-4 } builds a table of contents from TC fields that assign entries to levels 1-4 in the table of contents. TC fields that assign entries to lower levels are skipped.
\n Levels	Omits page numbers from the table of contents. Page numbers are omitted from all levels unless a range of entry levels is specified. For example, { TOC \n 3-4 } omits page numbers from levels 3 and 4. Delete this switch to include page numbers.
\o "Headings"	Builds a table of contents from paragraphs formatted with built-in heading styles. For example, { TOC \o "1-3" } lists only headings formatted with the styles Heading 1 through Heading 3. If no heading range is specified, all heading levels used in the document are listed. Enclose the range numbers in quotation marks.
\p "Separators "	Specifies the characters that separate an entry and its page number. For example, the field  { TOC \p "---" } displays a result such as "Selecting Text---53." The default is a tab with leader dots. You can use up to five characters, which must be enclosed in quotation marks.
\s Identifier	Includes a number such as a chapter number before the page number. The chapter or other item must be numbered with a SEQ field. Identifier must match the identifier in the SEQ field. For example, if you insert { SEQ chapter } before each chapter heading, { TOC \o "1-3" \s chapter } displays page numbers as 2-14, where "2" is the chapter number.
\d "Separator "	When used with the \s switch, specifies the number of characters (up to five) that separate the sequence numbers and page numbers. Enclose the characters in quotation marks. Word uses a hyphen (-) if no \d switch is specified. In the table of contents generated by { TOC \o "1-3" \s chapter \d ":" }, a colon (:) separates chapter numbers and page numbers—for example, "2:14."
\t "Style,Level, Style,Level,..."	Builds a table of contents from paragraphs formatted with styles other than the built-in heading styles. For example, { TOC \t "chaptertitle,1, chapterhead,2" } builds a table of contents from paragraphs formatted with the styles "chaptertitle" and "chapterhead." The number after each style name indicates the table of contents entry level that corresponds to that style. You can use both the \o switch and the \t switch to build a table of contents from built-in heading styles and other styles.
Examples

Field	Resulting contents
{ TOC }	All headings formatted with the built-in heading styles.
{ TOC \b Part1 \o "1-3" }	All headings formatted with the built-in styles Heading 1, Heading 2, and Heading 3, in the portion of the document marked with the bookmark "Part1".
{ TOC \c "Tables" }	Tables that you captioned with the Caption command (Insert menu).
{ TOC \f m }	Entries marked with TC fields that contain the "\f m" switch. For example, the entry marked by { TC "Map: Expeditions of Champlain" \f m } is listed, but the entry marked by { TC "The Port Royal Colony" \l 3 } isn't.


Field codes: UserAddress field

{ USERADDRESS ["NewAddress "] }

Inserts the user name and address from the Mailing Address box on the User Info tab in the Options dialog box (Tools menu).

Instruction	Explanation
"NewAddress "	Inserts an address you specify instead of the address on the User Info tab. You can use ENTER or SHIFT+ENTER to break the address lines or type the address on one line. NewAddress doesn't change the contents of the User Info tab.
Examples

The following example uses the USERNAME and USERADDRESS fields to produce a return address in a business letter.

Field	Sample results
{ USERADDRESS }	Patricia Loren 123 Killarny Way Anytown, WA  98001
{ USERADDRESS "P. J. Loren¶ P.O. BOX 9834¶ ANYTOWN  WA  98001" ¶ }	P. J. Loren P.O. BOX 9834 ANYTOWN  WA  98001


Field codes: UserInitials field

{ USERINITIALS ["NewInitials "] }

Inserts the user initials from the Initials box on the User Info tab in the Options dialog box (Tools menu).

Instruction	Explanation
"NewInitials "	Inserts the initials you specify instead of the initials on the User Info tab. NewInitials doesn't change the contents of the User Info tab.


Field codes: UserName field

{ USERNAME ["NewName "] }

Inserts the user initials from the Name box on the User Info tab in the Options dialog box (Tools menu).

Instruction	Explanation
"NewName "	Inserts the name you specify instead of the name on the User Info tab. NewName doesn't change the contents of the User Info tab.


Field codes: BarCode field

{ BARCODE \u "LiteralText " or Bookmark \b [Switches ] }

Inserts a postal bar code, which is a machine-readable form of address used by the United States Postal Service. The BARCODE field can insert either a POSTNET delivery-point bar code or a Facing Identification Mark, or FIM.

It's easier to insert postal bar codes with the Envelopes And Labels command (Tools menu).

Instruction	Explanation
"LiteralText "or  Bookmark	Delivery address and ZIP Code. When followed by the \b switch, a bookmark can replace LiteralText. For example, the bookmark "ENV_ZIPCODE1" represents the address in the active document; it's inserted by the Envelopes And Labels command (Tools menu). LiteralText can also be the result of a nested field.
Switches
\b	When preceded by a bookmark, uses the ZIP Code information from the address defined by the bookmark.
\f "letter "	Inserts a Facing Identification Mark (FIM), specified by letter: "A" inserts a courtesy reply mark; "C" inserts a business reply mark. "A" is inserted if you select the FIM-A Courtesy Reply Mail check box in the Envelope Options dialog box. To print a business reply mark, display field codes and change the letter to "C." You must have a POSTNET bar code to print FIM-A and FIM-C marks.
\u	Identifies the bar code as a United States postal address.
Examples

The fields { BARCODE ENV_ZIPCODE1 \b \u } and { BARCODE ENV_ZIPCODE1 \b \u \f "A" } are inserted with the Envelopes And Labels command (Tools menu).


Field codes: Database field

{ DATABASE [Switches ] }

Inserts the results of a database query in a Word table. If the number of columns is 32 or greater, the DATABASE field inserts the results of a query in columns separated by tabs. The DATABASE field contains all the information needed to connect to a database and perform a Structured Query Language (SQL) query. You update the field to query the database again.

A DATABASE field is inserted by the Database command (Insert menu).

Switch	Explanation
\b "Sum"	Specifies which attributes of the format set by the \l switch to apply to the table. If the \l switch is blank, the \b switch value must be 16 (AutoFit). Include the sum of any combination of the following values to specify the value for the switch. This value Specifies 0 None 1 Borders 2 Shading 4 Font 8 Color 16 AutoFit 32 Heading Rows 64 Last Row 128 First Column 256 Last Column For example, the switches "\l "3" \b "11" apply only the borders, shading, and color attributes of the table format set by the \l switch.
\c "ConnectInfo "	Specifies a connection to the data. For example, a query to a range of cells in Microsoft Excel might contain the connection instructions \c "DSN=MS Access Databases; DBQ=C:\\Data\\Sales93.mdb; FIL=RedISAM;".
\d "Location "	The path and filename of the database. Used for all database queries except a query to an SQL database table using ODBC. Use double backslashes in the path — for example: "C:\\Data\\Sales94.mdb".
\f "StartNumber "	Specifies the record number of the first data record to insert—for example: \f "2445".
\h	Inserts field names from the database as column headings in the resulting table.
\l "Format# "	Applies a format from the Table AutoFormat dialog box (Table menu) to the result of the database query. The number Format# is determined by the table format you select in the dialog box. If this switch is used and the \b switch doesn't specify the table attributes, Word inserts an unformatted table.
\s "SQL "	SQL instructions. You must insert a backslash (\) before each quotation mark in the instructions. For example, instructions for a Microsoft Access database might be as follows: "select * from \"Customer List\"".
\t "EndNumber "	Specifies the record number of the last data record to insert—for example: \t "2486".
Example

The following field results from a query to a Microsoft Access database through ODBC using the Database command (Insert menu):

{ DATABASE \d "C:\\Data\\Sales93.mdb" \c "DSN=MS Access Databases; DBQ=C:\\Data\\Sales93.mdb; FIL=RedISAM" \s "select * from \"Customer List\" " \f "2445" \t "2486" \l "2" }


Field codes: FileSize field

{ FILESIZE [Switches ] }

Inserts the size of the document, in bytes, using information from the Statistics tab in the Properties dialog box (File menu).

Switch	Explanation
\k	Displays the result in kilobytes (K), rounded to the nearest whole number.
\m	Displays the result in megabytes (MB), rounded to the nearest whole number.
Examples

Field	Results (in a 2,084,228-byte document)
{ FILESIZE \k }K { FILESIZE \m }MB	2084K 2 MB


Fields for online forms

{ FORMCHECKBOX }
{ FORMDROPDOWN }
{ FORMTEXT }

These fields insert a check box, a drop-down list, or a text box in a form. You cannot insert or modify these fields directly. They're inserted by the Form Field command (Insert menu) or by the Check Box Form Field, Text Form Field, and Drop-Down Form Field buttons on the Forms toolbar. To edit these fields, you must use the Form Field Options button on the Forms toolbar.


Field codes: Index field

{ INDEX [Switches ] }

Builds and inserts an index. The INDEX field collects index entries specified by XE (Index Entry) fields. The INDEX field is inserted by the Index And Tables command (Insert menu).

Switch	Explanation
\b Bookmark	Builds an index for the portion of the document marked by the specified bookmark. The field { INDEX \b Select } builds an index for the portion of the document marked by the bookmark "Select."
\c Columns	Creates an index with more than one column on a page. The field { index \c 2 } creates a two-column index. You can specify up to four columns.
\d "Separators "	Used with the \s switch, specifies the characters (up to five) that separate sequence numbers and page numbers. The field  { INDEX \s chapter \d " : " } displays page numbers in the format "2:14." A hyphen (-) is used if you omit the \d switch. Enclose the characters in quotation marks.
\e "Separators "	Specifies the characters (up to five) that separate an index entry and its page number. The { INDEX \e "; " } field displays a result such as "Inserting text; 3" in the index. A comma and space (, ) is used if you omit the \e switch. Enclose the characters in quotation marks.
\f "Identifier "	Creates an index using only the specified entry type. The index generated by { INDEX \f "a" } includes only entries marked with XE fields such as { XE "Selecting Text" \f "a" }. The default entry type is "I".
\g "Separators "	Specifies the characters (up to five) that separate a range of pages. Enclose the characters in quotation marks. The default is an en dash (–). The field { INDEX \g " to " } displays page ranges as "Finding text, 3 to 4".
\h "Heading "	Inserts text formatted with the Index Heading style between alphabetic groups in the index. Enclose the text in quotation marks. The field { INDEX \h "—A—" } displays the appropriate letter before each alphabetic group in the index. To insert a blank line between groups, use empty quotation marks: \h "".
\l "Separators "	Specifies the characters that separate multiple-page references. The default characters are a comma and a space (, ).You can use up to five characters, which must be enclosed in quotation marks. The field { INDEX \l " or " } displays entries such as "Inserting text, 23 or 45 or 66" in the index.
\p "Range "	Compiles an index for the specified letters. The field { INDEX \p a-m } generates an index for only the letters A through M. To include entries that begin with characters other than letters, use an exclamation point (!). The index generated by { INDEX \p !--t } includes any special characters, as well as the letters A through T.
\r	Runs subentries into the same line as the main entry. Colons (:) separate main entries from subentries; semicolons (;) separate subentries. The field { INDEX \r } displays entries such as "Text:  inserting 5, 9; selecting 2; deleting 15".
\s	When followed by a sequence name, includes the sequence number with the page number. Use the \d switch to specify a separator character other than the default, which is a hyphen (-).
Examples

The field { INDEX \s chapter \d "." } builds an index for a master document. Each subdocument is a chapter; the chapter titles include a SEQ field that numbers the chapters. The \d switch separates the chapter number and page number with a period (.). An index generated from this field looks similar to the following:

Aristotle, 1.2
Atmosphere
Earth, 2.6
Jupiter, 2.7
Mars, 2.6


Field codes: MergeSeq field

{ MERGESEQ }

Counts the number of data records that were successfully merged with the main document. Word starts numbering merged records from 1 each time you merge documents. The number may be different from the value inserted by the MERGEREC field.

For example, suppose that you merge only the range of records 10 through 25. The MERGESEQ number corresponding to the first data record merged is 1, even though the MERGEREC number for that data record is 10.


Field codes: Private field

{ PRIVATE }

Stores data for documents converted from other file formats. Word inserts a PRIVATE field when converting file formats; the field contains data needed for converting a document back to its original file format.

A PRIVATE field is formatted as hidden text and doesn't affect the document layout in Word. To hide a PRIVATE field, don't display hidden text.


Field codes: Section field

{ SECTION }

Inserts the number of the current section.

Example

To print text such as "Page 4 of Section 2" on each page of a document, insert the following fields and text in the header or footer:

Page { PAGE } of Section { SECTION }


Field codes: SectionPages field

{ SECTIONPAGES }

Inserts the total number of pages in a section. When using this field, you should restart page numbering from 1 in each section after the first section.

Example

To print text such as "Page 4 of 29" on each page of a document you've divided into sections, insert the following fields and text in the header or footer:

Page { PAGE } of { SECTIONPAGES }


Field codes: TA (Table of Authorities Entry) field

{ TA [Switches ] }

Defines the text and page number for a table of authorities entry.

Note   The TA field is formatted as hidden text and displays no result in the document. To view this field, display hidden text in the document.

Swtich	Explanation
\b	Applies bold formatting to the page number for the entry. The field { TA "Loren v. Mendel" \b } displays the entry as "Loren v. Mendel.........23" in the table of authorities. If the Table Of Authorities style for the entry already has bold formatting, the \b switch removes it.
\c "Category "	Specifies the entry category, which is a number that corresponds to the order of categories in the Category box in the Mark Citation dialog box. The number determines how citations are grouped in tables of authorities. The field { TA \l "Hotels v. Leisure Time" \c 2 } is included only in the table of authorities inserted by the field { TOA \c 2 }, where "2" corresponds to "Statutes." If you omit the \c switch, category 1 ("Cases") is the default.
\i	Makes the entry's page number italic. The field  { TA "Loren v. Mendel" \i } displays the entry as "Loren v. Mendel.........23 " in the table of authorities. The switch removes the italic formatting if the Table Of Authorities style for the entry is italic.
\l "Long "	Defines the long citation for the entry in the table of authorities. This citation is from the Long Citation box in the Mark Citation dialog box (Index And Tables command, Insert menu).
\r Bookmark	Inserts as the entry's page number the range of pages marked by the specified bookmark. The field { TA \l "Hotels Corporation v. Herder Assoc. 483 F.2d 247 (3d Cir. 1990)" \r hotelsvherder } displays the entry's page number in the format "20–25" in the table of authorities.
\s "Short "	Defines the abbreviated form of the entry; this citation is from the Short Citation box in the Mark Citation dialog box (Index And Tables command, Insert menu).
Examples

The field { TA \l "Baldwin v. Alberti, 58 Wn. 2d 243 (1961)" \s "Baldwin v. Alberti" \c 1 \b } creates the following entry in the "Cases" category of a table of authorities:

Baldwin v. Alberti,
58 Wn. 2d 243 (1961)	5,6


Field codes: TOA (Table of Authorities) field

{ TOA [Switches ] }

Builds and inserts a table of authorities. The TOA field collects entries marked by TA (Table of Authorities Entry) fields. To insert a TOA field, use the Index And Tables command (Insert menu).

Switch	Explanation
\c "Category "	Specifies the category of entries to collect in a table of authorities. A \c switch is required for each TOA field. The field { TOA \c 2 } collects only entries marked by TA fields such as { TA \l "Hotels v. Leisure Time" \c 2 }.
\b Bookmark	Collects entries only from the portion of the document marked by the specified bookmark.
\e "Separators "	Specifies the characters (up to five) that separate a table of authorities entry and its page number. Enclose the characters in quotation marks. A tab stop with leader dots is used if no \e switch is specified. In the table of authorities generated by the field { TOA \e ",  " } (specifying a comma and a space), entries are displayed as "Phillip v. Ella,  3".
\f	Removes the formatting of the entry text in the document from the entry in the table of authorities. For example, "Herder Assoc. v. Hotels Corporation 483 F.2d 247 (3d Cir. 1990) " in the document appears as "Herder Assoc. v. Hotels Corporation 483 F.2d 247 (3d Cir. 1990)" in the table of authorities.
\g "Separators "	Specifies the characters (up to five) that separate a range of pages. Enclose the characters in quotation marks. An en dash (–) is used if you omit the \g switch. The field { TOA \g " to " } displays page ranges as "Phillip v. Ella.........4 to 5" in the table of authorities.
\h	Includes the category heading for the entries in a table of authorities. The field { TOA \h \c "5" } inserts the heading "Treatises" above the table of authorities in the Treatises category.
\l	Specifies the characters (up to five) that separate multiple page references. Enclose the characters in quotation marks. If you omit the \l switch, Word uses a comma and a space (, ). The field { TOA \l "; " } displays entries as "Phillip v. Ella.........23; 45; 66" in the table of authorities.
\p	Replaces five or more different page references to the same authority with "passim"—for example, Phillip v. Ella.........passim".
\s Identifier	Includes a number, such as a case number or section number, before the page number. The item must be numbered with a SEQ field, and Identifier must match the identifier in the SEQ field. For example, if the { SEQ cases } field is used to number cases, { TOA \s cases } displays page numbers in the format "2-14", where "2" is the case number.
\d "Separator "	Used with the \s switch, specifies the characters (up to five) that separate the sequence numbers and page numbers. Enclose the characters in quotation marks. A hyphen (-) is used if no \d switch is specified. In the table of authorities generated by { TOA \s section \d ":" }, a colon separates the section and page numbers—for example, "Phillip v. Ella, VII:3."
Examples

The field { TOA \h \c 1 \p \f } builds a table of authorities from category 1 with the heading "Cases."

Cases
Baldwin v. Alberti,
58 Wn. 2d 243 (1961)	5,6
Dravo Corp. v. Metro. Seattle,
79 Wn. 2d 214 (1971)	passim


Field codes: XE (Index Entry) fields
Field codes: XE (Index Entry) field

{ XE "Text " [Switches ] }

Defines the text and page number for an index entry. You insert an XE field to define an item to include in the index.

The XE field is formatted as hidden text and displays no result in the document. To view this field, display hidden text in the document.

Instruction	Explanation
"Text "	Text you want to appear in the index. To indicate a subentry, include the main entry text and the subentry text, separated by a colon (:).
Switches
\b	Applies bold formatting to the entry's page number. The field { XE "Highlighting text" \b } displays the entry as "Highlighting text, 23" in the index. The switch removes bold formatting if the index style for the entry is bold.
\f "Type "	Defines an entry type. The entry for the field { XE "Selecting Text" \f "a" } is included only in an index inserted by the field { INDEX \f "a" }. The default entry type is "i."
\i	Makes the entry's page number italic. The field { XE "Finding text" \i } displays the entry as "Finding text, 23 " in the index. The switch removes the italic formatting if the index style for the entry is italic.
\r Bookmark	Inserts as the entry's page number the range of pages marked by the specified bookmark. The field { XE "Selecting text" \r SelectingText } displays the entry as "Selecting text, 20–25" in the index.
\t "Text "	Inserts the text in place of a page number.Enclose the text in quotation marks. The field { XE "Highlighting" \t "See Selecting" } displays the entry "Highlighting, See Selecting" in the index.


Field codes: Data field

{ DATA DataFile [HeaderFile ] }

In earlier versions of Word, this field was inserted in a mail merge main document to identify the data source. After the data source is attached, the field is no longer displayed. The DATA field isn't required in Word version 6.0 or later, and it cannot be inserted using the Field command (Insert menu). Files using the DATA field from previous versions of Word will work correctly.

Note   The DATA field can be used only at the beginning of a mail merge main document. It cannot be nested in another field.

Instruction	Explanation
DataFile	The filename of the data source. Include the path if the data source is in a different location than the main document; you must use double backslashes—for example, C:\\Lists\\Clients.doc.
Header File	The filename and path of the file that contains the header record. Specify the path for the data source.


Field codes: = (Formula) field

{ = Formula [Bookmark ] [\# Numeric Picture ] }

Calculates a number by using a mathematical formula. You can use the Formula command (Table menu) to insert an = (Formula) field in a table or in regular text.

Tip   If you're using a spreadsheet application, such as Microsoft Excel, embedding all or part of a worksheet in a document is often easier than using the = (Formula) field in a table.

Instruction	Explanation
Formula	An expression that can contain any combination of numbers, bookmarks that refer to numbers, fields resulting in numbers, and the available operators and functions. The expression can refer to values in a table and values returned by functions. For information about Click Operators Functions Table references .
Bookmark	The name of a bookmark that refers to one or more values.
\# Numeric-Picture	Specifies how to display the result of the calculation — the number of decimal places, how to display negative numbers, and so on. For more information, click  [image].
Examples

The following field subtracts from a value represented by the bookmark GrossSales. The numeric picture switch displays the results with a currency sign—for example: $14,786.17.

{ = GrossSales-29,897.62 \# "$#,##0.00" }

The following = (Formula) field computes the total number of pages in a document whose page numbering starts at 47; it displays a result such as "Page 51 of 92".

Page { PAGE } of { = (47 - 1) + { NUMPAGES } }

The following examples refer to values in a table. Cell references refer to cells in the table that contains the = (Formula) field. If the field isn't in the referenced table, mark the table with a bookmark and specify the bookmark, followed by the cell references.

Field	Result
{ = SUM(ABOVE) } (inserted in a table cell)	The sum of cells, from the cell above the field to the top of the column or to the first blank cell or illegal value.
{ = (Table3 C3) }	The contents of the cell in the third column of the third row of the table marked by the bookmark "Table3".
{ = MIN(Table3 A1:D3) }	Smallest value in the first four cells in the third row of the table marked by the bookmark "Table3".


Mathematical and relational operators

In an = (Formula) field, you can use any combination of values and the following mathematical and relational operators.

Operator	Description
+	Addition
–	Subtraction
∗	Multiplication
/	Division
%	Percentage
^	Powers and roots
=	Equal to
<	Less than
< =	Less than or equal to
>	Greater than
> =	Greater than or equal to
< >	Not equal to


Functions used by the = (Formula) field

The = (Formula) field can use values returned by the following functions. Functions with empty parentheses can accept any number of arguments separated by commas (,) or semicolons (;). Arguments can be numbers, formulas, or bookmark names.

Note   The following functions can accept references to table cells as arguments:  AVERAGE(), COUNT(), MAX(), MIN(), PRODUCT(), and SUM().

Function	Returns
ABS(x)	The positive value of a number or formula, regardless of its actual positive or negative value.
AND( x,y)	The value 1 if the logical expressions x and y are both true, or the value 0 (zero) if either expression is false.
AVERAGE( )	The average of a list of values.
COUNT( )	The number of items in a list.
DEFINED(x)	The value 1 (true) if the expression x is valid, or the value 0 (false) if the expression cannot be computed.
FALSE	0 (zero).
IF(x,y,z)	The result y if the conditional expression x is true, or the result z if the conditional expression is false. Note that y and z (usually 1 and 0 (zero)) can be either any numeric value or the words "True" and "False."
INT(x)	The numbers to the left of the decimal place in the value or formula x.
MIN( )	The smallest value in a list.
MAX( )	The largest value in a list.
MOD(x,y)	The remainder that results from dividing the value x by the value y a whole number of times.
NOT(x)	The value 0 (zero) (false) if the logical expression x is true, or the value 1 (true) if the expression is false.
OR(x,y)	The value 1 (true) if either or both logical expressions x and y are true, or the value 0 (zero) (false) if both expressions are false.
PRODUCT( )	The result of multiplying a list of values. For example, the function { = PRODUCT (1,3,7,9) } returns the value 189.
ROUND(x,y)	The value of x rounded to the specified number of decimal places y; x can be either a number or the result of a formula.
SIGN(x)	The value 1 if x is a positive value, or the value –1 if x is a negative value.
SUM( )	The sum of a list of values or formulas.
TRUE	1.


General Switches

General switches are optional instructions that modify the format of, or prevent changes to, the information that results from a field. You can use the following four general switches with most fields.

Switch type	Description
Format (\*)	Specifies number formats, capitalization, and character formatting; prevents changes to the existing format of the field results when a field is updated. For more information, click
Numeric Picture (\#)	Specifies the display of a numeric result, including the number of decimal places and the use of currency symbols. For more information, click
Date-Time Picture (\@)	Sets the format for fields that have a date or time result. For example, 6/16/95, Friday 12:35 p.m. For more information, click
Lock Result (\!)	Prevents the updating of fields that are contained in text inserted by a BOOKMARK, INCLUDETEXT, or REF field. For more information, click
Note   You cannot use general switches with the following fields:

AUTONUM	EQ (Equation)	TA (Table of Authorities)
AUTONUMLGL	GOTOBUTTON	TC (Table of Contents Entry)
AUTONUMOUT	MACROBUTTON	XE (Index Entry)
EMBED	RD (Referenced Document)


Format (\*) field switch

Specifies how to display field results. The format instructions determine the use of uppercase and lowercase letters; number formats—for example, whether "9" is displayed as "ix" (roman numerals) or "ninth" (ordinal text); and character formats. Format switches also retain a field result's formatting when the field is updated.

What do you want to know more about?

Capitalization formats

Number formats

Character formats and protecting previously applied formats


Capitalization formats

This switch	Capitalizes
\* Caps	The first letter of each word. For example, { FILLIN "Type your name:" \* Caps } displays "Julie Tanner" even if the name is typed in lowercase letters.
\* FirstCap	The first letter of the first word. For example, { COMMENT \* FirstCap } displays "Weekly report on sales".
\* Upper	All letters. For example, { QUOTE "word" \* Upper } displays "WORD".
\* Lower	None of the text; all letters are lowercase. For example, { FILENAME \* Lower } displays "Memo Of 9/7/95.doc". Note   This switch has no effect if the entire field that contains the switch is formatted as small capital letters.


Number formats
This switch	Displays numbers as
\* alphabetic	Alphabetic characters. The result has the same case as the word "alphabetic" in the field codes. For example, { SEQ appendix \* ALPHABETIC } displays "B" (instead of "2"), and { SEQ appendix \* alphabetic } displays "b".
\* Arabic	Arabic cardinal numerals. For example, { PAGE \* Arabic } displays "31". Note   If the Number Format setting in the Page Number Format dialog box (Page Numbers command, Insert menu) is not arabic, this switch overrides the Number Format setting.
\* CardText	Cardinal text. The text is formatted in lowercase letters unless you add a format switch to specify a different capitalization. For example, { = SUM(A1:B2) \* CardText } displays "seven hundred ninety", and { = SUM(A1:B2) \* CardText \* Caps } displays "Seven Hundred Ninety".
\* DollarText	Cardinal text. Word inserts "and" at the decimal place and displays the first two decimals (rounded) as arabic numerators over 100. The text is formatted in lowercase letters unless you add a format switch to specify a different capitalization. For example, { = 9.20 + 5.35 \* Dollartext \* Upper } displays "FOURTEEN and 55/100".
\* Hex	Hexadecimal numbers. For example, { QUOTE "458" \* Hex } displays "1CA".
\* OrdText	Ordinal text. The text is formatted in lowercase letters unless you add a format switch to specify a different capitalization. For example, { DATE \@ "d" \* OrdText } displays "twenty-first", and { DATE \@ "d" \* ordtext \* FirstCap } displays "Twenty-first".
\* Ordinal	Ordinal arabic text. For example, { DATE \@ "d" \* Ordinal } displays "30th".
\* roman	Roman numerals. The result has the same case as the word "roman" in the field codes. For example, { SEQ CHAPTER \* roman } displays "xi", and { SEQ CHAPTER \* ROMAN } displays "XI".


Character formats and previously applied formats

This switch	Applies
\* charformat	The formatting of the first letter of the field type to the entire result. The result of the following example has bold formatting because the "R" in "REF" is bold. { REF ch2title \* charformat } displays "Whales of the Pacific". Note   To add this switch, type it in the field codes or in the Field Codes box in the Field dialog box (Insert menu, Field command).
\* MERGEFORMAT	The formatting of the previous result to the new result. For example, if you select the name displayed by the field { AUTHOR \* MERGEFORMAT } and apply bold formatting, Word retains the format if the author name changes.


Numeric Picture (\#) field switch

Specifies the display of a numeric result. This switch is called a "picture" switch because you use symbols to represent the format of the field result. For example, the switch \# $#,##0.00 in { = SUM(ABOVE) \# $#,##0.00 } displays a result such as "$4,455.70." If the result of a field is not a number, this switch has no effect.

Combine the following instructions to build a numeric picture switch.

Note   Quotation marks are not required around simple numeric pictures that do not include spaces — for example, { MarchSales \# $#,##0.00 }. For more complex numeric pictures and those that include text or spaces, enclose the numeric picture in quotation marks, as shown in the following examples. Word adds quotation marks to numeric picture switches if you insert a field by using the Field command (Insert menu) or the Formula command (Table menu).

Picture item	Does the following
0 (zero)	Displays a digit in place of the 0 (zero) in the result. If the result value does not include a digit in that place, Word displays a 0 (zero). For example, { = 4 + 5 \# 00.00 } displays "09.00".
#	Displays a digit in place of the "#" only if the result requires it. If the result does not include a digit, Word displays a space. For example, { = 9 + 6 \# $### } displays "$ 15".
x	Drops digits to the left of the "x" placeholder. If the placeholder is to the right of the decimal point, Word rounds the result to that place. For example, { = 111053 + 111439 \# x## } displays "492". { = 1/8 \# 0.00x } displays "0.125". { = 3/4 \# .x } displays ".8".
. (decimal point)	Determines decimal point position. For example, { = SUM(ABOVE) \# $###.00 } displays "$495.47". Note   Use the decimal symbol specified in the Regional Settings Properties dialog box in the Windows Control Panel.
, (digit grouping symbol)	Separates series of three digits. For example, { = NetProfit \# $#,###,### } displays "$2,456,800". Note   Use the digit grouping symbol specified in the Regional Settings Properties dialog box in the Windows Control Panel.
- (minus sign)	Adds a minus sign to a negative result, or adds a space if the result is positive or 0 (zero). For example, { = 10 - 90 \# -## } displays "-80".
+ (plus sign)	Adds a plus sign to a positive result, a minus sign to a negative result, or a space if the result is 0 (zero). For example, { = 100 - 90 \# +## } displays "+10", and { = 90 - 100 \# +## } displays "-10".
%, $, *, and so on	Includes the specified character in the result. For example, { = netprofit \# "##%" } displays "33%".
"positive; negative"	Specifies different number formats for positive and negative results. For example, if the bookmark Sales95 is a positive value, the field { Sales95 \# "$#,##0.00;-$#,##0.00" } displays the value with regular formatting — for example, "$1,245.65". A negative value is displayed with bold formatting and a minus sign — for example, "-$ 345.56".
"positive; negative; zero"	Specifies different number formats for a positive result, a negative result, and a 0 (zero) result. For example, depending on the value of the Sales95 bookmark, { Sales95 \# "$#,##0.00;($#,##0.00);$0" } displays positive, negative, and 0 (zero) values as follows: $1,245.65, ($ 345.56), $0
'text'	Adds text to the result. Enclose text in single quotation marks. For example, { = { Price } *8.1% \# "$##0.00 'is sales tax' " } displays "$347.44 is sales tax".
`numbereditem`	Displays the number of the preceding item that you numbered by using the Caption command (Insert menu) or by inserting a SEQ field. Enclose the item identifier, such as "table" or "figure," in accents grave (`). The sequential number is displayed in arabic numerals. For example, { = SUM(A1:D4) \# "##0.00 'is the total of Table' `table`" } displays "456.34 is the total of Table 2".


Date-Time Picture (\@) field switch

Specifies the display of a date or time. This switch is called a "picture" switch because you use symbols to represent the format of the field result. For example, the switch \@ "dddd, MMMM d, yyyy" in the field { DATE \@ "dddd, MMMM d, yyyy" } displays "Friday, November 10, 1995." Combine date and time instructions — day (d), month (M), and year (y); hours (h) and minutes (m) — to build a date-time picture. You can also include text, punctuation, and spaces.

What do you want to know more about?

Date instructions

Time instructions

AM/PM and other text and punctuation

Note   Quotation marks are not required around simple date-time pictures that do not include spaces or text — for example, { DATE \@ mm/yy }. For more complex date-time pictures and those that include spaces or text, enclose the entire date-time picture in quotation marks; for example, { DATE \ @ "dddd MMMM d, yyyy', at' h:mm" }). Word adds quotation marks to date-time picture switches if you insert a field by using the Date And Time command or the Field command (Insert menu).


Date instructions

Month (M)

The letter "M" must be uppercase to distinguish months from minutes.

Picture item	Displays the month as
M	A number without a leading 0 (zero) for single-digit months. For example, July is "7".
MM	A number with a leading 0 (zero) for single-digit months. For example, July is "07".
MMM	A three-letter abbreviation. For example, July is "Jul".
MMMM	The full name of the month.
Day (d)

Displays the day of the month or the day of the week. The letter "d" can be either uppercase or lowercase.

Picture item	Displays the day of the month or week as
d	A number without a leading 0 (zero) for single-digit days. For example, the sixth day of the month is displayed as "6".
dd	A number with a leading 0 (zero) for single-digit days. For example, the sixth day of the month is displayed as "06".
ddd	A three-letter abbreviation. For example, Tuesday is displayed as "Tue".
dddd	The full name of the day of the week.
Year (y)

Displays the year as two or four digits. The letter "y" can be either uppercase or lowercase.

Picture item	Displays the year as
yy	Two digits with a leading 0 (zero) for years 01 through 09. For example, 1995 is displayed as "95", and 2006 is displayed as "06".
yyyy	Four digits.


Time instructions

Hours (h)

A lowercase letter "h" bases time on the 12-hour clock. An uppercase letter "H" bases time on the 24-hour clock; for example, 5 P.M. is displayed as "17".

Picture item	Displays the hour
h or H	Without a leading 0 (zero) for single-digit hours. For example, the hour of 9 A.M. is displayed as "9".
hh or HH	With a leading 0 (zero) for single-digit hours. For example, the hour of 9 A.M. is displayed as "09".
Minutes (m)

The letter "m" must be lowercase to distinguish minutes from months.

Picture item	Displays minutes
m	Without a leading 0 (zero) for single-digit minutes. For example, { TIME \@ "m" } displays "2".
mm	With a leading 0 (zero) for single-digit minutes. For example, { TIME \@ "mm" } displays "02".


AM/PM and other text and punctuation

Displays A.M. and P.M. in one of four formats. To change the A.M. and P.M. symbols, change the settings in the Regional Settings Properties dialog box in the Windows Control Panel.

Picture item	Displays A.M. and P.M. as
AM/PM	Uppercase. For example, { TIME \@ "h AM/PM" } displays "9 AM" or "5 PM".
am/pm	Lowercase. For example, { TIME \@ "h am/pm" } displays "9 am" or "5 pm".
A/P	Abbreviated uppercase. For example,  { TIME \@ "h A/P" } displays "9 A" or "5 P".
a/p	Abbreviated lowercase. For example, { DATE \@ "h a/p" } displays "9 a" or "5 p".
Picture item	Includes in a date or time
'text'	Any specified text. Enclose the text in single quotation marks. For example, { TIME \@ "HH:mm 'Greenwich mean time' " } displays "12:45 Greenwich mean time".
character	The specified character, such as a : (colon), - (hyphen), * (asterisk), or space. For example, { DATE \@ "HH:mm MMM-d, 'yy" } displays  "11:15 Nov-6, '95".
`numbereditem`	The number of the preceding item that you numbered by using the Caption command (Insert menu) or by inserting a SEQ field. Enclose the item identifier, such as "table" or "figure," in accents grave (`). Word displays the sequential number in arabic numerals. For example, { PRINTDATE \@ "'Table' `table` 'was printed on' M/d/yy" } displays "Table 2 was printed on 9/25/95".


Lock Result (\!) field switch

Prevents a field that is included in the result of a BOOKMARK, INCLUDETEXT, or REF field from being updated unless the field result in the original location has changed. Without this switch, Word will update fields included in a field result whenever the BOOKMARK, INCLUDETEXT, or REF field is updated.

For example, the field { INCLUDETEXT C:\\Sales\Qtr4 Sales.doc \! } inserts the contents of the document "Qtr4 Sales.doc," which contains a DATE field and an EMBED field. If you update the INCLUDETEXT field, the "\!" switch prevents Word from updating the DATE and EMBED fields in the included text unless they are first updated in the original document ("Qtr4 Sales.doc") The switch ensures that the text inserted by the INCLUDETEXT field matches the text in the original document. To update the DATE and EMBED fields in both locations, update fields in the original document ("Qtr4 Sales.doc"), and then update the INCLUDETEXT field.


Convert footnotes to endnotes and vice versa

After you insert footnotes in a document, you can change them to endnotes, or vice versa. You can convert an individual note or change all notes.

What do you want to do?

Convert one or more notes to footnotes or endnotes

Convert all notes to footnotes or endnotes


Move, copy, or delete footnotes and endnotes

When you want to move, copy, or delete a note, you work with the note reference mark in the document window, not the text in the note pane. If you move, copy, or delete an automatically numbered note reference mark, Word renumbers the notes in the new order.

What do you want to do?

Move or copy a footnote or endnote

Delete a footnote or endnote


Footnote and endnote options

To	Click
Display all footnotes or all endnotes in the document	All Footnotes or All Endnotes
Change the line that separates notes from the document text	Footnote Separator or Endnote Separator
Create a line that separates document text from notes that continue onto the next page	Footnote Continuation Separator or Endnote Continuation Separator
Add a notice that notes continue to another page	Footnote Continuation Notice or Endnote Continuation Notice, and then type the text — for example, type Endnotes continued on the next page.


Change note separators and add continuation notices

Word separates document text from footnotes and endnotes with a short horizontal line called a note separator. If notes overflow onto the next page, Word prints a longer line called a continuation separator, to which you can add text. You can customize separators by adding borders, text, or graphics.

What do you want to do?

Change or remove note separators

Create a note continuation notice


Change or remove note separators

1	On the View menu, click Footnotes.

2	Click All Footnotes or All Endnotes.

3	To change the separator that appears between the document text and notes, click Footnote Separator or Endnote Separator.

To change the separator for notes that continue from the previous page, click Footnote Continuation Separator or Endnote Continuation Separator.

4	To edit the separator, make the changes you want.

To remove the separator, select it, and then press DELETE. To restore the default separator, click Reset.

Note   Note text does not appear with the separator.


Create a note continuation notice

1	On the View menu, click Footnotes.

2	Click All Footnotes or All Endnotes.

3	To indicate that notes continue on the next page, click Footnote Continuation Notice or Endnote Continuation Notice.

4	In the note pane, type the text you want to use for the continuation notice.

Note   To view the continuation notice as it appears in the document, click  [image]  on the horizontal scroll bar. To edit the notice, click  [image]  on the horizontal scroll bar, click Footnotes on the View menu, click Footnote Continuation Notice or Endnote Continuation Notice, and then make the changes you want. For more information, click  [image].


Change the placement of footnotes and endnotes

1	On the Insert menu, click Footnote.

2	Click Options.

3	Click the All Footnotes or All Endnotes tab.

4	In the Place At box, click the option you want.


Refer to the same footnote or endnote more than once

1	Click where you want the reference located.

2	Click Cross-reference on the Insert menu.

3	In the Reference Type box, click Footnote or Endnote.

4	In the For Which box, click the note to which you want to refer.

5	In the Insert Reference To box, click Footnote Number or Endnote Number.

6	Click Insert, and then click Close.

Note   The new numbers that Word inserts are actually cross-references to the original reference mark. If you add, delete, or move notes, Word updates the cross-reference numbers when you print the document or press F9.


 Change the number format of note reference marks

1	On the Insert menu, click Footnote.

2	Click Options.

3	Click the All Footnotes or All Endnotes tab.

4	In the Number Format box, click the option you want.


 Delete a footnote or endnote

•	In the document window, select the reference mark of the note you want to delete, and then press DELETE.

Note   To delete all automatically numbered footnotes or endnotes, click Replace on the Edit menu, click Special, and then click Endnote Mark or Footnote Mark. Make sure the Replace With box is empty, and then click Replace All. You cannot delete all custom footnote reference marks at one time.


Move or copy a footnote or endnote

A note contains two linked parts: the note reference mark and the note text. When you want to move or copy a note, you work with the note reference mark in the document, not the text in the note pane. If you move or copy an automatically numbered note reference mark, Word renumbers the notes in the new order.

1	In the document, select the note reference mark you want to move or copy.

2	To move the note reference mark, drag the note reference mark to the new location.

To copy the reference mark, hold down CTRL, and then drag the note reference mark to the new location.


Convert all notes to footnotes or endnotes

1	On the Insert menu, click Footnote.

2	Click Options.

3	Click Convert.

4	Click the option you want.


Convert one or more notes to footnotes or endnotes

1	On the View menu, click Footnotes.

2	Click All Footnotes or All Endnotes, and then select the notes you want to convert.

3	Point to the selected notes, and then click the right mouse button.

4	Click Convert To Footnotes or Convert To Endnotes.


Restart note numbers from 1 on each page or in each section

1	On the Insert menu, click Footnote.

2	Click Options.

3	Click the All Footnotes or All Endnotes tab.

4	Next to Numbering, click the option you want.


Number notes sequentially between multiple documents

To number notes sequentially between multiple documents that are not connected, you must set the starting number of notes for each document.

1	On the Insert menu, click Footnote.

2	Click Options.

3	Click the All Footnotes or All Endnotes tab.

4	Next to Numbering, click Continuous.

5	In the Start At box, enter the starting number you want.

Note   Word automatically numbers the notes sequentially between documents that are part of a master document or if you've used INCLUDE or INCLUDETEXT fields to connect the documents.


Troubleshoot using footnotes and endnotes

What do you need help with?

I deleted the footnote text but the number still appears in my document.

How can I delete a footnote or endnote separator?

Some of the footnotes or endnotes have disappeared.

How do I print endnotes on a separate page instead of on the last page of a document or section?

The note separator line isn't printed.


I deleted the footnote text but the number still appears in my document.

You must delete the reference mark that corresponds to the note. You can't remove a note by deleting the note text —  although the note text disappears, the last paragraph mark (¶) isn't deleted and the reference mark remains in the document.


Some of the footnotes or endnotes have disappeared.

In normal view, you can display footnotes or endnotes by double-clicking a note reference mark in the document, and then clicking All Footnotes or All Endnotes in the Notes box at the top of the note pane.

If you delete an area of text that contains note reference marks, Word also deletes the corresponding note text. If you accidentally delete a note reference mark, click  [image].


How do I print endnotes on a separate page instead of on the last page of a document or section?

To start endnotes on a separate page, insert a page break at the end of the section or the document, depending on where endnotes are placed. Click where you want the page to break, click Break on the Insert menu, and then click Page Break.


The note separator line isn't printed
The note separator line isn't printed.

Some printers cannot produce the note separator line if you're printing in draft mode. On the Tools menu, click Options, click the Print tab, clear the Draft Output check box, and then try again to print the document.


Online and printed forms

A form is a template or document with empty areas in which to collect and organize information. An online form can have text boxes to fill in, check boxes to select and clear, and drop-down boxes that contain a list of items from which to select answers. You can also create a form that is printed and then filled in on paper. To create a form, you can use tables, or you can use the sample forms that ship with Word. A selection of business forms is available in the Templates subdirectory of the Word program directory.


Create a form

You can create forms that are filled in online or printed and then filled in on paper. Online forms can be distributed and collected via electronic mail or other kind of network. You can add Help messages to online forms to assist users.

What do you want to do?

Create an online form

Create a printed form


Create an online form

You must create and save an online form as a new template so that macros and AutoText entries are available to users who fill in the form.

1	Create a new template.

How?

2	Design the form.

How?

3	On the View menu, click Toolbars.

4	Select the Forms check box, and then click OK.

5	For each form field you want to add, click the document where you want users to insert information, and then click  [image],  [image], or  [image].

6	To set options for the form field, double-click the form field.

7	When you finish designing the form, click  [image] so that users can enter information only in the form fields.

8	Save and close the template.

Tip   Form fields are shaded for easy identification. You can turn form field shading off or on by clicking  [image].


Create a printed form

1	Create a new document.

2	Design the form.

How?

3	Print the form.

4	Save the form.


Prevent users from changing a form

After creating an online form, you must "protect" it so that users can enter information only in the form fields.

1	On the Tools menu, click Protect Document.

2	Click Forms.

3	To protect the entire form, click OK.

To protect only parts of a form, those parts must be in separate sections. Click Sections, and then select the check boxes in front of the sections you want to protect.

To assign a password to the form, type a password in the Password box.

Note   Once you have assigned a password, you must use the same password each time you want to change the document, typing uppercase and lowercase letters, numbers, symbols, and spaces exactly as you did for the original password.


Fill in an online form

1	On the File menu, click New.

2	Click the template for the form you want to use, click Document, and then click OK.

3	Fill in the form by entering information in each form field. You can use the TAB, ENTER, or arrow keys to move between fields.

4	On the File menu, click Save As.

5	In the File Name box, type a name for the copy of the form that contains the information you entered.

To save the form as a document, click Word Document in the Save As Type box.

Note   If you do not know what to enter in an online form box, click the form field, and then check the status bar or press F1. The designer of the form may have added text to assist you.


Format text typed into an online form

1	Make sure that the document is not protected.

How?

2	Select the text form field.

3	On the Format menu, click Font, and then select the options you want.

Tip   To apply the same formatting to more than one form field, click the form field that has the formatting you want to copy, click  [image], and then click the form field you want to apply the formatting to.


Change an existing online form

1	Make sure that the document is not protected.

How?

2	Double-click the form field.

3	Select the options you want.


Add macros to form fields in an online form

Any macro saved in the form template can run automatically when the insertion point enters or exits a form field. For example, if a user selects a Married check box, an exit macro could activate other related fields, such as Name of Spouse.

1	Copy the macros you want to assign into the form template.

How?

2	Double-click the form field to which you want to assign a macro.

3	To run a macro when the insertion point enters the form field, click the macro in the Entry box.

To run a macro when the insertion point exits the form field, click the macro in the Exit box.

Note   If you distribute a form to others who may not have the same macros in their Normal template, automatic macros may not run. Macros that you use in the form should be stored in the form template so that they will be available to users who fill in the form.


Add Help text to be displayed in an online form

1	Double-click the form field to which you want to add Help text.

2	Click Add Help Text.

3	To display Help text in the status bar, click the Status Bar tab.

To display Help text in a message box when users press F1, click the Help Key (F1) tab.

4	Select the options you want.


Designing a form

Many forms, such as contracts, consist solely of text, with form fields inserted throughout the document so users can provide specific information. Other forms are based on a grid, in which you can combine features such as tables to align text, borders to designate text areas to be filled in, and shading to emphasize headings and other special elements that make the form more attractive and easier to use.

Note   Word displays table gridlines on the screen but does not print them. To add lines that Word can print between table cells or around tables, click  [image].


Display or remove shading in a form field

1	On the View menu, click Toolbars, and then select the Forms check box.

2	Click  [image].


Add items to a drop-down list in an online form

1	Make sure that the document is not protected.

How?

2	Double-click the drop-down form field.

3	In the Drop-Down Item box, type the item.

4	Click Add.


Remove items from a drop-down list in an online form

1	Make sure that the document is not protected.

How?

2	Double-click the drop-down form field.

3	In the Items In Drop-Down List box, click the item.

4	Click Remove.


Change the order of items in a drop-down list in an online form

1	Make sure that the document is not protected.

How?

2	Double-click the drop-down form field.

3	In the Items In Drop-Down List box, click the item you want to move.

4	To move the selected items up or down in the list, click the arrow buttons.


Options in a text form field

Option	Purpose
Regular Text	Accepts text, numbers, symbols, or spaces
Number	Accepts numbers
Date	Accepts a date
Current Date/Current Time	Displays current date or time. Users cannot change this field.
Calculation	Uses an =(Formula) field to calculate numbers   For more information


Troubleshoot online and printed forms

What do you want help with?

My form fields don't work.

How do I set or change the size of my text form fields?

I can't change my form fields.

My borders are not printing.

The edge of my form is not printing.

There is no arrow on my drop-down list box.

The macros don't run when a user fills in my form on another computer.

I see {FORMTEXT}, {FORMCHECKBOX}, or {FORMDROPDOWN} instead of my form fields.

I can't type any more text in the Type Your Own box when creating a custom Help message.

There are no macros in my Entry or Exit box.

The TAB key doesn't move the insertion point to the correct form field.

I can't save my online form.

Why doesn't the size of my check box change when I apply formatting?


My form fields don't work.

•	On the Tools menu, click Protect Document, and then click Forms. Until you protect a document, users cannot type in a text box, select or clear a check box, or see a drop-down arrow to display the available items in a drop-down list.


Setting or changing the size of text form fields

•	To change the font size of text that users enter in the form field, click the form field, and then use the Font Size box on the Formatting toolbar.

•	To set the width for a text form field, use a table. For example to create a 2-inch-wide text form field, create a 2-inch-wide table cell, and then insert the text form field inside the cell.


I can't change my form fields.

•	To change a form field, click Unprotect Document on the Tools menu, and then double-click the form field you want to change.


My borders are not printing.

•	Check the printing options in Word. On the Tools menu, click Options, click the Print tab, and then clear the Draft Output check box.

•	On the Table menu, click Gridlines. If the borders disappear, they were gridlines, not borders. Word displays table gridlines on the screen but does not print them. To print the lines between cells, add borders by clicking  [image].


The edge of my form is not printing.

•	Most printers cannot print to the edge of a page. The minimum amount of space needed between the margin and the edge of the page varies by printer. Decrease the margins of the form.


The macros don't run when a user fills in my form on another computer.
The macros don't run when a user fills in my online form on another computer.

•	Make sure that the template used to create the form contains the macros users need to fill in the form. You might need to add these macros to the template.

How?


I see {FORMTEXT}, {FORMCHECKBOX}, or {FORMDROPDOWN} instead of my form fields.
I see {FORMTEXT}, {FORMCHECKBOX}, or {FORMDROPDOWN} instead of my form fields

•	Word is displaying field codes instead of form fields. To display form fields, press ALT+F9.


I can't type any more text in the Type Your Own box when creating a custom Help message.

•	A Help message window can contain a maximum of 255 characters. A Help message in the status bar can contain a maximum of 138 characters.


There are no macros in my Entry or Exit box.

•	You have not added any macros to the template used to create the form. You need to move or create macros in the template.

How?


The TAB key doesn't move insertion point to the correct form field.

•	Depending on how your form is designed, the TAB key may not move the insertion point to the correct form field. You can specify that the insertion point automatically moves from one form field to another by using an Exit macro.

How?


I can't save my online form.

•	On the File menu, click Save As. You must give the form a unique name to save a copy of the form that contains the information you entered. To save the form as a document, click Word Document in the Save As Type box.


Why doesn't the size of my check box change when I apply formatting?

•	The size of the check box depends on the font size of the text users will enter in the check box. To have the check box size change automatically to accommodate the size of entered text, double-click the check box form field, and then click Auto.


Remove protection from an online form.
Remove protection from an online form

To make online form fields active so that users can enter information but cannot accidentally change a form as they fill it in, the form must be locked, or "protected." Before you can change a form, you must remove this protection.

•	On the Tools menu, click Unprotect Document.

If the online form or document requires a password, type the password.

Tip   When you are designing a form, you can quickly protect a form or remove protection from it by clicking  [image].


Select a grammar and style rule group

1	On the Tools menu, click Options, and then click the Grammar tab.

2	In the Use Grammar And Style Rules box, click the rules you want.

Tip   You can customize any of the built-in grammar and style rule groups by choosing whether or not to apply some or all of the specific rules in a group. You can also create and save up to three custom rule groups.

How?


Check grammar and readability

When you finish checking the grammar in a document, Word displays information about the reading level of the document.

•	On the Tools menu, click Grammar.

If Word identifies a sentence that contains possible grammar or style errors, it displays the sentence in the Sentence box.

Note   If the Grammar command does not appear on the Tools menu, you need to install the grammar checker.

How?


Customize or create grammar and style rules

1	On the Tools menu, click Options, and then click the Grammar tab.

2	To change an existing grammar or style rule group, click Strictly (All Rules), For Business Writing, or For Casual Writing.

To create a new set of rules, click Custom 1, 2, or 3.

3	Click Customize Settings.

4	Click Grammar or Style.

5	In the box below Grammar or Style, select or clear the check boxes to the left of the grammar or style rules.

Note   To restore the original rules of the selected rule group, click Reset All.


Readability formulas

After Word completes a grammar check, readability statistics are displayed, including the following readability formulas:

Flesch Reading Ease

This index computes readability based on the average number of syllables per word and the average number of words per sentence. Scores range from 0 (zero) to 100. The average writing score is approximately 60 to 70. The higher the score, the greater the number of people who can readily understand the document.

Flesch-Kincaid Grade Level

This index computes readability based on the average number of syllables per word and the average number of words per sentence. The score in this case indicates a grade-school level. For example, a score of 8.0 means that an eighth grader would understand the document. Standard writing approximately equates to the seventh-to-eighth-grade level.

Coleman-Liau Grade Level

This index determines a readability grade level based on characters per word and words per sentences.

Bormuth Grade Level

This index also determines a readability grade level based on characters per word and words per sentences.


Create headers and footers

A header or footer is text or graphics that is usually printed at the top or bottom of every page in a document. A header is printed in the top margin; a footer is printed in the bottom margin.

You can use a unique header or footer on the first page of the document or each section, or omit a header or footer on the first page of the document or section. You can also use different headers and footers on odd and even pages or for each section in a document.

What do you want to do?

Create a header or footer

Create a unique header or footer for the first page of a document or section

Create different headers or footers for odd and even pages

Create different headers and footers for each chapter or section


Position headers or footers

You can change the horizontal position of headers and footers by  centering the header or footer between the left and right margins, aligning it with the left or right margin, or running the header or footer text into the margin. You can also change the vertical position of headers and footers by adjusting the distance from the top or bottom edge of the pages as well as the amount of space that appears between the document text and the header or footer.

What do you want to do?

Adjust the horizontal position of a header or footer

Adjust the vertical position of a header or footer

Change the distance between body text and a header or footer


Create a header or footer

1	On the View menu, click Header And Footer.

2	On the Header And Footer toolbar, click  [image]  to move to the header or footer area.

3	Enter the text or graphics you want.

To insert	Do this
Text	Type the text within the dashed line that surrounds the header or footer area.
Page numbers	Click
The current date	Click
The current time	Click
You cannot edit text and graphics in the document while the header or footer areas are visible.

Tip   You can create a watermark — text or a graphic that is printed on every page — by inserting a drawing object in the header.

How?


Create a unique header or footer for the first page of a document or section

1	On the View menu, click Header And Footer.

2	On the Header And Footer toolbar, click  [image].

3	Click the Layout tab.

4	Select the Different First Page check box, and then click OK.

Word moves to the first page header or footer in the document or section.

5	Create the header or footer you want to appear on the first page.

How?

If you do not want a header or footer to appear on the first page, leave the header or footer area blank.

6	To move to the header or footer area and then create the header or footer for the rest of the document or section, click  [image]  or  [image]  on the Header And Footer toolbar.


Create different headers or footers for odd and even pages

1	On the View menu, click Header And Footer.

2	On the Header And Footer toolbar, click  [image].

3	Click the Layout tab.

4	Select the Different Odd And Even check box, and then choose the OK button.

5	To create the header or footer for each even-numbered page, click  [image]  or  [image],  and then create the header or footer.

How?

6	To create the header or footer for each odd-numbered page, click  [image]  and then create the header or footer.

How?

Note   Word applies the Different Odd And Even setting to the entire document unless you break the connection between sections.

How?


Create different headers and footers for each chapter or section

When you insert a header or footer in one section, Word inserts the same header or footer in all sections of the document. You can break the connection between sections so that you can have a unique header or footer for certain sections of a document.

1	On the View menu, click Header And Footer.

2	Click the section for which you want to create a different header or footer, and then click  [image].

3	Change the existing header or footer or create a new one for this section.

How?


Include the page number, title, and other information in a header or footer

1	On the View menu, click Header And Footer.

2	To move to the header or footer area, click  [image]  on the Header And Footer toolbar.

3	On the Insert menu, click Field.

4	To select the type of field you want to insert, click a category in the Categories box.

To see all available field types, click All.

5	In the Field Names box, click the field type you want to insert.

Tip   You can also include the filename and location in the header or footer. On the Insert menu, click Field. In the Field Names box, click FileName, and then click Options. Click the Field Specific Switches tab, click \p in the Switches box, and then click Add To Field.


Delete a header or footer

1	Click the section that contains the header or footer you want to delete.

2	On the View menu, click Header And Footer.

3	Select the header or footer you want to delete, and then press DELETE.

Note   If you change or delete a header or footer in any section, the same change or deletion occurs in all sections of the document unless you have broken the connection with the preceding header or footer.

How?


Change the distance between body text and a header or footer

1	On the View menu, click Header And Footer.

2	 To find the header or footer you want to change, click  [image],  [image],  or  [image]  on the Header And Footer toolbar.

3	Point to either the top or bottom margin boundary on the vertical ruler.

4	When the mouse pointer becomes a double-headed arrow, drag the top or bottom margin up or down.


Make a header or footer identical to the preceding header or footer

1	On the View menu, click Header And Footer.

2	Click the section that contains the header or footer you want to make the same as the preceding header or footer.

3	Click  [image]  on the Header And Footer toolbar.

Note   When a header or footer is the same as the header or footer in the previous section, Word displays the words "Same as Previous" in the upper-right corner of the header or footer area.


Adjust the horizontal position of a header or footer

1	On the View menu, click Header And Footer.

2	To find the header or footer you want to adjust, click  [image]  or  [image]  on the Header And Footer toolbar.

3	On the Formatting toolbar, click the alignment buttons.

Tip   To print headers or footers that run into the left or right margins, set negative indents. For example, to create a negative indent that positions a header or footer 1 inch into the left margin, click Paragraph on the Format menu, click the Indents And Spacing tab, and then type -1 in the Left box under Indentation.


Adjust the vertical position of a header or footer

1	On the View menu, click Header And Footer.

2	To find the header or footer you want to adjust, click  [image]  or  [image]  on the Header And Footer toolbar.

3	Click  [image].

4	Click the Margins tab.

5	Under From Edge, enter the distance from the edge of the page to the top of the header in the Header box or to the bottom of the footer in the Footer box.


Troubleshoot headers and footers

What do you need help with?

How do I set up different odd and even headers and footers for a template that has only one page of text?

The header or footer doesn't appear on the first page of the section.

I changed the header for the second section of my document and now all the other section headers have changed, too.

The header or footer in my document isn't printed.

The top and bottom margins change after I create the header and footer.


How do I set up different odd and even headers and footers for a template that has only one page of text?

To set up different headers and footers for odd and even pages, you must insert a page break in the one-page template. Then, after you have created a document based on the template, remove the page break from the document.


The header or footer doesn't appear on the first page of the section.

•	On the File menu, click Page Setup, click the Layout tab, and then clear the Different First Page check box.

•	If the document has two or more sections with different headers or footers, the new header or footer might not appear until the page following the page that contains the section break. This occurs when you have selected the Continuous section break option after clicking Break on the Insert menu. A new header or footer does not take effect until after a page break.

You can make the new header or footer appear on the same page as the beginning of the new section by moving the section break. Click the top of the page that includes the current section break. Click Break on the Insert menu and, under Section Breaks, click Next Page. Make sure the insertion point is in the new section when you define the header or footer, and then delete the old section break. The formatting that followed the deleted section break will now be applied to the entire page.


I changed the header for a section of my document and now all the other section headers have changed, too.

When you insert a header or footer in one section, Word inserts the same header or footer in all sections of the document. You can create a different header for one section by breaking the connection between the current header and the preceding header.

How?

Changes you make to a header in one section are reflected in all subsequent headers. To use a different header in the following section, you must also break the connection to that section.


The header or footer in my document isn't printed.

Most printers cannot print to the edge of the paper. If the header or footer extends into this nonprinting area, your printer cannot print the header or footer even though you can see the header or footer in print preview or page layout view.

Check your printer manual for margin requirements. Then, click Page Setup on the File menu, click the Margins tab, and make sure that the From Edge measurement for the header or footer is larger than the minimum margin setting of your printer.


The top and bottom margins change after I create the header and footer.

Word prints headers and footers in the margins. If the current margins are not large enough to accommodate the number of lines in a header or footer, Word automatically makes the margins larger.

To prevent this adjustment, click Page Setup on the File menu, and then click the Margins tab. To indicate an absolute measurement, type a hyphen in front of the measurements for Top and Bottom. If the header or footer is larger than the margin can accommodate, the document text might overlap the header or footer.


No Help topic is associated with this item.


Hyphenation

In Word, you can hyphenate text manually or automatically. You can also insert optional hyphens, which Word uses only when a word or phrase falls at the end of a line, or nonbreaking hyphens when you want to keep all parts of a hyphenated word on the same line.

What do you want to do?

Hyphenate words automatically

Control hyphenation manually

Insert an optional hyphen

Prevent Word from breaking a hyphenated compound word or phrase at the end of a line

Tip   It's a good idea to hyphenate your document after you have completed writing and editing, because adding and deleting text may affect the way lines break.


Control hyphenation manually

1	On the Tools menu, click Hyphenation.

2	Click the Manual button.

3	If Word identifies a word or phrase to be hyphenated and you want to insert a hyphen in the location Word proposes, click Yes.

To insert the hyphen in another part of the word, use the arrow keys to move the insertion point to that location, and then click Yes.


Hyphenate words automatically

1	On the Tools menu, click Hyphenation.

2	Select the Automatically Hyphenate Document check box.

3	In the Hyphenation Zone box, enter the amount of space that Word leaves between the end of the last word in a line and the right margin.

To reduce the number of hyphens, make the hyphenation zone wider. To reduce the raggedness of the right margin, make the hyphenation zone narrower.

4	In the Limit Consecutive Hyphens To box, enter the number of consecutive lines that can be hyphenated.

Note   If you do not want to automatically hyphenate several paragraphs of text, select the text, and then click Paragraph on the Format menu. Click the Text Flow tab, and then select the Don't Hyphenate check box.


Insert an optional hyphen

To break a word or phrase only when it falls at the end of a line, use an optional hyphen. If subsequent editing changes make the hyphens unnecessary, the hyphens do not appear in the printed document.

1	Click where you want to insert the hyphen.

2	Press CTRL+HYPHEN.


Prevent Word from breaking a hyphenated compound word or phrase at the end of a line

To prevent a hyphenated compound word or phrase from breaking at the end of a line, use a nonbreaking hyphen. For example, use nonbreaking hyphens to keep the word "forget-me-not" on the same line.

1	Click where you want to insert the nonbreaking hyphen.

2	Press CTRL+SHIFT+HYPHEN.


Insert information automatically by using fields

1	Click where you want to insert the information.

2	On the Insert menu, click Field.

3	Click a category, and then click a field name.

To add field switches or other options to field codes, click Options.

Notes

•	For more information about a specific field or option, select the field name or option, and then press F1.

•	To nest a field in another field, first insert the "container" field. Then display field codes and insert the second field.


Show or hide field codes

•	To show or hide field codes for a specific field, click the field or the field results, and then press SHIFT+F9.

•	To show or hide field codes for all fields in the document, press ALT+F9.


Update fields to display the latest information

If new information becomes available, you can update a field to produce new field results. You can also update links to objects created in OLE applications.

•	To update a single field, click the field or the field results, and then press F9.

To update all fields in a document, click Select All on the Edit menu and then press F9.

Tip   You can update all fields in a document each time you print it. Click Options on the Tools menu, click the Print tab, and then select the Update Fields check box.


Prevent changes to information inserted by a field

You can prevent changes to field results in two ways. You can lock a field temporarily; when you want Word to update the field results again, you can unlock the field. Or, to permanently replace the field codes with the current field results, you can unlink the field.

What do you want to do?

Lock a field until I want to update it.

Unlink a field permanently and keep the current field results.


Lock or unlock a field

•	To lock a field and prevent changes to the current field results, click the field and then press CTRL+F11.

•	To unlock a field and allow updates, click the field, and then press CTRL+SHIFT+F11.


Unlink a field

•	Click the field, and then press CTRL+SHIFT+F9.

Note   If you later want to update the information, you must insert the field again.


Edit field codes to change field results

You can edit field codes to change the format or content of the corresponding field results. For example, in the following = (Formula) field, you can change 10 percent to 8 percent.

{ = Cost * 10% }

1	Click the field.

2	If the field results are displayed, press SHIFT+F9 to display the field codes.

3	Edit the instructions that follow the field name.

4	To update the field, click it and then press F9; then, to see the new field results, press SHIFT+F9.

Note   If you select either the opening or closing field character ({ or }), Word selects the entire field.


Formatting information inserted by a field

You can format field results in either of two ways:

•	Apply formatting either to the field results or the field codes. For example, you can crop or size a Microsoft WordArt object, which is the result of an EMBED field. To underline the name inserted by an AUTHOR field, select the field codes and then click  [image].

If you update a field, formatting you apply directly to the field results may be lost. To retain the formatting, include the \* MERGEFORMAT switch in the field codes. Word includes this switch if you insert a field by using the Field command on the Insert menu.

•	Add switches to the field codes. For example, suppose the result of the = (Formula) field { = Cost + Tax } is 4345.9. To display this result as $4,345.90, add a numeric-picture switch (\#): { = Cost + Tax \# $#,##0.00 }. For more information about switches, click  [image].


Ways to use fields

Fields can make it easier and faster for you to perform many common tasks. To see the types of information you can insert with fields, click Field on the Insert menu, and then scan the list of fields.

What do you want to know more about?

Keeping "boilerplate" text up to date without retyping

Having Word prompt you to enter information

Inserting all or part of another document into your document

Printing the date and time a document was created or printed

Printing information about the active document

Printing the total number of pages after each page number

Printing "dictionary-style" page headers

Adding, subtracting, and performing other calculations


Keep "boilerplate" text up to date without retyping

Suppose you must include a carefully worded legal disclaimer many times in a long document, and you anticipate numerous changes before the disclaimer text is final. To keep the text up to date in your document, first define the current disclaimer as an AutoText entry. Then insert the disclaimer as an AUTOTEXT field that refers to the AutoText entry. (Click Field on the Insert menu, click Links And References in the Categories box, and then click AutoText in the Field Names box. To select the AutoText entry you want to insert, click Options.) When the wording is final, redefine the AutoText entry. Word will print the final text wherever you've inserted the AUTOTEXT field.


Have Word prompt you to enter information

Use the ASK and FILLIN fields to display prompts so that you can fill in information in a document. For example, you can use these fields to have Word find specific details of a legal contract. This way, you won't have to search for the locations where the information needs to be inserted.

If you create form letters with the Mail Merge feature in Word, you can add these fields to the main document. Before printing each letter, Word displays the prompts so that you can add specific details to each letter.

For more information about forms that other users can fill out online, click  [image].


Insert all or part of another document into the active document

You can insert all or part of a specified document into your document with the INCLUDETEXT field. If the included information changes in the original document, just update the INCLUDETEXT field to bring the new information into your document. To insert an INCLUDETEXT field, click Field on the Insert menu, click Links And References in the Categories box, and then click the field you want to insert in the Field Names box.


Print the date and time a document was created or printed

Use the CREATEDATE and PRINTDATE fields instead of the Date And Time command (Insert menu). The CREATEDATE field inserts the date and time a document was first named and saved. The PRINTDATE field prints the date and time you last printed the document. To insert the CREATEDATE and PRINTDATE fields, click Field on the Insert menu, click Date And Time in the Categories box, and then click CreateDate or PrintDate in the Field Names box.


Print information about the active document

The DOCPROPERTY field inserts the indicated information from the Properties dialog box (File menu), such as the author's name, the file size (in characters or bytes), or the number of pages. To print the filename of a document, including the path to the folder where the file is stored, use the FILENAME field.


Print the total number of pages after each page number

To print page numbers at the top or bottom of each page, in the style "Page 3 of 12," first open the document header or footer. Type Page and a space, and then click  [image]  on the Header And Footer toolbar. Type a space, followed by of, followed by another space. Then click Field on the Insert menu, and insert a NUMPAGES field (Document Information category). If you have field codes displayed, the header or footer text will look like the following:

Page { PAGE } of  { NUMPAGES  \* MERGEFORMAT }


Print "dictionary-style" page headers

In a membership directory, you might want to print at the top of each page the first and last names that appear on that page. First, use a style (a paragraph style or a character style) to format the names. Then insert two STYLEREF fields in the document header, When you print your document, Word will print in the header of each page the first and last names on that page.


Add, subtract, and perform other calculations

To perform simple arithmetic operations or calculate mathematical expressions, use the = (Formula) field. The following Formula field sums the entries in a column in a Word table. (The numeric picture switch (\#  $#,#0.00) instructs Word to display the sum with the currency symbol and to use a comma as a thousands separator.)

Our profits this month are { = SUM(Table3 C2:C7) \# $#,#0.00 }.
Our profits this month are $91,483.54.


Troubleshoot using Word fields

What do you need help with?

Text has a gray background.

A field displays the wrong information.

Field codes are hidden, but codes are still displayed instead of the resulting information.

The wrong date is printed.

What is the text between the "curly" braces ( { } )?

Word beeps when I try to update the field or edit the field codes.

Word keeps asking me to enter something. How do I turn this off?

Field codes are printed instead of the information.

Information changes in my document for no reason.


Text has a gray background.

First, press ALT+F9. If the information changes to shaded field codes, the Field Shading option is selected. Word does not print this shading; however, if you want to remove it, click Options on the Tools menu, click the View tab, and then click Never in the Field Shading box.


A field displays the wrong information.

To update the field results, click the field and then press F9. If the information still isn't updated, the field might be locked. To unlock the field, click it, press CTRL+SHIFT+F11, and then press F9 again.


Field codes are hidden, but codes are still displayed instead of the resulting information.

•	Did you type the field characters ( { } ) on the keyboard? If so, the field won't work. To correctly insert a field, first press ALT+F9 to display field codes. Then press CTRL+F9 to insert empty field characters, and type the instructions. You can also insert a field by clicking Field on the Insert menu.

•	Because Word formats the codes for certain fields — such as PRIVATE, TC, and TA — as hidden text, you will see the codes if hidden text is displayed.


The wrong date is printed.

If you inserted the date or time by using the Date And Time command on the Insert menu, Word will not update the date or time you inserted unless you chose to update them automatically. To keep the date or time current, reinsert the date or time and select the Update Automatically (Insert As Field) check box in the Date And Time dialog box. When you print the document, or when you click the field and press F9, Word will display the current date or time.

To track when the current document was created, last printed, or last saved, click Field on the Insert menu, click Date And Time in the Categories box, and then insert a CREATEDATE, PRINTDATE, or SAVEDATE field. You can use options with these fields to print the date, the time, or both.


What is the text between the "curly" braces ( { } )?

Press ALT+F9. If the text and the { } characters are replaced by other information, such as a graphic or a date, the text and the { } characters are field codes. Changing the field codes might cause the field to display incorrect information or an error.


Word beeps when I try to update the field or edit the field codes.

The field might be locked. To unlock the field, click it and then press CTRL+SHIFT+F11. If you are working in overtype mode, Word is preventing you from typing over the field characters ( { } ). When editing field codes, make sure that overtype mode is not selected.


Word keeps asking me to enter something. How do I turn this off?

If field codes aren't already displayed, press ALT+F9. To search for ASK or FILLIN fields in the document, click Find on the Edit menu. These fields will include the text of the prompt that Word displays. If you no longer want to enter information that Word is asking for, delete the field from your document.

If the field is an ASK field, you should also search for the bookmark name specified in the ASK field and then delete the corresponding bookmark field from your document. For example, if the ASK field looks like { ASK Client "Enter the client's name: " }, delete fields that look like { Client }
or { REF Client }.


Field codes are printed instead of the information.

On the Tools menu, click Options. Click the Print tab, and then clear the Field Codes check box.


Information changes in my document for no reason.

Press ALT+F9. If the information is replaced with field codes, it is inserted by a field. As new information becomes available, Word displays the new information each time the field is updated. If you don't want the information to change, you can lock or unlink the field. For more information about how to prevent changes to a field, click  [image].


Insert symbols or special characters

You can insert special characters, international characters, and symbols by using the Symbol command on the Insert menu. You can also insert a character or symbol by typing the character code on the numeric keypad. To quickly insert a symbol that you use frequently, assign the symbol to a shortcut key. Word automatically replaces some key combinations with symbols; for example, when you type --> the characters are replaced with an arrow.

What do you want to do?

Insert symbols not on the keyboard

Insert common typographical characters

Type international characters

Type character codes to create special characters

Assign a symbol to a shortcut key

Create arrows, faces, and other symbols automatically


Assign a symbol to a shortcut key

1	On the Insert menu, click Symbol.

2	Click the tab with the symbol or character you want.

3	Click the symbol or character you want.

4	Click Shortcut Key.

5	In the Press New Shortcut Key box, type the key combination you want to use.

6	Click Assign.


Type international characters

To produce	Press
à, è, ì, ò, ù  À, È, Ì, Ò, Ù	CTRL+`(ACCENT-GRAVE), the letter
á, é, í, ó, ú, ý Á, É, Í, Ó, Ú, Ý	CTRL+'(APOSTROPHE), the letter
â, ê, î, ô, û Â, Ê, Î, Ô, Û	CTRL+SHIFT+^ (CARET), the letter
ã, ñ, õ Ã, Ñ, Õ	CTRL+SHIFT+~(TILDE), the letter
ä, ë, ï, ö, ü, ÿ  Ä, Ë, Ï, Ö, Ü, Ÿ	CTRL+SHIFT+:(COLON), the letter
å, Å	CTRL+SHIFT+@, a or A
æ, Æ	CTRL+SHIFT+&, a or A
œ, Œ	CTRL+SHIFT+&, o or O
ç, Ç	CTRL+, (COMMA), c or C
ð, Ð	CTRL+' (APOSTROPHE), d or D
ø, Ø	CTRL+/, o or O
¿	ALT+CTRL+SHIFT+?
¡	ALT+CTRL+SHIFT+!
ß	CTRL+SHIFT+&, S


Type character codes to create special characters

1	Click where you want to insert the character.

2	Make sure NUM LOCK is on.

3	Hold down ALT, and then using the numeric keypad, type 0 (zero) followed by the character code.

Tip  If you don't know the character code for a symbol or letter, use the Symbol command on the Insert menu.


Insert a second document into an open document

1	Click where you want to insert the second document.

2	On the Insert menu, click File.

3	In the File Name box, enter the name of the file you want to insert.

Note   To insert only part of a file, type a bookmark name in the Range box.


Work on an outline using shortcut keys

To promote, demote, or move a paragraph	Press
Promote a paragraph	ALT+SHIFT+LEFT ARROW
Demote a paragraph	ALT+SHIFT+RIGHT ARROW
Demote to body text	CTRL+SHIFT+N
Move selected paragraphs up	ALT+SHIFT+UP ARROW
Move selected paragraphs down	ALT+SHIFT+DOWN ARROW
To change what Word displays in outline view	Press
Expand text under a heading	ALT+SHIFT+PLUS SIGN
Collapse text under a heading	ALT+SHIFT+MINUS SIGN
Show all text or headings	ALT+SHIFT+A
Display all text	Asterisk (*) key on the numeric keypad
Hide or display character formatting	Slash (/) key on the numeric keypad
Show the first line of body text or all body text	ALT+SHIFT+L
Show all headings with the Heading 1 style	ALT +SHIFT+1
Show all headings up to Heading n	ALT +SHIFT+n


Work with fields using shortcut keys

To insert	Press
DATE field	ALT+SHIFT+D
PAGE field	ALT+SHIFT+P
TIME field	ALT+SHIFT+T
Empty field	CTRL+F9
To	Press
Update linked information in a Word source document	CTRL+SHIFT+F7
Update selected fields	F9
Unlink a field	CTRL+SHIFT+F9
Switch between a field code and its result	SHIFT+F9
Switch between all field codes and all results	ALT+F9
Run a GOTOBUTTON or MACROBUTTON from the field that displays the field results	ALT+SHIFT+F9
Go to the next field	F11
Go to the previous field	SHIFT+F11
Lock a field	CTRL+F11
Unlock a field	CTRL+SHIFT+F11


Merge documents using shortcut keys

While using the Mail Merge command, to	Press
Preview a mail merge	ALT+SHIFT+K
Merge a document	ALT+SHIFT+N
Print the merged document	ALT+SHIFT+M
Edit a mail merge data document	ALT+SHIFT+E
Insert a merge field	ALT+SHIFT+F


WordPerfect keyboard equivalents

WordPerfect command	WordPerfect 5.1 for DOS key	Microsoft Word key
Align Center	SHIFT+F6, SHIFT+F8, 1, 3, 2	CTRL+E to center text in a paragraph
Bold	F6,  CTRL+F8, 2, 1	CTRL+B
Font	CTRL+F8	CTRL+D
Block	ALT+F4	SHIFT+arrow key
Comment	CTRL+F5, 4, 2	ALT+CTRL+A (Annotation command)
Date Code	SHIFT+F5, 2	ALT+SHIFT+D
Reveal Codes	ALT+F3	SHIFT+F1, click,
Delete Word	CTRL+BACKSPACE	CTRL+BACKSPACE CTRL+DELETE
Delete to End of Line	CTRL+END	SHIFT+END, DELETE
Delete to End of Page	CTRL+PAGE DOWN	SHIFT+ DOWN ARROW (to end of page), DELETE
Delete to Left Word Boundary	HOME+BACKSPACE	CTRL+BACKSPACE
Delete to Right Word Boundary	HOME+DELETE	CTRL+DELETE
Delete Block	ALT+F4+ DELETE	F8, arrow key, DELETE
Double Underline	CTRL+F8, 2, 3	CTRL+SHIFT+D
Endnote	CTRL+F7, 2, 1	ALT+CTRL+E
Exit	F7	ALT+F4
Flush Right	ALT+F6	Right tab to right align text on a single line CTRL+R to right align text in a paragraph
Footnote	CTRL+F7, 1, 1	ALT+CTRL+F
Help	F3	F1
Indent	F4	CTRL+M
Italic	CTRL+F8, 2, 4	CTRL+I
Justify Center	SHIFT+F8, 1, 3, 2	CTRL+E
Justify Full	SHIFT+F8, 1, 3, 4	CTRL+J
Justify Left	SHIFT+F8, 1, 3, 1	CTRL+L
Justify Right	SHIFT+F8, 1, 3, 3	CTRL+R
Margin Release	SHIFT+TAB	CTRL+T (hanging indent)
Mark Index Entry	ALT+F5, 3	ALT+SHIFT+X
Mark Table of Authorities Entry	ALT+F5, 4	ALT+SHIFT+I
Mark Table of Contents Entry	ALT+F5, 5, 1	ALT+SHIFT+O
Print	SHIFT+F7	CTRL+P
Replace	ALT+F2	CTRL+H
Retrieve File	SHIFT+F10	CTRL+O (Open command)
Save	F10	CTRL+S
Save As	CTRL+F5, 3	F12
Search (backward)	SHIFT+F2	CTRL+F
Search (forward)	F2	CTRL+F
Small Caps	CTRL+F8, 2, 7	CTRL+SHIFT+K
Spell	CTRL+F2	F7
Subscript	CTRL+F8, 1, 2	CTRL+EQUAL SIGN
Superscript	CTRL+F8, 1, 1	CTRL+SHIFT+PLUS SIGN
Switch Document	SHIFT+F3	CTRL+F6
Thesaurus	ALT+F1	SHIFT+F7
Underline	F8, CTRL+F8, 2, 2	CTRL+U
Undo	F1	CTRL+Z
View Document	SHIFT+F7, 6	CTRL+F2 (Print Preview command)


Edit and move text using shortcut keys

Copy and move text and graphics using shortcut keys

To	Press
Copy text or graphics	CTRL+C
Copy formats	CTRL+SHIFT+C
Move text or graphics	F2
Paste text or graphics	CTRL+V
Paste formats	CTRL+SHIFT+V
Delete text and graphics using shortcut keys

To	Press
Delete one character to the left	BACKSPACE
Delete one word to the left	CTRL+BACKSPACE
Delete one character to the right	DELETE
Delete one word to the right	CTRL+DELETE
Cut selected text to the Clipboard	CTRL+X
Undo the last action	CTRL+Z
Cut to the Spike	CTRL+F3
Insert special characters

To insert	Press
Field	CTRL+F9
AutoText entry	Type AutoText entry name, and then press ALT+CTRL+V
Line break	SHIFT+ENTER
Page break	CTRL+ENTER
Column break	CTRL+SHIFT+ENTER
Optional hyphen	CTRL+HYPHEN
Nonbreaking hyphen	CTRL+SHIFT+HYPHEN
Nonbreaking space	CTRL+SHIFT+SPACEBAR
Copyright symbol	ALT+CTRL+C
Registered trademark symbol	ALT+CTRL+R
Trademark symbol	ALT+CTRL+T
Ellipsis	ALT+CTRL+PERIOD
Single opening quotation mark	CTRL+`'`
Single closing quotation mark	CTRL+`'`
Double opening quotation mark	CTRL+`"`
Double closing quotation mark	CTRL+`"`
To	Press
Mark a table of contents entry	ALT+SHIFT+O
View Spike contents	CTRL+SHIFT+F3
Select text and graphics using shortcut keys

Select text by holding down SHIFT and pressing keys that move the insertion point.

To extend a selection	Press
One character to the right	SHIFT+RIGHT ARROW
One character to the left	SHIFT+LEFT ARROW
To the end of a word	CTRL+SHIFT+RIGHT ARROW
To the beginning of a word	CTRL+SHIFT+LEFT ARROW
To the end of a line	SHIFT+END
To the beginning of a line	SHIFT+HOME
One line down	SHIFT+DOWN ARROW
One line up	SHIFT+UP ARROW
To the end of a paragraph	CTRL+SHIFT+DOWN ARROW
To the beginning of a paragraph	CTRL+SHIFT+UP ARROW
One screen down	SHIFT+PAGE DOWN
One screen up	SHIFT+PAGE UP
To the end of a document	CTRL+SHIFT+ END
To the beginning of a document	CTRL+SHIFT+ HOME
To include the entire document	CTRL+A
To a vertical block of text	CTRL+SHIFT+F8, and then use the arrow keys; press ESC to cancel selection mode
To a specific location in a document	F8+arrow keys; press ESC to cancel selection mode
Tip   If you know the key combination to move the insertion point, you can select the text by using the same key combination while holding down SHIFT. For example, CTRL+RIGHT ARROW moves the insertion point to the next word, and CTRL+SHIFT+RIGHT ARROW selects the text from the insertion point to the beginning of the next word.

Select text and graphics in a table using shortcut keys

To	Press
Select a column	ALT and hold it down while you click the column
Extend a selection (or block)	CTRL+SHIFT+F8, and then use the arrow keys
Reduce the selection size	SHIFT+F8
Select an entire table	ALT+5 on the numeric keypad
Extend a selection using shortcut keys

In Extend mode, to	Press
Select the nearest character	F8+character
Turn extend mode on or off	F8
Reduce the size of a selection	SHIFT+F8
Move to a character, word, paragraph, column, or object using shortcut keys

To move	Press
One character to the left	LEFT ARROW
One character to the right	RIGHT ARROW
One word to the left	CTRL+LEFT ARROW
One word to the right	CTRL+RIGHT ARROW
One paragraph up	CTRL+UP ARROW
One paragraph down	CTRL+DOWN ARROW
To the previous frame or object	ALT+UP ARROW
To the next frame or object	ALT+DOWN ARROW
One column to the left (in a table)	SHIFT+TAB
One column to the right (in a table)	TAB
Move to a line, a page, a screen, the beginning or end of a document, or the previous revision using shortcut keys

To move	Press
Up one line	UP ARROW
Down one line	DOWN ARROW
To the end of a line	END
To the beginning of a line	HOME
Up one page	ALT+CTRL+PAGE UP
Down one page	ALT+CTRL+PAGE DOWN
Up one screen	PAGE UP
Down one screen	PAGE DOWN
To the bottom of a screen	CTRL+PAGE DOWN
To the top of a screen	CTRL+PAGE UP
To the end of a document	CTRL+END
To the beginning of a document	CTRL+HOME
To a previous revision	SHIFT+F5
To the location of the insertion point when the document was last closed	SHIFT+F5
Move around in a table using shortcut keys

In a table, to move to the	Press
Next cell in a row	TAB
Previous cell in a row	SHIFT+TAB
First cell in a row	ALT+HOME
First cell in a column	ALT+PAGE UP
Last cell in a row	ALT+END
Last cell in a column	ALT+PAGE DOWN
Previous row	UP ARROW
Next row	DOWN ARROW
Insert paragraphs and tab characters using shortcut keys

To insert	Press
New paragraphs in a cell	ENTER
Tab characters in a cell	CTRL+TAB


Apply formatting using shortcut keys

Format characters using shortcut keys

To	Press
Change the font	CTRL+SHIFT+F
Change the font size	CTRL+SHIFT+P
Increase the font size	CTRL+SHIFT+>
Decrease the font size	CTRL+SHIFT+<
Increase the font size by 1 point	CTRL+]
Decrease the font size by 1 point	CTRL+[
To	Press
Change the case of letters	SHIFT+F3
Format letters as all capitals	CTRL+SHIFT+A
Apply or remove bold formatting	CTRL+B
Apply or remove an underline	CTRL+U
Underline single words	CTRL+SHIFT+W
Double-underline text	CTRL+SHIFT+D
Apply or remove hidden text	CTRL+SHIFT+H
Apply italic formatting	CTRL+I
Format letters as small capitals	CTRL+SHIFT+K
Apply subscripts (automatic spacing)	CTRL+EQUAL SIGN
Apply superscripts (automatic spacing)	CTRL+SHIFT+EQUAL SIGN
Remove formatting (plain text)	CTRL+SHIFT+Z
Change the selection to Symbol font	CTRL+SHIFT+Q
To	Press
Display nonprinting characters	CTRL+SHIFT+* (asterisk)
Format paragraphs using shortcut keys

When setting line spacing, to	Press
Single-space lines	CTRL+1
Double-space lines	CTRL+2
Set 1.5-line spacing	CTRL+5
Add one line of space preceding text	CTRL+0 (zero)
Remove the space preceding text	CTRL+0 (zero)
When setting paragraph alignments and indents, to	Press
Center a paragraph	CTRL+E
Justify a paragraph	CTRL+J
Left align a paragraph	CTRL+L
Right align a paragraph	CTRL+R
Indent a paragraph from the left	CTRL+M
Remove a paragraph indent from the left	CTRL+SHIFT+M
Create a hanging indent	CTRL+T
Reduce a hanging indent	CTRL+SHIFT+T
Remove paragraph formatting	CTRL+Q
When applying styles, to	Press
Apply a style (with the Formatting toolbar displayed)	CTRL+SHIFT+S
Carry out the Style command (Format menu) (Formatting toolbar not displayed)	CTRL+SHIFT+S
Start AutoFormat	CTRL+K
Apply the Normal style	CTRL+SHIFT+N
Apply the Heading 1 style	ALT+CTRL +1
Apply the Heading 2 style	ALT+CTRL +2
Apply the Heading 3 style	ALT+CTRL +3
Apply the List style	CTRL+SHIFT+L


Create arrows, faces, and other symbols automatically

You can add the following commonly used symbols to your document by typing corresponding characters or character combinations. For example, you can create  [image]  by typing :).

Type	To create
(c)
(r)
(tm)
...	…
-->
:)
:|
:(
<--
<==
<=>
==>
Note   You can remove AutoCorrect entries if you don't want to replace key combinations with symbols. For more information about customizing AutoCorrect, click  [image].

Tip   You can add your own symbols or correct typing mistakes by using AutoCorrect. For more information about creating new AutoCorrect entries, click  [image].


Shortcut keys

What do you want to do?

Apply formatting using shortcut keys

Edit and move text using shortcut keys

Merge documents using shortcut keys

Print and preview a document using shortcut keys

Work with fields using shortcut keys

Work with menus using shortcut keys

Work on an outline using shortcut keys

Work in windows and dialog boxes

Function key shortcuts


Function key shortcuts

	Function key	SHIFT	CTRL	CTRL+SHIFT	ALT	ALT+SHIFT
F1	Get Online Help or the Answer Wizard	Reveal formatting			Next field	Previous field
F2	Move text or graphics	Copy text	Print Preview command (File menu)			Save command (File menu)
F3	Insert an AutoText entry	Change the case of letters	Cut to the Spike	Insert the contents of the Spike
F4	Repeat the last action	Repeat a Find or Go To action	Close the window		Exit
F5	Carry out the Go To command (Edit menu)	Move to a previous revision	Restore the window size	Edit a bookmark
F6	Go to next pane	Go to the previous pane	Go to the next window	Go to the previous window
F7	Carry out the Spelling command (Tools menu)	Carry out the Thesaurus command (Tools menu)	Carry out the Move command (Control menu)	Update linked information in a Word source document	Find next misspelling (Automatic Spell Checking enabled)
F8	Extend a selection	Shrink a selection	Carry out the Size command (document Control menu)	Extend a selection (or block)
F9	Update selected fields	Switch between a field code and its result	Insert an empty field	Unlink a field	Switch between all field codes and  all results	Run GOTOBUTTON or MACROBUTTON from the field that displays the field results
F10	Activate the menu bar	Display a shortcut menu	Maximize the document window	Activate the ruler	Maximize the application window
F11	Go to the next field	Go to the previous field	Lock a field	Unlock a field
F12	Carry out the Save As command (File menu)	Carry out the Save command (File menu)	Carry out the Open command (File menu)	Carry out the Print command (File menu)


Assign a shortcut key to a command or other item

You can assign a shortcut key to a command, macro, font, AutoText entry, style, or special character.

1	On the Tools menu, click Customize, and then click the Keyboard tab.

2	In the Save Changes In box, click the template in which you want to save the shortcut key changes.

3	In the Categories box, click the category that contains the command or other item.

4	In the box to the right of the Categories box, click the name of the command or other item.

In the Current Keys box, Word displays any shortcut keys that are currently assigned.

5	In the Press New Shortcut Key box, type the shortcut key you want to assign.

6	Click Assign.


Remove a shortcut key from a command or other item

1	On the Tools menu, click Customize, and then click the Keyboard tab.

2	In the Save Changes In box, click the template that contains the command or other item you want to remove a shortcut key from.

3	In the Categories box, click the category that contains the command or other item.

4	In the box to the right of the Categories box, click the command or other item.

5	In the Current Keys box, click the shortcut key you want to delete.

6	Click Remove.


Restore shortcut key assignments to their original settings

1	On the Tools menu, click Customize, and then click the Keyboard tab.

2	In the Save Changes In box, click the template that contains the shortcut key assignments you want to restore.

3	Click Reset All.


Record a macro

1	Double-click REC on the status bar to open the Record Macro dialog box. You can also click Macro on the Tools menu and then click Record.

2	In the Record Macro Name box, type a name for the macro. This name must begin with a letter and contain only letters and numbers. If you prefer to use the name that Word proposes, omit this step.

3	To include a brief description of what the macro does, type text in the Description box.

If you assign the macro to a menu item or a toolbar button, this description appears in the status bar when you point to the menu item or the toolbar button. A description can contain as many as 255 characters, but only about 100 characters will fit on the status bar.

4	To assign the macro to a toolbar button, a menu item, or shortcut keys, click the appropriate button. When you finish assigning the macro, click Close in the Customize dialog box to begin recording it.

5	Perform the actions you want to include in your macro.

The macro recorder cannot record mouse actions in document text. You must use the keyboard when recording such actions as moving the insertion point and selecting text. However, you can use the mouse to click commands and options when you're recording a macro.

6	To stop recording your macro, click  [image].

Tips

•	Try to anticipate any messages that Word might display. For example, if your macro includes a command to close a document, Word asks you to save the document if it contains unsaved changes. A good way to avoid this message is to record saving the document before closing it.

•	If the macro includes the Find command or the Replace command, it's a good idea to click All in the Search box in either the Find dialog box or the Replace dialog box. If the macro searches up or down only, Word stops the macro when it reaches the beginning or end of the document and displays a message asking whether you want to continue searching.

•	If the macro you're recording is meant to run in different documents, make sure that the macro doesn't depend on the contents of the particular document in which you're recording.


Suspend and resume recording a macro

1	To suspend recording, click  [image].

2	Perform the actions you don't want to record.

3	To resume recording, click  [image].


Run a macro

1	On the Tools menu, click Macro.

2	In the Macros Available In box, click an item to specify which macros will appear in the Macro Name box. You can choose to display either a list of all the macros available in all the active templates or a list of all the macros stored in one particular template.

3	In the Macro Name box, click the name of the macro you want to run, and then click Run.


Rename a macro

1	On the Tools menu, click Macro.

2	Click Organizer, and then click the Macros tab.

3	In the Macros Available In box on the left side of the Macros tab, click the template in which the macro you want to rename is stored.

If the template you need isn't open, click Close File to close the open template, and then click Open File to open the template you want.

4	In the In [template name] box, click the name of the macro you want to rename.

5	Click Rename, type the new name in the New Name box, and then click OK.

6	Click Close.


Edit a macro

1	On the Tools menu, click Macro.

2	In the Macros Available In box, click an item to specify which macros will appear in the Macro Name box. You can choose to display either a list of all the macros available in all the active templates or a list of all the macros stored in one particular template.

3	In the Macro Name box, click the name of the macro you want to edit, and then click Edit.


Use a macro supplied with Word

The macros supplied with Word are stored in templates installed in the Macros subfolder of the WinWord program folder. You can access the macros in these templates by making the templates global templates, by opening them in document windows, or by using the Organizer dialog box to copy the macros you want to use to the Normal template or to another template.

If your WinWord program folder doesn't have a Macros subfolder, or if no templates are installed there, run the Word Setup program to install the templates.

1	On the File menu, click Templates.

2	Click Add.

3	In the large box in the Add Template dialog box, click the name of the template in which the macro you want to run is stored. You may need to click the Macros folder (in the WinWord folder) in the Look In box, as this is the folder where the supplied macro templates are installed.

4	Click OK.

In the Templates And Add-ins dialog box, the template name you just selected is added to the list of global templates and add-ins and is automatically selected.

5	Click OK.

6	On the Tools menu, click Macro.

7	In the Macros Available In box, click either All Active Templates or the newly added global template.

8	Click the name of the macro you want to run, and then click Run.


Delete a macro

1	On the Tools menu, click Macro.

2	In the Macros Available In box, click an item to specify which macros will appear in the Macro Name box. You can choose to display either a list of all the macros available in all the active templates or a list of all the macros stored in one particular template.

3	In the Macro Name box, click the name of the macro you want to delete, and then click Delete.


Record, run, and edit macros

It's easy to create a macro: you start the Word macro recorder and record a sequence of actions. You can then run the macro whenever you need to perform that same set of actions. For example, if you often need to display as much of a document as possible, you can record a macro that maximizes the document window and then hides the horizontal ruler, the toolbars, and the scroll bars.

The macro recorder cannot record mouse actions in document text. You must use the keyboard when recording such actions as moving the insertion point and selecting text. However, you can use the mouse to click commands and options when you're recording a macro.When you're recording a macro, you can temporarily pause recording and then resume recording where you stopped. For example, you might want to suspend recording a macro to prepare for the next action.

You can click Macro on the Tools menu to run any macro, including any built-in Word command. However, if you use a particular macro often, it makes sense to assign it to a toolbar button, a menu item, or shortcut keys. That way, you can run the macro without having to click a command or open a dialog box.

What do you want to do?

Record a macro

Suspend and resume recording a macro

Run a macro

Rename a macro

Edit a macro

Run a macro supplied with Word


Using macros to automate tasks

A macro is a series of Word commands you can group together as a single command to make everyday tasks easier. You can assign a macro to a toolbar button, a menu item, or shortcut keys to make the macro as convenient to use as a built-in Word command.

Here are some typical uses for macros:

•	To speed up routine editing and formatting

•	To combine multiple commands

•	To make an option in a dialog box more accessible

•	To automate a complex series of tasks

Word records a macro as a series of instructions in its macro language, WordBasic. You can open a recorded macro in a macro-editing window to modify the instructions. You can also write very flexible and powerful macros that include WordBasic instructions you cannot record. For more information, click the Contents tab in Help, and then click WordBasic Reference.

After you've assigned a macro to a toolbar button, a menu item, or shortcut keys, running the macro is as simple as clicking the toolbar button or menu item or pressing the shortcut keys. You can also click Macro on the Tools menu to run a macro.

You use the Organizer dialog box to copy, delete, or rename a macro. By default, Word stores macros in the Normal template so that they're available for use with every Word document. However, if a macro stored in the Normal template is useful only for a particular type of document, you may want to copy the macro to the template for that type of document and then delete the macro from the Normal template.


Troubleshoot recording and playing macros

What do you need help with?

While recording a macro, I accidentally did something I didn't want to record.

A macro I recorded sometimes produces an error message.


While recording a macro, I accidentally did something I didn't want to record
While recording a macro, I accidentally did something I didn't want to record.

You can click Undo on the Edit menu to undo the unwanted action. You can then continue with the action you want to record.


A macro I recorded sometimes produces an error message
A macro I recorded sometimes produces an error message.

A macro you record may not run properly in every situation. If the macro cannot run, it displays an error message. Some macros depend on certain options or settings in Word. For example, a macro that searches for hidden text won't run properly if hidden text isn't displayed. If a macro you've recorded produces an error message, note the error number. You can then look up "error messages" in online Helpl and find the explanation for the WordBasic error message you've encountered.


Create a new master document

1	Open a new document in Word.

2	On the View menu, click Master Document.

3	Type the outline for the master document. Use the built-in heading styles to create a heading for each subdocument. For example, you could use Heading 1 for the document title and Heading 2 for chapter titles.

4	Select the headings and text you want to divide into subdocuments. Make sure that the first heading in the selection is the heading level you want to use at the beginning of each subdocument. For example, if your selection begins with Heading 3, Word creates a new subdocument at each Heading 3 in the selected text.

5	On the Master Document toolbar, click  [image].

6	To save the new master document and all its subdocuments, click Save As on the File menu.

7	Enter a filename and location for the master document. Word assigns a filename to each subdocument based on the first characters in the subdocument heading.


Convert an existing document to a master document

1	Open the existing document.

2	On the View menu, click Master Document.

3	Use the buttons on the Outlining toolbar to promote, demote, and arrange headings.

4	Use the built-in heading styles to create a heading for each subdocument. For example, you could use Heading 1 for the document title and Heading 2 for chapter titles.

5	Select the headings and text you want to divide into subdocuments. Make sure that the first heading in the selection is the heading level you want to use at the beginning of each subdocument. For example, if your selection begins with Heading 3, Word creates a new subdocument at each Heading 3 in the selected text.

6	On the Master Document toolbar, click  [image].

7	To save the new master document and all of its subdocuments, click Save As on the File menu.

8	Enter a filename and location for the master document. Word assigns a filename to each subdocument based on the first characters in the subdocument heading.


Insert an existing Word document into a master document

1	Open the master document to which you want to add an existing Word document.

2	In master document view, click where you want to add the existing document.

3	On the Master Document toolbar, click  [image].

4	In the File Name box, enter the name of the document you want to add.

Note   If the subdocument and the master document are based on different templates, or if they have different settings, the master document settings override the subdocument settings in the master document. If only the subdocument is opened, its settings are unchanged.


Open a subdocument from within a master document

1	Display the master document in master document view.

2	Double-click  [image]  for the subdocument you want to open.


Rename a subdocument

1	Display the master document in master document view.

2	Double-click  [image]  for the subdocument you want to rename.

3	On the File menu, click Save As.

4	Enter a new filename or location for the subdocument.

Important   Do not use Windows 95 Explorer, Windows NT File Manager, or MS-DOS to rename or move a subdocument. If you do, the master document will no longer be able to find or recognize the subdocument.


Limit access for changing a master document or a subdocument

1	Open the document or subdocument you want to limit access to.

2	On the File menu, click Save As.

3	Click Options.

4	Under File Sharing Options For, set the protection options you want, and then click OK.

5	If you typed a password in step 4, confirm the password by retyping it, and then click OK.

6	Click Save.


Lock or unlock a master document or subdocument

1	Display the master document in master document view.

2	To lock or unlock a master document, click anywhere in the master document.

To lock or unlock a subdocument, click anywhere in the subdocument.

3	On the Master Document toolbar, click  [image].

When a master document is locked, it is marked as (Read-Only) in the title bar. When a subdocument is locked, the subdocument icon changes to [image].


Rearrange subdocuments within a master document

1	Display the master document in master document view.

2	Select the headings you want to move.

To select an entire subdocument, click  [image].

3	Drag the selected headings to the new location.


Split a subdocument into two subdocuments

1	Display the master document in master document view.

2	Using the built-in heading styles, create a heading for the new subdocument.

3	Select the new heading.

4	Click  [image].


Merge subdocuments

1	Display the master document in master document view.

2	Move the subdocuments next to one another in the master document.

How?

3	Click  [image]  for the first subdocument you want to merge.

4	To select the next subdocument, hold down SHIFT and click  [image].

5	Repeat step 4 for each subdocument you want to merge.

6	On the Master Document toolbar, click  [image].

Note   When you save the master document, Word saves the merged subdocuments with the filename of the first subdocument.


Remove a subdocument from a master document

1	Display the master document in master document view.

2	Click  [image]  for the subdocument you want to remove.

3	Press DELETE.

Note   When you remove a subdocument from a master document, the subdocument file still exists in its original location.


Convert a subdocument into part of the master document

1	Display the master document in master document view.

2	Click  [image]  for the subdocument you want to make part of the master document.

3	On the Master Document toolbar, click  [image].

Note   When you convert a subdocument into part of a master document, the subdocument file still exists in its original location.


Print a master document

1	To specify the amount of detail you want printed, display the master document in master document view.

2	Expand or collapse headings to display as much of the document as you want to print.

How?

3	On the File menu, click Print.

4	Set the printing options you want.

Note   To print the entire document, display the master document in normal view and click  [image].


Subdocument filenames

When you save a master document, Word automatically assigns a filename to each subdocument based on the first characters in the subdocument heading. For example, a subdocument that begins with the heading "Chapter 1" might be named "CHAPTER1.DOC."


Sharing a master document with other users

Word provides a special type of file locking to make it easier for you and others to work simultaneously on your own subdocuments. Word opens the subdocuments that you created as read-write files, which you can both view and edit. Word opens the subdocuments that you didn't create as read-only files. You can view these locked subdocuments, but you can't change them until you unlock them. If you want to work on a locked subdocument, you can unlock it using  [image] on the Master Document toolbar. However, if another user has a subdocument open with read-write privileges, you cannot open it as read-write or unlock it.


Create a table of contents in a master document

1	Display the master document in master document view.

2	Click where you want to insert the table of contents.

3	Create the table of contents.

How?


Create cross-references in a master document

1	Display the master document in normal view.

2	Create the cross-references.

How?

Note   You can only create cross-references to other subdocuments within the same master document.


Create an index in a master document

1	Display the master document in master document view.

2	Add index entries as you work on the subdocuments.

How?

3	Click where you want to insert the index.

4	Create the index.

How?


Troubleshoot master document problems

What do you need help with?

When I created subdocuments, Word divided them at the wrong place.

I opened a subdocument, but Word won't let me make changes.

The styles and formats I used when I worked on a subdocument are different when I open the master document in normal view.

When I print a master document, the wrong page numbers and headers appear at the beginning of each section.

When I open a subdocument, some of the cross-references are replaced by error messages.

My table of contents and index are full of error messages instead of page numbers.

Word won't save my master document and the subdocuments in it.

How can several people work on the same master document at the same time?


When I created subdocuments, Word divided them at the wrong place.

When you create subdocuments, make sure that:

•	You select all of the text that you want to divide into subdocuments.

•	The selection begins with the heading level you want to use as the beginning of each subdocument.

Word uses the first heading in the selection to determine where to create subdocuments. For example, if the selection begins with a Heading 3, Word creates a new subdocument at each Heading 3 in the selection, even if the selection contains text formatted with the Heading 1 or Heading 2 style.


I opened a subdocument, but Word won't let me make changes.

Another user might have the master document open, or the subdocument you're working on might be locked and you opened it as a read-only file.

Display the master document in master document view. If the subdocument icon looks like [image], click  [image] on the Master Document toolbar to unlock the document. If another user is working on the subdocument, you cannot make changes until the other user closes it.


The styles and formats I used when I worked on a subdocument are different when I open the master document in normal view.

When you work on a master document in normal view or page layout view, the master document template overrides the subdocument template. To see the subdocument with its own template applied, double-click  [image]  to open the subdocument in its own window.

Word places each subdocument in its own section in the master document. If you set headers, footers, page numbering, or other formatting properties in the master document, the formatting applies throughout the master document. If you want a different setting for a subdocument, set those options within the section.


When I print a master document, the wrong page numbers and headers appear at the beginning of each section.

If you want to use the same header, footer, and page number format throughout a master document, create the headers and footers within the master document in master document view. To create different headers and footers from one section to the next, click  [image].


When I open a subdocument, some of the cross-references are replaced by error messages.

Word can update cross-references between subdocuments only when you work on the subdocuments from within the master document. Close the subdocument, and then open the master document and switch to normal view. Select the text that contains the error messages, and then press F9 to update the cross-references.


My table of contents and index are full of error messages instead of page numbers.

You have probably made the table of contents and index into a subdocument and updated them outside of the master document. Close the file containing the table of contents or index, and then open the master document. Click anywhere in the table of contents or index, and then press F9 to update the page numbers.


Word won't save my master document and the subdocuments in it.

The maximum number of subdocuments allowed in a master document is affected by the number of files you have open, the content of the files you have open, the number of applications you are running, the amount of computer memory, the operating system you are using, and other system configurations. If you reach this limit when you save your master document, Word won't be able to save your documents. You can:

•	Have Word automatically convert some of the subdocuments into master document text and then save the master document.

How?

•	Cancel saving the master document, close other applications, and then try saving again.

•	Remove the subdocuments from the master document and then print them individually.

How?


How can several people work on the same master document at the same time?

Several users can work on their own subdocuments at the same time. However, two users cannot both open the same document with read-write privileges. When another user opens a master document or subdocument, even as a read-only file, you cannot open that document with read-write privileges unless you have set the necessary options.

How?


Create master documents and subdocuments

Any Word document can be a master document or a subdocument. Master documents and subdocuments make working with long documents more manageable.

What do you want to do?

Create a new master document

Convert an existing document to a master document

Insert an existing Word document into a master document


Work with master documents and subdocuments

Once you have created a master document and subdocuments, several people can work on their own subdocuments at the same time. You can rename, lock, merge, split, or remove subdocuments.

What do you want to do?

Open a subdocument from within a master document

Rename a subdocument

Limit access for changing a master document or a subdocument

Lock or unlock a master document or a subdocument

Rearrange subdocuments within a master document

Split a subdocument into two subdocuments

Merge subdocuments

Remove a subdocument from a master document

Convert a subdocument into part of the master document

Print a master document


Create a table of contents, index, or cross-reference in a master document

To create cross-references, an index, or a table of contents among multiple documents, you use a master document.

What do you want to do?

Create a table of contents in a master document

Create cross-references in a master document

Create an index in a master document


Section breaks and master documents

When you create a subdocument in a master document, Word inserts a continuous section break before and after the subdocument. If you insert an existing document as a subdocument, the beginning section break is a New Page break, and the closing section break is a continuous break.

If Word creates a section break between subdocuments that is not what you want, you can change the type of section break. Click immediately following the section break you want to change, click Page Setup on the File menu, click the Page Layout tab, and then select the type of section break you want in the Section Start box. For more information, click  [image].


Assign a command or other item to a menu

You can create a menu command for an unassigned command, macro, font, AutoText entry, or style.

1	On the Tools menu, click Customize, and then click the Menus tab.

2	In the Save Changes In box, click the template in which you want to save the menu changes.

3	In the Categories box, click the category that contains the name of the command or other item.

4	In the box to the right of the Categories box, click the name of the command or other item.

5	In the Change What Menu box, click the name of the menu to which you want to assign the command or other item.

6	In the Position On Menu box, click the location where you want to place the command or other item on the menu.

7	In the Name On Menu box, enter the name of the item you want to appear on the menu. To designate a shortcut key for the menu, type & (ampersand) in front of the letter you want to underline.

8	Click Add or Add Below. The button name depends on the placement you specify for the command or other item in the Position On Menu box.


Remove a command or other item from a menu

1	On the Tools menu, click Customize, and then click the Menus tab.

2	In the Save Changes In box, click the template that contains the command or other item you want to remove.

3	In the Categories box, click the category that contains the name of the command or other item.

4	In the box to the right of the Categories box, click the name of the command or other item.

5	Click Remove.


Restore all Word menus to their original settings

1	On the Tools menu, click Customize, and then click the Menus tab.

2	In the Save Changes In box, click the template in which the changes were made.

3	Click Reset All.


Add a menu

1	On the Tools menu, click Customize, and then click the Menus tab.

2	In the Save Changes In box, click the template in which you want to store the new menu.

3	Click Menu Bar.

4	In the Name On Menu Bar box, type the name for the new menu. To designate a shortcut key for the menu, type & (ampersand) in front of the letter you want to underline.

5	In the Position On Menu Bar box, click the location where you want to place the new menu on the menu bar.

6	Click Add or Add After. The button name depends on the placement you specify for the new menu in the Position On Menu Bar box.


Rename a menu

1	On the Tools menu, click Customize, and then click the Menus tab.

2	In the Save Changes In box, click the template that contains the menu you want to rename.

3	Click Menu Bar.

4	In the Position On Menu Bar box, click the menu you want to rename.

5	In the Name On Menu Bar box, type the new name.

6	Click Rename.


Delete a menu

1	On the Tools menu, click Customize, and then click the Menus tab.

2	In the Save Changes In box, click the template that contains the menu you want to delete.

You can save customized items on a menu before you delete it.

3	Click Menu Bar.

4	In the Position On Menu Bar box, click the menu you want to remove from the menu bar.

5	Click Remove.


Create a hanging indent

1	Select the paragraphs you want to have a hanging indent.

2	On the Format menu, click Paragraph, and then click the Indents And Spacing tab.

3	In the Special box, click Hanging.


Add borders and shading to paragraphs

You can add borders to any or all sides of a paragraph and use shading to fill in the background behind the text of a paragraph.

What do you want to do?

Add borders to paragraphs

Add shading to paragraphs


Add borders to paragraphs

1	Click anywhere in the paragraph you want to add borders to.

2	On the View menu, click Toolbars.

3	In the Toolbars box, select the Borders check box, and then click OK.

Word displays the Borders toolbar.

4	In the Line Style box on the Borders toolbar, click the line style you want.

5	Click the button for the type of border you want.

Note   To remove borders from a paragraph, select the paragraph and then click  [image].


Add shading to paragraphs
Add shading to paragaphs

1	To add shading to a paragraph, click anywhere in the paragraph.

2	On the View menu, click Toolbars.

3	In the Toolbars box, select the Borders check box.

Word displays the Borders toolbar.

4	In the Shading box on the Borders toolbar, click the shading pattern you want.

Note   To remove shading from a paragraph, select the paragraph, and then click Clear in the Shading box.

Tip   You can adjust background and foreground shading colors by using the Borders And Shading command on the Format menu.


Types of changes that Word can make automatically

Word has several features that can automatically change text as you type. "AutoFormat As You Type" automatically formats headings, numbered and bulleted lists, borders, and numbers. The AutoCorrect feature automatically inserts proper capitalization at the beginning of sentences and the names of days of the week, corrects common spelling errors, and lowercase letters that were incorrectly capitalized due to the accidental use of the CAPS LOCK key.

What happens when I use "AutoFormat As You Type"?

What happens when I use AutoCorrect?


What happens when I use AutoCorrect?

When you type	Word
Two capital letters at the beginning of a word	Changes the second capital letter to a lowercase letter.
A lowercase letter at the beginning of a sentence	Capitalizes the first letter of the first word.
The name of a day that begins with a lowercase letter	Capitalizes the first letter in the name of the day.
With the CAPS LOCK key accidentally turned on	Reverses the case of the letters that were capitalized incorrectly, and then turns off the CAPS LOCK key.


Turn on or off automatic changes
Turn automatic changes on or off

Word has several features that can automatically change text as you type. "AutoFormat As You Type" automatically formats headings, numbered and bulleted lists, borders, and numbers. The AutoCorrect feature automatically corrects capitalization at the beginning of sentences and the names of days of the week, corrects common spelling errors, and changes the case of letters incorrectly capitalized due to the accidental use of the CAPS LOCK key. You can turn the automatic changes on or off by selecting or clearing the check boxes on the AutoFormat tab (in the Options dialog box) and in the AutoCorrect dialog box.

What do you want to do?

Turn "AutoFormat As You Type" on or off

Turn AutoCorrect on or off


Switch to master document view

•	On the View menu, click Master Document.


Change the display settings in Word

1	On the Tools menu, click Options, and then click the View tab.

2	Select the options you want.


Height Of Row options

Option	Result
Auto	Adjusts for the tallest cell in the row or rows.
At Least	Specifies a minimum row height. If cell contents cause the cell to exceed the height specified, Word adjusts the height of the row to fit the contents.
Exactly	Specifies a fixed row height. If cell contents exceed the fixed height, Word prints only the contents that fit in the cell.


Change grammar-checking options

Rule groups determine how strictly Word enforces grammar and style standards. You can choose one of the rule groups provided with Word, or you can customize an existing rule group to create your own grammar-checking rules.

What do you want to do?

Select a grammar and style rule group

Customize or create grammar and style rules


Print only odd or even pages

1	On the File menu, click Print.

2	In the Print box, click either Odd Pages or Even Pages.


Copy character and paragraph formats

1	Select text that has the formatting you want to copy.

2	Click  [image], and then select the text you want to apply the formatting to.

Tip   To copy the selected formatting to several locations, double-click  [image]. Click the button again when you're finished.


Display or hide the TipWizard

•	Click  [image].


WordMail Properties Dialog
WordMail Properties dialog box

Sets properties for electronic mail messages.

Dialog box options

Type

Displays the type of message form.

Size

Displays the size of the message.

Location

Displays the name of the folder in which the message is stored.

Last Changed

Displays the date and time a message was most recently modified.

Importance: High

To indicate a high level of importance for a message by displaying a red exclamation point (!) in the Importance column of the recipient's inbox, click High.

Importance Normal

To indicate a moderate level of importance for a message, click Normal.

Importance Low

To indicate a low level of importance for a message by displaying a down arrow in the Importance column of the recipient's inbox, click Low.

Sensitivity

To display the security level and type of message in the Sensitivity column of the recipient's inbox, click an option in the Sensitivity box.

Read Receipt

To be notified when the recipient opens the message you sent, select the Read Receipt check box.

Delivery Receipt

To be notified when the message you sent has been delivered, select the Delivery Receipt check box.

Save Copy In Sent Items Folder

To save a copy of each message you send, select the Save Copy In Sent Items Folder check box.

Show Bcc

To address a message that doesn't display all the recipients' names in the From box when other recipients receive the message, select the Show Bcc check box.

Apply

To apply the selected options to the message without closing the Properties dialog box, click Apply.


Microsoft Word accessibility

Microsoft Word contains features that make the product more accessible. You can change the magnification of your document, change the size and spacing of toolbar buttons, store and reuse commonly used text and graphics, and assign shortcut keys and buttons to commands and tasks you repeat often.

What do you want to do?

Zoom in on or out of a document

Make toolbar buttons larger

Change the spacing between toolbar buttons

Insert text and graphics automatically as you type

Store and reuse text and graphics

Create a custom toolbar

Assign a shortcut key to a command or other item

Create a button for a command or other item

Work with menus using shortcut keys


Table gridlines don't appear in my printed document.

Table gridlines appear only on the screen. To print vertical and horizontal lines between cells, you must apply borders to the table.

The easiest way to apply borders is to use the Table AutoFormat command on the Table menu, which automatically applies predefined borders and shading to a table.

You can also use the Borders toolbar or the Borders And Shading command on the Format menu to create custom borders and shading.


Add an AutoCorrect entry during a spelling check

1	Click  [image].

2	When a word you often misspell or mistype is identified, enter the correct spelling in the Change To box.

3	To add the misspelled word and its correct spelling to the list of words and phrases that are corrected automatically, click AutoCorrect.


Create a form letter

1	To use an existing letter as a form letter, open the letter.

To create a new letter, click New on the File menu, and then select a letter template.

2	On the Tools menu, click Mail Merge.

3	Click Create, click Form Letters, and then click Active Window.

The active document becomes the mail merge main document.

4	Click Get Data.

To create a new list of names and addresses in Word, click Create Data Source, and then set up the data records.

How?

To use an existing list of names and addresses in a Word document or in a worksheet, database, or other list, click Open Data Source.

To use addresses from an electronic address book, click Use Address Book.

5	After you designate the data source and Word displays a message, click Edit Main Document.

6	In the main document, type the text you want to appear in every form letter.

7	Click where you want to insert a name, address, or other information that changes in each letter. On the Mail Merge toolbar, click Insert Merge Field, and then click the field name that corresponds to the information.

Type punctuation and spaces between the merge fields, outside the merge field characters (« »).

To format the merged information — for example, to make each name bold — click the merge field, and then apply the formats you want.

8	After you complete the main document and insert all of the merge fields, click  [image]  on the Mail Merge toolbar.

9	In the Mail Merge Helper dialog box, click Merge.

10	In the Merge To box, click Printer.

To send the form letter only to selected addressees, click Query Options, and then specify criteria for selecting the data records.

How?

11	Click Merge.

Tip   You can view the resulting form letters before you print them. For more information, click  [image].


Print mailing labels by merging an address list

1	Click  [image]  to start a new document.

2	On the Tools menu, click Mail Merge.

3	Click Create, click Mailing Labels, and then click Active Window.

The active document becomes the mail merge main document.

4	Click Get Data.

To create a new list of names and addresses in Word, click Create Data Source, and then set up the data records.

How?

To use an existing list of names and addresses in a Word document or in a worksheet, database, or other list, click Open Data Source.

To use addresses from an electronic address book, click Use Address Book.

5	After you designate the data source and Word displays a message, click Set Up Main Document.

6	In the Label Options dialog box, select the type of printer and the type of labels you want to use.

If your label type is not listed, you can specify a custom label size.

How?

7	In the Create Labels dialog box, insert the merge fields for the address information.

How?

8	In the Mail Merge Helper dialog box, click Merge.

9	In the Merge To box, click Printer.

To print labels only for selected addressees, click Query Options, and then specify criteria for selecting the data records.

How?

10	Click Merge.


Tips for inserting address merge fields

•	Type spaces and punctuation between the merge fields, outside the merge field characters (« »).

•	To start a new line, press ENTER.

•	To format address information, select the merge fields, click the right mouse button, and then click either Font or Paragraph on the shortcut menu.


Specify a custom mailing label

If the brand of labels you want to use is not listed in the Product Number box, you may be able to use one of the listed labels, or you can specify custom label dimensions.

1	Scan the list in the Product Number box, and locate a label type similar in size to your labels.

2	Click Details, and then compare the label dimensions and the number of labels per sheet (for laser labels) or the number of columns on the label form (for dot-matrix labels).

If the dimensions and label layout match those of your labels, use the selected label.

3	If the dimensions and layout do not match yours, click Cancel to close the Custom Information dialog box. In the Product Number box, click either Custom Laser or Custom Dot Matrix. Then click Details, and fill in the information for your labels.

Note   Measure the labels carefully. The label size indicated by the label manufacturer may be slightly larger than the actual size. For example, a 1-by-2-inch label might actually be 15/16-inch high and 1-15/16-inches wide.


Print envelopes by merging an address list

1	Click  [image]  to start a new document.

2	On the Tools menu, click Mail Merge.

3	Click Create, click Envelopes, and then click Active Window.

The active document becomes the mail merge main document.

4	Click Get Data.

To create a new list of names and addresses in Word, click Create Data Source, and then set up the data records.

How?

To use an existing list of names and addresses in a Word document or in a worksheet, database, or other list, click Open Data Source.

To use addresses from an electronic address book, click Use Address Book.

5	After you designate the data source and Word displays a message, click Set Up Main Document.

6	On the Envelope Options tab, select the envelope size you want, and adjust the address format and position on the envelope.

On the Printing Options tab, make sure that the selected envelope feed options are correct for your printer, and then click OK.

7	In the Envelope Address dialog box, insert the merge fields for the address information.

How?

8	In the Mail Merge Helper dialog box, click Edit next to Create, and then click the envelope main document. Verify the return address, or delete it if the envelopes have a preprinted return address. To redisplay the Mail Merge Helper dialog box, click  [image]  on the Mail Merge toolbar.

9	In the Mail Merge Helper dialog box, click Merge.

10	In the Merge To box, click Printer.

To print envelopes only for selected addressees, click Query Options, and then specify criteria for selecting the data records.

How?

11	Click Merge.


Create a catalog, membership directory, parts list, or similar document

If you select Catalog as the type of main document, all of the merged data is placed in one resulting merged document. Any standard text you add to the main document is repeated for each set of data.

1	Click  [image]  to create a new document.

2	On the Tools menu, click Mail Merge.

3	Click Create, click Catalog, and then click Active Window.

The active document becomes the mail merge main document.

4	Click Get Data.

To create a new list of names, addresses, or other data in Word, click Create Data Source, and then set up the data records.

How?

To use an existing list of data in a Word document or in a worksheet, database, or other list, click Open Data Source.

To use addresses from an electronic address book, click Use Address Book.

5	After you designate the data source and Word displays a message, click Edit Main Document.

6	In the main document, type any text you want to be repeated with each set of information merged from the data source.

Do not include text you want to be printed only once in the resulting catalog document, such as headers, footers, and table column headings.

7	Click where you want to insert a name, address, or other information. Then click Insert Merge Field on the Mail Merge toolbar, and click the field name that corresponds to the information.

Type punctuation and spaces between the merge fields, outside the merge field characters (« »).

To format the merged information — for example, to make a name bold — click the merge field, and then apply the formats you want.

8	After you complete the main document and insert all of the merge fields, click  [image]  on the Mail Merge toolbar.

9	In the Mail Merge Helper dialog box, click Merge.

10	In the Merge To box, click New Document.

To merge only selected records from the data source, click Query Options, and then specify criteria for selecting the data records.

How?

11	Click Merge.

In the resulting catalog document, add headers, footers, and any other text that you want to be printed only once in the document. For example, if the merged data is formatted as a table, add column headings to the table after the data is merged.

12	To print the catalog document, click  [image].


Format merged information

Merged information has the character formats you apply to the merge fields in the main document. The formatting in the data source has no effect.

1	Click the merge field that corresponds to the information you want to format.

2	Click buttons on the Formatting toolbar, or click Font on the Format menu; then, select the options you want.

Tips

•	To control other aspects of formatting, press ALT+F9 to display field codes, and then add switches to the merge field. For example, to display the number "34987.89" as "$ 34,987.89," add a numeric picture switch (\#). To print client names in uppercase letters, add a format switch (\*). For more information, click  [image].

•	To ensure that the merged information has the same font and point size you apply to the merge field, add a \* charformat switch. For more information, click  [image].


Merge fields

The merge fields you insert in a mail merge main document instruct Word where to insert unique information from the selected data source. For example, the merge field «City» tells Word to insert the city name contained in the City data field.

To insert the merge fields, you must click the Insert Merge Field button on the Mail Merge toolbar. You cannot type the merge field characters («») or insert them by using the Symbol command on the Insert menu.

If field codes are displayed, you see the MERGEFIELD field codes; for example, { MERGEFIELD City }. Don't change the field name in the MERGEFIELD instructions; the field name must exactly match the corresponding field name in the header row of the data source. How you view the main document — with field codes either displayed or hidden — doesn't affect the way it's merged with the data source.


Can I use main documents I created in other versions of Word?

You can use main documents you created in Word versions 6.x as well as in the following other versions of Word:

•	Word version 2.x for Windows, if the main document is attached to a data source.

•	Word version 1.x for Windows, if the main document contains a DATA field that identifies the data source.

•	Word for the Macintosh or Word for MS-DOS, if the main document contains a DATA instruction that identifies the data source (data document).

To merge the documents, open the main document, and then click Mail Merge on the Tools menu. If necessary, click Get Data and then select the data source. Finally, click Merge.


Use a WordPerfect primary file as a mail merge main document

If you've set up primary and secondary files to create a form letter in WordPerfect, you can use these files to merge the documents and print the form letters in Word.

1	To open the WordPerfect primary file, click  [image].

2	On the Tools menu, click Mail Merge.

3	Click Create, click Form Letters, and then click Active Document.

4	If Word did not locate the related secondary file, click Get Data, click Open Data Source, and then click the name of  the secondary file.

5	In the Mail Merge Helper dialog box, click Merge.

Notes

•	Word converts each {FIELD}fieldname~ merge programming command to a Word merge field with the same name. Word names numbered fields F1, F2, F3, and so on.

•	Word cannot convert all WordPerfect merge programming commands in the primary file. However, you can use Word fields to perform many of the same functions. For more information, click  [image].

•	To print lists of addresses on mailing labels and envelopes, use the Mail Merge command on the Tools menu. For information about printing mailing labels, click  [image].  For information about printing envelopes, click  [image].


Merge the main document with the data source

Before you merge documents, you must have previously created the main document, selected a data source, and inserted merge fields in the main document.

1	With the main document in the active window, click Mail Merge on the Tools menu.

2	In the Mail Merge Helper dialog box, click Merge.

3	In the Merge To box, click Printer.

To merge only selected data records, click Query Options, and then select the data records.

How?

4	Click Merge.


View merged documents before printing

To check your merge results quickly, you can display merged data in the main document and view the resulting merged documents one by one. To add comments or other information to form letters and then print them later, you can collect all resulting merged documents in a single, new document.

What do you want to do?

Display merged data in the main document

Collect the merged documents in a new document


Display merged data in the main document

1	With the main document in the active window, click  [image]  on the Mail Merge toolbar.

Word displays information from the first data record in place of the merge fields.

2	To view information from other data records, click the arrow buttons on the Mail Merge toolbar, or type a record number in the Go To Record box.

Tip   To print the main document merged with the currently displayed data, click  [image].


Collect the merged documents in a new document

•	Click anywhere in the main document, and then click  [image]  on the Mail Merge toolbar.

Word places each resulting merged document in a separate section of the new document.

Note   To print the document, click  [image]. For information about printing specific pages, click  [image].


Distribute form letters to electronic mail or fax addresses

Your system must include a MAPI-compatible electronic mail application or fax application, and you must have previously set up the main document and selected the data source.

1	With the main document in the active window, click Mail Merge on the Tools menu.

2	To merge only data records that contain an electronic mail address, click Query Options.

3	Click the Filter Records tab. In the Field box, click the data field that contains the electronic mail addresses or fax numbers. In the Comparison box, click Is Not Blank.

4	In the Mail Merge Helper dialog box, click Merge.

5	In the Merge To box, click the electronic message system you want to use.

6	Click Setup. In the Data Field With Mail/Fax Address box, click the data field that contains the electronic mail address or fax number.

To preserve the formatting of a merged document transmitted by electronic mail, select the Send Document As An Attachment check box. Otherwise, Word inserts the document text in the mail message.

7	In the Merge dialog box, click Merge.

Tip   To add enclosures or other information, insert one or more INCLUDETEXT fields in the main document. When you merge the main document with the data source, Word inserts the contents of the documents specified by the INCLUDETEXT fields.


Select data records from a data source

1	If the Query Options dialog box is not displayed, click anywhere in the main document, click  [image]  on the Mail Merge toolbar, and then click Query Options.

2	On the Filter Records tab, click a data field in the Field box, and then click a comparison phrase in the Comparison box. In the Compare to box, type the text or number you want to compare with the contents of the data field.

To specify multiple selection criteria, click either And or Or to connect the rules.

3	To merge records in a particular order, click the Sort Records tab, and then click the fields by which you want to sort the records.

How?

Notes

•	For more information about selecting records, click  [image].

•	Word stores the record selection criteria with the main document. Each time you open the main document, Word retrieves the selected set of data records. To select different records, change the selection criteria. To select all of the data records in the data source, click Clear All on the Filter Records tab.


Sort data records

By sorting data records, you can determine the order in which Word merges the data with the main document.

1	With the main document in the active window, click Mail Merge on the Tools menu, and then click Query Options.

2	On the Sort Records tab, click at least one data field, and then click a sort order.

Notes

•	Word stores the sort order with any record-selection criteria you specified for the data source. Each time you open the main document, Word retrieves and sorts the data records.

•	If the data source is from another application, Word sorts only the selected data records. However, Word sorts all records if the data source is in Word format, not just the selected set of records. To keep the data records in the specified order, save the data source before you quit Word.


Rules for selecting data records for mail merge

To merge only specific records, you must specify your selection criteria, or "rules." For each rule, you need to specify:

•	A data field in the selected data source.

•	A comparison phrase, such as "Equal To" or "Is Not Blank."

•	Text or numbers you want to compare with the contents of the data field.

What would you like to know more about?

Comparing text

Comparing numbers mixed with text

Specifying multiple selection rules with And and Or

Selecting records that contain a range of values


Comparing text

When Word compares text, the word "apple" is "less than" the word "berry" because "apple" precedes "berry" alphabetically. Capital letters do not affect the sort order. For example, to select the records of clients whose last names begin with the letters "A" through "L", click LastName in the Field box, click Less Than in the Comparison box, and then type "M" in the Compare To box.


Comparing numbers mixed with text

If a data record contains numbers mixed with letters, hyphens, plus signs, minus signs, or other nonnumeric characters, Word compares the numbers as though they were text characters. For example, a five-digit U.S. ZIP Code is compared as a number, whereas a nine-digit "ZIP+4" code such as 99999-9099 and non-U.S. postal codes that contain letters are compared as text.

Comparing sequences of mixed numbers and nonnumeric characters — code numbers, for example — can produce unexpected results if some items contain more sequential numbers than others.


Specifying multiple selection rules with And and Or

You can specify up to six selection rules by using And or Or to connect the rules.

•	To select records that satisfy all of the connected rules, use And. In the following example, Word selects only data records that contain both "Oregon" in the State field and "Portland" in the City field.

State Equal To Oregon
And	City Equal To Portland

•	To select records that satisfy at least one of the rules, use Or. In the following example, Word selects all data records that contain either "Oregon" or "California" in the State field.

State Equal To Oregon
Or	State Equal To California

The way you use And and Or affects which data records are selected. In the following example, Word selects records of clients who live either in Portland, Oregon, or in Salem, Oregon.

State Equal To Oregon
And	City Equal To Portland
Or	State Equal To Oregon
And	City Equal To Salem

However, in the following example, Word selects records of clients who live either in Portland, Oregon, or in any city named Salem — for example, Salem, Massachusetts.

State Equal To Oregon
And	City Equal To Portland
Or	City Equal To Salem


Selecting records that contain a range of values

Use And to compare a selected field with a range of values. In the following example, Word selects all data records that have a value in the range 98001– 98500 in the PostalCode field.

PostalCode Greater Than Or Equal To 98001
And	PostalCode Less Than Or Equal To 98500


Requirements for mail merge data sources

If you create a data source by using the Mail Merge command on the Tools menu, Word sets up the data source in a table. The table contains a column for each data field in the data source. The field names are listed in the first row of cells —  the header row. Each subsequent row contains one data record.

If you use an existing data source or set up the data source in a table or spreadsheet yourself, keep the following rules in mind:

•	Unless the data field names are listed in a separate header source, the first row of cells must contain the header row. Make sure that there are no spaces, text, or blank lines above the header row.

•	Each data record must have the same number of data fields (columns) as the number of field names in the header row.

•	Place information for each record in the correct column. If a record doesn't have information for a particular field, leave the corresponding cell in that column blank.

•	The order in which you list the field names in the header row is not important.

For a list of applications you can use to create a data source, click  [image].

For tips on planning a new data source, click  [image].

For information about data sources that use tab stops or commas to separate the data, click  [image].


Create a new data source in Word

1	If the Create Data Source dialog box is not displayed, click anywhere in the main document, and then click  [image]  on the Mail Merge toolbar. In the Mail Merge Helper dialog box, click Get Data and then click Create Data Source.

2	In the Field Names In Header Row box, click the data fields you want. Word includes all data fields in the Field Names In Header Row box in the data source unless you delete or change them.

To delete a field, click the field name in the Field Names In Header Row box, and then click Remove Field Name.

To add a field, type a new field name in the Field Name box, and then click Add Field Name.

3	When the Field Names In Header Row box contains all of the fields you need, click OK, and then save the data source.

4	When Word displays a message, click Edit Data Source.

5	In the Data Form dialog box, type the information for each field, and then press ENTER.

If no information exists for a particular field, press ENTER to skip the field. Do not type spaces in the box.

To start a new record, click Add New.

6	To return to the main document after you've entered the information, click OK.

Word will ask you to save changes to the data source when you close the main document. To save the data source now, click View Source, and then click  [image]. To return to the main document, click  [image]  on the Database toolbar.


Select a different data source for a main document

1	With the main document in the active window, click Mail Merge on the Tools menu.

2	Click Get Data, click Open Data Source, and then select the data source you want.

Note   If you've already inserted merge fields in the main document, the field names used in the header row of the new data source must match the merge fields in the main document.


View information in a data source

You can view a data source in the Data Form dialog box, which displays the information one data record at a time. It is easier to edit records when they are displayed in the data form. If your data is in Word format, you can also display data records as a table in a Word document window.

What do you want to do?

Display data records in the Data Form dialog box.

Display data records in a Word document window.


Display data records in the Data Form dialog box

You can display data records in the Data Form dialog box in one of the following ways, depending on your current activity:

•	If you're working in the Mail Merge Helper dialog box, click Edit next to Get Data, and then click the data source you want.

•	If you're working in a mail merge main document, click  [image]  on the Mail Merge toolbar.

•	If a Word data source is displayed in a document window, click  [image]  on the Database toolbar.

Note   If the data source is from a Microsoft application that supports DDE — for example, Microsoft Excel or Microsoft Access — and that application is installed on your computer, click Edit next to Get Data in the Mail Merge Helper dialog box or click  [image]  on the Mail Merge toolbar to start the application. You can then modify the data records in the original file.


Display data records in a Word document window

You can open a data source in Word in one of the following ways, depending on your current activity:

•	On the File menu, click Open, and then click the data source you want.

•	If you're working in the Mail Merge Helper dialog box, click Edit next to Get Data, click the data source you want, and then click View Source.

•	If you're working in the main document, click  [image]  on the Mail Merge toolbar, and then click View Source.


Add information to a Word data source

If your data source is a Word document, you can edit data records and also add new records and data fields. For example, to add new clients to a mailing list, you add a record for each new client. To add a new category of information to all the records — for example, a fax number or electronic mail address — you add a new data field.

What do you want to do?

Edit existing data records

Add new data records

Add new data fields


Edit existing data records

1	Display the data source in the Data Form dialog box.

How?

2	Edit the records you want to change.

To locate a data record you want to change, click Find, and then search for information that you know the record contains.

3	To save changes to the data source, click View Source, and then click  [image].


Add new data records

1	Display the data source in the Data Form dialog box.

How?

2	Click Add New.

3	Type the information for each field, and then press ENTER.

If no information exists for a particular field, press ENTER to skip the field. Do not type spaces in the box.

4	Repeat steps 2 and 3 for each new record.

5	When you finish adding records, click View Source, and then click  [image].


Add new data fields

1	Display the data source in a document window.

How?

2	On the Database toolbar, click  [image].

3	In the Field Name box, type a name for the new field, and then click Add.

4	To add the new field information to each record, click  [image],  and then edit the records in the Data Form dialog box.


Delete information from a Word data source

If your data source is a Word document, you can delete information in a data record by editing the record in the Data Form dialog box. To delete a set of related information, you delete a data record. To delete a category of information from all records, you delete the corresponding data field.

For example, to remove a member from your organization's directory, you delete that person's record. To remove all business phone numbers from the directory, however, you delete the data field that contains the phone numbers.

What do you want to do?

Delete information from a data record

Delete an entire data record

Delete a data field from all records


Delete a data record

1	Display the data source in the Data Form dialog box.

How?

2	Click Find, and then search for information that you know the record contains.

3	Click Delete.

You cannot undo a deleted data record.

4	Click View Source, and then click  [image]  to save the changes.


Delete a data field

When you delete a data field, Word deletes the information in that data field from all data records in the data source.

1	Display the data source in a document window.

How?

2	On the Database toolbar, click  [image].

3	In the Field Names In Header Row box, click the field you want to delete, and then click Remove.


Rename fields in a data source

1	Display the data source in a document window.

How?

2	On the Database toolbar, click  [image].

3	In the Field Names In Header Row box, click the field you want to rename, click Rename, and then type a new field name.

Note   If any mail merge main documents contain a merge field for the old field name, you must replace that field with a new merge field. To insert the new merge field, click Insert Merge Field on the Mail Merge toolbar.


Remove the associated data source from a main document

1	Open the document from which you want to remove the data source.

2	On the Tools menu, click Mail Merge.

3	Click Create, and then click Restore To Normal Word Document.


Tips on planning a data source

•	Allow enough data fields for the data records with the most information.

Some clients on a mailing list might have more address information than others; for example, a business name, a department title, and up to three lines for the address. In a data source, however, all the data records must have the same number of data fields. If a data record doesn't have a particular category of information, leave the field blank for that record.

•	Information you want to sort by — for example, city, state, postal code, or addressee's last name — must be in a separate data field.

•	To speed mail delivery in the United States, set up addresses to display postal bar codes.

The addressee's ZIP Code and delivery address  — such as a street name and number or a post office box  — must be in separate data fields.

•	Organize data so that you can use it in different ways.

For example, when you set up a data source to print form letters, plan the address information so that you can use the same data source to print either mailing labels or envelopes. By placing the title, first name, and last name in separate fields, you can use the same field to print the last name in both the address (Mr. Gerard LaSalle) and the salutation (Dear Mr. LaSalle).


Data sources you can use with Word

Word can use the following types of files as data sources:

•	Files from Microsoft Access and Microsoft Excel, if these applications are installed on your system.

•	A personal address book you created for use with Microsoft Exchange Server, Schedule+ 2.0 contact lists, or similar address lists created with a MAPI-compatible messaging system.

•	Files from single-tier, file-based database applications for which you have installed an open database connectivity (ODBC) driver. A number of these drivers are included with Microsoft Office.

•	Files in the following formats, if you included the appropriate converter when you installed Word:

ASCII text files Microsoft Word for the Macintosh versions 3.0 – 6.x Microsoft Word versions 3.0 – 6.0 for MS-DOS	Microsoft Excel versions 2.0– 6.x WordPerfect versions 5.x for MS-DOS and 5.x for Windows Lotus 1-2-3 versions 2.x and 3.x
Note   To retrieve data from multi-tier database applications such as Microsoft SQL Server and Paradox, use the MailMergeOpenDataSource macro statement in a WordBasic macro.


Linking to a Microsoft Access query

You can select as a data source any table or query defined in a Microsoft Access database.

If you select a table

Word retrieves the table each time you use the data source. Unless the table has been changed in Microsoft Access, it contains the same data fields and data records it contained the last time you used the data source.

If you select a query

•	To always use the data records retrieved by the original query instructions, clear the Link To Query check box. This option is available only with Microsoft Access version 1.1 or later.

•	If you expect the query instructions to change and you want to use information selected by the latest query, select the Link To Query check box. Each time you use the data source, Word carries out the current instructions of the query. If the original instructions in a linked query have been modified  — for example, if the query specifies different data fields or tables  — the data selected by the query can change. The data records selected by the current query are used as the data source.

For example, suppose a query selects data records that identify the top products sold each month. You are preparing a report that analyzes holiday buying trends in December. To "freeze" the data source so that it always reflects December sales, clear the Link To Query check box. On the other hand, if you use the data source to track the leading sellers in your monthly sales reports, make sure that you select this check box.

Note   Whether you select a table or select or link a query, Word always retrieves the latest information in the data records.


Data sources that use tab characters or commas to separate data

If you use Word to create a data source and the data contains more than 31 fields, you must organize the data in paragraphs.

•	Press ENTER to end each data record with a paragraph mark (¶). Delete empty paragraph marks between or following the data records.

•	Use either a tab character ( [image]) or a comma to separate data fields in both the header record and the data records; the same character must be used in the header and the data. Tab characters are preferable because the contents of the fields may include commas.

•	If a data record doesn't include information for a specific data field, insert two tab characters or two commas to indicate the empty field. However, do not insert the second character if the field is the last field in the data record.

•	Enclose a data field in quotation marks (" ") if it contains any of the following characters:

•	A tab character ( [image]) or a comma, if that character separates the data fields

•	A line break ( [image]) or a paragraph mark (¶)

•	The list separator specified on the Number tab in the Regional Settings Properties dialog box in the Windows Control Panel

•	If information contains quotation marks (" "), type two consecutive pairs of quotation marks (" " " "). Word will print only one pair of these quotation marks.


When to use a header source

You may want to list field names in a separate header source in the following cases:

•	When you use several different data sources. By using a single header source, you won't have to repeat or change the header row in each data source or change the merge fields in the main document.

•	When a data source from another application might not contain a header record, or when field names in the header record might not match the merge fields in your main document. If you cannot change or add a header record in the data source  — for example, because the data source is read-only  — you can use a separate header source that lists the field names you specify.

If you use a header source, keep the following rules in mind:

•	In the Mail Merge Helper dialog box, select both a header source and a data source. Click Get Data, and then click Header Options to select a header source.

•	The number of field names in the header source must be the same as the number of data fields in the data source.

•	Field names must be listed in the same order as the corresponding information in the data source.

•	Field names in the header source must match any merge fields you've inserted in the main document. If the field names and merge fields do not match, change the field names in the header source or replace the merge fields in the main document.

•	If both the header source and the data source are set up as paragraphs, use the same character  — either a tab character
( [image]) or a comma  — to separate the field names in the header source as you're using to separate data fields in the data records.


Customizing documents created with mail merge

You can include additional information in form letters and other merged documents by inserting the following Word fields in the main document.

•	ASK and FILLIN fields display a prompt as Word merges each data record with the main document. Your response is printed in the specific form letter, contract, or other merged document resulting from the data record. For more information, click  [image].

•	IF (If...Then...Else...) fields print information only if a condition you've specified is met. For example, you can use an IF field to inform clients who live in a particular ZIP Code area that you are opening a nearby branch office. For more information, click  [image].

•	SET (Set Bookmark) fields allow you to assign text, a number, or other information to a bookmark. You can use the information multiple times in the resulting merged documents. If the information changes, you can edit the SET field once rather than searching through the main document and changing each occurrence. For more information, click  [image].


Word fields for use in mail merge

By inserting the following fields in a main document, you can include additional information in the resulting merged documents and control how data is merged.

What would you like to know more about?

Ask field

Fill-in field

If...Then...Else field

Merge Record # field

Merge Sequence # field

Next Record field

Next Record If field

Set Bookmark field

Skip Record If field


Insert Word fields in a main document

1	In the main document, click where you want to insert the field.

Insert an IF or FILLIN field where you want Word to print the resulting information. You can insert an ASK or SET field at the beginning of the document.

2	On the Mail Merge toolbar, click Insert Word Field, and then click the field.

If Word displays a dialog box, fill in the information required for the field.

3	If you inserted an ASK or SET field, insert a bookmark field where you want Word to print the information represented by the bookmark.

How?

Note   To see the fields in the main document, click Options on the Tools menu, click the View tab, and select the Field Codes check box. The field instructions are enclosed in the field characters ({ }); for example, { FILLIN "Enter the date and time of the appointment:" }. Make sure that you don't delete or move the quotation marks or other field instructions.


Insert a bookmark field

To print the information assigned to a bookmark by an ASK or SET field, you must insert a bookmark field in the main document text where you want Word to print the information.

1	Click where you want Word to print the information.

2	Press CTRL+F9 to insert a pair of field characters ({ }).

3	Between the field characters, type the name of the bookmark you defined in the SET or ASK field.

If the bookmark name is also the name of a Word field, type REF before the bookmark name; for example, { REF Title }.

Tip   To ensure that the bookmark name matches the name in the ASK or SET field, copy the bookmark name and then paste it between the field characters.


Examples of IF fields

IF fields perform one of two alternative actions, depending on a condition you specify. For example, the statement "If the weather is sunny, we'll go to the park; if not, we'll go to the movies" specifies a condition that must be met (sunny weather) for a certain action to take place (going to the park). If the condition is not met, an alternative action occurs (going to the movies).

The following IF field is a similar type of statement. If the current data record contains "San Francisco" in the City field, Word prints the first text in quotation marks in the merged document that results from that data record. Otherwise, Word prints the second set of text.

{ IF City = "San Francisco" "Please call our local office." "Please return the enclosed form in the provided envelope." }

Word inserts an IF field in this form when you click the Insert Word Field button on the Mail Merge toolbar and then click If...Then...Else. You can modify the IF field codes to perform the following tasks.

What would you like to do?

Compare a data field with another data field or bookmark

Insert other Word fields into an IF field

Perform calculations in an IF field

Require that more than one condition be met


Compare a data field with another data field or bookmark

This IF field compares the number in the Rate data field with the number in the Discount data field. If the numbers are equal, the specified text is printed.

{ IF { MERGEFIELD Rate } = { MERGEFIELD Discount } "We will offer you a larger discount. " " " }

Insert the IF field into your main document; in the Insert Word Field dialog box, leave the Compare To box empty. In the IF field codes, insert the second merge field between the empty quotation marks after the comparison symbol. If the compared data field contains only numbers, as in the preceding example, delete the quotation marks.


Insert other Word fields into an IF field

To nest other fields inside an IF field, first insert the IF field into the main document. In the Insert Word Field dialog box, leave the boxes for inserted text blank. In the IF field codes, insert the fields you want between the appropriate quotation marks.

Example 1

If the condition specified by this IF field is met, the INCLUDETEXT field inserts the contents of the indicated document. To specify the location and filename of the included document, use double backslash (\) characters, as shown in the example. If the condition is not met, Word inserts the AutoText entry "Copyright."

{ IF { MERGEFIELD State } = "NY" "{ INCLUDETEXT c:\\worddocs\\contract.doc }" "{ AUTOTEXT Copyright }" }

Example 2

If the Company data field for a data record contains any information —  that is, if the field is not blank  — Word prints text from the CompanyAddress field. Otherwise, Word prints text from the HomeAddress field.

{ IF { MERGEFIELD Company } <> " " "{ MERGEFIELD CompanyAddress }" "{ MERGEFIELD HomeAddress }" }


Perform calculations in an IF field

Insert the IF field in your main document. In the Insert Word Field dialog box, click any field name in the Field Name list as a temporary placeholder. In the IF field codes, replace the selected merge field with a = (Formula) field. To print the results of a calculation, insert a = (Formula) field within the appropriate set of quotation marks. Note the use of the numeric picture switch (\#) to display the balance with a currency symbol.

The first = (Formula) field in the following example computes the current balance of each account. If a balance remains, the Formula field is repeated to report the current balance. If the computed balance is 0 (zero) or less, Word prints the alternative text, "Your account is paid in full. Thank you."

{ IF { = { MERGEFIELD Balance } - {MERGEFIELD Payment } } > 0 "Your current balance is { = { MERGEFIELD Balance } - { MERGEFIELD Payment } \# "$#,##0.00;($#,##0.00) " }." "Your account is paid in full. Thank you." }


Specify multiple conditions with an IF field

You can specify multiple conditions by nesting a COMPARE field or another IF field inside an IF field.

Example 1

In this example, COMPARE fields examine the data fields CustomerNumber and CustomerRating as Word merges each data record. The AND function of the = (Formula) field returns a value of "1" (true) if both of the data field values indicate a satisfactory account, in which case Word prints the first text in quotation marks.

{ IF { = AND ( { COMPARE { MERGEFIELD CustomerNumber } >= 4 }, { COMPARE { MERGEFIELD CustomerRating } <= 3 } ) } = 1 "Satisfactory" "Unsatisfactory"}

Insert the IF field. In the Insert Word Field dialog box, click any field as a placeholder. Then replace the merge field in the IF field codes with the = Formula field.

Example 2

In this example, special rates are offered only to residents of California or Washington. If the State field specifies any other state, no additional text is printed because no alternative text has been specified in the second IF field.

{IF {MERGEFIELD State} = "CA" "For California residents, we offer special rates to the Far East and Japan." "{IF {MERGEFIELD State} = "WA" "For Washington residents, we offer special rates to the Far East and Japan." " "} "}

Insert the first IF field in your main document. In the Insert Word Field dialog box, leave the Otherwise Insert This Text box blank. In the IF field codes, insert the second IF field between the empty quotation marks. To require that both of two conditions be met, insert the second IF field in place of the first set of text  — text that would be printed if the condition of the first IF field were met.


Examples of ASK and FILLIN fields

ASK and FILLIN fields display prompts so that you can add personal notes to clients or add other information that is not suitable to store in a data source. The prompt can be displayed each time a new data record is merged with the main document so that you can enter unique information for each resulting form letter or other merged document.

Insert a FILLIN field in the main document where you want to print your response to the prompt. An ASK field, on the other hand, uses a bookmark name to represent your response. To have Word print your response to an ASK field prompt, insert a bookmark field in the main document. You can insert the bookmark in multiple locations or use it in other fields, such as IF fields or = (Formula) fields. Insert the bookmark anywhere after the ASK field.

Example

This FILLIN field helps you fill in the correct information by displaying the patient name from the current data record; for example, "Please enter the appointment time for Patrick Martin." Insert an ASK or FILLIN field in the main document, and then insert the merge field in the field codes.

{ FILLIN "Please enter the appointment time for { MERGEFIELD PatientName }:"}

Example

The first ASK field includes the field switch \o, which is inserted if you select the Ask Once check box in the Insert Word Field dialog box. The number you enter for CurrentRate is used in all of the resulting merged documents. The second prompt is displayed for each merged data record.

{ ASK CurrentRate "Enter the current lending rate:" \o }
{ ASK LoanRate "Enter the current loan rate for { MERGEFIELD ClientName }:" }
{ IF CurrentRate < LoanRate "You may want to consider refinancing your loan." " " }

Insert the ASK fields, and then insert the IF field in the main document. In the Insert Word Field dialog box, click a name in the Field Name box as a temporary placeholder, and leave the Compare To box empty. In the IF field codes, replace the merge field with the CurrentRate bookmark. Type the name of the second bookmark between the quotation marks after the "<" symbol. If the second bookmark value contains only numbers, as in this example, delete the quotation marks.


Examples of SET fields

A SET field assigns a value (either text or a number) to a bookmark. To print the value in each resulting merged document, you must insert a bookmark field in the main document. The same value is repeated in each merged document. The bookmark represents that value until you assign a different value to it. You can insert the bookmark in multiple locations or use it in other fields, such as IF fields or = (Formula) fields. Insert the bookmark anywhere after the SET field.

Example

The first SET field defines the bookmark "Cost," which is then used to compute the value of the bookmark "Discount." The Cost bookmark must be defined in the main document before the SET field that defines Discount.

{ SET Cost "95.00" }
{ SET Discount " { = Cost * 10%} " }

Insert the SET fields in the main document; when you insert the second SET field, leave the Value box in the Insert Word Field dialog box empty. Click between the empty quotation marks in the SET field codes, press CTRL+F9 to insert the field characters ({}), and then type the = (Formula) field instructions.

The following text and fields are inserted in a mail merge main document for a form letter. The IF field determines which phone number to assign to the bookmark "Phone." The number "1-415-555-1234" is printed in all letters to recipients living in California.

{ SET Phone { IF { MERGEFIELD State } = "CA" "1-415-555-1234" "1-415-555-4237" } }

Remember to contact us before November 30 at { Phone }


Preventing blank lines in merged documents

If unwanted blank lines appear in addresses or similar information, make sure that Don't Print Blank Lines When Data Fields Are Empty is selected in the Merge dialog box.

To prevent blanks lines with Word fields such as IF, SET, and ASK, do the following:

•	If a field (such as ASK or SET) has no resulting text, you can insert the field within the standard text. If you must place the field in a separate paragraph, format the paragraph mark (¶) as hidden text. Before you merge the documents, clear the Hidden Text check box on the Print tab in the Options dialog box (Tools menu).

•	If text inserted by an IF field must be printed in a separate paragraph, include the paragraph mark in the field instructions. Insert the IF field in the main document; then, with  field codes displayed, insert the paragraph mark within the appropriate set of quotation marks. In the following example, Word inserts the paragraph mark that follows "brochure" only if the text is printed.

{ IF { MERGEFIELD Product } = "Pasta" "We have expanded our line of pasta products. Please see the enclosed brochure.¶

" " " } Thank you for your order.¶


Troubleshoot using mail merge

I want merged text and numbers to have different formatting.

When I open a document, Word asks me to locate a data source.

Merge fields are printed instead of my data.

I get a message saying that my data file is a mail merge main document.

I want to use mail merge for something other than a form letter.

I want to create a data source first, before I start a mail merge document.

I changed label or envelope size. How do I fix my main document?

Blank lines are showing in the merged documents.

I selected the option to merge form letters to a new document. How do I print specific letters?

Can I use main documents I created in other versions of Word?

IF fields do not compare data fields correctly.


When I open a document, Word asks me to locate a data source.

After you select a data source for a main document, Word looks for the data each time you open the main document. If you no longer use a document as a mail merge main document, you can remove its associated data source. For more information, click  [image].


Merge fields are printed instead of my data.

On the Tools menu, click Options, and then clear the Field Codes check box on the Print tab. With the main document active, click  [image]  on the Mail Merge toolbar.

Note   Do not try to print the form letters by using the Print command (File menu) unless you have first collected the resulting merged documents in a new document.


I get a message saying that my data file is a mail merge main document.

The data source was the active document when you chose the Mail Merge command (Tools menu), so it was accidentally selected as the main document. Use the following procedure to remove the main document designation.

1	Switch to the data source, and then click Mail Merge on the Tools menu.

2	Click Create, and then click Restore To Normal Word Document.

3	Save and then close the data source.

4	Open the document you want to use as the main document.

5	On the Tools menu, click Mail Merge; click Create, and then click the type of main document you want to use.

6	When Word displays a message, click Active Window.


I want to use mail merge for something other than a form letter.

To combine any type of "standard" text with unique information listed in a separate file, follow the instructions for form letters. You can use this basic process to create legal documents, contracts, and many other types of documents. For more information, click  [image].

To print a list of information from a database — such as a parts list, membership directory, or catalog — follow the instructions for catalog main documents. For more information, click  [image].


I want to create a data source first, before I start a mail merge document.

The easiest way to create a data source in Word is to use the Mail Merge command to start a main document. After you've created the data source, you can delete the blank main document.

In a new document window, click Mail Merge (Tools menu), click Create, and then click Form Letters. When Word displays a message, click Active Window. Then click Get Data and create a data source. For more information about creating a data source in Word, click  [image].


I changed the mailing label or envelope size. How do I fix my main document?

To change the size or other aspects of an envelope main document, or if you change printers, open the envelope main document, and then click Envelopes And Labels (Tools menu). In the Envelopes And Labels dialog box, select the envelope options you want.

To change mailing labels, click Mail Merge on the Tools menu, and then create a new mailing labels main document. For more information, click  [image].


I selected the option to merge form letters to a new document. How do I print specific letters?

When you merge form letters or similar types of merged documents to a new document, Word places each letter in a separate section of the new document. To print only specific letters from the new document, click Print on the File menu. In the Pages box, type the numbers of the sections that contain the letters you want to print. For example, to print the third, sixth, seventh, and eighth form letters, type s3,s6-s8 in the Pages box. To identify the section number, click a letter and then note the section number displayed at the bottom of the window; for example "Sec 3."


Format switches for text comparisons by IF fields

When an IF field compares a data field with the information you specify in the Insert Word Field dialog box, the capitalization of text is significant. If you don't know whether text in a data field is in uppercase or lowercase letters, use a format switch to compare the text as though it had the same capitalization pattern you type in the Compare To box.

In the following example, the (\* Caps) switch instructs Word to compare the Country data field as though each word starts with a capital letter. Insert the format switch in the IF field codes, as shown in the example.

{ IF {MERGEFIELD Country \* Caps } <> "United Kingdom" "We offer special rates on travel within the British Isles." " " }

Use	To compare
\* Uppercase	All uppercase letters (UNITED KINGDOM)
\* LowerCase	All lowercase letters (united kingdom)
\* FirstCap	First word with an initial capital letter (United kingdom)
\* Caps	All words with an initial capital letter (United Kingdom)


Finding or replacing noun forms or verb tenses

You can replace different linguistic forms of words with the appropriate forms of your replacement words. For example, you can replace "sit" with "stand" and at the same time replace "sitting" with "standing," "sat" with "stood," and so on. Use the Find All Word Forms check box in the Replace dialog box to make word form replacements.

•	When replacing nouns, Word replaces singular and plural forms.

•	When replacing verbs, Word replaces all possible tenses of the root verb.

You can also find different forms of words with the Find All Word Forms check box in the Find dialog box.

When finding:

•	Word matches all forms of the Find word. Some words that are spelled the same are ambiguous in their root form; for example, "saw" as a verb or as a noun. To help Word find the right forms for such a word, use a less ambiguous form. For example, if you want to find forms of the verb "saw," search for "sawing." But if you want to find forms of the noun "saw," search for "saws."

When replacing:

•	Use the same parts of speech and tenses for the find and replace words you choose. This helps Word avoid ambiguous terms. For example,  search for "see" and replace it with "observe."

•	Word matches the same form of the Find and Replace words. For example, Word will not replace "sees" with "saws" (a verb and a noun). However, if you want to replace "saw" with "observed," Word will also replace "see" with "observe" (both verbs).


Find and replace noun forms or verb tenses

1	On the Edit menu, click Replace.

2	In the Find What box, type the word to find, or click the down arrow toselect one of the most recent four entries.

3	In the Replace With box, type the replacement word, or click the down arrow toselect one of the most recent four entries.

4	Select the Find All Word Forms check box.

5	Click Replace.

Tip   Instead of clicking Replace All, click Replace after Word finds each word form so that you can confirm that Word is replacing the correct forms of the words you've specified.


Embed a Word document or use Word text in Lotus Notes

To display properties of a Word document in a Lotus Notes form or view, you embed the Word document as an object in a Lotus Notes form. You can display many of the Word property fields as Lotus Notes fields or columns. For example, you can create a column in a Lotus Notes view that displays the title and author of the Word document.

You can also define specific text in Word with a bookmark and then display the text in Lotus Notes.

What do you want to do?

Embed a Word document in a Lotus Notes form

Use text from a Word document in Lotus Notes


Use text from a Word document in Lotus Notes

1	Select the text you want to use.

2	On the Edit menu, click Bookmark.

3	In the Bookmark Name box, type a name.

The name can include letters, numbers, and underscore characters, but not spaces. The name can contain a maximum of 40 characters.

4	Click Add.

5	On the File menu, click Properties, and then click the Custom tab.

6	In the Name box, type a name for the custom property.

7	Select the Link To Content check box.

8	In the Source box, click the bookmark you want to link to.

9	Click Add.

Note   When you create the corresponding field in a Lotus Notes form, type the custom property name in the Name box, not the bookmark name.


How Word document properties compare with Lotus Notes fields

If you have a Word object embedded in a Lotus Notes form, you can create fields in the Notes form that display property information about your Word document. You can include many fields from the Properties dialog box in Word as fields in Lotus Notes.

An asterisk (*) next to a field name in the following table indicates that the field is updated both ways: changes in the Word document are reflected in the Lotus Notes field, and changes in the Lotus Notes field are reflected in the embedded Word document.

Word property	Lotus Notes field	Lotus  data type
*Title	Title	Text
*Subject	Subject	Text
*Author	Author	Text
*Keywords	Keywords	Text
*Comments	Comments	Text
*Template	Template	Text
*Manager	Manager	Text
*Company	Company	Text
*Category	Category	Text
Created	DateCreated	Time
Modified	LastSavedDate	Time
Last Saved By	LastSavedBy	Text
Size	NumberOfBytes	Text
Revision Number	NumberOfRevisions	Number
Total Editing Time	TotalEditingTime	Number
Printed	LastPrintedDate	Time
Pages	NumberOfPages	Number
Words	NumberOfWords	Number
Characters	NumberOfCharacters	Number
Paragraphs	NumberOfParagraphs	Number
Lines	NumberOfLines	Number
Security	Security	Number
Document Class	DocumentClass	Text
Name of application	NameOfApplication	Text
Custom Property name	Propertyname	Text
*Custom Value	Value	Text
Note   The Filename and Location fields return empty values, because there is no filename or folder for an embedded object.

The DocumentClass field returns a version-dependent ID of the object obtained from the OLE registry. This value can be used to refer to server information in the OLE registry and identify the type of object that's embedded.


Import a Word document into Lotus Notes

1	In a Lotus Notes document, click in a rich-text field.

2	On the File menu, click Import.

3	In the list of import file types, click Microsoft Word or Microsoft Word RTF.

4	In the list of files, click the name of the file you want to import.


Export Lotus Notes text in Microsoft Word rich-text format

1	On the File menu in Lotus Notes, click Export.

2	In the Save File As Type box, click Microsoft Word RTF.

3	In the File Name box, type a filename and extension for the .rtf file.


Outline a document

You can outline a document in two ways:

•	Organize a new document by typing headings in outline view. Word formats the headings with the built-in heading styles. You can number the headings if you like.

•	Type topics and subtopics in a numbered list. The text will not be formatted with heading styles.

What do you want to do?

Organize headings in a new document

Create a numbered list in outline format


Organize a new document in outline view

1	In a new document, switch to outline view.

2	Type each heading and press ENTER.

Word formats the headings with the built-in heading style Heading 1.

3	To assign a heading to a different level and apply the corresponding heading style, drag the heading's  [image] or  [image] symbol.

To demote to a lower level, drag to the right, or press TAB.

To promote to a higher level, drag to the left, or press SHIFT+TAB.

To move a heading to a different location, drag up or down. Subordinate text below the heading moves with the heading.

4	When you're satisfied with the organization, switch to normal view to add detailed text, graphics, and other items.

Tip   You can number the headings by using the Heading Numbering command on the Format menu.


Select text in outline view

You can use these additional selection methods in outline view.

To select	Do this
A heading, its subheadings, and body text	Click  [image] next to the heading, or double-click in the selection bar to the left of the heading.
Only a heading (without subordinate text)	Click in the selection bar to the left of the heading.
A paragraph of body text	Click [image] next to the paragraph, or click in the selection bar to the left of the paragraph.
Multiple headings or paragraphs of body text	Click in the selection bar and then drag.
Notes

•	In outline view, clicking once in the selection bar selects an entire paragraph instead of a single line.

•	If you select a heading that has collapsed subordinate text or select a heading by clicking its  [image] symbol, the subordinate text is also selected. Any editing, such as moving, copying, or deleting, also affects the subordinate text.


Print an outline

If you used the built-in heading styles to format heading paragraphs, you can display as much of a document as you want in outline view and then print the displayed text.

1	In outline view, display the headings and body text you want to print.

How?

2	To number the headings, click Heading Numbering on the Format menu and then select a numbering style.

3	Click  [image].

Word prints only the displayed headings. If body text is displayed, Word prints all lines of the body text, even if only the first line is displayed.

Note   If manual page breaks are visible in outline view, they will be reflected in the printed document. To remove the page breaks temporarily, save the document and then delete the page breaks. After printing, close the document without saving changes.


Display headings to view a document's organization

If you formatted headings with the built-in heading styles, you can review the organization of a document in outline view by collapsing the subordinate text below the headings.

To collapse	Do this
Text below a specific heading level	On the Outlining toolbar, click the numbered button for the lowest level of heading you want to display. For example, click  [image] to display heading levels 1 - 3.
All subheadings and body text under a heading	Double-click  [image] next to the heading.
Text under a heading, one level at a time	Click the heading text, and then click  [image] on the Outlining toolbar.
All body text	On the Outlining toolbar, click  [image].
To display	Do this
All headings and body text	On the Outlining toolbar, click  [image].
All collapsed subheadings and body text under a heading	Double-click  [image] next to the heading.
Only the first line of body text	On the Outlining toolbar, click  [image]. An ellipsis (...) after the first line indicates that additional lines of text are collapsed.
Collapsed text under a heading, one level at a time	Click the heading text, and then click  [image] on the Outlining toolbar.
Note   If you select a heading that has collapsed subordinate text or select a heading by clicking its  [image] symbol, the subordinate text is also selected. Any editing, such as moving, copying, or deleting, also affects the subordinate text.


Formatting in outline view

In outline view, Word shows the structure of a document without showing all of the text formatting.

•	Each heading level corresponds to one of the heading styles that come with Word; use these heading styles to format each heading paragraph. In outline view, you can apply a heading style in the usual way or drag a heading to the appropriate level. You can modify the heading styles so that they use the formats you prefer.

•	To display the outline as plain text without character formatting, click  [image] on the Outlining toolbar.

•	Word temporarily suppresses the actual paragraph formatting and uses indentation to show the organization of the headings and subordinate text. The indentation does not affect the format of the document, and it is removed when you switch from outline view.

•	The commands for formatting paragraphs, including the ruler, are not available. You can apply styles, although you might not be able to see the style formatting until you switch from outline view.

•	To insert a tab character, press CTRL+TAB. Pressing TAB demotes a heading to a lower heading level; pressing SHIFT+TAB promotes a heading to a higher level.

Tip   To see the actual formatting of a document while working in outline view, you can split the document window. Work in outline view in one pane, and page layout view or normal view in the other pane. Any changes you make to the document in outline view are visible in the second pane.


Troubleshoot outline view problems

What do you need help with?

Indentations go away when I switch from outline view.

How can I copy just the headings?

I want to create an outline but not use the Word heading styles.

I haven't used the Word heading styles. How can I print just my headings?

I can't see or apply some formats in outline view.

When I print from outline view, only a few headings are printed on each page.

I can't display or hide the Outlining toolbar when I want.


Reorganize a document in outline view

If you format topic headings with the built-in heading styles, you can easily rearrange the text by dragging the headings in outline view.

•	To move text to a different location, drag the  [image],  [image], and  [image] outline symbols up or down.

As you drag, Word displays a horizontal line. Release the mouse button when the line is where you want to move the text.

•	To change a heading level, drag the outline symbols left or right.

To promote a heading to a higher level, or to change body text to a heading, drag the outline symbol to the left.

To demote a heading to a lower level, or to change a heading to body text, drag the outline symbol to the right.

As you drag, Word displays a vertical line at each heading level. Release the mouse button to assign the text to the new level. Word applies the corresponding heading style to the heading, or applies Normal style to body text.

Note   When you drag a heading's  [image] symbol, subheadings and body text below it will also move or change levels. To move or change only the heading, first display any subordinate text collapsed below the heading. Then click the heading text to select just the heading paragraph. To move the heading, click  [image] or  [image] on the Outlining toolbar. To promote or demote the heading, click  [image] or  [image].


Indentations go away when I switch from outline view.

In outline view, Word indents text to reflect the various heading levels of a document. To indent the heading paragraphs permanently, redefine the heading styles to include the indentation you want.

Formatting in outline view


How can I copy just the headings?

In outline view, if you select and copy headings that have subordinate text collapsed below them, the collapsed text will also be copied. You cannot copy only the visible headings. You can, however, quickly list the headings in a table of contents and omit the page numbers. You can then copy the headings from the table of contents. After creating the table of contents, select the table of contents and press CTRL+SHIFT+F9 to convert the TOC field to regular text.

Design and build a table of contents using built-in heading styles


I want to create an outline but not use the Word heading styles.

To create a numbered list in outline format, use the Bullets And Numbering command on the Format menu.

Create a multilevel list


I haven't used the Word heading styles. How can I print just my headings?

If you have formatted headings with styles other than the built-in styles Heading 1 - Heading 9, you can print the headings as a table of contents and omit the page numbers. You will need to specify the styles you used to format the headings.

Design and build a table of contents using custom styles


I can't see or apply some formats in outline view.

In outline view, not all text formatting shows, and paragraph formatting commands are not available.

Formatting in outline view


When I print from outline view, only a few headings are printed on each page.

If you printed the headings from outline view, any manual page breaks that show on the screen will be reflected in the printed document. To temporarily remove page breaks, save the document and then delete the page breaks. After printing, close the document without saving the changes.


I can't display or hide the Outlining toolbar when I want.

You can display the Outlining toolbar only in outline view. If you are already in outline view and the toolbar is not displayed, click Toolbars on the View menu, and then select the Outlining check box.

If you hide the toolbar in outline view and then switch to a different view or to a different document window, Word will automatically display the toolbar when you return to the document in outline view.


Outline symbols

This symbol	Indicates the paragraph is
	A heading paragraph that has no subheadings or body text below it.
	A heading paragraph that has subheadings and body text below it. Click the symbol to select the heading and its related subordinate text. Double-click to hide or display the subordinate text.
	Body text. In outline view, body text is any text that is not formatted with one of the built-in heading styles Heading 1–Heading 9.


Add page numbers

With Word, you can insert a page number, include text with page numbers, and start page numbering on a page other than the first page of a document. You can also change the page number format in different sections of a document so that a preface or an appendix is numbered differently from the main document.

What do you want to do?

Insert page numbers

Include the page number, title, and other information in a header or footer

Start page numbering where you want

Change the page number format


Include a chapter number in a page number

1	Make sure that chapter headings are formatted with one of the nine built-in heading styles that come with Word.

How?

2	On the Format menu, click Heading Numbering.

3	Select a numbering style.

4	On the Insert menu, click Page Numbers.

5	Click Format.

6	Select the Include Chapter Number check box.

7	In the Chapter Starts With Style box, click the heading style applied to the chapter headings.

8	In the Use Separator box, click the character that you want to separate the chapter number from the page number.


Start page numbering where you want

1	Make sure your document has more than one section.

To insert a section break, click Break on the Insert menu, and then click an option under Section Breaks.

2	Click the section where you want page numbering to begin.

3	On the View menu, click Header And Footer.

4	On the Header And Footer toolbar, click  [image].

5	On the Insert menu, click Page Numbers.

6	Click Format.

7	In the Start At box under Page Numbering, enter a number.


Remove page numbers

1	Click the section from which you want to remove page numbers, and then click Header And Footer on the View menu.

2	In the header or footer area, select a page number, and then press DELETE.


Change the page number format

1	To change the page number format for the entire document, click Select All on the Edit menu.

To change the page number format for a section of a document, click anywhere in the section you want to format. For example, you can number the section that contains the table of contents with roman numerals and number the body of the document with arabic numerals.

2	On the Insert menu, click Page Numbers.

3	Click Format.

4	In the Number Format box, click the format you want.

Note   You can add other characters to the page number format, such as dashes, by editing in the frame around the page numbers.


Add line numbers

1	Click the section whose lines you want to number.

If you have not divided your document into sections, Word adds line numbers to the entire document.

To add line numbers to an entire document that has multiple sections, click Select All on the Edit menu.

2	On the File menu, click Page Setup.

3	Click the Layout tab.

4	Click Line Numbers.

5	Select the Add Line Numbering check box, and then select the options you want.

Note   To view line numbers, click  [image]  to the left of the horizontal scroll bar.


Remove line numbers

1	Click the section or select the sections from which you want to remove line numbers.

If you have not divided your document into sections, Word will remove line numbers from the entire document.

2	On the File menu, click Page Setup.

3	Click the Layout tab.

4	Click Line Numbers.

5	Clear the Add Line Numbering check box.


How Word inserts page numbers

When you add page numbers to a document, Word inserts a PAGE field into the document header or footer. Word updates page numbers automatically as you change the document. Page numbers are displayed in the document when you switch to print preview or page layout view, unless you have field codes displayed. If you see {PAGE} instead of the page number, click Options on the Tools menu, click the View tab, and then clear the Field Codes check box.

When you add a page number with the Page Numbers command on the Insert menu, Word encloses the PAGE field in a frame. You can drag the frame that contains the number anywhere on the page. If you drag the number frame to a new location, the page number is still part of the header or footer.

If you insert a page number by clicking  [image]  on the Header And Footer toolbar, Word inserts the PAGE field as part of the text in the header or footer. The number is not in a frame and therefore cannot be dragged to a new position.


Line numbers

You can refer to specific lines in a document, such as in a script or legal contract, with line numbering. Word counts every line except the lines in tables, footnotes, endnotes, frames, headers, and footers. Word prints line numbers in the left margin or between newspaper-style columns. To see line numbers on screen, you must switch to page layout view or print preview.


Troubleshoot page numbers and line numbers

What do you need help with?

I don't see page numbers on my screen.

I don't see line numbers on my screen or on the printed page.

I cannot remove some page numbers.


I don't see page numbers on my screen.

•	Word does not display page numbers in normal view. To view page numbers, click  [image]  to the left of the horizontal scroll bar.

•	The page numbers are inserted in frames, which can be positioned in the same location as other text in a header or footer. To avoid overlapping text, position the frame outside the header or footer area.


I don't see line numbers on my screen or on the printed page.

Word displays line numbers in the margin or between columns. If the margins are too small, Word cannot display or print line numbers.

To view line numbers, click  [image]  to the left of the horizontal scroll bar. To increase the margin, drag the margin boundary on the horizontal ruler.


I cannot remove some page numbers.

When you delete page numbers, Word removes all page numbers in the document. However, if the document has multiple sections and you have broken the connection between headers or footers in different sections, Word removes only the page numbers in the current section. If the current section contains first-page or even or odd headers and footers, make sure to remove page numbers from all headers and footers.

How?


Paragraph indenting vs. page margins

Don't confuse indenting paragraphs with setting left and right margins. Margin settings determine the overall width of the main text area—in other words, the space between the text and the edge of the page. When you indent a paragraph, you specify the distance of the text from the margins. Indenting also allows you to offset selected paragraphs from other text in your document.

For more information on types of paragraph indents, click  [image].


Viewing format settings

Word displays text as it will look when printed. Word doesn't use formatting codes to indicate formatting. To check the formats of a particular character or paragraph, click  [image]  on the Standard toolbar. When the cursor becomes a question mark, click the text you want to check. When you finish checking your text, press ESC.


Why ruler or formatting settings sometimes look dimmed or blank.

If you select two or more paragraphs that have different formats, Word can't display the different settings at the same time. On the horizontal ruler, dimmed indent and tab markers show the settings for the first paragraph in the selection. To apply a format to several selected paragraphs that have different formats, you can still adjust the ruler settings, click toolbar buttons, and select dimmed or blank options in the Paragraph dialog box.


Indent paragraphs

1	Select the paragraphs you want to indent or set off from the left or right margin.

2	To indent a paragraph to the next tab stop, click [image].

To indent a paragraph to the previous tab stop, click [image].

Note  You can set precise measurements for paragraph indents by using the Paragraph command on the Format menu.


Use tab stops in paragraph formatting

What do you want to do?

Set tab stops

Clear or move tab stops

Set tab stops with leader characters


Line spacing

Line spacing determines the amount of vertical space between lines of text. Word uses single line spacing by default. The line spacing you select will affect all lines of text in the selected paragraph or the paragraph that contains the insertion point.

This option	Results in
Single	Line spacing for each line that accommodates the largest font in that line, plus a small amount of extra space. The amount of extra space varies depending on the font used.
1.5 Lines	Line spacing for each line that is one-and-one-half times that of single line spacing. For example, in 1.5-line-spaced lines of 10-point text, the line spacing is approximately 15 points.
Double	Line spacing for each line that is twice that of single line spacing. For example, in double-spaced lines of 10-point text, the line spacing is approximately 20 points.
At Least	Minimum line spacing that Word can adjust to accommodate larger font sizes or graphics that would not otherwise fit within the specified spacing.
Exactly	Fixed line spacing that Word does not adjust. This option makes all lines evenly spaced.
Multiple	Line spacing that is increased or decreased by a percentage that you specify. For example, setting line spacing to a multiple of 1.2 will increase the space by 20 percent, while setting line spacing to a multiple of 0.8 will decrease the space by 20 percent. Setting the line spacing at a multiple of 2 is equivalent to setting the line spacing at Double. In the At box, type or select the line spacing you want. The default is three lines.
At	The amount of line spacing you select. This option is available only if you select At Least, Exactly, or Multiple in the Line Spacing box.
Note   If a line contains a large text character, graphic, or formula, Word increases the spacing for that line. To make all lines evenly spaced, click Exactly in the Line Spacing box, and then select the line spacing in the At box that is large enough to fit the largest character or graphic in the line. If characters or graphics still appear cut off, select a larger number in the At box.


Troubleshoot paragraph formatting problems

What do you need help with?

I want to justify the last line in a paragraph.

I want different kinds of alignment in a single line of text.

Graphics or text in a line appear cut off.


I want different kinds of alignment in a single line of text

Text alignment you set by using buttons on the Formatting toolbar, shortcut keys, or the Paragraph command affects an entire paragraph. Sometimes you might want to vary the alignment within a single line of text. For example, in the header of a report, you might want the report title aligned with the left margin, the date centered, and the page number aligned with the right margin.

1	Make sure that the header paragraph is left-aligned.

2	Use the ruler to set a centered tab stop at the center of the header paragraph. At the right margin, set a right-aligned tab stop.

3	Type the report title, press TAB and type the date, and then press TAB and type the page number.

For information about using tab stops, click  [image].


I want to justify the last line in a paragraph

To justify a short line of text at the end of a paragraph that you have justified, press SHIFT+ENTER to end the line.


Graphics or text in a line appear cut off

Generally, line spacing varies depending on the font and point size of the text in each line. If a line contains a character that is larger than the surrounding text, such as a graphic or a formula, Word increases the spacing for that line.

However, if you have specified exact line spacing on the Indents And Spacing tab (Format menu, Paragraph dialog box) that is too small to accommodate large text or graphics, the graphics or text will appear clipped. To see the entire graphic or text, increase the spacing in the At box, or select an option other than Exactly in the Line Spacing box.

For more information on line spacing, click  [image].


Set tab stops

1	Select the paragraphs in which you want to set tab stops.

2	Click  [image] at the far left of the horizontal ruler until it changes to the type of tab you want:        .

3	Click on the horizontal ruler where you want to set a tab stop.

Note   If you want to set precise measurements for tabs, click Tabs on the Format menu.


Set tab stops with leader characters

1	Select the paragraphs in which you want to insert leader characters before a tab stop.

2	On the Format menu, click Tabs.

3	In the Tab Stop Position box, type the position for a new tab, or select an existing tab stop to which you want to add leader characters.

4	Under Alignment, select the alignment for text typed at the tab stop.

5	Under Leader, click the leader option you want, and then click Set.


Clear or move tab stops

1	Select the paragraphs in which you want to clear or move a tab stop.

2	To clear a tab stop, drag the tab marker off the horizontal ruler.

To move a tab stop, drag the tab marker to the right or left on the horizontal ruler.


Types of paragraph indentation

Your paragraph will look like this	If you
	Indent the first line of a paragraph by using the Paragraph command on the Format menu.
	Use "negative" indents to extend text into the left or right margin. This type of indent is indicated by a negative indent measurement in the Paragraph dialog box.
	"Hang" text after the first line. Use hanging indents for such items as bibliographic entries, glossary terms, and bulleted and numbered lists.


Elements of paragraph formatting

Paragraph formats you can apply with the Paragraph command on the Format menu:

Text alignment, such as centered, ragged right, or justified

Line spacing

Spacing between paragraphs

Tab stop settings

Indentations from the left and right margin

Borders and shading

Bullets and numbering

Position in the page layout

Page-break control properties


Elements of character formatting

Character formats you can apply with the Font command on the Format menu:

:
Font type	Font style
Font size	Bold
Text color	Italic
Underlining	Hidden
Superscripts	Subscripts
Strikethrough	All capitals
Small capitals	Kerning
Character spacing	Character position


Delete a section break

•	Select the section break you want to delete, and then press DELETE.

Note   When you delete a section break, you also delete the section formatting for the text above it. That text becomes part of the following section, and it assumes the formatting of that section.


Types of section breaks

To insert a section break, click Break on the Insert menu, and then click an option under Section Breaks. In the following illustrations, the double dotted line indicates a section break.

When you click Next Page, Word breaks the page at the section break.
When you click Continuous, Word inserts a section break and starts a new section on the same page.
When you click Odd Page or Even Page, Word begins the new section on the next odd-numbered page or the next even-numbered page.


Troubleshoot page breaks and section breaks

What do you need help with?

There are unwanted page breaks in the middle of a document.

Word didn't start a new page, even though I inserted a hard page break.

How do I copy formatting from one section to another section?


There are unwanted page breaks in the middle of a document.

•	You may have applied paragraph formats that affect the document's pagination, such as Page Break Before, Keep With Next, or Keep Lines Together. Select the paragraphs surrounding the unwanted page break, click Paragraph on the Format menu, and then click the Text Flow tab. If the Keep Lines Together, Keep With Next, or Page Break Before check boxes are selected, clear them.

•	You may have created a section break and selected the Next Page, Even Page, or Odd Page option, which contains a page break. Click the section immediately following the section break, and then click Page Setup on the File menu. Click the Layout tab, and then click Continuous in the Section Start box.


Word didn't start a new page, even though I inserted a hard page break.

If you inadvertently format a hard page break as hidden text and then specify that hidden text is not printed, Word ignores the hard page break. If the page break falls immediately before an index or table of contents entry, it is easy to accidentally format it as hidden text.

In normal view, select the page break, click Font on the Format menu, and then clear the Hidden check box. (To display hidden text and nonprinting characters, click  [image].)


How do I copy formatting from one section to another section?

When a document has more than one section, you can copy section formatting by copying the section break. When you paste the section break into a new location, the text above the section break adopts the formatting of the new section break.

The section formatting for the last section in a document is contained in the final paragraph mark of the document.

Tip  If the formatting of a particular section will be useful in other documents, you can store the section break as an AutoText entry, and then quickly insert it when you want to duplicate the section formatting.


Set page margins and change other margin options

1	On the File menu, click Page Setup, and then click the Margins tab.

2	In the Top, Bottom, Left, or Right box, enter the measurement for the margin.

3	Click any additional options you want.

Tip   You can also set margins for selected portions of a document. If you select only part of a section, Word inserts section breaks before and after the selection when it changes the margin settings for the selection.


Troubleshoot margins and page orientation

What do you need help with?

Can I print in portrait and landscape orientation on the same page?

Can I have portrait and landscape pages in the same document?

When I print my document, some of the text is cut off.

Is there a way to see exact measurements when I use the ruler to adjust margins?

Is there a way to change the margin settings so I don't have to reset them for each new document?


Can I print in portrait and landscape orientation on the same page?

No. However, you can achieve this effect by using WordArt or a drawing program such as the Word drawing tools or Paintbrush. For example, you can rotate text using WordArt.


Can I have portrait and landscape pages in the same document?

Yes. If the document is in portrait orientation, select the pages that you want to change to landscape orientation. On the File menu, click Page Setup, click the Paper Size tab, and then click Landscape.


When I print my document, some of the text is cut off.

Most printers cannot print to the edge of the paper. The minimum printer margin depends on your printer, printer driver, and paper size. To determine the minimum margin settings, check your printer manual, and then make sure your margin measurements are larger than the minimum settings.


Is there a way to see exact measurements when I use the ruler to adjust margins?

To display the measurements of the text area and the margins as you adjust the distance, hold down the ALT key as you drag the margin boundary. You must be in page layout view.


Is there a way to change the margin settings so I don't have to reset them for each new document?

If you do not use the default margins in Word (Top and Bottom, 1 inch; Left and Right, 1.25 inches), you can change the default settings. On the File menu, click Page Setup, click the Margins tab, and then enter the setting you want. After you set your new margins, click Default to have Word save the new default settings in the template on which the document is based. Each new document that you base on that template will then automatically use the new margin settings.


Adjust margins in print preview

1	In print preview, display the rulers. If the rulers are not displayed, click  [image].

2	To move the left or right page margin, point to a margin boundary on the horizontal ruler. When the pointer changes to a double-headed arrow, drag the margin boundary.

To move the top or bottom page margin, point to a margin boundary on the vertical ruler. When the pointer changes to a double-headed arrow, drag the margin boundary.


Edit text in print preview

1	In print preview, display the page you want to edit.

2	Click the beginning of the text you want to edit.

3	Click  [image]. When the pointer changes from a magnifying glass to an I-beam, make your changes to the document.


Prevent a document from flowing onto an additional printed page

•	In print preview, click  [image].


How to make a printed document match what appears on the screen

Your screen display will most closely match the printed display at 100% in the Zoom dialog box (View menu). In addition, if you are working in normal view, you can make Word display your screen more accurately. In normal view, click Options on the Tools menu, and then click the View tab. Under Show, clear the Draft Font and Wrap To Window check boxes.

If you use TrueType fonts, Word uses the same font to display text on the screen and to print (the screen fonts provide a very close approximation of printed characters). TrueType font names are preceded by  [image]  in the Font box on the Formatting toolbar and in the Font dialog box (Format menu). TrueType fonts are automatically installed when you set up Windows.

If you use non-TrueType fonts, try to use a screen font that matches your printer font. (Screen fonts are used only for on-screen display; the printer uses different fonts to print your document.) If a matching font is not available, or if your printer driver does not provide screen font information, Windows chooses the screen font that most closely resembles the printer font.


Cancel printing

•	If background printing is turned off, click Cancel.

•	If background printing is turned on, double-click the printer icon  [image] on the status bar.

Note   If you're printing a short document and background printing is turned on, the printer icon may not appear on the status bar long enough for you to click it to cancel printing.


Use different paper for a section of a document

Some printers don't support this option.

1	Click in the section whose paper source you want to change.

2	On the File menu, click Page Setup, and then click the Paper Source tab.

3	In the First Page and Other Pages boxes, click the paper sources you want.


Use different paper for the first page or subsequent pages of a document

1	On the File menu, click Page Setup, and then click the Paper Source tab.

2	To specify a paper tray for the first page of the document, click the tray you want in the First Page box.

To specify a paper tray for subsequent pages of the document, click the tray you want in the Other Pages box.


Print summary information or other document information

You can print the summary information or other information about a document, such as annotations. You can choose to print the summary information without printing the document it describes, and you can print the summary information for a group of documents.

What do you want to do?

Always print summary information or other document information

Print only the summary information for the active document

Print summary information for several documents at once


Always print summary information or other document information

1	On the Tools menu, click Options, and then click the Print tab.

2	Under Include With Document, click the options you want.


Print summary information for several documents at once

1	On the File menu, click Open.

2	While holding down CTRL, click the filenames for the documents whose summary information you want to print.

3	Click  [image].

4	Click Print.

5	In the Print What box, click Summary Info.


Troubleshoot printing

What do you need help with?

When I try to print a document or envelope, nothing happens.

Text runs off the edge of the page.

Graphics don't appear when I print.

A header or footer is missing or only partially printed.

The Print command on the File menu is dimmed.

I get a blank page at the end of my printed document.

I get a "too many fonts" error message when I print.

Word prompts me to feed envelopes manually, even though my envelopes are in a printer tray.

Table gridlines don't appear in my printed document.


When I try to print a document or envelope, nothing happens.

•	First, determine whether a problem exists with your printer setup in Windows or in Word by using the Windows Print Troubleshooter. On the Windows Start menu, click Help. Click the Index tab, and then enter "print troubleshooting." Click Display and then follow the instructions in the Windows Print Troubleshooter.

•	If your Windows printer setup looks correct, check your Word printer settings.

Make sure that the selected printer matches the printer you're using. On the File menu, click Print, and then click the name of the printer you want to use in the Name box.

Make sure that the page range you've selected in the Print dialog box corresponds to the pages you want to print.


Text runs off the edge of the page.

•	Make sure that you've selected the correct printer.

•	Make sure that you've selected the correct paper size by clicking Page Setup on the File menu.


Graphics don't appear when I print.

•	Make sure that you're not using the draft output option, which doesn't print graphics. On the Tools menu, click Options, and then click the Print tab. The Draft Output check box should be cleared.

•	Make sure that you're not printing field codes for graphics you've linked from other applications. On the Tools menu, click Options, and then click the Print tab. The Field Codes check box should be cleared.


A header or footer is missing or only partially printed.

You may have placed the text in the nonprinting area of the page. Check your printer manual to see how close to the edge of the paper your printer can print. On the File menu, click Page Setup, and then click the Margins tab. Under From Edge box, enter a larger value. If Word displays a message stating that a margin is outside the printable area of the page, click Fix.


The Print command on the File menu is dimmed.

•	Your printer may not be selected, or the printer driver may not have been installed properly. On the Windows Start menu, click Help. Click the Index tab, and then search for "printer drivers, installing."

•	If your printer is already selected, select a different printer to see whether the command becomes available.

•	If the command is still dimmed, reinstall your printer driver according to the instructions in Microsoft Windows Help.


I get a blank page at the end of my printed document.

•	Some blank paragraphs may have spilled onto the last page. To view paragraph marks, click  [image], then click  [image]  to view the document in print preview. If you see paragraph marks without text on the last page of your document, delete them.

•	If you're printing to a network printer, see whether the printer has a form feed option. If so, turn it off.


I get a "too many fonts" error message when I print.

If you're using TrueType fonts, you may be able to avoid this message by instructing your printer to print TrueType fonts as graphics instead of fonts. On the File menu, click Print, and then click Properties. Click the Fonts tab, and then click Print TrueType As Graphics.

If the Print TrueType As Graphics option doesn't appear, the printer you've selected doesn't have this feature.


Word prompts me to feed envelopes manually, even though my envelopes are in a printer tray.

Switch to another printing tray option. On the Tools menu, click Envelopes And Labels, and then click the Envelopes tab. Click Options, and then click the Printing Options tab. In the Feed From box, click the name of the tray you want.


Printing specific pages and sections

 You can print specific pages, one or more sections, or a range of pages in more than one section.

To print	In the Pages box
Noncontiguous pages	Type the page numbers, with commas between them. Type the range of pages, with a hyphen between the starting and ending numbers in the range. For example, to print pages 2, 4, 5, 6, and 8, type 2,4-6,8
A range of pages within a section	Type p page number, s section number. For example, to print pages 5 through 7 in section 3, type p5s3-p7s3
An entire section	Type s section number. For example, type s3
Noncontiguous sections	Type the section numbers, with commas between them. For example, type s3,s5
A range of pages across sections	Type a range of page numbers and the sections that contain them, with a hyphen between the starting and ending numbers in the range. For example, type p2s2-p3s5


Prepare a document for review

You can use Word with Microsoft Exchange, or other compatible mail packages, to send an online copy of a document. The recipients can then comment on, change, or add to the document. You can track the changes that recipients make in a document by turning on revision marks. Revision marks show where text or graphics have been added, deleted, or moved. If you're routing the document for review, you can protect the document from permanent changes.

1	Open the document you want to prepare for review.

2	On the Tools menu, click Protect Document.

3	To let reviewers change a document and track all changes with revision marks, click Revisions.

To let reviewers insert annotations and not change the contents of the document, click Annotations.

4	To let others add only revisions and annotations, and not change your existing document, type a password.

5	Send the document to review.

How?

Note   If a document is not protected by a password, anyone can unprotect the document by clicking Unprotect Document on the Tools menu, and then make changes that will not be tracked.


Mark changes with revision marks

1	Open the document you want to revise.

2	On the Tools menu, click Revisions.

3	Select the Mark Revisions While Editing check box.

Tip   The status bar shows whether revision marking is on or off. The letters MRK are bold when revision marking is on, and dimmed when the feature is off. You can double-click MRK on the status bar at any time to display the Revisions dialog box.


Mark (highlight) important text

1	Click  [image] on the Formatting toolbar.

2	Select the text or graphic you want to highlight.

3	Select the next item in the document that you want to highlight.

Tip   Highlighting parts of a document works best when recipients will be reviewing the document online. When you highlight parts of a printed document, make sure that you use a light color if you're using a monochrome or dot-matrix printer.

Note   Additional colors for highlighting text are available. On the Tools menu, click Revisions, and then click Options. Click the arrow next to Highlight Color and select the color you want.


Remove highlighting

1	Click  [image] on the Formatting toolbar.

2	Click the arrow next to  [image] and select None.

3	Select the text or graphic you want to remove highlighting from.

4	Select the next item in the document that you want to remove highlighting from.


Review another's document

To comment on a document rather than change it, use annotations. Annotations are numbered comments added in a separate annotation pane. To make changes directly in a document, use revision marks. Revision marks show where text or graphics have been added, deleted, or moved.

What do you want to do?

Insert an annotation

Mark changes with revision marks


Insert an annotation

1	Select the text or item you want to comment on, or click at the end of the text.

When you annotate a selection of text, the selection becomes highlighted when a reviewer views the annotation.

2	On the Insert menu, click Annotation.

Word inserts an annotation mark (initials and a number) in the document in hidden text format and opens the annotation pane.

3	Type the annotation text in the annotation pane.

Tip   Annotation marks are automatically displayed when the annotation pane is open. If the annotation pane is closed, you can display annotation marks and other nonprinting characters in the document by clicking Options on the Tools menu. Click the View tab, and select the Hidden Text check box. To hide annotation marks, clear the Hidden Text check box.

Note   If your computer has a sound board and a microphone, you can record voice annotations. If you have a pen-equipped system, you can add pen annotations.


View annotations

This command is only available if the document contains at least one annotation.

1	On the View menu, click Annotations.

2	To view the annotations of a single reviewer, click the name of the reviewer in the Reviewers box at the top of the annotation pane.

To listen to a voice annotation, double-click the sound symbol for the annotation you want to listen to.

Tip   To locate a specific annotation, click Go To on the Edit menu. In the Go To What box, click Annotation. In the Enter Reviewer's Name box, click the reviewer's name if you know it. Click Next until you find the annotation you want.

Note   If a reviewer selected text before inserting an annotation, the selected text will be highlighted when you click the corresponding annotation in the annotation pane. Text that is highlighted is not selected. To select the highlighted text so that you can modify it, press ALT+F11.


Incorporate reviewers' comments
Incorporate reviewer's comments

You can incorporate or delete the annotations that reviewers have inserted in your document. If reviewers made changes with revision marks, you can either accept or reject their suggestions. If revision marking was not used, and you have the original version of a document, you can find the changes by comparing the edited version with the original version. If you have given copies of a document to multiple reviewers, you can combine their annotations and revisions into the original document.

What do you want to do?

Incorporate comments made with annotations

Delete an annotation

Incorporate or reject comments made with revision marks

Compare two versions of a document

Combine comments and changes from several reviewers in one document


Incorporate comments made with annotations

1	In the annotation pane, select the annotation text or item.

2	On the Edit menu, click Copy.

3	Click in the document where you want the text or item to appear.

4	On the Edit menu, click Paste.


Delete an annotation

1	On the View menu, click Annotations.

2	In the document window, select the annotation mark that corresponds to the annotation you want to delete, and then press DELETE.

Word automatically renumbers any remaining annotations.

Tip   You can also display an annotation by double-clicking an annotation mark in the document window. To display annotation marks and other nonprinting characters in the document, click Options on the Tools menu. Click the View tab, and select the Hidden Text check box. To hide annotation marks, clear the Hidden Text check box.


Incorporate or reject comments made with revision marks

1	On the Tools menu, click Revisions.

2	To review one revision at a time, click Review.

To accept or reject all revisions, click Accept All or Reject All.

3	If you are reviewing each revision, in the Review Revisions dialog box, click the appropriate button to find, accept, or reject a revision.

Word displays the reviewer's name, along with the date and time the revision was made.

To undo the last revision you accepted or rejected, click Undo Last.

Note   To help you track revisions from multiple reviewers, Word assigns a color to each reviewer. If there are more than eight reviewers, Word reuses the colors.


Combine comments and changes from several reviewers in one document

1	Open the document that has the revisions and annotations you want to merge into the original document.

2	On the Tools menu, click Revisions.

3	Click Merge Revisions.

4	Click the name of the document you want to merge revisions into, or type its name in the File Name box.

You can now view the annotations and accept or reject the changes made.

How?

Note   If you have used Microsoft Exchange to route copies of a document to multiple reviewers,  double-click the document icon in the returned mail message to open the document. In the Merge Revisions dialog box, click OK to merge the revisions into the original document.


Compare two versions of a document

The two documents you are comparing must have different filenames or the same filename in different folders.

1	Open the edited version of the document.

2	On the Tools menu, click Revisions.

3	Click Compare Versions.

4	Click the name of the original document, or type its name in the File Name box.

5	Accept or reject the revisions.

How?

Note   To set the options for displaying revision marks, click Options on the Tools menu, and then click the Revisions tab.


Change your initials in annotation marks

1	On the Tools menu, click Options, and then click the User Info tab.

2	In the Initials box, type the initials you want.


Find highlighted text

1	Click the beginning of the document.

2	On the Edit menu, click Find.

3	In the Format list, click Highlight.

4	To find the next instance of highlighted text, click Find Next.


Show, print, and hide highlighted text

1	On the Tools menu, click Options, and then click the View tab.

2	To display or hide highlighted text on the screen and in the printed document, select or clear the Highlight check box.

Note   When you print a document that contains highlighted text, make sure that you use a light color if you're using a monochrome or dot-matrix printer.


Troubleshoot annotation problems

What do you need help with?

Annotation marks don't appear in my document.

My annotations don't appear in my printed document.

I can't delete an annotation.


Annotation marks don't appear in my document.

To view annotation marks along with their corresponding annotation text in a document, click Annotations on the View menu.

To view only the annotation marks, click Options on the Tools menu, click the View tab, and then select the Hidden Text check box. To hide annotation marks, clear the Hidden Text check box.


My annotations don't appear in my printed document.

1	On the File menu, click Print.

2	Click Options.

3	Select the Annotations check box.

To print a document without annotations, clear the Annotations check box.


Troubleshoot revision marks problems

What do you need help with?

Revision marks don't appear in my document.

I can't tell where the revision from one reviewer ends and the revision from another reviewer begins.

I can't tell the difference between reviewers' revision marks.

I have underlining, strikethrough text, or vertical bars in my document, and I don't know how to get rid of them.

I can't turn off revision marking.

I forgot to turn on revision marking before changing a document.

Comparing documents doesn't work.

Revision marks don't appear after I've merged a document containing revisions into my original document.

I want to track changes as I work, but I don't want revision marks to appear on the screen or in the printed document.


Revision marks don't appear in my document.

To display revision marks, click Revisions on the Tools menu, and then select the Show Revisions On Screen check box.

If the marks still aren't displayed, the revisions might be in hidden text or field codes that aren't visible. On the Tools menu, click Options, and then click the View tab. Under Show, select the Field Codes check box. Under Nonprinting Characters, select the Hidden Text check box.


I can't tell where the revision from one reviewer ends and the revision from another reviewer begins.

1	Click directly before the revision.

2	On the Tools menu, click Revisions, and then click Review.

3	In the Review Revisions dialog box, click  Find [image].

Word highlights the entire revision.


I can't tell the difference between reviewers' revisions marks.

To help you track revisions from multiple reviewers, Word assigns a different color to each reviewer. If there are more than eight reviewers, Words reuses the colors.

To assign a particular color to a reviewer, click Options on the Tools menu, and then click the Revisions tab.

When you click a revision and open the Review Revisions dialog box, Word displays the reviewer's name along with the date and time the revision was made.


I have underlining, strikethrough text, or vertical bars in my document and I don't know how to get rid of them.
I have underlining, strikethrough text, or vertical bars in my document, and I don't know how to get rid of them.

In addition to underlining, revision marks can be displayed with strikethrough text and revision bars.

If you are unable to remove underline or strikethrough formatting by using the Font command on the Format menu, the formatting is probably a revision mark.

To	Click
Hide a revision mark	Revisions on the Tools menu, and then clear the Show Revisions On Screen check box.
Remove a revision mark	Revisions on the Tools menu, and then click Review. Click the revision mark in the document, and then click Accept or Reject.
Remove all revision marks	Revisions on the Tools menu, and then click Reject All.


I can't turn off revision marking.

On the Tools menu, click Revisions.

If the Mark Revisions While Editing check box is unavailable, the document might be protected for revisions. On the Tools menu, click Unprotect Document. If the document is protected with a password, you must know the password before you can unprotect the document and turn off revision marking.


I forgot to turn on revision marking before changing a document.

If you have the original version of the document, you can still find where changes have been made by comparing the edited version with the original version.

How?


Comparing documents doesn't work.

Make sure that the documents you are comparing have different filenames. If the documents have the same name, make sure they are in different folders.


Revision marks don't appear after I've merged a document containing revisions into my original document.

The document that was merged into the original document might not have had revision marking turned on when the revisions were made. If you have the original version of the document, you can still find the changes by comparing the edited version with the original version. Word uses revision marks to show where text or graphics have been added, deleted, or moved.

How?


I want to track changes as I work, but I don't want revision marks to appear on the screen or in the printed document.

To track changes without displaying the revision marks on the screen, click Revisions on the Tools menu. Select the Mark Revisions While Editing check box, and clear the Show Revisions On Screen check box.

To track changes without displaying the revisions marks in the printed document, click Revisions on the Tools menu. Select the Mark Revisions While Editing check box, and clear the Show Revisions In Printed Document check box.


Revision bars

To see or print revision bars to the right of the text, you must be in page layout view. In normal view, all revision bars appear on the left.

To see or print revision bars in the left margin of even-numbered pages and in the right margin of odd-numbered pages, click Outside Border. To use this option, you must have selected the Different Odd And Even check box on the Layout tab in the Page Setup dialog box (File menu). If this option is not selected, Word displays the revision bars in the left margin of all pages.

To clear revision bars, click None. The revision marks remain in the document until you accept or reject them.


Save a document

•	You can save the active document by clicking  [image].

•	You can save all open documents at the same time.

•	You can save a copy of the active document with a different name or in a different location.

•	You can save a document in another file format. For example, you can save a Word document in a file format that can be read by earlier versions of Word, by Microsoft Works, or by WordPerfect.

•	You can open a document created in a different file format, work on it in Word, and then save it in its original format. For example, you can open a WordPerfect document, edit it in Word, and then save it in either Word or WordPerfect format.

•	You can set up Word to save your work automatically at a specified interval.

•	You can set up Word to save a backup version each time you save a document.

What do you want to do?

Save an existing document

Save a new, unnamed document

Save all open documents

Save another copy of a document

Save a document for use in another application

Save a document that was created in another application

Save documents automatically as I work

Keep the previous version of a document when I save


Save a new, unnamed document

1	Click  [image].

2	To save the document in a location other than the My Documents folder, click a different drive name or folder name.

To save the document in a new folder, click  [image].

3	In the File Name box, type a name for the document.

You can use long, descriptive filenames if you want.

How?

4	Click Save.

Tip   To make it easier to find your document quickly in the future, select the document in the File Save As dialog box (File menu), click  [image],  and then click Properties. On the Summary tab, type information such as the document's title, subject, author, keywords, and comments.

Note   If you want quick access to this document, you can save it in the Favorites folder. To display the Favorites folder in the Save In box, click  [image]. If you want to keep the document in a different folder, but still want quick access to it, you can create a shortcut to the file or folder. For more information, click  [image].


Save all open documents

•	On the File menu, click Save All.

Word saves all open documents and templates at the same time. If any open documents have never been saved, the Save As dialog box is displayed so that you can name them.


The difference between a fast save and a full save

When you select the Allow Fast Saves check box (Tools menu, Options command, Save tab), Word saves only the changes to a document. This takes less time than a full save, in which Word saves the complete, revised document. However, a full save requires less disk space than a fast save.

You should do a full save in the following situations:

•	When you finish working in a document and save it for the last time

•	Before you begin a task that uses a lot of memory, such as searching for text or compiling an index

•	Before you transfer the document text to another application

•	Before you convert the document to a different file format

Note   If you are working on a document over a network, clear the Allow Fast Saves check box. Fast saves cannot be performed over a network. If you select the Always Create Backup Copy check box (Tools menu, Options command, Save tab), Word clears the Allow Fast Saves check box because backup copies can be created only with full saves.


Speed up saving my documents

1	On the File menu, click Save As.

2	Click Options.

3	To save only the changes to a document, select the Allow Fast Saves check box.

4	When you finish working in the document, clear the Allow Fast Saves check box to save the complete document with a full save.


Prevent losing work and recover lost documents

You can protect your work by saving a temporary copy of a document periodically as you work, or by saving a backup version of the document each time you save it. To be able to recover work after a power failure or other problem has occurred, you must have previously selected either Automatic Save or Always Create Backup Copy, or both.

What do you want to do?

Save documents automatically as I work

Keep the previous version of a document when I save

Recover a document that was saved automatically

Open a backup copy of a document


Save documents automatically as I work

1	On the File menu, click Save As.

2	Click Options.

3	Select the Automatic Save Every check box.

4	In the Minutes box, enter the interval at which you want Word to save documents.

5	When you finish working in the document, click  [image]  to save it.

Note   Documents that are saved automatically are stored in a special format and location until you save them. When you restart Word after a power failure or other problem that occurred before you saved your work, Word opens all automatically saved documents so that you can save them.


Specify a location for recovered documents

1	On the Tools menu, click Options, and then click the File Locations tab.

2	In the File Types box, click AutoSave Files.

3	Click Modify.

4	Enter the name of the folder in which you want Word to store recovered documents.


File format converters supplied with Microsoft Word

Word provides file format converters for the applications listed in the following table and for several text-only file formats. For information about obtaining supplemental converters that are not included with Word, click  [image].

File converters supplied with Word

File format	Comments
WordPerfect for MS-DOS	Versions 5.x and 6.0
WordPerfect for Windows	Versions 5.x and 6.x
Microsoft Word for  MS-DOS	Versions 3.0, 4.0, 5.0, 5.5, and 6.0
Microsoft Excel BIFF	Versions 2.x, 3.0, 4.0, and 5.0 (Can be used only to open documents, not to save them.)
RFT-DCA
Microsoft Word for Windows	Version 2.x (Can be used to save documents in this file format. No converter is required for opening documents in Word 2.x for Windows format.)
Microsoft Word for Windows and for the Macintosh	Version 6.0 and Word for Windows 95 (This converter is used by PowerPoint, Works, and Publisher to open Word documents; it is not used by Word itself.)
Microsoft Word for the Macintosh	Versions 4.x and 5.x. (Can be used to save documents in these file formats. No converter is required for opening these formats in Word for Windows 95.)
Microsoft Write for Windows	Version 3.x
Microsoft Works	Version 3.0
Microsoft Works	Version 4.0 for Windows 95
Lotus 1-2-3	Releases 2.x and 3.x (Can be used only to open documents, not to save them.)
WordStar	Versions 3.3, 3.45, 4.0, 5.0, 5.5, 6.0, and 7.0
Plain-text file formats supplied with Word

File format	Comments
Text Only	Saves text without its formatting. Converts all section breaks, page breaks, and new line characters to paragraph marks. Uses the ANSI character set. Select this format only if the destination application cannot read any of the other available file formats.
MS-DOS Text Only	Converts files the same way as Text Only format. Uses the extended ASCII character set, which is the standard for MS-DOS applications. Use this format to share documents between Word and non-Windows applications.
Text Only With Line Breaks, MS-DOS  Text Only With Line  Breaks	Saves text without formatting. Converts all line breaks, section breaks, and page breaks to paragraph marks. Use this format when you want to maintain line breaks — for example, when transferring documents to an electronic mail system.
Text With Layout,  MS-DOS Text With Layout	Preserves line breaks. Inserts spaces in a converted document to approximate indents, tables, line spacing, paragraph spacing, and tab stops. Converts section breaks and page breaks to paragraph marks. Use this format to convert a document to a text file format while preserving the page layout.
Rich Text Format (RTF)	Saves all formatting. Converts formatting to instructions that other applications, including compatible Microsoft applications, can read and interpret.


Set a working folder to use when I open or save documents

1	On the Tools menu, click Options, and then click the File Locations tab.

2	In the File Types box, click Documents.

3	Click Modify.

4	Click the folder you want for the working folder, or click  [image]  to create a new folder.


Troubleshoot problems with saving and closing documents

What do you need help with?

The file format in which I want to save a document does not appear in the Save As Type box.

When I try to save a document, Word displays a message saying that my file is too large.

When I try to save a document, Word displays a message saying that the document is read-only.

I turned on the Automatic Save option before I lost my document, but I can't save or open the recovered document.


The file format in which I want to save a document does not appear in the Save As Type box.

•	Make sure that the file format you want is included with Microsoft Word. For more information, click  [image].

•	If the file format is included with Word, you can install the converter you need. For more information, click  [image].


When I try to save a document, Word displays a message saying that my file is too large.

If a document is too large to save, you can divide it into smaller parts. Cut part of the document and paste it into a new document, and then save each document individually.


Recover a document that was saved automatically

To be able to recover work you lost as the result of a power failure or other problem, you must have previously selected the Automatic Save Every check box.

1	Restart Word.

All documents that were open at the time of the problem are displayed.

2	On the File menu, click Save As.

3	Click Save.

4	When you see a message asking whether you want to replace the existing document, click Yes.

Only changes you made after the last automatic save are lost.

5	Repeat steps 2 through 4 for each recovered document.

Any recovered documents that have not been saved are deleted when you quit Word.

Note   If you cannot save a recovered document, you can still open it. For more information, click  [image].


Open a backup copy of a document

To be able to recover the previous version of your document after a power failure or other problem occurs, you must have previously selected the Always Create Backup Copy check box, and you must have saved the document more than once.

1	Click  [image].

2	In the Files Of Type box, click All Types.

3	Click the name of the folder that contains the document.

4	Click  [image].

The backup copy is named "Backup of document name" and has the file type Backup Document.

5	Click the name of the backup copy.

6	Click Open.


I turned on the Automatic Save option before I lost my document, but I cannot save or open the recovered document.

To recover work you lost as the result of a power failure or other problem, you must have previously selected the Automatic Save Every check box.

1	Restart Word.

2	Click  [image].

3	Open the temp folder, usually located in the Windows folder.

4	In the Files Of Type box, click All Files.

Each recovered document has the filename extension .asd.

5	Open the recovered document.

6	Click  [image].

7	When you see a message asking whether you want to replace the existing document, click Yes.

Any recovered documents that have not been saved are deleted when you quit Word.

Tip   You can quickly find documents that were saved automatically by clicking Open on the File menu. In the File Name box, type *.asd and then click Find Now.


Naming documents

To make it easier to find your documents, you can use long, descriptive filenames. The complete path to the file, including drive letter, server name, folder path, and filename, can contain up to 255 characters. Filenames cannot include any of the following characters: forward slash (/), backslash (\), greater-than sign (>), less-than sign (<), asterisk (*), question mark (?), quotation mark ("), pipe symbol (|), colon (:), or semicolon (;).


Reduce the size of a document that contains linked or embedded objects

Adding embedded objects to a document increases the document's size. If you don't need to update an embedded object, you can reduce the file size of the document it's contained in by converting the embedded object to a graphic. After converting the object, you can edit it just as you would edit any other Word graphic. After an embedded object is converted to a graphic, it can't be changed back to an embedded object.

What do you want to do?

Convert embedded objects to graphics

Reduce the size of a document by storing a link to a graphics file

Save only the Windows version of imported graphics


Reduce the size of a document by storing a link to a graphics file

1	Select the graphic.

2	On the Edit menu, click Links.

3	In the Source File box, click the link you want to store.

4	Clear the Save Picture In Document check box.

Note   If you store only the link and not the graphic itself, you cannot edit the graphic.


Reconnect a link in Word when the source file moves or is renamed

1	On the Edit menu, click Links.

2	In the Source File box, click the link you want to reconnect or change.

To select multiple links, hold down CTRL while you click each link.

3	Click Change Source.

4	In the File Name box, enter the name of the file to which you want to reconnect or change the link.

If you do not see the file you want to open, select a different folder or directory from the Look In box.

If you redirect the link to a different file, the new source file must have been created in the same application as the original source file.


Update a link and control how links are updated

When you create a link, you can specify that the link be updated either manually or automatically. To have Word update the link whenever you open the file that contains it and any time the source information changes while the file containing the link is open, create an automatic link. To update the link yourself, create a manual link. You can also prevent an automatic link from being updated by locking it.

What do you want to do?

Change the way a link is updated

Update a manual link

Update links each time a document is printed

Prevent a link from being updated


Update links each time a document is printed

1	On the Tools menu, click Options, and then click the Print tab.

2	Select the Update Links check box.


Prevent a link in Word from being updated

1	On the Edit menu, click Links.

2	In the Source File box, select the links you want to lock or unlock.

To select multiple links, hold down CTRL while you click each link.

3	To lock the links, select the Locked check box.

To unlock the links, clear the Locked check box.


Break a link in Word

1	On the Edit menu, click Links.

2	In the Source File box, select the links you want to break.

To select multiple links, hold down CTRL while you click each link.

3	Click Break Link.

Note   After you break a link, you must insert the object into your document again to reconnect the link.


Using data from a database

You can insert information from a database or other data source as a table in a Word document. By using a query to filter, sort, and select specific fields, you can get exactly the information you want from the data source. To keep the data in your document up to date, you can create a link to the data source. Whenever the data is changed in the source file, it is automatically updated in your Word document.


Insert data from a data source as a table

1	On the Insert menu, click Database.

2	Click Get Data, and then select a data source.

3	Click OK.

4	Click Query Options, and then select the records you want.

How?

Note   To choose a special table format, click Table Autoformat.


Locate specific records in a large table

1	On the View menu, click Toolbars, and then click Database in the Toolbars box.

2	Click  [image].

3	In the Find What box, type the text you want to locate.

4	In the In Field Box, click the name of the field you want to search.


Convert embedded objects in Word into graphics to reduce file size

1	Click the embedded object.

2	Press CTRL+SHIFT+F9.


Operators for filtering records

Operator	Retrieves a record if data in the selected field for that record
Equal To	Matches value of Compare To box.
Not Equal To	Does not match value of Compare To box.
Less Than	Is less than the value of Compare To box.
Greater Than	Is greater than the value of Compare To box.
Less Than Or Equal	Is less than or equal to the value of the Compare To box.
Greater Than Or Equal	Is greater than or equal to the value of the Compare To box.
Is Blank	Is blank or empty
Is Not Blank	Contains any value

If information in the field meets the condition required by the Comparison phrase, Word selects that record. For example, if you select PostalCode   Greater Than or Equal    98000, Word selects all data records that contain postal codes 98000 or higher.


Customize the way Word checks spelling

You can customize the way Word checks spelling by using special dictionaries. Use a custom dictionary for words not in the main dictionary, such as your name or terms unique to your industry. Specify preferred spellings for words by using an exclude dictionary.

What do you want to do?

Add a custom dictionary

Create a custom dictionary during a spelling check

Specify a preferred spelling for a word

Select spelling options


Add a word to a custom dictionary during a spelling check

1	Click  [image].

2	When Word displays a word in the Not In Dictionary box that you want to add to a custom dictionary, click the custom dictionary in the Add Words To box.

If the dictionary you want to open is not in the Add Words To box, open it.

How?

3	Click Add.


Specify a preferred spelling for a word

1	Click  [image].

2	Type the words that you want to put in the exclude dictionary. Press ENTER after each word.

3	On the File menu, click Save As. You must save the exclude dictionary in the same folder that contains the main dictionary (usually located in the C:\WINDOWS\MSAPPS\PROOF or C:\PROGRAM FILES\COMMON FILES\MICROSOFT SHARED\PROOF folder).

4	In the Save As Type box, click Text Only.

5	In the File Name box, type a name for the exclude dictionary.

The exclude dictionary must have the same name as the main language dictionary with which it is associated, except that it must have the filename extension .EXC. For example, the American English dictionary is called MSSP2_EN.LEX, so you must name the exclude dictionary associated with it MSSP2_EN.EXC.

6	Close the Word file so that it will be available the next time you check spelling.


Check the spelling of text written in another language

1	Select the text.

2	On the Tools menu, click Language.

3	In the Mark Selected Text As box, click the language in which the text is written, and then click OK.

4	When you finish marking text, click  [image].


Change the default language dictionary used to check spelling

1	On the Tools menu, click Language.

2	In the Mark Selected Text As box, click the language.

3	Click Default.


Custom dictionaries and special dictionaries

If you use terms that aren't in the main dictionary — such as acronyms or proper names — you can create a custom dictionary to check their spelling. After you add terms to a custom dictionary, Word won't question the terms unless they're misspelled.

You can also purchase dictionaries of other languages and dictionaries of special terms (for example, medical and legal dictionaries). For information about purchasing supplemental dictionaries, contact Alki Software Corporation. If you live in the United States, call (800) 669-9673. If you live outside the United States, call (206) 286-2600.

Note   To use a custom or supplemental dictionary, click Options on the Tools menu, and then click the Spelling tab. To access custom dictionaries, click Custom Dictionaries. To use a supplemental dictionary, click the dictionary type in the Speller Type box, which appears on the Spelling tab only after you install a supplemental dictionary. To use a dictionary of another language, click Normal in the Speller Type box.


Skip text during a spelling check

1	Select the text that you don't want to check.

2	On the Tools menu, click Language.

3	At the top of the list in the Mark Selected Text As box, click No Proofing.


Check spelling automatically while typing

1	On the Tools menu, click Options, and then click the Spelling tab.

2	To have Word check spelling automatically as you type, select the Automatic Spell Checking check box.

Note   When Word checks spelling as you type, a wavy red line appears under each word that does not appear in the dictionary. To display a list of suggested spelling corrections, click a wavy line with the right mouse button, and then click the correct spelling.


Create a custom dictionary during a spelling check

1	Click  [image].

2	Click Options.

3	Click Custom Dictionaries.

4	Click New.

5	In the File Name box, type a name for the custom dictionary.

Notes

•	You must open a custom dictionary before you use it to check spelling. For more information, click  [image].

•	If Word detects no spelling errors, you can use a list as a custom dictionary. For more information, click [image].


Open and use a custom dictionary

You must open a custom dictionary before you use it to check spelling. You can have as many as 10 custom dictionaries open at one time.

1	On the Tools menu, click Options, and then click the Spelling tab.

2	Click Custom Dictionaries.

3	In the Custom Dictionaries box, select the check box to the left of the name of the dictionary you want to open. Word will use all open custom dictionaries the next time you check spelling.


Edit a custom dictionary as a Word document

1	On the Tools menu, click Options, and then click the Spelling tab.

2	Click Custom Dictionaries.

3	Click the dictionary you want to edit, click Edit, and then click OK.

4	Add, delete, or edit the entries in the custom dictionary.

5	To save the changes when you finish editing, click  [image].

6	Close the Word file so that it will be available the next time you check spelling.


Add a custom dictionary

Word lists the custom dictionaries stored in your proofing tools folder (usually located in the C:\WINDOWS\MSAPPS\PROOF or C:\PROGRAM FILES\COMMON FILES\MICROSOFT SHARED\PROOF folder) in the Custom Dictionaries dialog box. If you want to use a custom dictionary from any other location, you must add it to the Custom Dictionaries box.

1	On the Tools menu, click Options, and then click the Spelling tab.

2	Click Custom Dictionaries.

3	Click Add.

4	In the File Name box, enter the name of the dictionary you want to add.


Remove a custom dictionary

1	On the Tools menu, click Options, and then click the Spelling tab.

2	Click Custom Dictionaries.

3	Select the check box next to the name of the dictionary you want to remove.

4	Click Remove.


Troubleshoot spelling and grammar checking

What do you need help with?

What are the wavy underlines in my document?

I chose the Change All button to change every occurrence of a misspelled word, but Word did not change every occurrence.

I added words to a custom dictionary, but Word still questions them.

The grammar checker did not find any errors in my document.

The spelling or grammar checker checked only part of my document.

When I try to check text, a message says that the proofing tool is not installed.

When I try to check text in another language, Word can't find the dictionary or other proofing tools.


What are the wavy underlines in my document
What are the wavy underlines in my document?

When Word checks spelling automatically as you type, a wavy red line appears under each word that does not appear in any open dictionary. To display a list of suggested spelling corrections, click a wavy line with the right mouse button, and then click the correct spelling.

You can turn off automatic spelling checking or hide the wavy red lines until you finish writing your document.

To turn off automatic spelling checking, click Options on the Tools menu, click the Spelling tab, and then clear the Automatic Spell Checking check box.

To hide the wavy lines, click Options on the Tools menu, click the Spelling tab, and then select the Hide Spelling Errors In Current Document check box. To display the wavy lines again, clear this check box.


I chose the Change All button to change every occurrence of a misspelled word, but Word did not change every occurrence
I chose the Change All button to change every occurrence of a misspelled word, but Word did not change every occurrence.

•	If you close the Spelling dialog box before Word finishes checking the entire document, Word does not correct errors in the unchecked portion.


I added words to a custom dictionary, but Word still questions them
I added words to a custom dictionary, but Word still questions them.

•	Word consults only open custom dictionaries during a spelling check. Click  [image].  If you don't see the name of the custom dictionary you want in the Add Words To box, you must open it.

•	To open a custom dictionary, click the Options button. Click the Custom Dictionaries button, and then select the check box next to the name of the dictionary you want to open.


The grammar checker did not find any errors in my document
The grammar checker did not find any errors in my document.

•	If your document contains text that does not have periods or other ending punctuation marks — for example, a list with phrases — Word will not perform a grammar check.

•	You might not have a specific grammar rule selected. Click Options on the Tools menu, and then click the Grammar tab. In the Use Grammar And Style Rules box, click the rules you want.

•	If the text is formatted for no proofing, the grammar checker will find no errors. Select the text. On the Tools menu, click Language. If No Proofing is selected, select a language option, such as English, instead.


The spelling or grammar checker checked only part of my document
The spelling or grammar checker checked only part of my document.

•	If you've selected text, Word checks only the selected text. To check the entire document, click anywhere in the document outside the selection, and then repeat the spelling or grammar check.

•	If no text was selected, you might have performed some other action that affects the spelling checker. On the Tools menu, click Options, and then click the Spelling tab. Click Check Document or Recheck Document.

•	Some text may be marked No Proofing, which means that Word will skip it during a spelling check. To remove the No Proofing status, select the text that Word did not proof, or select the entire document. On the Tools menu, click Language. In the Mark Selected Text As box, click the language you want.


When I try to check text, a message says that the proofing tool is not installed
When I try to check text, a message says that the proofing tool is not installed.

•	Run Setup and perform a custom installation.

How?


When I try to check text in another language, Word can't find the dictionary or other proofing tools
When I try to check text in another language, Word can't find the dictionary or other proofing tools.

•	You might need to purchase and install the language dictionary or other proofing tools for the text you want to check. Contact Alki Software Corporation. If you live in the United States, call (800) 669-9673. If you live outside the United States, call (206) 286-2600.

•	If you have already installed the appropriate dictionary and other proofing tools, make sure they are in the same folder as the other editing and proofing tools, usually located in the C:\WINDOWS\MSAPPS\PROOF or C:\PROGRAM FILES\COMMON FILES\MICROSOFT SHARED\PROOF folder.


Control what happens when you start Microsoft Word

1	In Windows 95, click the shortcut icon for Microsoft Word using the right mouse button, click Properties, and then click the Shortcut tab.

In Windows NT, click the Microsoft Word program icon, and then click Properties on the File menu.

2	In the Target box or the Command Line box, enter the path to Microsoft Word; this path is usually C:\Msoffice\Winword\Winword.exe.

3	Add a startup switch to the end of the path.

•	To start Word and prevent add-ins and global templates (including the Normal template) from being loaded automatically, type /a

This switch also prevents setting files from being read or modified.

•	To start Word and then load a specific Word add-in, type /l addinpath

•	To start Word without running any AutoExec macros, type /m

•	To start Word and then run a specific macro, type /mmacroname

This switch also prevents Word from running any AutoExec macros.

•	To start Word without opening a specific document, type /n

•	To start Word and then open a document as a template, type /t followed by a space and the name of the document.


Apply a style

1	To apply a paragraph style to a single paragraph, click in the paragraph. To apply a character style, select the text you want to format.

2	On the Format menu, click Style.

3	Click the style you want to apply, and then click the Apply button. If the style you want is not listed in the Styles box, select another group of styles in the List box.

Tip   To quickly apply a style, select a paragraph or character style from the Style box on the Formatting toolbar. Paragraph style names appear with a document icon before the style name; character styles appear with a document page icon that includes the letter "a."


Modify a style

1	On the Format menu, click Style.

2	In the Styles box, select the style you want to modify, and then click Modify.

3	Click Format to modify the attributes of the style.

Tip   To use the modified style in new documents based on the same template, select the Add To Template check box. Word adds the modified style to the template attached to the active document.


Create a style

1	On the Format menu, click Style, and then click New.

2	In the Name box, type a name for the new style.

3	In the Style Type box, select the type of style you want to create.

4	To specify the formatting for the new style, click Format.

Note   Word bases a new style on the style applied to the selected paragraph. To base the new style on a different style, select a style in the Based On box.

Tip   You can quickly create paragraph styles based on the style of your selected text by typing a new name in the Style box on the Formatting toolbar. Character styles cannot be created in the Style box.


Delete a style

1	On the Format menu, click Style.

2	Click the style you want to delete and then click Delete.

Note   If you delete a paragraph style that you created, Word applies the Normal style to all paragraphs formatted with that style. If you delete a built-in style, you can make the style available again by clicking All Styles in the List box.


Troubleshoot style problems

What do you need help with?

A style has changed for no reason.

Applying a style turns off bold, italic, or underlining.

Using AutoFormat hasn't changed my document.

When I used the Style Gallery command, it didn't keep the template with my document.

Paragraphs with the same style applied look different


 A style has changed for no reason

The Normal style is the base style for many of Word's built-in styles, as well as for styles you may have modified or created. If you redefine the Normal style or any other base style, other styles in your active document might change. For example, if you change the font in Normal to the Palatino® font, Word will change the font for the styles used in footnotes, headers, footers, page numbers, and other text.

If you don't want a style to change when you change the base or Normal style, make certain that your style is not based on another style.

1	On the Format menu, click Style.

2	Click the style you want to modify in the Styles box.

3	Click Modify and then click (no style) in the Based On box.


 Copy a style to another document

1	On the Format menu, click Style, and then click Organizer.

2	Select the styles you want to copy from either list, and then click Copy.

Word displays the styles used in the active document or its attached template in the list on the left, and the styles in the Normal document template in the list on the right.

Tip   If the template you want to copy from does not appear in either list, click Close File. To select the template or document you want, click Open File.


 Applying a style turns off bold, italic, or underlining

The formatting applied by a paragraph style or character style may change the existing format applied to text. For example, if you apply bold formatting to a paragraph that contains bold text, the bold text becomes plain text.

To preserve specific character formatting when you apply a paragraph style:

•	Make sure that text is formatted using the character formats defined for the current paragraph style.

•	Instead of formatting the characters with a specific format (for example, formatting text with the bold button), apply a character style to your text.


Styles that may appear automatically in the Style box

Word applies this style	To this element
Annotation Text	Comments inserted using the Annotation command on the Insert menu.
Annotation Reference	Initials identifying the person who inserted an annotation.
Caption	Captions and table and figure titles inserted using the Caption command on the Insert menu.
Footer	Footer inserted using the Header And Footer command on the View menu.
Footnote Text, Endnote Text	Text in a footnote or endnote inserted using the Footnote command on the Insert menu.
Footnote Reference, Endnote Reference	Number or character in the document text referring to a footnote or endnote.
Header	Header inserted using the Header And Footer command on the View menu.
Index 1–Index 9	Entries in an index created using the Index And Tables command on the Insert menu.
Line Number	Automatic line numbers added using the Page Setup command on the File menu.
Macro Text	Text of a WordBasic macro created using the Macro command on the Tools menu.
Page Number	Automatic page numbers inserted using the Page Numbers command on the Insert menu.
TOC 1–TOC 9, Table of Authorities, Table of Figures	Entries in tables of contents and similar tables created using the Index And Tables command on the Insert menu.


Review or make changes when using AutoFormat

1	In the AutoFormat dialog box, click the Review Changes button.

2	To scroll through the document and review changes, use the vertical scroll bar to select a specific paragraph you want to review.

To review or revise changes one by one, use the Find Next button [image] and Find Previous button [image].

3	To change the style of selected text, click a style in the Style box on the Formatting toolbar.


 Specify a style for the following paragraph

1	On the Format menu, click Style.

2	In the Styles box, click the style you want to specify a following style for, and then click Modify.

3	In the Style For Following Paragraph box, click the style you want to specify as the style for the next paragraph.


Using AutoFormat hasn't changed my document

The AutoFormat command on the Format menu applies styles only to text that is formatted with the Normal or Body Text style. If you want to remove all previous formatting so AutoFormat will work, click Options in the AutoFormat dialog box, and then clear the Styles check box.


When I used the Style Gallery command, it didn't keep the template with my document

The Style Gallery command does not change the template attached to your document; it just allows you to copy styles from other templates to your document. To attach a different template to your document, use the Templates command on the File menu.


Paragraphs with the same style applied look different

Some paragraphs might have been formatted manually with the Font or Paragraph commands (Format menu). To remove manual formatting, select the paragraph  —  including the paragraph mark  —  and then press CTRL+SPACEBAR to remove character formatting and CTRL+Q to remove paragraph formatting.


What happens when I use "AutoFormat As You Type"

When you type	Word
A number followed by a period, hyphen, closing parenthesis, or similar character, and then a space or tab and text	Makes the text a numbered list.
A bullet, asterisk, hyphen, dash, or similar character, and then a space or tab and text	Makes the text a bulleted list.
Three or more dashes, underscores, or equal signs above a paragraph	Places a border above the paragraph: a thin line for dashes, thick line for underscores, or double line for equal signs.
A fraction, such as 1/2 or 1/4	Converts the entry to ½ or ¼.
An ordinal, such as 1st	Converts the entry to 1st.
Note   To stop a numbered list or bulleted list and return to normal paragraph formatting, press ENTER twice. To change other AutoFormat As You Type options, click the Options command on the Tools menu and select the AutoFormat tab.


Supplied Macros

The following templates (installed in the MACROS subfolder of the Word program folder) contain macros that you may find useful in your daily work. If you find one or more of these macros useful, you can load the template as a global template and then assign the macro to a toolbar button, menu item, or shortcut key.

MACROS7.DOT

TABLES7.DOT

LAYOUT7.DOT

CONVERT7.DOT

PRESENT7.DOT


MACROS7.DOT

MACROS7.DOT contains macros you can use in your general work.

Macro	Explanation
DisableAutoBackup	Disables the Enable/Disable Auto Backup command on the File menu (added by the EnableAutoBackup macro) and removes the FileSave and FileSaveAs macros.
EnableAutoBackup	Adds the Enable/Disable Auto Backup command to the File menu. It also creates FileSave and FileSaveAs macros that create backups when you save files. The macro prompts you for a location to save the backups.
ExitAll	Closes all open document, template, and macro-editing windows. A dialog box lists all open documents and prompts you to save them.
FindSymbol	Finds and replaces symbols inserted with the Symbol command (Insert menu). In the Find And Replace Symbols dialog box, click the Find What button to select the symbol to search for and click the Replace With button to select the symbol to replace it with.
FontSampleGenerator	Generates a sample document that you can print to show all printable fonts on your system in the point size you specify.
InsertFootnote	Helps you create footnotes
MindBender	Demonstrates through a sample game several methods for using dynamic dialog boxes.
NormalViewHeaderFooter	Lets you edit headers and footers in normal view.
OrganizationalChartMaker	Builds an organizational chart using the drawing tools in Word. Set up the hierarchy using built-in heading styles (do not include any tab characters) and run the macro.
RegOptions	Displays a dialog box that lets you view and change options in the registration database.
RunSampleMacros	Displays a dialog box that lets you run any of the sample macros easily.
SaveSelectionToTextFile	Saves selected text in a text file. Select the text and run the macro. You can append to or overwrite an existing file or create a new one.
SetPrintFlags	Modifies advanced printing settings in Windows 95 registry.
SuperDocStatistics	Displays a dialog box with a comprehensive list of the active document's statistics. For example, all fonts used in the document are listed.
WordPuzzler	Runs a popular puzzle implemented in a WordBasic macro.


TABLES7.DOT

TABLES7.DOT contains macros you can use to work with tables.

Macro	Explanation
AccessExporter	Converts a selected Word table into a Microsoft Access table.
TableMath	Helps you insert = (Formula) fields into a table by selecting cell references and calculation types such as sum, average, and count. Position the insertion point in the table and run the macro.
TableNumber	Adds numbering to rows or columns. If necessary, a row or column is added to contain the numbering. Position the insertion point in the table, start the macro, and select the numbering option you want from the dialog box.


LAYOUT7.DOT

LAYOUT7.DOT contains macros you can use in manipulating text and page layouts.

Macro	Explanation
ArrangeWindows	Displays a dialog box that lets you arrange all open windows tiled, horizontally, vertically, or cascaded.
Cascade	Rearranges all open windows so they overlap in a cascade.
DecreaseLeftAndRightIndent	Decreases the indent for the selected paragraphs an equal amount toward the left and right margins using the default tab settings.
IncreaselLeftAndRightIndent	Indents selected paragraphs an equal amount from the left and right margins using the default tab settings.
Overscore	Adds an overscore to selected text by replacing the text with an EQ (Equation) field.
PrintableCharacters	Creates a document containing all printable characters for the font you select in the Font dialog box (Format menu).
SectionManager	Displays all section-level formatting in one dialog box. You can also modify section formatting using the Page Setup, Page No's, and Columns buttons.
TileHorizontally	Tiles all open documents horizontally.
TileVertically	Tiles all open documents vertically.


CONVERT7.DOT

CONVERT7.DOT contains macros to simplify conversions and changing conversion options.

Macro	Explanation
BatchConversion	Runs a Wizard that helps you select and convert multiple files from another format to Word or from Word to another format.
EditConversionOptions	Displays a dialog box that lets you customize file conversion settings. The macro changes the conversion options by changing the settings in the MSTXTCNV.INI file.


PRESENT7.DOT

PRESENT7.DOT contains the PresentIt macro, which copies the active Word document into a Microsoft PowerPoint presentation. You can then edit the document in Microsoft PowerPoint to create slides for a presentation.

When PRESENT7.DOT is loaded as a global template, Word adds the Present It button to the Microsoft toolbar. If you install Microsoft Office, PRESENT7.DOT is installed in the STARTUP subfolder of the Word program folder; Word automatically loads it as a global template.

To use the PresentIt macro, you must have Microsoft PowerPoint installed on your computer or on a network server to which your computer is connected.


Convert existing text to a table

1	Indicate where you want to divide text into columns and rows by adding separator characters to your text. For instance, use tabs to divide columns, and use paragraph marks to mark the end of rows.

2	Select the text you want to convert.

3	On the Table menu, click Convert Text To Table.

4	Select the options you want.


Convert a table to text

When you convert a table to text, you can specify that Word use commas, tab characters, paragraph marks, or another character as separator characters in the converted text.

1	Select the rows or table that you want to convert to paragraphs.

How?

2	On the Table menu, click Convert Table To Text.

3	Under Separate Text With, select the check box for the type of character you want to use in place of the table cell boundaries. Rows are separated with paragraph marks.


Type and move around in a table

To	Press
Move to the next cell	TAB (If the insertion point is in the last cell of a table, pressing TAB adds a new row.)
Move to the preceding cell	SHIFT+TAB
Move to the preceding or next row	UP ARROW or DOWN ARROW
Move to the first cell in the row	ALT+HOME, or ALT+7 on the numeric keypad
Move to the last cell in the row	ALT+END, or ALT+1 on the numeric keypad
Move to the first cell in the column	ALT+PAGE UP, or ALT+9 on the numeric keypad
Move to the last cell in the column	ALT+PAGE DOWN, or ALT+3 on the numeric keypad
Start a new paragraph	ENTER
Add a new row at the bottom of the table	TAB at the end of the last row
Add text before a table at the beginning of a document	ENTER at the beginning of the first cell


Select items in a table

To	Do this
Select a cell	Click the left edge of the cell.
Select a row	Click to the left of the row.
Select a column	Click the column's top gridline or border.
Select multiple cells, rows, or columns	Drag across the cell, row, or column; or select a single cell, row, or column, and then hold down SHIFT while you click another cell, row, or column.
Select text in the next cell	Press TAB.
Select text in the previous cell	Press SHIFT+TAB.
Select the entire table	Click the table, and then press ALT+5 on the numeric keypad. NUM LOCK must be off.
Tip   You can also select rows, columns, or the entire table by clicking in the table and then using the Select commands on the Table menu, or by using keyboard shortcuts. For more information about keyboard shortcuts, click  [image].


Add cells to a table

1	Select a cell or cells to the right of or above where you want to insert new cells, including the end-of-cell mark. Select the same number of cells as the number of cells you want to insert.

How?

2	Click  [image].

3	Select the options you want.


Add rows or columns to a table

1	Select the row below where you want to insert new rows, or select the column to the right of where you want to insert new columns. Select the same number of rows or columns as the number of rows or columns you want to insert.

How?

2	Click  [image].

Word inserts a row above the row you selected or insert a column to the left of the column you selected.

Notes

•	To add a row at the end of a table, click the last cell of the last row, and then press TAB.

•	To add a column to the right of the last column in a table, click just outside the rightmost column. On the Table menu, click Select Column, and then click  [image].


Move or copy items in a table

1	Select the cells, rows, or columns you want to move or copy.

How?

To move or copy text to a new location without changing the text that is already there, select only the text within a cell, and not the end-of-cell mark..

To replace the existing text and formatting in the new location, select the text you want to move or copy and the end-of-cell mark.

2	To move the selection, drag it to the new location.

To copy the selection, hold down CTRL while you drag the selection to the new location.


Change the width of columns in a table

1	Select the columns whose width you want to adjust.

How?

2	On the Table menu, click Cell Height And Width, and then click the Column tab.

3	To specify an exact measurement, enter a number in the Width Of Column box.

To make the column width fit the contents, click AutoFit.

Note   You can also change the width of a column by dragging the column boundaries in the table itself or by dragging the column markers on the horizontal ruler.

Tip   To display column-width measurements, point to the horizontal ruler, and then hold down ALT while you click the mouse button.


Change the space between columns in a table

1	Click the table.

2	On the Table menu, click Cell Height And Width, and then click the Column tab.

3	In the Space Between Columns box, enter a measurement.


Change row height in a table
Change the row height in a table

Unless you specify otherwise, the height of each row in a table depends on the contents of the cells in that row and the paragraph spacing you add before or after text. You can vary the height of each row, but all cells in the same row have the same height.

1	Select the rows you want to change.

How?

2	On the Table menu, click Cell Height And Width, and then click the Row tab.

3	To make the row height fit the contents, click Auto in the Height Of Rows box.

To specify an exact measurement, click Exactly in the Height Of Rows box, and then enter a measurement in the At box. If the cell contents exceed the fixed height, Word cuts off the bottom of the contents.

To specify a minimum row height, click At Least in the Height Of Rows box, and then enter a measurement in the At box. If the cell contents exceed the minimum height, Word adjusts the row height to fit the contents.

Note  You can also change row height by using the vertical ruler in page layout view. On the View menu, click Page Layout. On the vertical ruler, drag a row mark.


Align a table or table rows on a page

1	Select the entire table or just the rows you want to align.

How?

2	On the Table menu, click Cell Height And Width, and then click the Row tab.

3	To align the entire table or the selected rows, select one of the three check boxes under Alignment: Left, Center, or Right.

To set an exact amount of indentation from the left margin, enter a number in the Indent From Left box.


Troubleshoot problems with tables

What do you want help with?

How can I prevent a table row from breaking across pages?

Part of the text is hidden inside a table cell.

I changed the margins, but the tables in my document weren't affected.


Create a table

Use tables to organize information and create interesting page layouts with side-by-side columns of text and graphics. In a table, as on a spreadsheet, you work with rows and columns of cells. You can create a new blank table and then fill in the empty cells, or you can convert existing paragraphs of text to a table. You can also choose from a selection of predefined tables by using the Table Wizard, or you can create a table from an existing data source, such as a database or spreadsheet.

What do you want to do?

Create a blank table

Design a table by using the Table Wizard

Convert existing text to a table

Insert data from a data source as a table


Nonprinting characters in a table


Delete cells in a table

1	Select the cells you want to delete, including the end-of-cell mark.

How?

2	On the Table menu, click Delete Cells.

3	Select the check box for the option you want.


Delete rows or columns from a table

1	Select the rows or columns you want to delete. If you are deleting rows, include the end of row marks.

How?

2	On the Table menu, click either Delete Rows or Delete Columns.


Create a blank table

1	Click where you want to create a table.

2	Click  [image].

3	Drag to select the number of rows and columns you want.


Split a table or insert text before a table

1	To split a table into two parts, click the row that you want to be the first row of the new table.

To insert text before a table, click in the first row of the table.

2	On the Table menu, click Split Table.


Add borders and shading to a table

You can add borders and shading to a table manually, or you can use the Table AutoFormat command to format a table automatically. If you want to add printable gridlines (borders) around the cells in a table, format the table automatically.

What do you want to do?

Automatically format a table

Manually add borders and shading to a table


Merge cells in the same row into one cell in a table

You can combine two or more cells in the same row into a single cell. For example, you can merge several cells to create a table heading that spans several columns. Cells can be merged only horizontally.

1	Select the cells you want to merge.

How?

2	On the Table menu, click Merge Cells.


Split a cell into multiple cells in a table

1	Select the cells you want to split.

How?

2	On the Table menu, click Split Cells.

3	Type the number of columns you want to split each cell into.

A cell is split according to the number of paragraph marks it contains. If you split a cell that contains only one paragraph mark, text remains in the new cell on the left and the cells inserted to the right are empty. If there is more than one paragraph mark in the cell, the paragraphs are divided evenly among the cells.


Insert a tab in a table cell

•	Press CTRL+TAB.


Repeat a table heading on subsequent pages

1	Select the rows of text, including the first row, that you want to use as a table heading.

How?

2	On the Table menu, click Headings.

Notes

•	Word automatically repeats table headings only for tables that are split with automatic page breaks.  Word will not repeat a heading if you insert a manual page break within a table.

•	Repeated table headings are visible only in page layout view.


Sort a single column in a table

You can sort a single column or a specified number of columns in a table without sorting the whole table. However, you cannot individually sort columns of information that are not in a table.

1	Select the column or cells you want to sort.

How?

2	On the Table menu, click Sort.

3	Click Options.

4	Select the Sort Column Only check box.

5	Click OK twice.


Number cells in a table

1	Select the cells you want to number.

To number the beginning of each row, select only the first column in the table.

How?

2	Click  [image].

3	Select the options you want.


Clear the contents of a table

1	Select the items you want to clear.

How?

2	Press DELETE.


Sum a row or column of numbers

1	Click the cell in which you want the sum to appear.

2	On the Table menu, click Formula.

3	If the cell you selected is at the bottom of a column of numbers, Word proposes the formula =SUM(ABOVE). Click OK if this is correct.

If the cell you selected is at the right end of a row of numbers, Word proposes the formula =SUM(LEFT). Click OK if this is correct.

Notes

•	If you see codes between braces − for example, {=SUM(LEFT)} − instead of the actual sum, Word is displaying field codes. To hide field codes click Options on the Tools menu, click the View tab, and then clear the Field Codes check box.

•	If your column or row contains blank cells, Word will not sum the entire column or row. To sum the entire row or column, type zeros in the blank cells.


Perform calculations in a table

1	Click the cell in which you want the result to appear.

2	On the Table menu, click Formula.

3	If Word proposes a formula that you do not want to use, delete it from the Formula box.

4	In the Paste Function box, click a function. For instance, to add numbers, click SUM.

For more information about available functions, click  [image].

You can type references to table cells in the parentheses in the formula. For instance, to reference the numbers in cells A1 and B4, type a1,b4.

For more information about referencing table cells, click  [image].

5	In the Number Format box, enter a format for the numbers. For example, to display the numbers as a decimal percentage, click 0.00%.

Word inserts the result of the calculation as a field in the cell you selected. If you change the referenced cells, you can update the calculation by selecting the field and then pressing F9.


Referencing cells in a table

Table cells are referenced as A1, A2, B1, B2, and so on, with the letter representing a column and the number representing a row.

To reference cells in formulas, use a comma to separate references to individual cells and a colon to separate the first and last cells in a designated range. For example:

To average these cells	Type
	=average(b:b) or =average(b1:b3)
	=average(a1:b2)
	=average(a1:c2) or =average(1:1,2:2)
	=average(a1,a3,c2)
There are two ways you can indicate an entire row or column. If you use 1:1 to indicate a row and then add a column to the table, your calculation will include all the rows in the table; if you use a1:c1 to indicate a row and then add a column to the table, the calculation will include only the rows a, b, and c.

To reference cells in another table, or to reference a cell from outside a table, identify the table with a bookmark. For example the field { =average(Table2 b:b) } averages column B in the table marked by the bookmark Table2.

Note   Cell references in Word, unlike those in Microsoft Excel, are always absolute references and are not shown with dollar signs. For example, referring to a cell as A1 in Word is the same as referring to a cell as $A$1 in Microsoft Excel.


Create a chart from a table

1	Select part of a table or an entire table.

2	On the Insert menu, click Object, and then select Microsoft Graph 5.0.

3	Select the formatting options you want.

4	Click the document.


Edit a list in a table by using a data form

If you have a table that you use as a list, you can easily enter and edit the information by using a data form.

1	Click the table.

2	The table must have column headings. Otherwise, Word uses the first row as column headings.

3	On the View menu, click Toolbars.

4	In the Toolbars box, select the Database check box, and then click OK.

5	Click  [image].

6	Select the options you want.


Delete a table or delete items from a table

You can delete individual or multiple cells, rows, or columns, or you can delete an entire table. You can also clear the contents of cells without deleting the cells themselves.

What do you want to do?

Delete a table and its contents

Delete cells from a table

Delete rows or columns from a table

Clear the contents of a table


Manually add borders and shading to a table

1	To add borders and shading to an entire table, select the whole table.

To add borders and shading to specific cells, select only those cells, including the end of cell mark.

2	On the Format menu, click Borders And Shading.

3	Select the options you want.


Delete a table and its contents

1	Select the table.

How?

2	Click  [image].


Prevent a table row from breaking across pages

1	Click the table.

2	On the Table menu, click Cell Height And Width, and then click the Row tab.

3	Clear the Allow Row To Break Across Pages check box.


Part of the text is hidden inside a table cell.

•	You may need to adjust the indents within the cell. On the Format menu, click Paragraph, and then specify new measurements under Indentation.

•	Check to see whether you've set an exact row height that's smaller than the text you are trying to display. On the Table menu, click Cell Height And Width, and then click the Row tab. In the Height Of Row box, click Auto.


I changed the margins, but the tables in my document weren't affected.

•	Existing tables are not affected by changes to the page margins. If you want to maintain the same relationship between table width and page margins after changing the margins, you must adjust the table width manually.

How?


Break a table across pages

1	Click the row you want to appear on the next page.

2	Press CTRL+ENTER.


Automatically format a table

1	Click the table.

2	On the Table menu, click Table AutoFormat.

3	In the Formats box, click the format you want.


Remove borders and shading from a table

1	Click the table.

2	On the Table menu, click Table AutoFormat.

3	In the Formats box, click None.


Copy styles, AutoText entries, toolbars, or macros to a template

1	On the File menu, click Templates.

2	Click Organizer, and then click the tab for the items you want to copy.

3	To copy items to or from a different template, click Close File to close the active document and its attached template or to close the Normal template. Then click Open File and open the template you want.

4	Click the items you want to copy in either list, and then click Copy.

To select a range of items, hold down SHIFT and click the first and last items. To select nonadjacent items, hold down CTRL as you click each item.

Notes

•	If you copy toolbars to which you've assigned custom macros, you must also copy the macros.

•	You can copy styles between templates and documents, but you can copy macros, AutoText entries, and toolbars only between templates.


Create a template

1	To base a new template on an existing document, click Open on the File menu, and then open the document you want.

To base a new template on an existing template, click New on the File menu. Click a template that is similar to what you want, click Template, and then click OK.

2	On the File menu, click Save As.

3	In the File Name box, type a name for the new template.

4	In the Save In box, open the Templates folder in the folder in which you installed Office or Word.

To list the template on a specific tab in the New dialog box, open the corresponding subfolder of the Templates folder.

5	In the Save As Type box, click Document Template, and then click OK.

6	Add the text and graphics you want to appear in all new documents that you base on the template, and delete any items you don't want to appear.

7	Make the changes you want to the margin settings, page size and orientation, styles, and other formats.

If you create or modify AutoText entries and macros, make the items available only to documents based on the new template, not to all documents. Save changes to menu settings, shortcut keys, and toolbars in the new template, not the Normal template.

8	Click  [image].


Delete multiple styles, AutoText entries, toolbars, or macros

1	On the File menu, click Templates.

2	Click Organizer, and then click the tab for the items you want to delete.

3	Click the items to delete, and then click Delete.

Tip   To select a range of items, hold down SHIFT and click the first and last items. To select nonadjacent items, hold down CTRL as you click each item.


Modify a template

1	On the File menu, click Open, and then open the template you want to modify.

If there aren't any templates listed in the Open dialog box, click Document Templates in the Files Of Type box.

2	Change any of the template's text and graphics, styles, formatting, macros, AutoText entries, toolbars, menu settings, and shortcut keys.

3	Click  [image].

Changes to the template's content and formatting are reflected in new documents you base on the template; existing documents aren't affected. Modified macros, AutoText entries, toolbars, custom menu settings, and shortcut keys are available to any document attached to the template.


Global templates

When you work on a document, you can typically use only the AutoText entries, macros, and custom toolbars, menu settings, and shortcut keys that are stored in the template attached to the document or in the Normal template. To use any such items that are stored in another template, you can load the other template as a global template.

To load the template, use the Templates command on the File menu. After you load a template, items stored in that template are available to any document during the remainder of the Word session. When you're through with the items, be sure to unload the template to conserve system resources.

Add-ins and templates that you load by using the Templates command are unloaded when you close Word. To load an add-in or template each time you start Word, copy the add-in or template to the Startup file location you specified on the File Locations tab (Tools menu, Options command).


Where to store templates

Templates folder

Save your custom templates in the appropriate subfolder of the Templates folder, such as the Memos folder. (The Templates folder is in the folder in which you installed Office or Word.) Template (.dot) files that you save in the Templates folder or any of its subfolders appear in the New dialog box (File menu). Any document (.doc) file that you save in the Templates folder or one of its subfolders also acts as a template.

You can add a folder to the Templates folder to store your custom templates. When you first save the template, click Create New Folder in the Save As dialog box. Templates in the new folder appear on a separate tab in the New dialog box. To list a template on the General tab, save the template in the Templates folder, not in a subfolder.

Workgroup Templates location

Store templates that you share on a network in the Workgroup Templates file location you specify on the File Locations tab (Tools menu, Options command). Templates in this location also appear in the New dialog box.


Attach a different template to the active document

1	On the File menu, click Templates.

2	Click Attach, and then select the template you want to attach.

Tip   To use styles from the newly attached template, select the Automatically Update Document Styles check box in the Templates And Add-ins dialog box. Word adds the styles from the template to the document. If styles in the document and template have the same names, Word updates the document styles to match the template styles.


Settings saved in a template

The settings you save in a template determine the following characteristics of new documents you base on the template:

•	Text and graphics you want in each document — for example, headers and footers; fields to insert the date, the time, and information such as the filename and document title; boilerplate text; and company logos

•	Page margins and other page layout options you set with the Page Setup command on the File menu

•	Styles

•	WordBasic macros

•	Text and graphics you've saved as AutoText entries

•	Customized toolbars, menus, and shortcut keys


Use macros, AutoText entries, and other settings from a different template

When working in the active document, you can use macros, AutoText entries, and custom toolbars and commands settings that are stored in either the Normal template or the template attached to the document. To use items stored in a different template, you have several options.

You can attach a different template that has the items you want, which replaces the currently attached template. You might want to do this, for example, if you originally based your document on the Normal template but now want to use a template with custom styles, macros, or other settings. To continue using the attached template, you can copy the items you need to the attached template or to the Normal template. Or you can make items stored in another template temporarily available to any document by loading that template in Word as a global template.

What do you want to do?

Attach a different template to the active document

Copy styles, AutoText entries, toolbars, or macros to a template

Load a template as a global template


Documents Word can create for me

Word includes several templates and wizards to save you time in creating many common types of documents. For example, you can use the Letter Wizard to create personal or business letters. If you installed the prewritten business letters provided with Word, the Letter Wizard can also help you prepare letters for number of common business situations.

To create one of the documents in the following list, click New on the File menu, and then select an appropriate template or wizard. If you want a related set of documents to have similar formatting, use templates from the same family — Professional, Elegant, or Contemporary. For example, if you use the Professional Resume template, use the Professional Letter template to create a cover letter.

If you don't see the template or wizard you want in the New dialog box, rerun Setup to install it. For information about installing templates, click  [image].

Click this tab	To select a template or wizard for
Letters & Faxes	Business letters Fax cover sheets
Memos	Memos
Reports	Reports
Publications	Brochures Directories of names and addresses Manuals Newsletters Press releases Theses
Other Documents	Agendas for meetings Award certificates Calendars Invoices Legal pleadings Purchase order Resumes or curriculum vitae Weekly time sheets


The Normal template

The Normal template is a general-purpose template for any type of document. When you start Word or click  [image], Word creates a new blank document that is based on the Normal template. You can modify this template to change the default document formatting or content.

Word also uses the Normal template to store the AutoText entries, macros, toolbars, and custom menu settings and shortcut keys you routinely use. Customized items that you store in the Normal template are available for use with any document.

You should store the Normal template in the Templates folder or in the User Templates or Workgroup Templates file location you specified on the File Locations tab (Tools menu, Options command). If Word can't find the Normal template in any of these locations or in your Word program folder, it creates a new Normal template with the standard Word document formats and the standard menu, toolbar, and shortcut key settings.


Troubleshoot template problems

What do you need help with?

Can I use templates from earlier versions of Word?

Macros, AutoText entries, and custom toolbar, menu, and shortcut key settings that I've used are missing.

When saving my work, I can't change the file type from "Document Template" to "Word Document."

My new documents have text such as "{ MACROBUTTON ...}," and clicking on "HERE" doesn't select all the text I want replaced.

The template I want to use isn't in the New dialog box.

I can't copy items to a template.

What happens to my document if I change its attached template?


Can I use templates from earlier versions of Word?

You can use a template that was created in Word version 6.0 or 2.x to create new documents in Word for Windows 95.

Note that the templates provided with Word for Windows 95 that are in the Contemporary format family have a different design than the Contemporary templates provided with Word version 6.0. Macros that you created in Word version 6.0 will work in the current version of Word.

When you open a template created in Word version 2.x or base a new document on such a template, the macros and glossary entries are converted for use with the current version of Word. Glossary entries are listed in the AutoText dialog box (Edit menu). Customized menu, toolbar, and shortcut key settings are also converted, if the settings correspond to current Word features. When you close the template or a document based on the template, you can save changes in either Word version 2.x format or in the current Word format.


Macros, AutoText entries, and custom toolbar, menu, and shortcut key settings that I've used are missing.

This might occur for either of the following reasons:

•	You moved or copied a document to a different computer or file server location, and now Word can't find the template that contains the missing items. Macros, AutoText entries, and customized toolbars, menus, and shortcut keys that you can use in a Word document are stored in the template attached to the document or in the Normal template. When you move or copy a document to another location, copy the items you need to use with the document to its attached template. Then include a copy of the template in the folder with the document at the new location.

•	The missing items might be stored in a template that's no longer attached to the active document. Or they might be stored in a template that was previously loaded as a global template. For more information about using items stored in a different template, click  [image].


When saving my work, I can't change the file type from "Document Template" to "Word Document."

You've inadvertently opened or created a template file. You cannot change the file type of a template. To save your work as a Word document instead of a template, do the following procedure.

1	On the File menu, click New, and then click the template on which you want to base the new document.

2	Click Document, and then click OK.

3	Copy all of your work from the template to the new document.

4	Save the new document, making sure that you click Word Document in the Save As Type box in the Save As dialog box.

Note   If the first template file contains macros, AutoText entries, and custom toolbars, menu settings, and shortcut keys that you want to use in your new document, you must copy these items to the template on which you based the document. For more information about copying items to another template, click  [image].


My new documents have text such as "{ MACROBUTTON ...}," and clicking on "HERE" doesn't select all the text I want replaced.

Field codes are displayed, which prevents the MACROBUTTON field from working properly. On the Tools menu, click Options, click the View tab, and then clear the Field Codes check box.


I can't copy items to a template.

If you attempt to copy styles, macros, or other items to a template that's protected in some manner, you might not be allowed to save changes to the template, or the Copy button might be dimmed in the Organizer dialog box. This might occur if the template:

•	Is protected for revisions, annotations, or forms.

•	Is protected with a password assigned on the Save tab (Tools menu, Options command).

•	Has the Read-Only attribute set in the Windows Explorer.

•	Is on a file server you don't have access to.

To save changes to the template, the protection must be removed from the template, or you must acquire access permission.


What happens to my document if I change its attached template?

Changing the template that's attached to a document — either by modifying the currently attached template or by attaching a different template — has the following effects:

•	Macros, AutoText entries, and custom toolbar and command settings in a modified template are available for use in any document based on the template, including existing documents. If you attach a different template to a document, items stored in the newly attached template are then available to the document.

•	If you add or modify styles in a template, styles in an existing document based on that template are not immediately updated to match the template styles. The same is true if you attach a different template to a document.

To have Word update styles in an existing document to match the styles in its attached template, first open the document. On the File menu, click Templates, and then select the Automatically Update Document Styles check box. If the document text is formatted with styles that have the same names as styles in the attached template, Word updates the text formatting to match the template's style formats.

•	If you change the boilerplate text and graphics in a template or change document formats — for example, page margins and page size, headers and footers, or the number of columns per page — these changes affect only new documents that you subsequently base on the template. Existing documents based on the template aren't affected.


Look up words in the thesaurus

1	Select or type the word in the document for which you want to find a synonym, an antonym, or related words.

2	On the Tools menu, click Thesaurus.

3	Select the options you want.

Note   If the Thesaurus command does not appear on the Tools menu, you need to install the thesaurus.

How?


Create an index

You create an index by marking the text or item to be included, selecting a format, and then building the index. You can create cross-references, create a concordance file to automatically mark text in a document, and change or delete existing index entries.

What do you want to do?

Design and build an index

Mark text in a document to use in an index

Create an index cross-reference

Create a concordance file to automatically mark text in a document

Use a previously created concordance file to automatically mark index entries

Change or delete an index entry


Indexes

An index provides page numbers for words or phrases people want to look up in a printed document.

You create an index by marking the text or item to be included, selecting a format, and then building the index. Word provides several formatting options and shows you how your index will appear with the formatting you've chosen before you add the formatting to your document. When you build an index, Word collects the index entries, sorts them alphabetically, references their page numbers, finds and removes duplicate entries from the same page, and displays the index in the document.


Design and build an index

1	Create index entries in the document.

How?

2	Click the document where you want to insert the finished index.

3	On the Insert menu, click Index And Tables, and then click the Index tab.

4	To use one of the available designs, click a design in the Format box.

For more information on designing a custom index layout, click  [image].


Mark text in a document to use in an index

1	Select the word or phrase in the document you want to use as an index entry,

To enter your own text as an index entry, click the document where you want to insert the index entry.

2	Press ALT+SHIFT+X.

3	To create a main index entry, in the Main Entry box, edit the index entry or enter the text you want to use for the index entry.

To create a subentry, type the subentry in the Subentry box.

To include a third-level entry, type the subentry text in the Subentry box, followed by a colon, and then type the text of the third-level entry.

4	Click Mark.

To mark all occurrences of the text in the document, click Mark All.

5	Continue to mark text until you are finished. The Mark Entry dialog box stays open as you continue to select text in the document.

Note  Mark All marks the first occurrence in each paragraph of text that exactly matches the uppercase and lowercase letters in the entry.

Word inserts each marked index entry as an XE (Index Entry) field in hidden text format. If the XE field isn't visible, click  [image].


Create an index entry that contains a page range

When you want an index entry to indicate a range of pages instead of a single page, you must mark that page range with a bookmark.

1	In the document, select the range of text you want the index entry to refer to, and then click Bookmark on the Edit menu.

2	In the Bookmark Name box, enter a name, and then click Add.

3	In the document, click the text that you marked with a bookmark.

4	Press ALT+SHIFT+X.

5	In the Main Entry box, enter the index entry for the marked text.

6	Select Page Range. In the Bookmark box, type or select the bookmark name for the range of pages from step 2.

7	Click Mark.


Create a concordance file to mark index entries automatically

1	On the Standard toolbar, click  [image].

2	Create a two-column table.

How?

3	In the first column, enter the text for which you want Word to create index entries. Make sure you enter the text exactly as it appears in the document, and then press TAB.

4	To make a main entry, type the index entry exactly as it will appear in the index.

To make a subentry, type the main entry followed by a colon and the subentry.

5	Repeat steps 3 and 4 for each index reference and entry.

6	Save the concordance file.

7	Use the concordance file to build your index.

How?

Tip   Open the concordance file and the file for which you want to mark index entries. To see both documents at once, click Arrange All on the Window menu. Copy text from the file you want to mark into the first column of the concordance file.


Use a concordance file to mark index entries automatically

1	Create a concordance file.

How?

2	On the Insert menu, click Index And Tables, and then click the Index tab.

3	Click AutoMark.

4	In the File Name box, enter the concordance file, or select from the list of folders and files the name of the file you want to open.

5	Click Open.

Word marks only the text that exactly matches the text in the first column of the concordance file, and it marks only the first occurrence of an entry in each paragraph.


Create a custom design for an index, a table of contents, or other table

1	On the Insert menu, click Index And Tables, and then click the appropriate tab.

2	In the Formats box, click From Template, and then click Modify.

3	In the Styles box, click the style you want to change, and then click Modify.

4	Click Format, and then choose the type of formatting you want to apply.

When you return to the Index And Tables dialog box, the formatting and styles you specified will be displayed in the Preview box.


Create an index cross-reference

1	Select the text to use as the index entry.

2	Press ALT+SHIFT+X.

3	Under options, select Cross-reference, and then enter the text you want to use as a cross-reference for the index entry.

The word "see" in italic is automatically entered in the Cross-reference text box. You can delete this or add additional text.

4	Click Mark.


Apply character formatting to index entries

Any changes made directly to an index—such as text formatting—are not retained when you rebuild an index. To retain formatting applied to specific words in the index, you must apply the formatting as you mark text in the document.

1	Select the index entry.

2	Press ALT+SHIFT+X.

Select the text in the Main Entry or Subentry box, and then press character-formatting shortcut keys.

How?

Note   Character formatting that you apply directly to a finished index overrides any built-in format that you specified for the index.


Use symbols as index entries

You can include symbols such as ©, @, and so forth in an index.

1	Select a symbol that you have inserted in the document.

2	Press ALT+SHIFT+X.

3	In the Main Entry box, immediately following the symbol, type ;# (semicolon followed by the pound sign).

4	Click Mark.

You must mark each symbol individually.

Word sorts all symbols under # (the pound sign) at the beginning of your index. You can either delete the pound sign in the index or replace it with a heading, such as "Symbols."


Create a table of contents

Word creates a table of contents in the document by using styles you specify for the headings. You can use the built-in heading styles that come with Word (Heading 1 through Heading 9), or you can specify the heading styles to use.

What do you want to do?

Design and build a table of contents using built-in heading styles

Design and build a table of contents using custom styles


Tables of contents

A table of contents lists specific headings of your document along with their page numbers. When you build a table of contents, Word searches for the specified styles, sorts them by heading level, references their page numbers, and displays the table of contents in the document. A table of contents can be built from any style you specify. The easiest way to create a table of contents is to format the headings in your document with the built-in heading styles that come with Word (Heading 1 through Heading 9).

Word provides several ways to design the table of contents and displays the formatting and styles you specify in the Preview box.


Design and build a table of contents by using built-in heading styles

1	In your document, apply the heading styles that come with Word (Heading 1-Heading 9) to the headings you want to use in your table of contents.

How?

2	Click the document where you want to insert the table of contents.

3	On the Insert menu, click Index And Tables, and then click the Table Of Contents tab.

4	To use one of the available designs, click a design under Formats.

You can also specify a custom table of contents format.

How?


Design and build a table of contents using custom styles

1	Click in the document where you want to insert the table of contents.

2	On the Insert menu, click Index And Tables, and then click the Table Of Contents tab.

3	Click Options.

4	Under Available Styles, find the style you want to assign to a specific heading level.

5	Under TOC Level, to the right of the style name, enter a number from 1 to 9 to indicate the level you want that heading style to represent.

6	Click OK.

7	To use one of the available designs, click a design in the Format box.

You can also design a custom table of contents layout.

How?


Update indexes and tables after making changes

1	Click in the index, table of contents, or other table you want to update.

2	Press F9.

Note   If you update the entire index or table, any text or formatting you added to the index or table will be lost.


Tables of figures

A table of figures lists figure captions in the order they appear in the document. You can include lists of pictures, charts, graphs, slides, or other illustrations. The easiest way to create a table of figures is to use the Caption command on the Insert menu to label all your figures. You can also use a custom style to create a table of figures.

When you build a table of figures, Word searches for the caption style, sorts the captions by number, references their page numbers, and displays the table of figures in the document. Word provides several ways to design the table of figures and displays the formatting and styles you specify in the Preview box.


Create a table of figures

Word creates a table of figures in the document using the Caption style from the Insert Caption command. If you did not create captions by using the Insert Caption command, you can build a table of figures using a custom style. You must use the same custom style for all of your figure captions and use that style only for captions.

What do you want to do?

Design and build a table of figures using captions

Design and build a table of figures using a custom style


Design and build a table of figures using captions

1	Label the figures in your document by using the Caption command on the Insert menu.

How?

2	Click in the document where you want to insert the table of figures.

3	On the Insert menu, click Index And Tables, and then click the Table Of Figures tab.

4	Under Caption Label, click the type of caption label you want to compile in the table of figures.

5	To use one of the built-in formats, click a design under Formats.

You can also design a custom table of figures format.

How?


Design and build a table of figures by using custom styles

1	Apply the same style to all figure captions in the document.

2	Click the document where you want to insert the table of figures.

3	On the Insert menu, click Index And Tables, and then click the Table Of Figures tab.

4	Click Options.

5	Select the Style check box, click the style name used for the figure captions, and then click OK.

6	To use one of the built-in formats, click a design under Formats.

You can also design a custom table of figures format.

How?


Tables of authorities

You can create a table of authorities for a legal document that lists references to cases, statutes, rules, and so forth. First you mark the citations, and then choose a design and build the table of authorities. When you build a table of authorities, Word finds the marked citations, organizes them by category, and creates a table listing citations and page numbers.

The first reference to a particular citation should be to the long (or full) citation, such as "Forrester v. Craddock, 51 Wn. 2d 315 (1957)." For subsequent occurrences of the same citation, you can use a shorter version, such as "Forrester v. Craddock."


 Mark citations to add to a table of authorities

1	Select the first citation in your document.

2	Press ALT+SHIFT+I.

3	In the Selected Text box, edit and format the text for the long citation as you want it to appear in the table of authorities. You must use shortcut keys to apply character formatting in the Selected Text box.

How?

4	In the Category box, click the category that applies to the citation.

5	In the Short Citation box, edit the text so that it matches the short citation you want Word to search for in the document.

6	To mark a single citation, click Mark.

To mark all long and short citations that match those displayed in the Mark Citation dialog box, click Mark All.

7	To find the next citation in the document, click Next Citation.

Note   If you add any citations to a document, you can mark additional citations by selecting the long citation, pressing ALT+SHIFT+I, and then clicking Mark All.


 Change or add categories of citations for a table of authorities

1	Press ALT+SHIFT+I

2	Click Category.

3	To replace an existing category, click the category you want to replace.

To add a new category, click a number from 8 to 16.

4	In the Replace With box, enter the name of the category you want to add to the Category list.

5	Click Replace.


 Design and build a table of authorities

1	Mark the citations in your document.

How?

2	Click the document where you want to insert the table of authorities.

3	On the Insert menu, click Index And Tables, and then click the Table Of Authorities tab.

4	In the Category box, click the category you want to include in your table of authorities.

To include all categories, click All.

5	To use one of the built-in formats, click a design under Formats.

You can also design a custom table of authorities layout.

How?


 Use field codes for indexes, tables of contents, or other tables

You can modify and customize indexes, tables of contents, and other tables by using field code options. To display field codes so you can modify them, click in the index or table, and then press SHIFT+F9.

What field code do you want to modify?

Index

Index entry (XE)

Table of contents (TOC)

Table of contents entry (TC)

Table of authorities (TOA)

Table of authorities entry (TA)


 Change or delete an index entry

Word inserts index entries in a document as XE (index entry) fields, formatted as hidden text. You can change index entries by modifying the text in the index entry field.

1	To display the hidden text, click  [image].

2	Change the text within the quotation marks.

To delete an index entry, select the entire index entry field, including the brackets {}, and then press DELETE.


Change or delete table of authority entries

Word inserts table of authorities entries as TA (table of authorities) fields, formatted as hidden text. You can change table of authority entries by modifying the text in the table of authorities entry field.

1	To display the hidden text, click  [image].

2	Change the text within the quotation marks.

How?

To delete a table of authorities entry, select the entire table of authority entry field, including the brackets {}, and then press DELETE.


 Changing text in a table of authorities entry

A table of authorities entry, as it might appear in a document, is illustrated below. The full citation precedes the short version of the citation. The text that appears within quotation marks appears in the compiled table of authorities.


Apply character formatting to table of authorities entries

When you update a table of authorities, any changes made directly to the table (such as text formatting) are replaced by the new table of authorities. To retain formatting applied to specific words in the table of authorities, you must apply the formatting as you mark citations.

1	Select the citation in the document.

2	Press ALT+SHIFT+I.

3	In the Selected Text box, select the text, and then apply formatting by using character-formatting shortcut keys.

How?

Note  Character formatting that you apply directly overrides the built-in formatting that you specified for the table of authorities.


Troubleshoot indexes, tables of contents, and other tables

Why do my page numbers not match those in the index or table of contents?

Why does my index entry have a slash (\) instead of a colon?

Why does Word display brackets and text instead of my formatted index or table?

Why does my table of contents contain text other than my headings?

"Bookmark Not Defined" appears instead of my page number.

An error message appears: "Word found no paragraphs with heading styles to include in the table of contents."


Why do my page numbers not match those in the index or table of contents
Why do my page numbers not match those in the index or table of contents?

•	Click in the index or table and press F9 to update the table.

•	Hide hidden text by clicking  [image], then update the index or table.

•	Use the Replace command on the Edit menu to find any section or page breaks that are formatted as hidden text.


Why does my index entry have a slash instead of a colon?
Why does my index entry have a slash (\) instead of a colon?

If you select text that contains a colon (:) or quotation marks (" "), Word inserts a backslash (\) in front of the colon or each quotation mark in the index entry. This tells Word to print the colon or quotation marks as part of the index entry. The backslash (\) will not be printed.

If you want the colon to indicate a subentry, delete the backslash.


Why does Word display brackets and text instead of my formatted index or table?

If you see a code such as {INDEX}, {TOC}, or {TOA} instead of the index or table, Word is displaying field codes. To see the index or table, click Options on the Tools menu, and then click the View tab. Under Show, clear the Field Codes check box.


Why does my table of contents contain text other than my headings?

When Word compiles a table of contents, it searches for built-in heading styles (Heading 1 through Heading 9) or for the styles you specified. All text and graphics formatted with a heading style will appear in the table of contents. If unwanted text and graphics appear in your table of contents, change the style applied to them to other than a heading style.


Bookmark Not Defined appears instead of my page number
"Bookmark Not Defined" appears instead of my page number.

You need to update your table or index. Click the table or index, and then press F9.


Error message: Word found no paragraphs with heading styles to include in the table of contents
An error message appears: "Word found no paragraphs with heading styles to include in the table of contents."

When Word builds a table of contents, it searches for built-in heading styles (Heading 1 through Heading 9) or for the styles you specified. This message means that Word didn't find any heading styles. Apply heading styles to the paragraph headings you want to include in your table of contents.


Delete an index, table of contents or other tables
 Delete an index, a table of contents, or other table

1	Click in the index, table of contents, or other table you want to delete.

2	Press SHIFT+F9.

3	Select the field code, including the brackets {}, and press DELETE.

4	Press SHIFT+F9 again to turn off the field code display.


Create a button for a command or other item

You can create a toolbar button for a command, macro, font, AutoText entry, or style.

1	Display the toolbar you want to add a button to, click Customize on the Tools menu, and then click the Toolbars tab.

2	In the Save Changes In box, click the template in which you want to save the toolbar changes.

3	In the Categories box, click the category that contains the command or other item you want to add to the toolbar. The All Commands, Macros, Fonts, AutoText, and Styles categories do not have built-in buttons.

4	From the box to the right of the Categories box, drag the item to the toolbar you want to change.

If the item does not have a built-in button, Word insets a blank button on the toolbar and then displays the Custom Button dialog box. You can place an image on the blank button by selecting an image in the Custom Button dialog box, or you can create a button with text on it by clicking Text Button under Button and then typing the text in the Text Button Name box.

5	Click Assign.


Create a custom toolbar

1	On the View menu, click Toolbars.

2	Click New.

3	In the Toolbar Name box, type a name for the new toolbar.

4	In the Make Toolbar Available To box, click the template where you want to store the toolbar.

5	Click OK.

6	In the Categories box, click the category that contains the command or other item you want to add to the new toolbar.

7	Under Buttons, drag the button or other item to the new toolbar.


Go to a page, bookmark, footnote, table, annotation, graphic, or other location

1	On the Edit menu, click Go To.

2	In the Go To What box, click the type of item.

3	Type the name or number of the item in the Enter box.

4	Click Go To.

Note   To move to the next or previous item of the same type, leave the Enter box empty, and click Next or Previous.


Use the mouse to scroll through a document

After scrolling, click the location where you want to start typing.

To	Do this
Scroll up one screen	Click above
Scroll down one line	Click
Scroll up one line	Click
Scroll down one screen	Click below
Scroll left, beyond the margin, in normal view	Press SHIFT+
Scroll left	Click
Scroll right	Click
Scroll up or down one page in page layout view	Click


Select text and graphics with the mouse

To select	Do this
Any item or amount of text	Drag over the text you want to select.
A word	Double-click the word.
A graphic	Click the graphic.
A line of text	Move the mouse to the left of the line until the mouse pointer changes direction, and then click.
Multiple lines of text	Move the mouse to the left of the lines until the mouse pointer changes direction, and then click and drag.
A sentence	Hold down CTRL and click anywhere in the sentence.
A paragraph	Move the mouse to the left of the paragraph until the mouse pointer changes direction and then double-click, or triple-click anywhere in the paragraph.
Multiple paragraphs	Move the mouse to the left of the paragraphs until the mouse pointer changes direction, double-click, and then drag.
An entire document	Move the mouse to the left of any document text until the mouse pointer changes direction, and then triple-click.
Headers and footers	Position the insertion point in the pane, move the mouse to the left of the header or footer until the mouse pointer changes direction, and then triple-click. In page layout view, you can double-click the grayed header or footer text (to switch to the header or footer), and then triple-click to the left of the header or footer.
Annotations, footnotes, and endnotes	Position the insertion point in the pane, move the mouse to the left of the text until the mouse pointer changes direction, and then triple-click.
A vertical block of text (except within a table cell)	Hold down ALT, and then drag.


Return to a previous editing location in a document

Word keeps track of the last three locations where you typed or edited text.

•	To return to a previous editing location, press SHIFT+F5 until you reach the location you want.

Note   You can also use this feature to return to a previous location after saving your document.


Troubleshoot typing and selecting problems

What do you need help with?

Dots appear between my words on the screen.

When I try to move the mouse, Word keeps selecting text.


Dots appear between my words on the screen.

The dots between words represent spaces and will not be printed. To turn off the display of dots and other nonprinting characters, click  [image].

If dots still show, click Options on the Tools menu, and then click the View tab. Under Nonprinting Characters, clear the Spaces check box.


When I try to move the mouse, Word keeps selecting text.

The Extend Selection mode may be on. This is a mode that allows you to select different portions of text. When this mode is active, the letters EXT appear bold on the status bar. To cancel the Extend Selection mode, press ESC, and then click anywhere in your document.


Change the way I view my document

Word provides several ways to view a document. Use normal view for general-purpose typing, editing, formatting, and moving around in a document. To see the structure of a document, or to easily scroll through or move text around in a long document, use outline view. Page layout view shows how elements such as graphics will be positioned on the printed page. If you want to divide a long document into separate files — such as a book with several chapters — use master document view. To see only your document on the screen, without rulers, toolbars, or other screen elements, switch to full screen view.

You can also look at different parts of a document at the same time, magnify or reduce what appears on the screen, and preview your document before you print it.

What do you want to do?

Switch to normal view

Switch to outline view

Switch to page layout view

Switch to master document view

Hide screen elements so that I can see more of my document on the screen

View two parts of a document simultaneously

Zoom in on or out of a document

Preview a document before printing


View two parts of a document simultaneously

1	Point to the split box at the top of the vertical scroll bar:

2	When the mouse pointer changes to  [image], drag it to the position you want.

Tips

•	To remove splits from a window, double-click the split bar.

•	To copy or move text between parts of a long document, split the window into two panes. Display the text or graphics you want to move or copy in one pane and the destination for the text or graphics in the other pane, and then drag the text or graphics across the split bar.


Zoom in on or out of a document

1	Click the arrow next to  [image].

2	Click the magnification you want.


Draw a line, rectangle, oval, arc, or other shape

1	To display the Drawing toolbar, click  [image].

2	Click the tool you want to use.

For example, click  [image] to draw an arc.

3	Position the insertion point where you want your drawing to start, and then drag.

To draw a line at an angle hold down SHIFT while you drag. The line you draw is horizontal or vertical, or is forced to a 30-degree, 45-degree, or 60-degree angle in each of the quadrants.

Tip   To draw a square or a circle, click  [image] or  [image], and then hold down SHIFT as you drag the shape on your slide.

Note   To draw the same shape several times, double-click the tool you want to use. When you finish, click anywhere in the document to deselect the drawing tool.


Add a freeform drawing object

1	To display the Drawing toolbar, click  [image].

2	Click  [image].

3	Position the insertion point where you want to start drawing, and then do one of the following:

•	Drag to draw curved lines.

•	Click to make straight lines.

When you finish, double-click where you want the line to end.


Change the shape of a freeform drawing object

1	To display the Drawing toolbar, click  [image].

2	Click the shape to select it.

3	Click  [image].

4	To reshape the freeform, drag a vertex.

To add a vertex, press CTRL and click the line where you want to add the vertex.

To delete a vertex, press CTRL and click the vertex you want to delete.

5	When you finish, click outside the freeform.


Change the angle of an arc

1	In page layout view, select the arc.

2	Drag a sizing handle to change the angle.

Note   To change the angle by 45 degrees, press SHIFT as you drag. To change the angle from the center of the arc, press CTRL as you drag.


Add or remove arrowheads on a line or a freeform

1	In page layout view, select the line or freeform for which you want to add or remove an arrowhead.

2	To display the Drawing toolbar, click  [image].

3	Click  [image].

4	To add an arrowhead, click the arrow style you want.

To remove an arrowhead, click a line style without an arrowhead.

Note   For more arrowhead styles, click More.


Add or remove a shadow

1	In page layout view, select the object for which you want to add or remove a shadow.

2	On the Format menu, click Drawing Object, and then click the Line tab.

3	To add a shadow, select the Shadow check box.

To remove a shadow, clear the Shadow check box.


Add, change, or remove a fill color

1	To display the Drawing toolbar, click  [image].

2	In page layout view, select the object.

3	Click  [image].

4	Click the color you want, or click None to remove the fill.


Add, change, or remove a patterned fill

1	In page layout view, select the object you want to change.

2	On the Format menu, click Drawing Object, and then click the Fill tab.

3	In the Patterns box, click the pattern you want.

4	In the Pattern Color box, click the color you want.

Note   If you select a fill color in the Color box, that color is the primary color of the patterned fill and the color you select in the Pattern Color box is the secondary color.


Troubleshoot drawing, resizing, and reshaping

What do you need help with?

Why can't I return to default settings for drawing tools?

Why do the lines in my drawing look jagged?

Why is freehand drawing hard to control?


Why can't I return to default settings for drawing tools?

Word uses the current settings for fill color, line color, line style, and pattern style for all the drawing tools on the Drawing toolbar. If you change a setting— for example, the fill color— all subsequent drawings you make will include the new fill color.

When no object is selected, you can use the Drawing Object command on the Format menu to set defaults for the drawing tools. However, when you select a new setting in the Fill Color, Line Color, or Line Style buttons on the Drawing toolbar, the default settings change.


Why do the lines in my drawing look jagged?

•	Because curved lines are made of tiny straight lines, all curved lines and straight lines that are not perfectly vertical or horizontal will have some degree of jaggedness on computer screens. When you print, though, all curves are smooth.

•	If you're having trouble drawing precise lines, try increasing the view size to 200 percent. It's much easier to draw detailed figures at a higher magnification.

•	Try setting your mouse to the slowest tracking speed in the Windows Control Panel. Drawing at a slow speed gives you much greater control to draw smooth curves.

•	You can go back and adjust the shape of freeforms to make them look smoother. Just select the freeform in page layout view, and then click  [image] on the Drawing toolbar to make the vertexes appear, and then drag any vertex. Be sure to work in 200 percent view.

•	You can smooth freeforms by removing individual vertexes. Select the freeform in page layout view, and then click  [image] on the Drawing toolbar to make the vertexes appear. Position the pointer over the vertex you want to delete, and then click the vertex while pressing CTRL.


Why is freehand drawing hard to control?

•	If you're having trouble drawing precise lines, try increasing the view size to 200 percent. It's much easier to draw detailed figures at a higher magnification.

•	Try setting your mouse to the slowest tracking speed in the Windows Control Panel. Drawing at a slow speed gives you much greater control to draw smooth curves.

•	You can go back and adjust the shape of freeforms to make them look smoother. Just select the freeform in page layout view, and then click  [image] on the Drawing toolbar to make the vertexes appear, and then drag any vertex. Be sure to work in 200 percent view.

•	Remember that when you're drawing with the Freeform tool, you must double-click to complete the drawing.


Why won't freeform objects align evenly?

•	Try aligning the objects by eyeballing them instead of using  [image] on the Drawing toolbar.

•	Try turning off Snap To Grid by pressing ALT as you drag a freeform.


Choose a line style or border

1	In page layout view, select the line you want to change.

2	To display the Drawing toolbar, click  [image].

3	Click  [image], and then click the line style you want.

Note   For other line style options, click More.


Add, change, or remove a fill color or pattern

You can fill any drawn object with a color or a shade of gray. You can also fill any drawn object with a color or monochrome pattern. Once you add a fill or a pattern, you can change it or remove it.

What do you want to do?

Add, change, or remove a fill color

Add, change, or remove a patterned fill


Working with drawing objects

You can add visual interest to your Word document by creating drawing objects. You use the tools on the Drawing toolbar to make lines, arrows, ellipses, rectangles, circles, arcs, pie wedges, and freehand drawings. Once you create a drawing object, you can fill it with a color or a pattern, change its line style and color, resize, move, rotate, and flip it. You can also combine objects you draw with pictures you've inserted into your document. You can copy objects and paste them in different locations in your document or you can paste them in another document.

When you add a drawing to your document, it is attached to the text around it. If the paragraph that contains the drawing moves up or down the page, the drawing moves with it.

Freeforms are custom polygons and freehand drawings you create using  [image]. Freeforms include closed polygons, puffy cloud shapes, outlines of states, even your name in cursive.

You can enhance freeforms as you can other shapes you draw—add color and/or pattern, change the line style, flip or rotate them, and add arrowheads to them, for example. Once you draw a freeform, you can change its shape.


Change the size of a graphic

You can enlarge or reduce imported graphics after you insert them into your document. You can maintain a graphic's proportions when you change the size, or you can distort the graphic by changing only the height or the width when you resize it. You also can restore a picture to its original proportions if you have distorted it.

What do you want to do?

Maintain proportions as I resize

Change the height or width

Restore the original

Resize a drawing object from the center


Maintain proportions as I resize

1	Select the graphic.

2	Click a corner sizing handle and drag.


Change the height or width

1	Select the graphic.

2	Click a middle handle and drag.


Restore the original

1	In page layout view, select the graphic you want to restore to its original size and proportions.

2	On the Format menu, click Picture.

3	Click Reset.


Add text to a graphic

You can add text to your graphics in several ways. The Caption command on the Insert menu is the best tool for creating captions. You can add a caption and have Word take care of the numbering whenever you insert a graphic or another object in your document. Callouts are helpful when you want to point to an area in a graphic. Text boxes are useful for adding other types of labels to your graphics.

What do you want to do?

Add a caption

Add a callout

Add a label or text box


Add a callout

1	To display the Drawing toolbar, click  [image].

2	Click  [image].

3	Position the cross hair where you want the callout line to start, and then drag to where you want to begin the callout text.

4	Type the callout text.

5	When you finish, click outside the callout text box.


Add a label or a textbox
Add a label or text box

1	To display the Drawing toolbar, click  [image].

2	Click  [image].

3	Drag to create a text box the size you want.

4	Begin typing to add text, or insert a graphic.


Change the look of a callout

1	To display the Drawing toolbar, click  [image].

2	Select the callout you want to change.

3	Click  [image].

4	Select the options you want to format the callout.


Change the look of the box around my label or caption

You can remove or change the look of the text box that contains a caption or label— its fill color or pattern, border style, or border color. You can also change the distance between the box and the caption or label.

What do you want to do?

Remove or change the color of a text box border

Change the line style of a text box border

Add, change, or remove a fill color or pattern

Change the distance between text and the text box


Change the distance between text and a text box

1	In page layout view, select the text box.

2	On the Format menu, click Drawing Object, and then click the Size And Position tab.

3	In the Internal Margin box, enter a number to change the amount of space between the box and the text.

Note   If text is clipped or not visible after you adjust the spacing, you can make the text box larger by dragging a sizing handle.


Remove or change the color of a text box border

1	To display the Drawing toolbar, click  [image].

2	In page layout view, select the text box.

3	Click  [image].

4	Click the color you want, or click None to remove the color.


Change the line style of a text box border

1	To display the Drawing toolbar, click  [image].

2	In page layout view, select the text box.

3	Click  [image].

4	Click the style you want.

Tip   To change the settings on the Line tab in the Drawing Object dialog box, click More.


Flip a drawing object

1	To display the Drawing toolbar, click  [image].

2	Select the drawing object or group of objects you want to flip.

3	Click  [image] or  [image].

Note   You can't flip patterns, text, or OLE objects. You can flip imported graphics if you can ungroup them.


Rotate a drawing object

1	To display the Drawing toolbar, click  [image].

2	Select the drawing object.

3	Click  [image] to rotate the object in 90-degree increments.

Note   You can't rotate patterns or text. If you rotate a text box, the box rotates, but the text inside it remains unchanged. You can rotate imported graphics if you can ungroup them.


Ways to line up drawing objects

If you've created a group of drawing objects, you can align the entire group on their left borders, their right borders, their top borders, their bottom borders, or their centers. You can align drawing objects with one another or relative to page or column borders. You don't have to select and move each object individually.

You use  [image] on the Drawing toolbar to choose the method of alignment you want to use. You select all the objects you want to align, and then click the button to align them. Aligned objects aren't fixed in place. You can move any object out of alignment by dragging it.

You can also use the grid to help you line up objects. The grid is an invisible network of lines that covers the page. As you draw or drag objects, their corners align on the nearest intersection of the grid. Although you can't see the grid, it automatically helps align objects. You can use  [image] to change how close the lines in the grid are to each other. You can turn the grid off by clearing the Snap To Grid check box in the Snap To Grid dialog box (which appears when you click  [image]) or by pressing ALT as you drag an object.


Align drawing objects

You can align drawing objects with one another or relative to the page.

1	To display the Drawing toolbar, click  [image].

2	Hold down SHIFT and click the objects you want to align.

3	Click  [image].

4	Select the options you want.

Note   If you align an object relative to the page and later change the page size, you need to realign the object to reflect the new page dimensions.


Turn Snap To Grid on or off

1	To display the Drawing toolbar, click  [image].

2	Click  [image].

3	To turn the Snap To Grid feature on, select the Snap To Grid check box.

To turn the Snap To Grid feature off, clear the Snap To Grid check box.

Tip   You can temporarily turn the Snap To Grid feature on or off by pressing ALT as you move or draw an object.


Change the drawing grid

The drawing grid is an invisible network of lines that helps you align drawing objects. Gridlines are not visible on the screen. As you drag or draw an object, it is pulled into alignment with the nearest intersection of gridlines. If you turn off the Snap To Grid feature, the grid no longer affects drawing objects.

The default spacing of gridlines is 0.1 inch, but you can change both the vertical and horizontal spacing between gridlines. Initially, the grid begins at the upper-left corner of the page— the 0 (zero)-inch point on the horizontal ruler— but you can change the location from which gridlines are measured.

What do you want to do?

Change the spacing between the drawing gridlines

Change the starting point for gridlines


Change the spacing between the drawing gridlines

1	To display the Drawing toolbar, click  [image].

2	Click  [image].

3	In the Horizontal Spacing and Vertical Spacing boxes, enter the spacing you want.


Change the starting point for gridlines

1	To display the Drawing toolbar, click  [image].

2	Click  [image].

3	In the Horizontal Origin and the Vertical Origin boxes, specify where you want vertical and horizontal gridlines to begin.


Moving drawing objects precisely

Sometimes you'll want to have more control when you move a drawing object than you have when you drag it.

One way to move a selected drawing object in very precise increments is to press an arrow key— this moves the object to the next gridline. If you want to "nudge" a selected drawing object, that is, move it only one pixel at a time, press CTRL, and then press an arrow key. Or, if you want to limit the movement of a drawing object to vertical or horizontal directions, press SHIFT as you drag it.

If you want to place a drawing object at a specific location on the page, click the Size And Location tab in the Drawing Object dialog box (Format menu), and then enter the location coordinates in the Horizontal and Vertical boxes.


Grouping drawing objects

Combining two or more drawing objects into a group lets you work with them as if they were one object. You can apply an attribute, such as shadow or line color, to all the individual objects at once. The objects all resize, move, flip, and rotate as a group, too.

You'll also find that grouping drawing objects is handy when making complex graphics. You can create groups within groups— a hierarchy of grouped objects. You can draw one set of objects and then group them, draw the next set and group them, and so on. That way, if you need to redo any portion of the drawing, you can ungroup one set of objects without disturbing the others.


Group drawing objects

1	To display the Drawing toolbar, click  [image].

2	Click  [image] and then drag to select the drawing objects you want to group.

If objects aren't next to each other, hold down SHIFT and click each object to select it.

3	Click  [image].


Ungroup drawing objects

1	To display the Drawing toolbar, click  [image].

2	Select the group of objects you want to ungroup.

3	Click  [image].

Note   If a group contains other groups, you can click  [image] until all the groups are ungrouped.


Change the stacking or layering order of drawing objects and imported graphics

If you've stacked several drawing objects on top of each other, you can move the objects to the front or the back of the stack. You can also place drawing objects or imported graphics in front of or behind the text in your document.

What do you want to do?

Bring the drawing object to the front of a stack of objects

Send the drawing object to the back of a stack of objects

Bring a drawing object in front of text

Send a drawing object behind text

Place an imported graphic in front of or behind text


Send the object to the back of a stack

1	To display the Drawing toolbar, click  [image].

2	Select the drawing object.

3	Click  [image].

Tip   If you can't select the object, select the top object, and then press TAB until the object you want to move is selected.


Bring the object to the front of a stack

1	To display the Drawing toolbar, click  [image].

2	Select the drawing object.

3	Click  [image].

Tip   If you can't select the object, select the top object, and then press TAB until the object you want to move is selected.


Bring the object in front of text

1	To display the Drawing toolbar, click  [image].

2	Select the imported graphic or drawing object.

3	Click  [image].


Cut off (crop) unwanted parts of an imported graphic

1	Select the graphic.

2	Hold down SHIFT and click a sizing handle so it becomes the cropping tool.

3	Drag the sizing handle toward the graphic.

As you drag, the graphic remains the same size; only the amount of the graphic you see changes. You may need to drag more than one sizing handle to get the cropping effect you want.

Tip   You can specify exact measurements for cropping a graphic by clicking Picture on the Format menu and then selecting the amount of cropping you want in the Crop From box.


Combining drawing objects with imported graphics

Once you import a graphic into your document, you can use the tools on the Drawing toolbar to create a composite picture by adding drawings, other imported art, as well as text to the imported graphic. For example, you can insert a scanned map into your document and then add callouts, clip art, arrows, and a title to it.

To combine imported art with drawings and text, click  [image]. Import your art into the picture box, and then add drawn art and callouts or labels. When you finish with the composite picture, Word treats it as a single object. You can move it in your document by dragging it just as you move text.


Place an imported graphic in front of or behind text

1	To display the Drawing toolbar, click  [image].

2	Click  [image], and then drag a text box the size you want the graphic to be.

3	Click inside the text box to select it.

4	On the Insert menu, click Picture, and then double-click the graphic you want to insert.

5	Click  [image], or  [image].

Tip   If the graphic overpowers the text, you can lighten it. If the graphic is a clip-art image, you can change it by double-clicking it and using Microsoft Draw to lighten the fill colors. If the image was created in another application, use that application to lighten it, and then insert the image again.


Edit imported graphics

If the graphic you want to edit is one created in another graphics program, you can edit that drawing as if it had been created with the drawing tools in Word. If the imported graphic is a bitmap, while you can't edit the graphic itself, you can add a border, a shadow, and callouts.

You can also use other graphics applications that are installed on your computer to edit a graphic imported into Word without leaving your document by changing the default application for editing imported graphics.

What do you want to do?

Edit an imported graphic

Change the default application for editing imported graphics


Edit an imported graphic

1	In page layout view, double-click the graphic.

Word displays the graphic and the Picture and Drawing toolbars in a separate picture editing window.

2	Edit the graphic using the tools on the Drawing toolbar.

3	If you've changed the size of the graphic, click  [image] on the Picture toolbar to make the graphic's boundaries fit the new size.

4	When you finish editing, click the Close button on the Picture toolbar to return to your document.

Note   You can also use  [image] to ungroup some types of graphics so you can modify them with the tools on the Drawing toolbar. On the Tools menu, click Customize, and then drag  [image] to a toolbar. Select the graphic, and then click  [image]. If the imported graphic is a bitmap, edit the graphic in another application, and then insert it into your Word document.


Change the default application for editing imported graphics

1	On the Tools menu, click Options, and then click the Edit tab.

2	In the Picture Editor box, click the application you want to use to edit imported graphics.


Troubleshoot working with imported graphics and drawing objects

What do you need help with?

I can't rotate a graphic.

I can't select a drawing object.

Why won't freeform objects align evenly?

Graphics are not printed when I print my document.

Why can't I move my text without moving my graphic?

Why can't I edit this graphic?

I can't see the drawings in my document.


When I insert a graphic, only part of it appears

•	The line spacing in your document may be set to an exact amount that is smaller than the height of the graphic. Select the graphic, click Paragraph on the Format menu, and then click the Indents And Spacing tab. In the Line Spacing box, click Single. If you select Exactly in the Line Spacing box, be sure to increase the measurement in the At box to the height of the graphic.


I can't rotate a graphic.

•	Only objects created in Word can be flipped or rotated. If you can, ungroup the imported graphic by selecting it and clicking  [image], which you can drag onto a toolbar by using the Customize command on the Tools menu.

You can group the pieces by clicking  [image] on the Drawing toolbar. Then you can rotate or flip the graphic.

•	If you can't ungroup the graphic, try flipping or rotating the graphic in another application and saving it under a different filename. Then, when you import it into Word, it is already flipped or rotated.


I can't select a drawing object.

•	The object may have no fill (that is, no color or pattern). Click the object's border— the line around the object— rather than clicking inside the object.

•	The object may be placed behind the text in the document. Click  [image] to display the Drawing toolbar, and then click  [image]. Click the object to select it.

•	The drawing object may be behind another drawing object. Select the top object, and then press TAB to select the one you want.


Graphics are not printed when I print my document.

•	You may be printing in draft mode. To print the borders and graphics in the document, click Options on the Tools menu, and then click the Print tab. Clear the Draft Output check box.

•	Make sure that the Drawing Objects option, which prints graphics, is turned on. On the Tools menu, click Options, and then click the Print tab. Select the Drawing Objects check box.

•	Word or Windows may be low on memory. Do one or more of the following:

•	Quit any other applications you are running.

•	Close all windows except for the active window.

•	Clear the Horizontal Scroll Bar, Vertical Scroll Bar, Ruler, Status Bar, and Picture Placeholders check boxes on the View tab in the Options dialog box (Tools menu). Then type 0 (zero) in the Style Area Width box.

•	Hide the toolbars by clicking Toolbars on the View menu and then clearing all check boxes.

•	Quit Word, and then restart it.

•	Quit all open applications, and then restart the computer.

•	Disconnect any network connections, and quit terminate-and-stay-resident applications (TSRs) and any other utilities you usually run.


I know I inserted a graphic, but I don't see it on the page

•	The Picture Placeholders option may be on. This option improves scrolling speed by displaying each graphic as an empty box. To turn this option off, click Options on the Tools menu, and then click the View tab. Clear the Picture Placeholders check box.

•	Field codes may be displayed. Field codes are instructions enclosed in field characters ({}). To turn field codes off and display what you expected, do one of the following:

•	Press ALT+F9.

•	On the Tools menu, click Options, and then click the View tab. Clear the Field Codes check box.

•	The graphic you want to see may be a drawing object. Drawing objects are not visible in normal, outline, or master document view. To view, draw, and modify drawing objects, you must be working in page layout view or print preview.


Why can't I move my text without moving my graphic?

•	The anchor for the graphic is locked to the paragraph you want to move. Select the graphic, and then click Frame on the Format menu. Clear the Lock Anchor check box.


Why can't I edit this graphic?

•	The image is a bitmap, which can't be ungrouped and modified with the tools on the Drawing toolbar. You can add borders, shadows, labels, and callouts to bitmap images. You can edit a bitmap in another graphics application, and then insert it into Word.


I can't see the drawings in my document.

•	You may be working in normal view. Switch to page layout view to see the graphics and drawings in your document.

•	The Picture Placeholders check box may be selected. On the Tools menu, click Options, and then click the View tab. Clear the Picture Placeholders check box.


Nothing happens when I double-click my embedded object

•	The program that you used to create the embedded object is not on your computer.

•	The embedded object has been ungrouped and is no longer associated with the program used to create it.


The difference between a frame and a text box

A frame is used to position text or graphics at a specific location in a document. When you insert a frame it appears as a box. Into that box you can add such items as a block of text, a graphic, or a chart. You can also insert a frame around selected text or a graphic. Frames are not used to position drawing objects, and you must switch to page layout view to see the correct layout of your framed text. Once you add a frame, you can change its position or size to suit your needs. When a frame is inserted into text on the page, the text flows around the frame. Frames are useful when you want to keep certain items— graphics and captions, for example—separate from the text. They're also good for adding a sidebar, a separate article within a document, onto a page. As you add text or a graphic to a frame, it automatically resizes.

You can also use a text box to position text or an inserted picture on a page. Unlike a frame, a text box does not force text on a page to flow around it. You use a text box when you want to place text or a graphic behind or in front of the main text. Text boxes don't automatically resize when you add text or graphics. A graphic added to a text box resizes itself to fit the text box, and if you type more text than a text box will hold, you must resize the box to make the text visible.


Position graphics with related text

When you insert a graphic or create a drawing object in your document, you can "attach" the object to a paragraph. Then, if you move the paragraph during editing, the graphic or drawn object automatically moves with it. You can also choose to make the graphic or drawn object remain where you inserted it, even if the text around it moves.

What do you want to do?

Make a framed graphic maintain its position on a page

Make a framed graphic maintain a position relative to a specific paragraph

Make a drawing object maintain a position relative to a specific paragraph


Make a framed graphic maintain a position relative to a specific paragraph

1	If anchors are not displayed, in page layout view, click  [image].

2	Select the framed graphic.

3	Drag its anchor to the paragraph with which you want the object to maintain its relative position.

Note   If you want to make sure the anchor is always associated with the same paragraph, select the Lock Anchor check box in the Frame dialog box (Format menu).


Make a framed graphic maintain its position on a page

1	In page layout view, select the object.

2	On the Format menu, click Frame.

3	Clear the Move With Text check box.


Make a drawing object maintain a position relative to a specific paragraph

1	If anchors are not displayed, in page layout view, click  [image].

2	Select the drawing object.

3	Drag its anchor to the paragraph with which you want the object to maintain its relative position.

Note   If you want to make sure the anchor is always associated with the same paragraph, select the Lock Anchor check box in the Drawing Object dialog box (Format menu).


Speed up scrolling by hiding graphics

1	In Page Layout view, in the Tools menu, click Options, and then click the View tab.

2	To hide imported graphics, select the Picture Placeholders check box. To hide drawings, clear the Drawings check box.


Working with clip art

With the ClipArt Gallery, you have access to hundreds of professionally designed images— everything from maps to people, and from buildings to scenic backgrounds.

Once you insert a clip-art image in your document, you can move it, resize it, and change its colors. You can use  [image] on the Drawing toolbar to disassemble the image into its individual pieces, which can then be modified just like any other object you draw. For example, you could insert a clip-art image of a person, ungroup it, and change the color of the person's clothes. Then you could combine the person with another clip-art image, perhaps a building or an airplane, to create a unique image.


Reduce the size of my file by linking instead of inserting graphics

1	Position the insertion point where you want to insert the picture.

2	On the Insert menu, click Picture.

3	Click the picture you want to insert.

4	Select the Link To File check box.

5	Clear the Save With Document check box.

You can see the picture in your document, but you can't edit it. The picture will print with the document.


Control the movement of a callout, caption, or label

You can attach a callout, caption, or label to a drawing object or an imported graphic. Then, if the image moves as you edit the document, the text you add moves with it. You can also make a label, caption, or other kind of text object move in relation to other text in your document.

What do you want to do?

Control the movement of text in relation to a graphic

Control the movement of text in relation to other text


Control the movement of text in relation to a graphic

1	To display the Drawing toolbar, click  [image].

2	To display anchors, click  [image].

3	Click  [image] or  [image], and then drag the label, caption, or callout.

4	Type the text you want.

5	Drag the text object to the position you want relative to the graphic.

6	Drag the text object's anchor to the paragraph that contains the graphic's anchor.


Control the movement of text in relation to other text

1	To display the Drawing toolbar, click  [image].

2	To display anchors, click  [image].

3	Click  [image], and then drag a text object.

4	Type the text you want.

5	Drag the text object to the position you want.

6	Drag the text object's anchor to the paragraph to which you want to attach it.


Insert a frame around selected items

1	To display the Drawing toolbar, click  [image].

2	Select the item you want to frame.

3	Click  [image].


Select a frame

•	In page layout view, click an object within the frame.

Tip   To select an empty frame, click the frame's border to see the frame's sizing handles.


Resize a frame

1	In page layout view, click the frame you want to resize.

2	Drag a sizing handle until the frame is the size you want.

Tip   To resize the frame without resizing its contents, use the Frame command on the Format menu.


Position a frame by dragging

•	In page layout view, select the frame, and then drag it to a new position.


Position a frame relative to a page, margin, or column

1	In page layout view, select the frame.

2	On the Format menu, click Frame.

3	In the Position box, click the vertical or horizontal position you want.

You can enter an exact amount, or click the position you want.

4	In the Relative To box, click Page, Margin, or Column to indicate what you want the frame's position to be relative to.


Position a frame relative to a paragraph

1	In page layout view, select the frame.

2	On the Format menu, click Frame.

3	In the Position box under Vertical, enter a measurement.

A negative number positions the frame above the paragraph; a positive number positions the frame below the paragraph.

4	In the Relative To box under Vertical, click Paragraph.


Position a frame vertically and horizontally

1	In page layout view, select the frame.

2	On the Format menu, click Frame.

3	In the Position box under Horizontal, click the horizontal position you want.

You can enter an exact amount or click the position with which you want to align the left edge of the frame.

4	In the Relative To box, click Margin, Page, or Column to indicate what you want the frame's horizontal position to be relative to.

5	In the Position box under Vertical, click the vertical position you want.

6	In the Relative To box, click Margin, Page, or Paragraph.


Remove a frame

1	In page layout view, select the frame.

2	On the Format menu, click Frame.

3	Click Remove Frame.

The contents of the frame move to the left side of the page.

Note   If you want to delete a frame and its contents, select the frame, and then press DELETE.


Troubleshoot frames

What do you need help with?

I can't see the frame I created.

I can't keep my drawing on the same page as its accompanying text.

I can't keep a drawing and its caption together on a page.


I can't see the frame I created

•	You can only see a frame that contains graphics when it's selected. To select a frame, click the objects that are in the frame.


I can't keep my drawing on the same page as its accompanying text

•	Make sure the graphic object is in a frame. When you select a graphic object that's in a frame, it's surrounded by crosshatching.

•	Make sure the frame's anchor is next to the accompanying text.


I can't keep a drawing and its caption together on a page

•	Make sure the caption's anchor is associated with the same paragraph as the drawing's anchor.


Resize a drawing object from the center

1	In page layout view, select the drawing object.

2	Press CTRL and drag a corner sizing handle.


Change the color of a line, arc, or border

1	In page layout view, select the line or the arc, or the object whose border you want to change.

2	To display the Drawing toolbar, click  [image].

3	Click  [image].

4	Click the color you want.


Repeat a graphics on every page
Repeat a graphic on every page

You can have text, graphics, or borders appear on every page of a document like a watermark. You create watermarks in Header and Footer view. That way, like headers and footers, your watermark automatically appears on every page. You place watermarks in frames and have text flow around the watermark. Or you can place watermarks in text boxes and have them appear behind the text.

1	To display the Drawing toolbar, click  [image].

2	On the View menu, click Header And Footer.

3	To add a border, click  [image], and then drag the border.

To add text or graphics, click [image] or [image] and drag the frame or text box.

4	Type the text or insert the graphic you want to appear on every page.

5	To move the frame or text box, select the border and drag it to its new location.

6	To resize the frame or text box, select it and drag a sizing handle.

7	On the Header And Footer toolbar, click Close.

Tip   If the watermark interferes with the legibility of the text on the page, you can lighten it. To lighten text, choose another color using the Font command on the Format menu. Drawing objects can be lightened using the Drawing object command on the Format menu. Use other applications to modify imported graphics.


Put a border around a page

1	To display the Drawing toolbar, click  [image].

2	Click  [image], and then drag the border you want.

3	To see how the border fits, reduce the size of the page on the screen by selecting a smaller number on the Zoom Control box.

4	Adjust the size and position of the border by dragging the corner and middle sizing handles.

Tip   You can make a border print on every page of a document by making the border a watermark.

How?


Position a frame

There are different ways to position, or place, a frame in your document. You can drag it to its new location, or you can associate it with a particular paragraph, page, margin, or column. Finally, you can position the frame vertically or horizontally on the page.

What do you want to do?

Position a frame relative to a page, margin, or column

Position a frame by dragging

Position a frame vertically and horizontally

Position a frame relative to a paragraph


Send the object behind text

1	To display the Drawing toolbar, click  [image].

2	Select the imported graphic or drawing object.

3	Onthe Drawing toolbar, click  [image].


Graphic file types Word can use

You can insert many popular graphic file formats into your document. You don't need a filter to insert Windows metafiles or bitmaps. If you didn't install the filter you need when you installed Word on your computer, you can run Setup and add the filter.

What do you want to insert?

AutoCAD Format 2-D (.DXF)

Computer Graphics Metafile (.CGM)

CorelDRAW 3.0 (.CDR) file

Encapsulated PostScript (.EPS) file

HP Graphics Language (HPGL) file

Kodak Photo CD (.PCD) file

Micrografx Designer/Draw (.DRW) file

PC Paintbrush (.PCX) file

Tagged Image File Format (.TIF) file

Targa (.TGA) file

WordPerfect Graphics (.WPG) file

The Macintosh PICT (.PCT) filter

The CompuServe GIF (.GIF) filter


Troubleshoot importing graphics

What are you having trouble with?

I don't have the correct graphic filter to import a graphic.

When I insert a graphic, only part of it appears.

I know I inserted a graphic, but I don't see it on the page.

Nothing happens when I double-click my embedded object.

Why can't I edit this graphic?


I don't have the correct graphic filter to import a graphic

•	If your computer doesn't have a particular graphic filter to import a graphic, you need to open the file in a drawing application. Then you can select the graphic, copy it, and paste it into your document. The graphic becomes a Windows metafile (.WMF).

•	Open the file in another drawing application, and then save it in a format that can be imported into Word.

•	If the graphic filter you need is shipped with Word but is not installed on your computer, run Setup and install it.


Insert a graphic

1	Click where you want to insert the graphic.

2	On the Insert menu, click Picture.

3	Double-click the graphic you want to insert.


The Macintosh PICT (.PCT) filter

The PICT filter is used to import Macintosh PICT graphics.


Computer Graphics Metafile (.CGM) filter
The Computer Graphics Metafile (.CGM) filter

You can use the Computer Graphics Metafile (.CGM) filter to import .CGM graphic files that conform to version 1 of the CGM specification.

The following types are supported:

•	Line type: standard ANSI set.

•	Marker type: standard ANSI set.

•	Edge type: standard ANSI set.

•	Line elements: polyline, disjoint polyline, circular arc 3 point, circular arc center, and elliptical arc. Pens with a physical width greater than one pixel will always have a solid style. A nonsolid-style pen always has a width of 1 pixel.

•	Fill elements: polygon, polygon set, rectangle, circle, circular arc 3, point close, circular arc center close, elliptical arc close, and ellipse.

•	Interior style: solid, pattern, hatch, and empty.

•	Text elements: text, restricted text, and append text. Attribute changes within a text string are not recognized.

•	Polygon set.


The CorelDRAW 3.0 (.CDR) filter

The CorelDRAW 3.0 filter has the following limitations:

•	Rotated rounded rectangles are emulated using circular arc center.

•	Vector pattern fills are not fully supported.

•	Envelope editing and perspective editing are not supported.

•	Bitmaps are not supported.

•	Extruded object groups are not fully supported.

•	OLE objects are not supported.

•	Line scaling is not supported.

•	CorelDRAW 4.0 documents saved as CorelDRAW 3.0 may not be imported.


The Encapsulated PostScript (.EPS) filter

This .EPS graphic filter supports the Adobe Systems Encapsulated PostScript Specification versions 1.0 and 2.0. The .EPS filter supports .EPS images with tagged image file format (TIFF) 5.0 or Windows metafile (.WMF) embedded display images.

If an .EPS file contains an embedded TIFF or .WMF display image, a representation of the image is displayed. The quality of the display image depends on the resolution of the TIFF or .WMF image embedded in the .EPS file. Because such display images are intended primarily to be used to position images on the page, resolution is often low.

If an embedded TIFF or .WMF display image is not included, or if the image is considered invalid by the converter, a graphics bounding box appears instead of a display image.


The HP-Graphics Language (HPGL) filter

This filter supports HP-GL/2 kernel commands and command extensions. To ensure the best results when importing HP-GL/2 files, configure your application to create commands suitable for a 7595 Draft Master plotter.

The HPGL filter doesn't support Polyline Encoding or Color Table commands. The filter supports display of color images and assumes the following pen color set.

Pen Number	Color
Pen 1	Black
Pen 2	Red
Pen 3	Green
Pen 4	Yellow
Pen 5	Blue
Pen 6	Magenta
Pen 7	Cyan
Pen 8	Orange


The Micrografx Designer/Draw (.DRW) filter

This filter supports Micrografx Designer 3.x, Charisma 2.1, and Draw .DRW files. The .DRW filter imports only the entire first page of a file as it would appear in Micrografx Designer, because .DRW files don't contain information on the size of the image. Once the image is imported, the bounding box may be cropped to make it fit the size of the image.

Here are some limitations of the Micrografx Designer/Draw filter:

•	Text arrays are not supported.

•	Some Micrografx Designer 3.x fonts are not supported.

•	Clip paths, which require clipping regions, aren't supported in GDI metafiles.

•	Tiled paths, which permit object-oriented fills to be put behind clip paths, aren't supported.


The PC Paintbrush (.PCX) filter

The .PCX graphic filter PCXIMP.FLT supports all versions of the .PCX file format through ZSoft's version 3.0, with support for 256-color images. This is the common interchange format used by Microsoft Windows Paintbrush.


The Tagged Image File Format (.TIF) filter

The TIFF 5.0 filter supports all image types and compressions described in the TIFF Specification Revision 5.0. These types include monochrome, grayscale, palette color, and RGB full color images. This filter does not support TIFF Revision 6.0.


The WordPerfect Graphics (.WPG) filter

This filter uses the size of the picture frame stored in the WordPerfect file to determine the size of the picture to import. The frame size of .WPG graphics created in DrawPerfect is the size of the screen.

Here are the limitations:

•	.EPS images in .WPG format don't maintain PostScript code when inserted into a presentation.

•	.WPG files with large embedded bitmaps may not display properly on computers that use the Mach series video drivers from ATI. If you think you have this problem, try running Windows Setup and changing your video driver to the 8514/a drivers supplied with Windows.


The Kodak Photo CD (.PCD) filter

The PCD filter imports images at a resolution of 512 x 768 pixels in 256 colors. If you use the Kodak Photo CD filter with the PowerPoint Picture command on the Insert menu, you can change these settings when you insert a picture.


The Targa (.TGA) filter

Use the Targa filter to import .TGA graphics files.


The AutoCAD Format 2-D (.DFX) filter
The AutoCAD Format 2-D (.DXF) filter

The AutoCAD Format 2-D graphics filter supports all AutoCAD versions through Release 12, including AutoCAD for Windows support.

The DXF filter has the following limitations:

•	Extrusions that are part of 3-D drawings are not supported.

•	Control codes and special characters embedded in text shapes that require special characters are not supported.

•	.DXF files that require separate shape definition files are not supported.

•	For multiple viewport .DXF files, the file is imported using the current viewport.


The CompuServe GIF (.GIF) filter

The CompuServe GIF filter supports versions GIF87a and GIF89a.


Create a new document

1	On the File menu, click New.

2	To create a new, blank document, click the General tab, and then click the Blank Document icon.

To create a document based on a template or wizard, click the tab for the type of document you want to create, and then click the name of the template or wizard you want.

Tip   To create a new, blank document based on the default template, click  [image].

Note   If you don't see the template or wizard you want in the New dialog box, you can view a complete list of Microsoft Word templates and wizards and install the ones you want. For more information, click  [image].


Troubleshoot opening files

What do you need help with?

The Open dialog box doesn't list the file I'm looking for.

The password I typed to open a file doesn't work.

I turned on the Automatic Save option before I lost my document, but I cannot save or open the recovered document.


Word cannot open the document.

You tried to open or insert a document. Either another user has the document open, there isn't enough memory available, Word cannot find the document, you typed an incorrect password, or the document is damaged.

Do one or more of the following:

•	Wait until the other user closes the document.

•	Close any other open windows to free up memory.

•	Make sure that the document is on the drive and in the folder where Word is looking.

•	If the document is password-protected, make sure that you type the correct password.


This is not a valid filename.

You typed a filename or path that isn't valid.

Do one of the following:

•	Type the correct filename. A filename can contain up to 218 characters.

•	Check the filename for invalid characters (colons, backslashes, vertical bars, less-than signs, greater-than signs, question marks, or asterisks).

•	Check the path to make sure that you typed it correctly.


The Paste command failed because the copy and paste areas are different shapes.

You did one of the following:

•	You selected an area of a table, and then you tried to paste it into an area with a different number of rows or columns.

•	You selected text outside a table, and then you tried to paste the text into cells that aren't in the same row or column.

Do one of the following:

•	Make sure that the area you paste into has the same number of rows and columns as the area you're cutting or copying.

•	Make sure that when you paste text into a table, you select only one table cell.


The disk drive is not valid.

You typed a drive letter that is incorrect or doesn't exist.

•	Click OK. Check the disk drive letter or network drive letter you want to use, and then enter the correct drive letter in the path.


The path is not valid.

You typed a path that is incorrect or doesn't exist.

Click OK, and then do one of the following:

•	Enter a different path.

•	Connect to the network drive where the file is located, and then type the password, if one is required.


The disk is full.

You tried to copy a document, or Word tried to create a temporary file, but either the disk is full or you have too many documents open.

Do one or more of the following:

•	Close any unneeded documents, and then try again to copy the document.

•	Save the document to another disk.

•	Free up more disk space, and then try again to copy the document.


 The document name or path is not valid.

You tried to open a file, but either the filename contains more than 218 characters or it contains an invalid character. You also may have entered an incorrect path.

Do one of the following:

•	Check the filename for invalid characters (colons, backslashes, vertical bars, less-than signs, greater-than signs, question marks, or asterisks).

•	In the File Name box, click a filename.

•	Type a valid filename with no more than 218 characters.

•	Check the path to make sure that you entered it correctly.


There is insufficient memory. Word cannot display the requested font.

You tried to apply a font to the selected text, but there isn't enough memory available.

Do one or more of the following:

•	Try to increase the amount of available memory. To free up memory, try closing other applications or document windows.

•	Install another printer. To do this, click the Start button, point to Settings, click Printers, and then double-click Add Printer.


The server application, source file, or item cannot be found. Make sure the application is properly installed, and that it has not been deleted, moved, or renamed.

You tried to insert an object into a document. There may not be enough memory available to insert the object, or there may be a problem with the application in which you're trying to create the object.

Do one of the following:

•	Run the server application program by itself, and then try again to insert the object in Word.

•	Free up more memory, and then try again. To free up memory, try closing other applications or document windows.

•	Run the Setup program again to install the server application in which you created the object, and then try again to insert the object in Word.


Word cannot edit the (object name).

You cannot edit this object in Word until the associated application is available and has enough memory.

This message also appears if you've linked an object or bookmark, and the document that contains the linked object or bookmark no longer exists.

Do one or more of the following:

•	Switch to the other application to make sure that it's available.

If the application isn't installed on your system, you can convert the object so that it can be edited in an application that is available.

•	Close any open dialog boxes in the other application, after making sure that all tasks have been completed.

•	Return to Word, and then try again to edit the data created in the other application.

•	Free up more memory, and then try again to edit the object.


Word cannot give a document the same name as an open document.

You tried to save a document that has the same filename as an open document or a template attached to an open document. Type a different name for the document.


This graphics file may be damaged and cannot be converted.

The graphics filter you installed with Word found invalid data in this file.

Do one or more of the following:

•	In the Windows registry, check the extension on the graphics file  for example, .cgm for Computer Graphics Metafile. Then check to see what extension the graphics filter requires.

•	Check to see whether the file is damaged, and then either create the graphic or try again to open it in Word.

•	Install the appropriate graphics filters.


You cannot paste this selection into a table.

You tried to paste a selection — for example, a column selection from the Clipboard — into a table.

Do the following:

1	Select the text or graphic you want to paste into the table.

2	On the Edit menu, click Paste.


Word cannot save or create this file. Make sure the disk is not write protected
Word cannot save or create this file. Make sure the disk is not write-protected.

You tried unsuccessfully to save or create a file.

Do one of the following:

•	Free up more memory. To do this, try closing other applications or document windows.

•	Make sure that the disk you want to save the file on is not full, write-protected, locked, or damaged.

If the disk is	Do this
Write-protected	Replace the disk.
Locked	Wait for the disk to become unlocked, or use a different drive.
Damaged	Try to back up the file, reformat the disk, and then restore the file.


This is not a valid action for the end of a row.

You clicked to the right of the last (rightmost) cell in a table row and then tried to type text.

Do one of the following:

•	To move within a table, press TAB.

•	To add another row to a table, click the last (rightmost) cell in the bottom row of the table, and then press TAB.

•	To place text on either side of a table, either type the text above or below the table or insert a frame around the table.


This file is in use by another application or user.

The file you want to open is being used by another user or another application. Quit Windows, and then try again to open the document when it's available.


There is not enough memory to update the display.

You made a change to the display, but there isn't enough memory available to update the display. Free up more memory, and then try again to update the display.

To check and free up system resources, do the following:

•	To check system resources, switch to the Windows desktop. Using the right mouse button, click the My Computer icon, click Properties, and then click the Performance tab. The percentage of available system resources is displayed.

•	To free up more system resources, try closing other applications or document windows. To update the screen, move the window off the screen and back again, minimize and then restore the window, or close and then reopen the window.


The formatting in this document is too complex. Please full save the document now.

You added too much formatting to the document — for example, you applied different styles multiple times to the same text.

Do one or both of the following:

•	Add fewer changes at one time to the document, and save the document more frequently.

•	Free up more memory.


This file was not recognized by the specified graphics filter.

The graphics filter you installed with Word doesn't recognize the format of this file.

Do one or more of the following:

•	Re-create the graphic in an application that's compatible with Word.

•	In the Windows registry, check the extension of the graphics file  for example, .cgm for Computer Graphics Metafile. Then check the extension required by the graphics filter.

•	Install the graphics filter that matches the format of the file you want to insert.


There is an unrecoverable disk error on file (filename).

•	There is a problem with a disk you're working on. Before you continue, make sure that the disk is inserted correctly in the disk drive and that the disk is properly formatted.


This is not a valid filename.

You typed a document name or path that isn't valid.

Do one or more of the following:

•	Type the correct filename. A filename can contain up to 218 characters.

•	Check for characters that are not valid in the filename (which are colons, backslashes, vertical bars, less-than signs, greater-than signs, question marks, or asterisks).

•	Enter the correct path.


Check the floppy drive to make sure the door is closed and it contains the correct disk.

The door on a floppy disk drive is open, or the drive contains the wrong disk. Make sure that the correct disk is inserted in the disk drive and that the door is closed.


The password is incorrect. Word cannot open the document.

You typed an incorrect password for a password-protected document.

Do the following:

1	Click OK.

2	In the Password box, type the correct password by using the exact combination of uppercase and lowercase letters, and then click OK again.


This file could not be found.

In the File Name box, you typed the name of a file that doesn't exist in the selected folder.

Click OK, and then do one or more of the following:

•	Type a different filename.

•	In the Files Of Type box, click a different type of file.

•	Select a different drive or folder.


This document template does not exist.

Word couldn't find the template attached to the active document.

To attach a different template to the document, do the following:

1	Open the document you want to attach a different template to.

2	On the File menu, click Templates.

3	Do one of the following:

•	In the Document Template box, type the name of the template you want.

•	To attach a template stored on a different drive or in a different folder, click Attach. Click the template you want, click the Open button, and then click OK.


The document name or path is not valid.

You tried to open a file, but the filename you typed either contains more than 218 characters, or it may contain invalid characters. You also may have entered an incorrect path.

To open an existing file, do one of the following:

•	In the File Name box, click a filename.

•	Type a valid filename that contains no more than 218 characters.

•	Check the path to make sure that you entered it correctly.

•	Check the filename for characters that are not valid (which are colons, backslashes, vertical bars, less-than signs, greater-than signs, question marks, or asterisks).


A file error has occurred.

A floppy disk drive is open, or another, more serious error has occurred.

Do one or more of the following:

•	Check the floppy disk drives to make sure that the doors are closed.

•	Check the network connection.

•	If you suspect insufficient memory, free up more memory.

•	Check the disk or the disk drive to make sure that there is not a hardware problem.


Windows cannot print due to a problem with the current printer setup.
Windows 95 cannot print due to a problem with the current printer setup.

The printer has not been added or connected. The system may be out of disk space or memory for storing a temporary print file.

Do one or more of the following:

•	Click the Start button, point to Settings, and then click Printers. Double-click the Add Printer icon to start the Add Printer Wizard.

•	To free up more memory, quit any other open applications or close any other open windows.

•	If the printer is running on a network, check with the network administrator.

•	See your system or printer documentation.

•	Make sure that there is enough disk space available on the specified drive.


Word could not locate or start (application).

You clicked one of the buttons on the Microsoft toolbar, but Word did not start the application.

Do the following:

1	Check to make sure that the application is installed.

2	In the Windows Explorer, find the application you want, and then double-click the icon to start it.

3	Return to Word.

4	On the Microsoft toolbar, click the button for the application you just started.

Word will switch you to that application and will do so each time you click the button for that application on the Microsoft toolbar.


Word for Windows 95 specifications

What do you want to know about?

File management specifications

Formatting specifications

Programming specifications


File management specifications

Feature	Specification
Number of open documents	Limited by memory
Maximum file size	32 megabytes (MB)
Color palette size	256 colors
Maximum characters per line	768
Maximum number of bookmarks	32,000
Maximum number of fields in a document	32,000
Maximum number of characters in a field	255
Length of Recently Used File list (MRU)	9
Cache size	512K
Bitmap cache	default is 1 MB
Maximum number of characters in fill-in fields	255
Maximum number of user dictionaries	10
Maximum custom dictionary size	366,590 bytes
Maximum number of sorting criteria	3
Maximum number of colors in graphics	256
Maximum length of TOC or index entry	unlimited


Formatting specifications

Feature	Specification
Number of tabs set in a paragraph	50
Maximum number of table columns	31
Number of fonts	32,000*
Maximum font size	1,637 points
Maximum number of styles	4,093


Programming specifications

Feature	Specification
Maximum size of macro	Limited by available memory
Maximum length for a macro name	80 characters
Maximum length for a variable name	80 characters
Maximum number of arguments that can be passed to a subroutine	20
Supports OLE version 2.0	yes


Include the chapter number and title on every page

1	Apply a built-in heading style to the chapter number and title of your document.

How?

2	On the View menu, click Header And Footer.

3	On the Insert menu, click Cross-reference.

4	Select the heading that contains the chapter number and title.

5	Click Insert.

Note   If you see codes between braces — for example, {REF Ref30469201 \* MERGEFORMAT} — instead of the chapter number or title, you are seeing the field code. To hide the field codes in a document, select the entire document, click the field code with the right mouse button, and then click Toggle Field Codes on the shortcut menu. To hide the field code for a single field, click the field with the right mouse button, and then click Toggle Field Codes on the shortcut menu.


Change what a cross-reference refers to

1	Select the cross-reference in the document (for example, "Figure 1"). Do not select the introductory text.

2	On the Insert menu, click Cross-reference.

3	Under Insert Reference To, click the new item you want to refer to.

To modify the introductory text in a cross-reference, just edit the text in the document.


Troubleshoot caption problems

What do you need help with?

I see codes between braces  —  for example, {SEQ TABLE \* ARABIC}  —  instead of the caption.

When I insert tables, figures, equations, or other items in my document, they are numbered automatically. How can I stop this?

I deleted an item that contained a caption. The caption numbering that follows is now incorrect.


I see codes between braces ¾ for example, {SEQ TABLE \* ARABIC} ¾ instead of the caption.
I see codes between braces — for example, {SEQ TABLE \* ARABIC} — instead of the caption.

What you see is the field code. Fields are used to maintain the correct sequence in captions.

•	To see the results for all the fields in the document, first select the entire document, click the field code with the right mouse button, and then click Toggle Field Codes on the shortcut menu.

•	To see the result for a single field, click the field code with the right mouse button, and then click Toggle Field Codes on the shortcut menu.


I see codes between braces ¾ for example, {SEQ TABLE \* ARABIC} ¾ instead of the cross-reference.
I see codes between braces — for example, {SEQ TABLE \* ARABIC} — instead of the cross-reference.

What you see is the field code. Word inserts each cross-reference as a field.

•	To see the results for all the fields in the document, first select the entire document, click the field code with the right mouse button, and then click Toggle Field Codes on the shortcut menu.

•	To see the result for a single field, click the field code with the right mouse button, and then click Toggle Field Codes on the shortcut menu.


I deleted an item that contained a caption. The caption numbering is now incorrect.

•	If you update the fields, the numbering will be correct. Select the document, click any field code with the right mouse button, and then click Update Field on the shortcut menu.


When I insert tables, figures, equations, or other items in my document, they are numbered automatically. How can I stop this?

•	On the Insert menu, click Captions. Click AutoCaption, and then clear the check boxes for the items you don't want to be captioned automatically.


Troubleshoot cross-reference problems

What do you need help with?

The heading I want to refer to doesn't appear in the Cross-reference dialog box.

I see codes between braces  —  for example, {SEQ TABLE \* ARABIC}  —  instead of the cross-reference.

I made a change to the title or chapter number that I reference in a header or footer, but I don't see the change in the header or footer.


The heading I want to refer to doesn't appear in the Cross-reference dialog box.

•	Make sure that you apply a built-in heading style to the heading. Click in the heading, and then click one of the built-in heading styles in the Style box on the Formatting toolbar.


I made a change to the title or chapter number that I reference in a header or footer, but I don't see the change in the header or footer.

•	Open the header or footer pane, select the text, click the field code or result with the right mouse button, and then click Update Field on the shortcut menu.


Troubleshoot bookmark problems

What do you need help with?

I made a change to the text within a bookmark, but the change is not appearing in places where I have referenced that bookmark.

I see "Error! Bookmark not defined" instead of my text.

I created an AutoText entry with a bookmark, but when I insert the AutoText entry in a new document, it no longer contains the bookmark.

I don't get the results I expect when I edit a bookmark.


I made a change to the text within a bookmark, but the change is not appearing in places where I have referenced that bookmark.

•	Make sure bookmarks are visible before you make the change. To display bookmarks, click Options on the Tools menu, click the View tab, and then select the Bookmarks check box.

•	You must update the fields to see the changes: select the text, click the field code with the right mouse button, and then click Update Field on the shortcut menu.


I see "Error! Bookmark not defined" instead of my text.

•	Either you have referred to a bookmark that does not exist or you have misspelled a field name.


I created an AutoText entry with a bookmark, but when I insert the AutoText entry in a new document, it no longer contains the bookmark.

•	When you select the text for the AutoText entry, make sure that you select all of the text contained in the bookmark, including the final paragraph mark.


I don't get the results I expect when I edit a bookmark.

•	You can cut, copy, and paste items that are marked with a bookmark. You can also add text to and delete text from marked items.

If you	This will happen
Copy all or part of a marked item to another location in the same document	The bookmark remains with the original item; the copy is not marked.
Copy an entire marked item to another document	Both documents will contain identical items and identical bookmarks.
Cut an entire marked item and then paste it in either the same document or a different document	The item and the bookmark move to the new location.
Delete part of a marked item	The bookmark stays with the remaining text.
Add text between any two characters marked by a bookmark	The addition is included in the bookmark.
Click directly after the beginning bracket of a bookmark and then add to the item — for example, adding additional text	The addition is included in the bookmark.
Click directly after the ending bracket of a bookmark, and then add to the item	The addition is not included in the bookmark.
Click at the end of a marked table, and then add a new row	The added row is included in the bookmark.


Create a cross-reference

1	In the document, type the introductory text that begins the cross-reference. For example, "For more information, see "

2	On the Insert menu, click Cross-reference.

3	In the Reference Type box, click the type of item you want to refer to — for example, a chapter heading or table.

4	In the Insert Reference To box, click the information you want inserted in the document — for example, a chapter heading.

5	In the For Which box, click the specific item you want to refer to. For example, if you click Heading in the Reference Type box and the document has six headings, click the heading you want to refer to.

6	Click Insert.

Note   If you see an entry that looks something like {REF _Ref249586 \* MERGEFORMAT} instead of text, Word is displaying field codes instead of field results. To see the field results, click the field code with the right mouse button, and then click Toggle Field Codes on the shortcut menu.

If the item you want to refer to is located in another document, both documents must be part of a master document.


Add a caption to a table, figure, equation, or other item

You can automatically add a caption to a table, figure, equation, or other item when you insert it. Or, you can manually add a caption to an item in a document that already exists.

What do you want to do?

Automatically add a caption to a table, figure, equation, or other item when inserting it

Add a caption to an existing table, figure, equation, or other item


Add a caption to an existing table, figure, equation, or other item

1	Select the item you want to add a caption to.

2	On the Insert menu, click Caption.

3	Select the options you want.

Note   Captions are inserted as fields. If you see an entry that looks something like {SEQ Table \* ARABIC} instead of text, the field codes are being displayed instead of field results. To see the field results, click the field code with the right mouse button, and then click Toggle Field Codes on the shortcut menu.


Automatically add a caption to a table, figure, equation, or other item when inserting it

1	On the Insert menu, click Caption.

2	Click AutoCaption.

3	Select the items you want to be captioned automatically when you insert them in a document.

4	Select the options you want.

Note   Captions will now be inserted automatically when you add the type of item selected in the AutoCaption dialog box.


Change the number formats for captions

1	Select the caption that includes the number format you want to change.

2	On the Insert menu, click Caption.

3	Click Numbering.

4	In the Format box, click the number format you want.


Rename a caption label with a new label

You can change the label for a single caption in a document or for all labels of the same type. For example, you can change "Figure 6" to "Graphic 6." Or, you can change all captions in a document that read "Table" to "Figure."

What do you want to do?

Rename a single caption label with a new label

Rename all caption labels of the same type with a new label


Rename a single caption label with a new label

1	Select the caption label you want to change. For example, Table 2.

2	Delete the caption.

3	Select the item you want to add the caption to.

4	On the Insert menu, click Caption.

5	Select the options you want.


Rename all caption labels of the same type with a new label

1	Select the caption label you want to change. For example, Table 2.

2	On the Insert menu, click Caption.

3	Select the options you want.


Include a chapter number in a caption

1	Make sure that chapter headings are formatted with one of the nine heading styles that come with Word.

You must apply a unique heading style to chapter headings. For example, if you use the Heading 1 style for chapter headings, do not use the Heading 1 style for any other text in the document.

2	On the Format menu, click Heading Numbering, and select a numbering style.

3	Select the item with the caption that you want to add a chapter number to.

4	On the Insert menu, click Caption.

5	Click Numbering.

6	Select the Include Chapter Number check box, and then select the heading style you applied to the chapter headings.

7	Select the options you want.


Delete a bookmark

1	On the Edit menu, click Bookmark.

2	Click the name of the bookmark you want to delete, and then click Delete.

Note   To delete the bookmark and all of the text associated with that bookmark, select all of the text, and then press DELETE.


WordArt, Equation Editor, and Graph

Word and PowerPoint include applications that help you add special text effects, equations, and charts to your documents. WordArt, Equation Editor, and Graph create objects that you insert, or embed, into a document. These applications all use OLE to share information between applications.

 If you selected the Typical setup option when you installed Word or PowerPoint, then you installed Graph. If you would also like to install WordArt and Equation Editor run Setup again. Click Add/Remove, and then select Office Tools. To verify that the applications were installed, click Object on the Insert menu. All of the installed applications are listed under Object Type.


Troubleshoot WordArt, Equation Editor, and Graph problems

What do you need help with?

When I try to create a special visual effect with text, equations, or charts, I see a message saying that the application cannot be started.

After I insert an object, such as a WordArt text effect, I see a code like {EMBED WordArt \s \*mergeformat} instead of the text effect.

Boxes appear on my screen instead of the text effects, equations, or charts that I created.

When I double-click a WordArt text effect or an equation I created with Equation Editor, the menus and toolbars don't change. Instead, I see the WordArt or Equation Editor window.

I changed the size of a text effect, equation, or chart, but when I double-click it, the object returns to its original size.


When I try to create a special visual effect with text, equations, or charts, I see a message saying that the application cannot be started.

•	Free memory by closing other windows or applications; then try again.

•	You might need to install or reinstall the OLE application that you want to use. To install the application, run the Setup program, click Custom Installation, and then select the OLE application. To reinstall, first remove the application by running the Setup program, clicking Custom Installation, clearing the check box for the OLE application, and continuing the setup. Then run Setup again, following the preceding instructions to install the application.


After I insert an object, such as a WordArt text effect, I see a code like {EMBED WordArt \s \*mergeformat} instead of the text effect.

Word is displaying field codes. On the Tools menu, click Options, click the View tab, and then clear the Field Codes check box.


Boxes appear on my screen instead of the text effects, equations, or charts that I created.

You have selected the Picture Placeholders option. On the Tools menu, click Options, and then click the View tab. Make sure that the Picture Placeholders check box is cleared.


When I double-click a WordArt text effect or an equation I created with Equation Editor, the menus and toolbars don't change. Instead, I see the WordArt or Equation Editor window.

Word cannot display the WordArt or Equation Editor toolbars and menus if you have selected the Picture Placeholders option.

•	On the Tools menu, click Options, and then click the View tab. Make sure that the Picture Placeholders check box is cleared.

•	Make sure that  [image]  is set to 100 percent.


I changed the size of a text effect, equation, or chart, but when I double-click it, the object returns to its original size.

The field code for the object might contain an \s option that tells the application to preserve the object's original size. To view the field code, click Options on the Tools menu, click the View tab, and then select the Field Codes check box. If the field code looks like this: {EMBED WordArt \s \*mergeformat}, delete the \s option. Return to the Options dialog box and clear the Field Codes check box.


Insert a Microsoft Access table or query as a Word table

1	In the Word document, click where you want to insert a Microsoft Access table or query.

2	On the Insert menu, click Database.

3	Under Data Source, click Get Data.

4	In the Files Of Type box, click MS Access Databases (*.mdb).

5	In the File Name box, enter the name of the Microsoft Access database you want, and then click OK.

6	Click Table AutoFormat or Query Options.

7	In the list, select the table or query you want, and then click OK.

8	Click Insert Data.

9	Under Insert Records, select the records you want to insert into your Word document.


Import a text file into Microsoft Access from Word

Microsoft Access can import delimited text files from Word. In a delimited text file, fields are separated by a special character, such as a comma or a tab. Before you import, make sure that the file has the same type of data in each field and the same fields in every row. In Word, save the file in the Text Only With Line Breaks file format.

1	In Microsoft Access, open a database, or switch to the Database window for the open database.

2	On the File menu, point to Get External Data, and then click Import.

3	In the Import dialog box, click Text Files in the Files of type list.

4	Use the Look In list to find the file you want to import.

5	Double-click the filename.

6	Follow the directions in the Import Text Wizard dialog boxes.

To see more options or change specifications, such as the field separator character, click Advance in the first wizard dialog box. If you want to save your specifications so that you can use them the next time you import a similar text file, click Save As.


Troubleshoot problems in Word with linked or embedded objects

What do you need help with?

When I attach a mail merge data file or insert a database, Word automatically starts the source application to get the data. How can I get the data without starting the source application?

Word restarts numbering after I insert a table or embedded object.

In Word, my embedded objects return to their original size after I resize them.

In Word, my large embedded objects are cropped.

When I use a Microsoft Access database in Word by means of ODBC, the Queries tab is not available.


When I attach a mail merge data file or insert a database, Word automatically starts the source application to get the data. How can I get the data without starting the source application?

When you insert a database or attach a data source for a mail merge, Word uses DDE to read the file unless you specify otherwise. DDE starts the source application, such as Microsoft Excel or Microsoft Access, and then opens the data file.

Instead of DDE, you can use ODBC or a file converter to read the data file directly, without starting the source application. To do this, in the Open Data Source dialog box that appears when you open the data file, click Select Import Method before you click Open. Then, each time you open a data source, Word opens the Confirm Data Source dialog box so that you can click the ODBC driver or file converter you want to use.


Word restarts numbering after I insert a table or embedded object.

If you insert a table or embedded object in a numbered list, Word restarts the numbering of the paragraph following the table or object at 1. Use one of the following methods to generate a continuously numbered list.

•	Insert a section break before or after the table or embedded object. Click the numbered item following the table or embedded object, click Bullets And Numbering on the Format menu, click the Numbering tab, and then click Modify. In the Start At box, replace 1 with the correct number in the numbering sequence.

•	Apply a heading style to your numbered paragraphs, and use the Heading Numbering command on the Format menu instead of the Bullets And Numbering command to number the paragraphs.

•	Instead of using the Bullets And Numbering command, use SEQ, AUTONUM, AUTONUMLGL, or AUTONUMOUT fields to number your paragraphs.


In Word, my embedded objects return to their original size after I resize them.

Word inserts an EMBED field in your document when you embed an object. If the EMBED field contains the \s switch, the object returns to its original size whenever you update the field. To keep the new size, remove the \s switch from the EMBED field. For example, modify the EMBED field for an embedded Excel Chart object

{EMBED Excel.Chart.5 \s}

so that it appears as follows:

{EMBED Excel.Chart.5}

Note   To view the field code instead of the embedded object, click the object and then press SHIFT+F9.


In Word, my large embedded objects are cropped.

When you link or embed a large object, it may be cropped from the right side or the bottom. This can occur even if there is enough room on the page for the entire object to fit.

Whether you link or embed an object, Word converts the object to a Windows metafile (WMF). Windows limits the height and width of a WMF, so if your selection exceeds the maximum WMF size, it will appear cropped when you paste it into Word.

To avoid having a large object cropped when you link or embed it, do one of the following.

•	Make the object smaller before you copy or cut it. For example, reduce the font size and the column size.

•	Paste or link the selection in Word as formatted or unformatted text. To do this, click Paste Special on the Edit menu, and then click Formatted Text (RTF) or Unformatted Text in the As box.


When I use a Microsoft Access database in Word by means of ODBC, the Queries tab is not available.

ODBC does not open Microsoft Access when you insert a database into Word; instead, it accesses the data file directly. You must have Microsoft Access open before you can perform a query. To use a Microsoft Access query as a data source for a mail merge or in a Word DATABASE field, you must open the file by using DDE, because DDE opens Microsoft Access to access the database. To use DDE instead of ODBC, click Database on the Insert menu, click Get Data, and then select the Select Import Method check box before you click Open. With Select Method selected, each time you open a data source, Word opens the Confirm Data Source dialog box so that you can click DDE or another conversion option.


Troubleshoot problems in PowerPoint with linked or embedded Word objects

What do you need help with?

PowerPoint limits the size of Word tables I can embed. How can I embed a larger Word table?

PowerPoint sometimes crops the borders on my embedded Word tables.

PowerPoint adds gridlines to some of my embedded Word tables.


PowerPoint limits the size of the Word table I can embed. How can I embed a larger Word table?
PowerPoint limits the size of Word tables I can embed. How can I embed a larger Word table?

There are several different ways to embed a Word table in PowerPoint, and each method has a different maximum number of table rows and columns.

•	If you create a slide that includes a Word table placeholder and you double-click the placeholder, PowerPoint prompts you to specify the number of rows and columns in your table. Using this method, you can create a table with up to 7 columns and 15 rows.

•	If you click the Word Table button on the Standard toolbar in PowerPoint, you can create a table with up to 15 columns and 5 rows.

•	To create a Word table in PowerPoint that contains a larger number of rows and columns, embed a new Word document object in your PowerPoint slide. In Word, use the commands on the Table menu to create the table you want.


PowerPoint sometimes crops the borders on my embedded Word tables.

An embedded Word object has default margins of 0 (zero) inches and a page size of 6 inches by 9 inches, or smaller. If the page width of the embedded Word object is greater than 6 inches, one side of the object may appear cropped.

To preserve margins and page sizes for an embedded Word object, insert a new Word object, and then paste the contents of the Word document into the open object. When you select the Word document, be sure to include the section breaks and final paragraph mark, which contain the page size and margin settings for the document.


PowerPoint adds gridlines to some of my embedded Word tables.

When you apply shading to a Word table, Word leaves thin spaces between the cells. When you paste the table into PowerPoint, these spaces pick up the background colors in PowerPoint and look like table gridlines.

To eliminate the lines, make the background of your slide the same color as the Word table.

1	In PowerPoint, use the Rectangle drawing tool to draw a rectangle that exactly covers the table.

2	On the Format menu, click Colors And Lines.

3	Change the fill color so that it matches the color of your Word table shading.

4	On the Draw menu, click Send To Back.


Creating a PowerPoint presentation from a Word outline

You can also create a PowerPoint presentation from a Word outline. In Word, click the Present It button on the Microsoft toolbar to create PowerPoint slides from the Word document. Each paragraph formatted with the Heading 1 style becomes a separate slide, and paragraphs formatted with Headings 2 style through Heading 5 style are indented. PowerPoint imports only those paragraphs formatted with a heading style.


Change an AutoCorrect name

1	On the Tools menu, click AutoCorrect.

2	Click the name in the Replace list.

3	Click Delete.

4	Type a new name in the Replace box.

5	Click Add.


Change the contents of an AutoCorrect entry

1	On the Tools menu, click AutoCorrect.

2	To change the contents of an AutoCorrect entry stored as plain text, select the entry in the With list.

3	Type the new entry in the With box.

4	Click Replace.

Note   It's easier to change an AutoCorrect entry that is a long passage of text, a graphic, or an entry inserted with its original formatting by first making the changes you want in the document. When you finish entering the changes, select the revised entry, and click AutoCorrect on the Tools menu.


Delete an AutoCorrect entry

1	On the Tools menu, click AutoCorrect.

2	In the list under the Replace box, click the entry you want to remove.

3	Click Delete.


Correct typing errors automatically

You can correct typing errors automatically if you specify the word that is often mistyped in advance.

1	On the Tools menu, click AutoCorrect.

2	Make sure the Replace Text As You Type check box is selected.

3	In the Replace box, type a word that you often mistype or misspell—for example, usualy

4	In the With box, type the correct spelling of the word—for example, type usually

5	Click Add.


Send documents to review in electronic mail

You can mail a document, rather than route it, when you don't need to send it to recipients in any particular order, and you don't want it automatically returned to you.

By routing a document, you can:

•	Send the document to one recipient after another so that each recipient can see the previous revisions and annotations, or to all recipients at once.

•	Automatically receive a routing status message as each recipient forwards the document.

•	Ensure that each recipient is automatically reminded that they should forward the document to the next recipient.

•	Automatically receive the document back after all recipients have seen it.

To use document mailing and routing, you need one of the following:

•	Microsoft Exchange (or other mail system compatible with the Messaging Application Programming Interface [MAPI]).

•	Lotus cc:Mail (or other mail system compatible with Vendor Independent Messaging [VIM]).

Note   Document mailing and routing may not work across electronic mail gateways.

What do you want to do?

Mail a document

Route a document


Create a routing slip

1	Open the document you want to route.

2	On the File menu, click Add Routing Slip.

3	Select the recipients and other routing options you want.

4	To route the document, click Route.

To close the dialog box without routing the document, click Add Slip. To route the document at a later time, click Send on the File menu.

Tip   You can select a group alias as the recipient. However, all members of the group alias will be considered one recipient. To route the document to members of a group alias one after another, send it to the individual members, and not to the entire alias. If you route the document to one recipient after another, you can reorder the recipient list. Select the name of the recipient you want to move in the To box, and then click one of the Move arrows to move the name up or down in the list.


Edit the routing slip of a routed document

1	On the File menu, click Edit Routing Slip.

2	If you're the originator of a routed document, type the subject, message text, or recipient list on the routing slip.

If you're the recipient of a routed document, you can change the order of the reviewers who have not yet seen the document.

3	To route the document, click Route.

To close the dialog box without routing the document, click Add Slip.

Tip   To change the order of the reviewers, select the name of the recipient you want to move in the To box, and then click one of the Move arrows to move the name up or down in the list.


Mail a document

1	On the File menu, click Send.

2	Complete the message information in your mail system, and then send the message.

Note   If the document has a routing slip attached, you can mail the document independent of the routing slip by clicking Send Copy Of Workbook Without Using The Routing Slip (Microsoft Excel) or Send Copy Of Document Without Using The Routing Slip (Microsoft Word).


Route a document

If you're the originator of the document, first create a routing slip.

How?

If you're the recipient of a routed document, click Send on the File menu, and then click Route Document To followed by the name of the recipient.


Open a routed document

A routed document is an attachment to an electronic mail message. To open a routed document, follow the instructions of your electronic mail program. If you're using Microsoft Exchange, double-click the document icon to open the document attached to a mail message.


Troubleshoot problems sending documents to others in electronic mail

What do you need help with?

 I want to route a document, but I don't have Microsoft Exchange on my system.

What are the system requirements for sending documents by electronic mail?

The Send and the Add Routing Slip commands don't appear on the File menu.


I want to route a document, but I don't have Microsoft Exchange on my system.

You can route documents online by using any compatible mail package, not just Microsoft Exchange. If your mail system is compatible, the Add Routing Slip and Send commands appear on the File menu.

If your mail system is not compatible, you can still route documents by putting the document on a network, or giving reviewers a floppy disk.


What are the system requirements for sending documents by electronic mail?

To use document mailing and routing, you need one of the following:

•	Microsoft Exchange (or other mail system compatible with the Messaging Application Programming Interface [MAPI]).

•	Lotus cc:Mail (or other mail system compatible with Vendor Independent Messaging [VIM]).

Note   Document mailing and routing may not work across electronic mail gateways.


The Send and the Add Routing Slip commands don't appear on the File menu.

Make sure you have installed Microsoft Exchange on your system or any mail system compatible with the Messaging Application Programming Interface [MAPI], or Lotus cc:Mail or any mail system compatible with Vendor Independent Messaging [VIM].

If you have installed Microsoft Exchange or a compatible mail system, make sure the WIN.INI file contains the following lines, or add them:

[MAIL]

MAPI=1

If you have installed Lotus cc:Mail or a compatible mail system, make sure MAPIVI32.DLL and MAPIVITK.DLL are in the Windows System folder.


Add or delete a toolbar button

1	Display the toolbar you want to change, and then click Toolbars on the View menu.

2	Click Customize.

3	To add a button, click the name of the category in the Categories box, and then drag the button or item from the Buttons area to the displayed toolbar.

To delete a button, drag it off the toolbar.

Tip   When you delete a built-in toolbar button from a toolbar, the button is still available in the Customize dialog box. However, when you delete a custom toolbar button, it is permanently deleted. To delete a custom toolbar button from a toolbar but save it for later use, create a toolbar for storing unused buttons, move the button to this storage toolbar, and then hide the storage toolbar.


Move or copy a toolbar button

1	Display the toolbar that contains the toolbar button you want to move or copy, and then click Toolbars on the View menu.

2	Click Customize.

3	To move a button, drag it to the new location on the same toolbar or to another displayed toolbar.

To copy a button, hold down CTRL while you drag the button to the new location.


Restore a built-in toolbar

1	On the View menu, click Toolbars.

2	In the Toolbars box, click the name of the toolbar you want to restore to its default buttons.

3	Click Reset.

Note    You cannot reset a custom toolbar. When you select a custom toolbar in the Toolbars box, the Reset button changes to Delete.


Change the spacing between toolbar buttons

1	On the View menu, click Toolbars.

2	Click Customize.

3	To insert more space between two buttons on a toolbar, drag the rightmost button to the right. If the toolbar is docked vertically, drag the lower button downward.

To decrease the amount of space between two buttons, drag one button closer to the other one.


Change the width of a drop-down list box on a toolbar

1	On the View menu, click Toolbars.

2	Click Customize.

3	Click the drop-down list box on a toolbar.

4	Point to the left or right border of the list box. When the pointer changes to a double-headed arrow, drag the border of the list box to change its width.


Move a toolbar

1	Point between buttons on a toolbar, or point to the toolbar title bar if it is a floating toolbar.

2	Drag the toolbar to a new location. If you drag it to the edge of the application window, the toolbar will dock to the edge of the window automatically.


Resize a toolbar

•	To resize a floating toolbar, drag any of its sides.

Note    You cannot resize a docked toolbar.


Change the image on a toolbar button

You can change the image on any toolbar button. You can copy an image from another button, create an image in a graphics application and then paste it onto the button, or alter an existing button image.

What do you want to do?

Copy an image from one toolbar button to another

Copy an image from a graphics application to a toolbar button

Edit a toolbar button image


Edit a toolbar button image

1	On the View menu, click Toolbars.

2	Click Customize.

3	If the button you want to edit is not on a toolbar, add it to a new or existing toolbar.

How?

4	Point to the button image on the toolbar, and then click the right mouse button.

5	On the shortcut menu, click Edit Button Image.

6	In the Button Editor, edit the button image.


Copy an image from a graphics application to a toolbar button

For a clear image, copy a picture that is the same size as a built-in button image (the default built-in button image is 16 by 15 pixels; the large button image is 24 by 23 pixels). A larger image may be distorted because it will be scaled to fit the button.

1	Copy the picture that you want to appear on the button to the Clipboard.

If you have the option of selecting the format for the copy of the picture, select bitmap or picture format.

2	Switch to your Microsoft Office application.

3	On the View menu, click Toolbars.

4	Click Customize.

5	Point to the toolbar button whose image you want to change, and then click the right mouse button.

6	On the shortcut menu, click Paste Button Image.


Copy an image from one toolbar button to another button

You can copy an image from a toolbar button to another button only if the other button is also on a toolbar (the same toolbar or a different one).

1	On the View menu, click Toolbars.

2	Click Customize.

3	Click the toolbar button whose image you want to copy, and then click the right mouse button.

4	On the shortcut menu, click Copy Button Image.

5	Point to the button you want to paste the copied image onto, and then click the right mouse button.

6	On the shortcut menu, click Paste Button Image.

Note   You cannot change a button image that appears under Buttons in the Customize dialog box (View menu, Toolbars command).


Delete a custom toolbar

1	On the View menu, click Toolbars.

2	In the Toolbars box, select the check box next to the name of the custom toolbar you want to delete.

3	Click Delete.

Note    You cannot delete a built-in toolbar. When you select a built-in toolbar in the Toolbars box, the Delete button changes to Reset.


Restore a built-in toolbar button to its original image

1	Display the toolbar that contains the button, and then click Toolbars on the View menu.

2	Click Customize.

3	On the toolbar, point to the button you want to restore, and then click the right mouse button.

4	On the shortcut menu, click Reset Button Image.


Move files between Windows and the Macintosh

1	Save your Windows file to a 3.5-inch floppy disk in a file format that can be opened by the Macintosh application you plan to use.

2	Insert the floppy disk in the Macintosh's floppy disk drive.

The Macintosh must be equipped with a floppy disk drive that supports Apple File Exchange.

3	Start Apple File Exchange, and then use it to move your file from the floppy disk to the Macintosh's hard disk.


Speeding up file searches

To speed up file searches in the Open dialog box, Office includes Find Fast, an application that can be accessed from the Windows Control Panel. During a Typical or Custom installation, Find Fast creates an index of the contents of the Office documents on all local drives. These indexes are automatically updated in the background while you work. You can create a Find Fast index for the contents of documents located in a specific folder or on a specific drive or network share.

Find Fast indexes aren't created in the following situations:

•	When you reinstall Office, Find Fast indexes aren't created for folders or drives that have already been indexed.

•	Find Fast indexes aren't created on removable drives.


Create a print file

Instead of printing a document, you can create a file that contains the document you want to print. You can then print the file at a later time.

1	On the File menu, click Print.

2	In the Name box, click the printer with which you'll print the file.

3	Select the Print To File check box, and then click OK.

4	In the File Name box, type a filename.

Notes

•	If you print a document to a file and then print the document on a different type of printer than the one you used to create the document, the page breaks and font spacing may change.

•	In Microsoft Excel, if you want to print your work to a file in a readable text format, click Formatted Text in the Save As Type box (File menu, Save As command).


Print and preview a document using shortcut keys

Command	Press
Print command (File menu)	CTRL+P
While in print preview, to	Press
Move around the page when zoomed in	Arrow keys
Move by one page when zoomed out	PAGE UP or PAGE DOWN
Move to the first page when zoomed out	CTRL+UP ARROW or CTRL+LEFT ARROW
Move to the last page when zoomed out	CTRL+DOWN ARROW or CTRL+RIGHT ARROW


Work with menus using shortcut keys

You can choose any menu command with the keyboard. Press ALT+ the letter underlined in the menu name, and then press the letter underlined in the command name.

To	Press
Display the shortcut menu	SHIFT+F10
Display the application Control menu	SPACEBAR (when the menu bar is active)
Select the next or previous command on the menu	DOWN ARROW or UP ARROW (with the menu displayed)
Select the menu to the left or right; or, with a submenu displayed, toggle the selection between the main menu and the submenu	LEFT ARROW or RIGHT ARROW


Work in windows and dialog boxes

Work in windows

To switch to the	Press
Next application	ALT+TAB
Previous application	ALT+SHIFT+TAB
Start menu	CTRL+ESC
To	Press
Close the window	CTRL+F4
Restore the window size	CTRL+F5
Switch to the next window	CTRL+F6
Switch to the previous window	CTRL+SHIFT+F6
Carry out the Move command (Control menu)	CTRL+F7
Carry out the Size command (Control menu)	CTRL+F8
Maximize the window	CTRL+F10
Select a folder in the Open or Save As dialog box (File menu)	ALT+0, and then use the arrow keys
Choose a toolbar button in the Open or Save As dialog box (File menu)	ALT+ number (1 is the leftmost button, 2 is the next, and so on)
Refresh the Open or Save As dialog box (File menu)	F5
Work in dialog boxes using shortcut keys

To	Press
Switch to the next tab in a tab dialog box	CTRL+TAB or CTRL+PAGE DOWN
Switch to the previous tab in a tab dialog box	CTRL+SHIFT+TAB or CTRL+PAGE UP
Move to the next option or group of option buttons	TAB
Move to the previous option or group of option buttons	SHIFT+TAB
Move within the active list box or group of option buttons	Arrow key
Select the active command button or check box	SPACEBAR
Move to the next item beginning with that letter in an active list box	Letter key
Select the item with that underlined letter	ALT+ letter key
Display a drop-down list box	ALT+DOWN ARROW
Close a drop-down list box	ESC
Choose the default command button	ENTER
Cancel the command and close the dialog box	ESC
Within a text box, to	Press
Move to the beginning or end of the entry	HOME or END
Move one character to the left or right	LEFT ARROW or RIGHT ARROW
Select from the insertion point to the beginning of the entry	SHIFT+HOME
Select from the insertion point to the end of the entry	SHIFT+END
Select the character to the left	SHIFT+LEFT ARROW
Select the character to the right	SHIFT+RIGHT ARROW


Embed a document or workbook in a Lotus Notes form

To exchange information between Lotus Notes and either Microsoft Excel or Word, you embed a Word document or Microsoft Excel workbook as an object in a Lotus Notes form. You can also embed an object when you design the form; this way, the object will already exist within each new form that users create.

What do you want to do?

Embed a document or workbook in a single Lotus Notes form

Embed a document or workbook in a Lotus Notes form design


Embed a document or workbook in a single Lotus Notes form

1	On the Compose menu in Lotus Notes, click the name of a form.

The form must include an existing field with the rich-text data type.

2	Click in a field that will accept rich-text format.

3	On the Edit menu, point to Insert, and then click Object.

4	Click an object type in the list.

5	To embed an existing document, click Choose File.

To embed a new blank document, click OK.

6	To change how the object appears, click Display Format.

The default format, Picture, displays the first page of a Word document. This is the smallest representation that's available.


Embed a document or workbook in a Lotus Notes form design

1	On the Design menu in Lotus Notes, click Forms.

2	Select an existing form to edit.

To create a new form, click New or New Copy.

3	Click where you want the embedded object to appear.

4	On the Edit menu, point to Insert, and then click Object.

5	Click an object type in the list.

6	To embed an existing document, click Choose File.

To embed a new blank document, click OK.

7	To change how the object appears, click Display Format.

The default format, Picture, displays the first page of a Word document. This is the smallest representation that's available.


Update Lotus Notes fields

In Lotus Notes, you can create one-way fields or two-way fields. A one-way field updates Lotus Notes when the information changes in Microsoft Excel or Word. A two-way field updates Lotus Notes when the information changes in Microsoft Excel or Word, and it also updates the embedded worksheet or document when the field changes in Lotus Notes.

What do you want to do?

Update one-way fields from the embedded document or workbook

Update two-way fields from Lotus Notes


Update two-way fields from Lotus Notes

1	On the Edit menu in Lotus Notes, click Edit Object.

2	Type the new information between the brackets.

3	Activate the object.


Update one-way fields from the embedded document or workbook

1	In Lotus Notes, double-click the Microsoft Excel or Word object embedded in the form.

2	On the File menu, click Properties.

3	Type the new information.

4	Change the information in any properties you previously defined.

Close the document, and then return to Lotus Notes.


Open a document

1	Click  [image].

2	In the Look In box, click the drive that contains the document.

3	In the box beneath Look In that lists folders and files, double-click the name of the folder that contains the document. Continue double-clicking subfolders until you open the subfolder that contains the document.

4	In the list of files, click the document name.

5	Click Open.

Tip   To open a document you've used recently, click its name at the bottom of the File menu. If the list of recently used documents isn't displayed, click Options on the Tools menu, and then click the General tab. Select the Recently Used File List check box.

Note   To open a document created in another application, click the file format you want in the Files Of Type box, and then click the document name in the box that lists folders and files. You can also type the extension in the File Name box; for example, type *.wk4 to find Lotus 1-2-3 Release 4.0 files.


Display or hide a list of recently used documents on the File menu
Display or hide the list of recently used documents on the File menu

1	On the Tools menu, click Options, and then click the General tab.

2	Select or clear the Recently Used File List check box.


The Favorites folder and the My Documents folder

You use the Favorites folder to store shortcuts to files and folders of interest, including those in remote network locations. The original file or folder doesn't move. You can use a shortcut for quick access to the file without having to remember where the file is located. To add a file or folder to the Favorites folder, click Open on the File menu, select the file or folder you want a shortcut for, click  [image], and then click Add Selected Item To Favorites. To add a shortcut to the folder selected in the Look In box, click Add 'Look In' Folder To Favorites.

To open a favorite file or folder, click  [image], and then double-click the shortcut or the filename or folder name.

When you first use the Open and Save As dialog boxes, the My Documents folder is the default folder. The My Documents folder is located at the root level and is a good place to store documents and databases you're currently working on.


The Open dialog box doesn't list the file I'm looking for.

•	In the Open dialog box, type the name of the file in the File Name box, and then click Find Now.

•	Make sure that you have the correct file format selected in the Files Of Type box.

•	Make sure that the entries in the Text Or Property box and the Last Modified box are appropriate for the files you're searching for. To clear all current criteria except the file location and the default file type, click New Search.

•	Make sure that you're looking on the correct drive and in the correct folder.

•	If you don't know the folder name, you can search all the folders on the specified drive. Click  [image], and then click Search Subfolders.

•	You can search multiple paths by typing them in the File Name box. Separate each path with a list separator character—usually a semicolon; for example, type c:\House finances;c:\My work documents in this box. To search all subfolders, click  [image], and then click Search Subfolders.

•	If you're looking for a file on a network computer and the drive doesn't appear in the Look In box, click  [image], and then click Map Network Drive. In the Drive box, click the drive letter you want to use to connect to the network computer, enter its path in the Path box, and then click OK.


The password I typed to open a file doesn't work.

Passwords are case sensitive. Check to see whether CAPS LOCK is turned on, or retype the password to make sure that you didn't mistype it.


Commands And Settings button in the Open dialog box

To	Click  [image] and then
To open a network file or a Microsoft Excel workbook in a shared folder for viewing only	Click Open Read Only. To save changes to a read-only file, use the Save As command to save it with a new name.
Print the selected files	Click Print.
Edit or view file properties for the selected file	Click Properties. On the Summary tab or the Custom tab, add or edit the properties you want.
Sort a list of files found in a search	Click Sorting.
Search all subfolders in the selected folders	Click Search Subfolders.
Display the filenames from different folders as one list	Click Group Files By Folder, if it's selected.
Connect to a network drive	Click Map Network Drive. In the Drive box, click the drive letter you want.
Use an existing saved search to find the files you want	Click Saved Searches, and then click the name of the search.
Tip   To select several files at the same time, click the name of the first file. While holding down CTRL, click the name of each additional file. To select several files in sequence, click the name of the first file, hold down SHIFT, and then click the name of the last file. If you select a file you don't want, hold down CTRL, and then click the filename again.


Search for files

1	On the File menu, click Open.

2	In the Look In box, click the drive you want to search.

3	In the box that lists files and folders, double-click the name of the folder you want to search. You can search more than one folder at a time.

How?

4	In the boxes at the bottom of the Open dialog box, specify any additional search criteria you want to use.

5	To search all subfolders of the selected folders and to display the folders that contain the files that are found, click  [image],  and then click Search Subfolders.

6	Click Find Now.

To cancel the search, click Stop.

Tips

•	You can display all the files found in the searched folders as one list. Click  [image], and then click Group Files By Folder to turn it off.

•	You can preview file contents and properties without opening the files. For more information, click  [image].

Notes

•	You can save search criteria you use regularly to search for documents quickly. For more information, click  [image].

•	To use an existing saved search to find the files you want, click  [image],  click Saved Searches, and then click the name of the search.

•	If the list of files found doesn't contain the file you want, you can specify more detailed search criteria. For more information, click  [image].


Entries in the File Name box

In the File Name box in the Open dialog box (File menu), you can do any of the following to locate your file:

•	You can type partial filenames. For example, type region to find all files with names that include "region."

•	You can type filename extensions. For example, type *.wk4 to find Lotus 1-2-3 Release 4.0 files.

•	You can use wildcard characters: use an asterisk (*) to match any number of characters, or use a question mark (?) to match any single character. For example, to find only filenames that end with "region," type *region; or type gr?y to find instances of both "gray" and "grey" in filenames.

•	You can include the full pathname — for example, c:\House finances\Property taxes in 1995. When you include a drive letter, share, or folder, the application automatically updates the location in the Look In box and displays only the name of the file in the File Name box.

•	You can search more than one folder at a time by typing multiple paths. Separate each path with a list separator character; usually this is a semicolon — for example, c:\House finances;c:\My work documents. To search all subfolders, click  [image],  and then click Search Subfolders.

•	To reuse a recent entry, you can click its name in the File Name box.


Use file property information to create search criteria

1	On the File menu, click Open.

2	Click Advanced.

3	To clear the existing search criteria and use the default values in a search, click New Search.

4	Under Define More Criteria, define a search criterion by specifying the options you want in the Property, Condition, and Value boxes.

5	Click Add To List.

6	To create additional criteria, click And or Or, and then repeat steps 4 and 5.

7	In the Look In box, click the drive you want to search.

8	To search all subfolders of the folders on the selected drive, select the Search Subfolders check box.

9	Click Find Now.

To cancel the search, click Stop.

The files found are listed in the large box in the Open dialog box.

Tips

•	You can sort the files. For more information, click  [image].

•	You can preview file contents and properties without opening the files. For more information, click  [image].

Notes

•	You can save search criteria you use regularly to search for documents quickly. For more information, click  [image].

•	You can enter additional property information—such as a descriptive title and keywords that identify important information—to quickly find and view file information. You can also create custom properties. For more information, click  [image].


Save search criteria

1	Specify search criteria in the Open dialog box.

You can specify more detailed search criteria in the Advanced Find dialog box.

How?

2	To save search criteria specified in the Open dialog box, click Advanced to open the Advanced Find dialog box. If you're already in the Advanced Find dialog box, continue with the next step.

3	Click Save Search.

4	In the Name For This Search box, type a name for the saved search criteria.

You can use long, descriptive filenames if you want.

Tip   You can use the saved search the next time you want to find these files. On the File menu, click Open. Click  [image],  click Saved Searches, and then click the name of the search.


Sort a list of files

1	On the File menu, click Open.

2	Click  [image].

3	Click Sorting.

4	Specify how you want to sort the files.


Change saved search criteria

1	On the File menu, click Open.

2	Click Advanced.

3	In the Advanced Find dialog box, click Open Search.

4	Click the name of the saved search, and then click Open.

A box that lists the search criteria appears at the top of the Advanced Find dialog box.

5	Click the criterion you want to change, and then click Delete.

The criterion's settings appear in the Define More Criteria box. If you change your mind, you can click Add To List to restore the search criterion you just deleted.

To clear all criteria and use the default values in a search, click New Search.

6	Under Define More Criteria, specify the new criteria.

7	Click Add To List.

8	Click Save Search, type the name of the saved search, and then click OK.

9	Click Yes to replace the existing saved search.

To assign a new name to the modified search criteria, type a new name, and then click OK.

10	To start the search, click Find Now.


Delete a saved search

1	On the File menu, click Open.

2	Click Advanced.

3	Click Open Search.

4	Click the name of the search, and then click Delete.


Troubleshoot finding files

What do you need help with?

I know that a file is on a drive or in a folder that's displayed in the Open dialog box, but I don't see the file.

When I use one of my saved searches, many of the files I previously found are no longer found.

The wrong files appear after I complete a search.

It takes a long time to find files that were created in other applications.

How do I find out whether a Find Fast index exists for the files I'm trying to find?


I know that a file is on a drive or in a folder that's displayed in the Open dialog box, but I don't see the file.

The current search criteria may include the correct location of the file, but other criteria may exclude the file you're looking for. Try the following:

•	Check the criteria specified at the bottom of the Open dialog box.

•	In the Open dialog box, click New Search to clear all current criteria except the location and the default file type. Try specifying different criteria before clicking Find Now.

•	In the Files Of Type box (Open dialog box), click All Files.

•	To search all subfolders, click  [image] in the Open dialog box, and then click Search Subfolders.

•	If you see the message "Find files that match these criteria (plus criteria in the Advanced Find)" at the bottom of the Open dialog box, click Advanced, and then check the criteria in the Advanced Find dialog box.

•	The file may be hidden. To display all files — including file types such as *.dll and *.sys — click the Windows Start button, point to Programs, and then click Windows Explorer. Click Options on the View menu, and then click Show All Files.


When I use one of my saved searches, many of the files I previously found are no longer found.

Check to see whether the search criteria include a network drive.

•	If the criteria include a network drive, make sure that the drive is still available.

•	If the criteria don't include a network drive, the missing files may have been deleted since the last time you performed this search.


The wrong files appear after I complete a search.

To speed up file searches in the Open dialog box, Office includes Find Fast, an application that can be accessed from the Windows Control Panel. If any of the following situations occur, Find Fast might not be working, or the Find Fast index might not be current:

•	Incorrect or deleted files appear in a search.

•	It takes longer and longer to find the same files.

•	Some searches take a lot longer than others.

To start Find Fast, double-click  [image]  on the Windows Control Panel.

You can check Find Fast for the following:

•	Open the Find Fast Indexer log. This log appears in the Windows Notepad and displays ongoing and completed Find Fast indexing tasks, including any errors encountered. Look for an index in the folder or on the drive that contains the files you want to find. For example, if you're looking for files on your C drive, look for an index for "C:\". For more information, click  [image].

If you don't see a Find Fast index for the location you want, you can create a Find Fast index. For more information, click  [image]. Make sure that the Continue To Update Automatically check box is selected.

If you do see a Find Fast index for the location you want, check the error log for problems encountered during an index update. If the last update occurred more than a day ago, you can update the index. For more information, click  [image]. Make sure that the Continue To Update Automatically check box is selected.

•	Check the types of files that are included in a Find Fast index. By default, when Find Fast is first installed, it creates an index of the contents of the Microsoft Office documents on all local drives. If All Files is selected instead, the search will take longer. For more information, click  [image].

•	Make sure that the Pause Indexing command on the Index menu isn't active. If it is, you can restart Find Fast indexing by clicking Pause Indexing again. Find Fast indexing automatically restarts when you restart your computer.

•	Make sure that the Find Fast application is located in the Windows StartUp folder. If it isn't, you should move it there. For more information, see your Windows documentation.

•	A search that specifies wildcard characters (* or ?) takes longer.

•	A search that specifies a phrase in quotation marks (" ") in the Text Or Property box in the Open dialog box (File menu), or that includes text properties with conditions such as "includes phrase" or "includes near" in the Advanced Find dialog box, also takes longer. To speed up this search, start Find Fast, click Create Index on the Index menu, and then select the Speed Up Phrase Searching check box. This option is usually not necessary, and it increases the size of the Find Fast index from about 5 percent to about 30 percent of the size of the indexed documents.


It takes a long time to find files that were created in other applications.

To speed up file searches, Find Fast creates an index of the contents of the Microsoft Office documents on all local drives during a typical Office installation. These indexes are automatically updated in the background while you work.

You can also create indexes for files created in other applications.

1	Make sure that you've installed the file format converters you need for the types of files for which you want to create a Find Fast index.

How?

2	Create a Find Fast index for all files instead of for Microsoft Office documents only.

How?

Note   Future searches will take longer when you create a Find Fast index for all files instead of for Microsoft Office documents only.


How do I find out if a Find Fast index exists for the files I'm trying to find?
How do I find out whether a Find Fast index exists for the files I'm trying to find?

1	Start Find Fast by double-clicking  [image]  on the Windows Control Panel.

2	Check the status of the indexes that appear in the Index For Documents In And Below box. If you don't see an index for the files you're looking for, you can create one.

How?


Save another copy of a document

1	On the File menu, click Save As.

2	In the File Name box, type a new name for the document.

3	Click Save.

Tip   To save the copy in a different location, click a different drive name or folder name. To save the copy in a new folder, click  [image].


Save a document for use in another application

1	On the File menu, click Save As.

2	In the File Name box, type a name for the document.

3	In the Save As Type box, click the file format you want.

4	Click Save.


Save a document that was created in another application

1	On the File menu, click Save As.

2	In the File Name box, type a new name for the document.

3	In the Save As Type box, click the format in which you want to save the document.

4	Click Save.


Keep the previous version of a document when I save

1	On the File menu, click Save As.

2	Click Options.

3	Select the Always Create Backup Copy check box.

4	Click OK.

5	Click Save.


When I try to save a document, I get a message saying that the document is read-only.

The document is protected with the Read-Only Recommended option. To save changes, you need to save the document with a new name. You can use the same name if you save the document in a new or different folder.


Commands And Settings button in the Save As dialog box

To	Click  [image] and then
Edit or view file properties for the selected file	Click Properties. On the Summary or Custom tab, add or edit the properties you want.
Sort a list of files	Click Sorting.
Connect to a network drive	Click Map Network Drive. In the Drive box, click the drive letter you want.


Close a document

•	On the File menu, click Close.

To close all open documents without quitting the application, hold down SHIFT and click Close All on the File menu.


Reset the TipWizard

•	While holding down CTRL, click [image].


Print more than one copy at a time

1	On the File menu, click Print.

2	In the Number Of Copies box, enter the number of copies you want to print.


Print one or more files
Print several files at once

All the files you want to print must be in the same folder.

1	On the File menu, click Open.

2	While holding down CTRL, click the name of each document you want to print.

Click  [image], and then click Print.


Display the full screen

•	On the View menu, click Full Screen.

Note   To switch to your previous view, click  [image].


Preview file contents and properties

1	On the File menu, click Open.

2	In the Look In box, click the drive and folder that contain the file you want to view.

3	In the large box, click the file you want.

If the file isn't listed in the box, you can search for it.

How?

4	To preview the contents of the file before opening it, click  [image].

To view such details as file size and the date last modified, click  [image].

To view such file properties as subject and statistics, click  [image].


Set file properties

You can enter property information for your files that makes it easy to find the files and information about them. Properties can include a descriptive title, the name of the author, the subject, and keywords that identify topics or other important information. You can also create your own custom properties and link a custom property to specific content in your file. Statistics such as file size and the dates that files were created and last modified are automatically maintained for you.

What do you want to do?

Set properties for the active file

Set properties for any file

Create custom file properties

Link custom properties to content in an active file


Set properties for the active file

1	On the File menu, click Properties, and then click the Summary tab.

2	Type any property information you want.


Set properties for any file

1	On the File menu, click Open.

2	In the Look In box, click the drive and folder that contain the file you want to set properties for.

3	In the large box, click the file you want.

If the file isn't listed in the box, you can search for it.

How?

4	To add or change properties, click [image], and then click Properties.


Change the name of the author

1	On the Tools menu, click Options, and then click the User Info tab (Word) or the General tab (Microsoft Excel).

2	In the Name box (Word) or the User Name box (Microsoft Excel), type the name you want to appear in the Author box on the Summary tab each time you create a new file.

Tip   To change the author name for the active file only, click Properties on the File menu, delete the name in the Author box, and then type a new name.


Searching for files using properties

You can use the properties of a file — such as its title, author name, and keywords — to find and view file information. You can also create custom properties. You can link your custom properties to specific content in a file, such as a bookmark in Word or a named cell in Microsoft Excel, and then use the property to search for the contents. For example, in Microsoft Excel you can create a custom property to use in all budget files, create a link to the cell that contains the budget total, and then search for all budget files in which totals exceed a certain value.

You can use Microsoft Exchange to view custom properties and to sort and categorize files by their properties. For example, you can create a custom view of all budget files in Microsoft Excel that have totals exceeding $10,000, or you can create a view of all budget files that are sorted by the value of their totals.


Use Microsoft Exchange to view files by their properties

Before you do this procedure, you must have Microsoft Exchange installed.

1	Drag or copy the files to a Microsoft Exchange folder.

2	Switch to Microsoft Exchange.

3	On the View menu, click Columns.

4	In the Available Columns box, enter the property for the file you want to view.

If the property you enter is a custom property, click a data type, and then click OK.

5	Click Add.


Create custom file properties

1	On the File menu, click Properties, and then click the Custom tab.

2	In the Name box, type a name for the custom property.

To enter a name that will not appear in other applications, such as Microsoft Exchange, precede the name with an underscore ( _ ).

3	In the Type box, click the type of property you want.

4	In the Value box, type a value for the property, and then click Add.

Note   The value you enter must match the selection in the Type box. For example, if you clicked Number in the Type box, you must type a number in the Value box. Values that don't match the selection in the Type box are stored as text.


Link custom properties to content in an active file

1	On the File menu, click Properties, and then click the Custom tab.

2	In the Name box, type a name for the custom property.

3	Select the Link To Content check box.

If the Link To Content check box is unavailable, you need to define specific content in your file — for example, bookmarks in Word or named cells in Microsoft Excel.

4	In the Source box, click the definition you want to link to, and then click Add.

Note   When links are broken — for instance, when content is removed — the file that uses the linked property will contain the last data saved.


Drag and drop information between applications

You can move or copy information between documents in different applications using drag-and-drop editing. Both applications must support object linking and embedding (OLE).

1	Arrange the application windows so that the source and destination documents are open and visible. You must be able to see the information you want to drag as well as the spot where you want to drop it.

2	Select the information you want to move or copy.

3	To move the information, point to the selected information, and then hold down the mouse button. When the [image] pointer appears, drag the pointer to the new location in the other application, and then release the mouse button.

To copy the information, hold down the CTRL key, point to the selected information, and then hold down the mouse button. When the [image] pointer appears, drag the pointer to the new location in the other application, and then release both the mouse button and the CTRL key.


Troubleshoot linking and embedding problems

What do you need help with?

When I double-click a linked or embedded object, a "cannot edit" error message occurs.

When I double-click an embedded Microsoft Excel object, Microsoft Excel doesn't open.

I want the embedded object rather than an icon to appear in my document.


When I double-click a linked or embedded object, a "cannot edit" error message occurs.

This message appears when the source file can't be opened.

•	Make sure that the application needed to edit the file is installed on your computer. If the application is not installed, you may be able to convert the object to a different file format that you can edit. For more information about converting an object to a different file format, click  [image].

•	Make sure that you have enough memory to run the source application. Close other applications to free up memory, if necessary.

•	If the source application is running, make sure that it doesn't have any open dialog boxes. Switch to the source application, and close any open dialog boxes.

•	If the object is linked, make sure that someone else doesn't have the source file open.

•	If the object is linked, make sure that the source file you want to edit still has the same name and has not been moved. Select the linked object, and then click the Links command on the Edit menu to see the name of the source file. If the source file has been renamed or moved, use the Change Source button in the Links dialog box to reconnect the links.


I want the embedded object rather than an icon to appear in my document.

1	Click the icon.

2	On the Edit menu, point to Object, and then click Convert.

3	Clear the Display As Icon check box.


Share information between Office applications

You can link or embed all or part of an existing file created in an Office application or in any other application that supports linking and embedding. You can also create a new object and then link or embed it. If the file you want to use was created in an application that does not support linking and embedding, you can still copy and paste information from the file, but you may not be able to link or embed from it.

The main differences between linking and embedding are where the data is stored and how it is updated after you place it in your file.

When you link, information gets updated if you modify the source file. Linked data is stored in the source file; the file into which you place the data stores only the location of the source and displays a representation of the linked data.

When you embed, information does not change if you modify the source file. Embedded objects become part of the container file itself. Double-clicking an object after you embed it opens the object in the source application. You can then edit it in place, and the original object in the source application remains unchanged.

What do you want to do?

Embed a new object

Link or embed an entire existing file

Link or embed selected information from an existing file


Embed a new object

To create an embedded object in another application, you must have the other application installed on your computer.

1	Click where you want to embed the new object.

2	On the Insert menu, click Object, and then click the Create New tab.

3	In the Object Type box, click the type of object you want to create.

4	To display the embedded object as an icon, select the Display As Icon check box.

Note   Only applications that are installed on your computer and that support linking and embedding appear in the Object Type box.


Link or embed an entire existing file

1	Click where you want to place the object.

2	On the Insert menu, click Object, and then click the Create From File tab.

3	In the File Name box, type the name of the object you want to link or embed.

To locate the file you want to link or embed, click Browse, and then select the options you want.

4	To display the embedded object as an icon, select the Display As Icon check box.

5	To maintain a link to the original file, select the Link To File check box.

Note   You cannot use the Object command on the Insert menu to insert certain types of files, including graphics. The commands used for inserting graphics vary among Office applications. To find the command you need, look up inserting pictures in online Help for the application in which you want to insert a graphic.


Link or embed selected information from an existing file

1	Select the information you want to link or embed.

2	Click  [image] or  [image].

3	Switch to the document in which you want to place the information, and then click where you want the information to appear.

4	On the Edit menu, click Paste Special.

5	To link the information, click Paste Link.

To embed the information, click Paste. In the As box, click the item with the word "object" in its name. For example, if you copied the information from a Word document, click Microsoft Word Document Object.

Note   When you link or embed an object in a Microsoft Access form or report, the object is displayed in an object frame. If the object you are embedding is from a Microsoft Access table, use a bound object frame. If the object is not stored in a table, use an unbound object frame.


Edit an embedded object

If the application in which you created an embedded object is installed on your computer, double-click the object to open it for editing. Some applications temporarily replace the menus and toolbars in the current application so that you can edit the embedded object in place, without switching to another window. Other applications start the original application in a separate window and then open the object for editing.

If you don't have the application in which an embedded object was created, convert the object to the file format of an application you do have. For example, if your Word document contains an embedded Microsoft Works Spreadsheet object and you don't have Works, you can convert the object to Microsoft Excel Workbook format and edit it in Microsoft Excel.

What do you want to do?

Edit an embedded object when I have the source application installed on my computer

Edit an embedded object when I don't have the application in which it was created


Edit an embedded object when I have the source application installed on my computer

1	Double-click the embedded object to open it.

2	Edit the object.

3	If you are editing the object in place, click anywhere outside the embedded object to return to the container file.

If you are editing the object in a separate application window, click either Exit or Quit on the File menu to return to the container file.

Note   Some embedded objects, such as video and sound clips, play when you double-click them, instead of opening an application for editing. To edit one of these objects, select it, point to Object Name Object on the Edit menu, and then click Edit.


Edit an embedded object when I don't have the application in which it was created

1	Select the object you want to edit.

2	On the Edit menu, point to Object Name Object (for example, Microsoft Works Spreadsheet Object), and then click Convert.

3	To convert the embedded object to the file format you've specified in the Object Type box, click Convert To.

To open the embedded object in the file format you've specified in the Object Type box, click Activate As.


Update a manual link

1	On the Edit menu, click Links.

The Links command is unavailable if your file contains no links.

2	Click the link, and then click the Update Now button.


Change the way a link is updated

1	On the Edit menu, click Links.

The Links command is unavailable if your file contains no links.

2	Click the link you want to update.

To select multiple links, hold down CTRL while you click each link.

3	To update linked information every time you open the file that contains the link and any time the linked information changes while your file is open, click Automatic.

To update linked information only when you click Update Now, click Manual.


Deciding which application to use to create an online or printed form

You can create a form in Word, Microsoft Access, or Microsoft Excel. All three applications provide sample forms you can use "as is" or as a starting point for creating custom forms. For example, Word provides several common online business forms, including invoice, purchase order, and weekly time sheet forms. In addition, Microsoft Access provides a Form Wizard that asks questions and then uses your answers to automatically lay out and format your form.

•	Use either Word or Microsoft Access to create a form that contains complex formatting, pictures, linked or embedded objects, check boxes, drop-down lists, and text areas that have specific data types, formatting, and default text. In either application, you can create forms that are filled in online or forms that are printed and then filled in on paper. In either Word or Microsoft Access, you can set conditions for adding data to the form, include macros that run automatically, and you can provide Help messages to make it easier for users to complete the form.

•	To generate a variety of reports from your data or to collect a large amount of information, use Microsoft Access. You should also use Microsoft Access if your form contains complex expressions or if you need full relational database capabilities.

•	To collect information for use in calculations, analysis, or financial documents (for example, a mortgage table or customer quotes), create your form in Microsoft Excel. You can also use a Microsoft Excel form to collect information and store it in a Microsoft Access database. After you create the form, run the AutoTemplate Wizard in Microsoft Excel to turn your form into a template that's easy to find and use.


Making a list of names and addresses for a mail merge

Before you create a list of names and addresses for a mail merge, you need to determine which Office application is suited to your task. For a mail merge, you can use a list you create in Word, Microsoft Access, Schedule+, or Microsoft Excel.

•	For a small- or medium-size list of names and addresses in which you don't expect to make many changes, click Create Data Source in the Word Mail Merge Helper.

•	To use the names and addresses in your Schedule+ Contact List, use the Word Letter Wizard.

•	For an automatically numbered list, use Word.

•	For a longer list—where you expect to add, delete, and change entries—or for a list of numbers, use Microsoft Excel.

•	For powerful sorting and searching capabilities, use either Microsoft Access or Microsoft Excel.

•	For a list with full relational database capabilities, for a large list, or for a list you can share with others, use Microsoft Access.


Deciding which Office application to use to create a table

Before you create a table, you need to determine which Office application is best suited to your task. To create a table, you can use Word, Microsoft Excel, or Microsoft Access. All three applications can automatically format the table for you.

•	For a table that includes complex formatting such as bulleted lists, custom tabs, numbering, or hanging indents, use Word.

•	For a table that includes complex calculations, statistical analysis, queries, or charts, use Microsoft Excel. However, if your table entries will exceed 255 characters in length, do not use Microsoft Excel; instead, use Word or Microsoft Access.

•	For powerful sorting and searching capabilities, use either Microsoft Access or Microsoft Excel.

•	If you need full relational database capabilities, create your table in Microsoft Access.

•	For a table that you can easily include in a PowerPoint presentation, use Word.


Importing or converting files from another Office application

To convert most types of files that were saved in another format, simply open the file in the Office application you want to use. When the Office application recognizes the file format, it converts the document and opens it. For example, you can open a Word document in PowerPoint, and PowerPoint will automatically convert the Word document to PowerPoint file format.

In some cases, you must first open the file in the source application and save it in the file format of the other application. After the source file is converted, you can open it directly in the other application. For example, to transfer a Microsoft Access database table to Microsoft Excel, click the Analyze It button in Microsoft Access to open the database table, save it in Microsoft Excel file format, and then open the file directly in Microsoft Excel.

Note   For information about which file formats an application can import or export, look up convert in that application's online Help. If you did not install a necessary file converter, run Office Setup again, adding the converters you need.


The format of information pasted from the Clipboard

Information you cut or copy to another application is pasted, if possible, in a format that the application can edit. For example, data from Microsoft Excel worksheets and records from Microsoft Access are pasted into Word as Word tables, complete with column widths and font formatting. Text from Word is pasted into Microsoft Excel as editable text, and records from Microsoft Access are pasted into a Microsoft Excel worksheet as rows, with each field in a separate column.

If an application can't edit the information, it embeds it as an object. You can use the source application to edit embedded information. If the information can't be embedded, it is pasted as a static picture that cannot be edited.

Note   To control how information is pasted, use the Paste Special command on the Edit menu.


When I double-click an embedded Microsoft Excel object, Microsoft Excel doesn't open.

You probably have the Ignore Other Applications check box selected, which causes Microsoft Excel to ignore all requests from other applications. Use the following procedure to turn off the Ignore Other Applications check box.

1	In Microsoft Excel, click Options on the Tools menu, and then click the General tab.

Clear the Ignore Other Applications check box.


Install or remove individual components of Microsoft Office

1	Close all open applications.

2	If the Office Shortcut Bar is available, click the area with the small button at the extreme left or top of the Office Shortcut Bar, and then click Add/Remove Programs.

If the Office Shortcut Bar is unavailable, point to Settings on the Windows Start menu, and then click Control Panel. Double-click Add/Remove Programs, and then click the Install/Uninstall tab. Click the Office application, and then click Add/Remove.

3	Follow the instructions on the screen.

Notes

•	If you originally installed the application from a network file server or a shared folder, run that copy of the Setup program.

•	To add or remove components of Office on Windows NT, start Office Setup the same as when you first installed Office, and follow the instructions on the screen.


Troubleshoot problems in Word with linked or embedded Microsoft Excel objects

What do you need help with?

When I paste link a Microsoft Excel worksheet into a Word document, Word inserts an extra paragraph mark above the link. I can't delete the paragraph mark.

Word changes the font size of the data I paste from Microsoft Excel.

After I save my Microsoft Excel worksheet in Word, I can't open it in Microsoft Excel.

In Word, I'm having trouble scaling an embedded Microsoft Excel chart object.

The cell alignment is wrong in some of the Microsoft Excel worksheets I pasted into Word.

When I drag a framed, linked Microsoft Excel worksheet to another location in my Word document, it appears twice in my document instead of once.


When I paste link a Microsoft Excel worksheet into a Word document, Word inserts an extra paragraph mark above the link. I can't delete the paragraph mark.

Although you can't delete the extra paragraph mark, you can make it very small by changing the line spacing setting to Exactly 0.01". To change line spacing, click Paragraph on the Format menu.

Note   The extra paragraph mark does not appear if you paste the worksheet instead of linking it.


Word changes the font size of the data I paste from Microsoft Excel.

Word changes 10-point text pasted from Microsoft Excel to the default font size used by Word. It does not change the typeface, nor does it change any text with a font size other than 10 points.

For example, if the default font (Normal style) in Word is Times New Roman 12-point, all Arial 10-point text in Microsoft Excel changes to Arial 12-point text when you paste it into Word. This change occurs only when you paste the data. It does not occur if you embed or link the Microsoft Excel data.

To have 10-point text from Microsoft Excel remain 10-point text when you paste it into Word, change the font size of the Normal style in Word to 10 points before you paste the Microsoft Excel data. After you paste the data, you can change the Normal style font size in Word back to the original setting.


After I save my Microsoft Excel worksheet in Word, I can't open it in Microsoft Excel.

Word can open (import) Microsoft Excel files, but it can't save (export) in Microsoft Excel format. If you save a Microsoft Excel Worksheet in Word, the file becomes a Word Document file. To edit and save changes to a Microsoft Excel worksheet, don't save it in Word; instead, open, edit, and save the worksheet in Microsoft Excel. Then open it again in Word.

If you then save the worksheet in Word Document format, Word replaces the Microsoft Excel file with a Word document file, which Microsoft Excel can no longer read. If your file was a Microsoft Excel workbook, all of the workbook contents are lost.

To edit and save changes to a Microsoft Excel worksheet, don't save it in Word; instead, open, edit, and save the worksheet in Microsoft Excel. Then open it again in Word.


In Word, I'm having trouble scaling an embedded Microsoft Excel chart object.

When you resize an embedded Microsoft Excel chart sheet in a Word document, the chart plot area may be resized while the chart text, chart legend, and object frame remain unchanged. This happens if the EMBED field in Word contains the \s switch, which returns an embedded object to its original size when you update the field.

When you resize a Microsoft Excel embedded chart, the chart in the object appears off center, the Microsoft Excel worksheet cells are visible, and the chart object frame returns to its original size. This happens partly because of the \s EMBED field switch, and partly because an embedded chart includes Microsoft Excel worksheet cells as well as the embedded chart. This makes the embedded object behave more like a Microsoft Excel Worksheet object than a Chart object.

Use the following procedure to remove the /s switch from either type of embedded chart so that you can resize the chart in Word without distorting the chart components or displaying cells from the underlying worksheet:

1	Select the embedded chart in Word.

2	Press SHIFT+F9 to display the field code instead of the object. The field code appears as follows:

{EMBED Excel.Chart.5 \s}

3	Delete " /s" from the field code so that it appears as follows:

{EMBED Excel.Chart.5}

4	With the field code still selected, press F9 to update the field, and then press SHIFT+F9 to display the chart object.

5	Size the chart object.

Tip   For best results in Word, embed a chart sheet rather than an embedded chart whenever possible, and size the chart in Microsoft Excel before you embed it in Word.


The cell alignment is wrong in some of the Microsoft Excel worksheets I pasted into Word.

Word does not support vertical alignment for table cells, so it does not retain center or bottom vertical alignment formatting that was applied in Microsoft Excel. To change the vertical alignment in Word, use paragraph formatting commands. You can also paste the worksheet as a picture rather than as formatted text.

When you link the Microsoft Excel worksheet, Word adds a formatting switch that maintains any formatting you apply to the worksheet in Word. If you change the alignment of cells in Microsoft Excel and then update the link in Word, the new alignment does not appear in Word.

•	To change the alignment of the cells in Microsoft Excel and have the changes appear in Word each time you update the link, delete the mergeformat option and its formatting switch from the LINK field in Word. The worksheet in Word reverts to the alignment of the cells in the Microsoft Excel worksheet each time you update the link in Word.

•	To change the alignment of the worksheet in Word so that it does not revert to the Microsoft Excel alignment when you update the link, leave the LINK field in Word unchanged and change the alignment formatting in Word.

•	To change the alignment in Microsoft Excel but preserve any subsequent alignment changes made in Word, delete and then reinsert the LINK field.


When I drag a framed, linked Microsoft Excel worksheet to another location in my Word document, it appears twice in my document instead of once.

The worksheet appears twice if the field result, rather than the field code, is displayed when you frame the LINK field. Word frames the worksheet (the field result) but not the field. Consequently, when you drag the framed field result, you drag a framed picture of the worksheet but you leave the unframed LINK field behind. If you later update the LINK field, a new, unframed copy of the worksheet appears in the original location.

Delete the unlinked, framed copy of the worksheet. Then frame both the LINK field and its picture result. To do this, in Word press SHIFT+F9 to display the field code, and then select the LINK field before you frame the worksheet. If you frame the LINK field with its picture, they will stay together when you drag them to a new location in Word.


Answers to common questions

Automated answers to common questions, solutions to technical problems, and tips are available at no cost — 24 hours a day, 7 days a week — by telephoning Microsoft FastTips. For more information about FastTips information services, click  [image].


Sending feedback on user assistance

The Answer Wizard senses that your question hasn't been answered to your satisfaction. In creating the Answer Wizard, our goal is to provide you with the assistance you need, when you need it. If the Answer Wizard hasn't provided you with the information you need, please let us know. Your feedback can help us refine future versions.

You can send feedback by electronic mail to:

•	offc95ua@microsoft.com

Or you can send a letter to:

•	Office UA Feedback
Microsoft Corporation
1 Microsoft Way
Redmond, WA   98052
USA

Tell us the question or questions you asked. Tell us what didn't work. The more details you provide, the better we can make adjustments in the future. We look forward to hearing from you!

The Microsoft Office User Assistance Team


Where the Answer Wizard wants to go

The Answer Wizard wants to go wherever you do. If you need help, ask the Answer Wizard about the task you're working on. The Answer Wizard can take you right to the tools you need, and it will tell you how to use them when you get there.


Make my computer smile

1	Type a colon (:).

2	Type a right parenthesis[ ) ].

Repeat steps 1 and 2 until the desired level of machine happiness is achieved.


Find Fast dialog box options

Index For Documents In And Below

Displays status information for each indexing task, including the drive, share, and folder location of the indexed documents.


Index menu commands in Find Fast

Create Index command

To create a new Find Fast index, click Create Index.

Update Index command

To update a Find Fast index, click Update Index.

Delete Index command

To delete a Find Fast index, click Delete Index.

Show Indexer Log command

To display a log of ongoing and completed Find Fast indexing tasks, including any errors encountered, click Show Indexer Log. To return to Find Fast, click Exit on the File menu.

Pause Indexing command

To temporarily stop Find Fast indexing, click Pause Indexing. To restart Find Fast indexing during the current computer session, click Pause Indexing again. Find Fast indexing automatically restarts when you restart your computer.

Cancel Selected Task command

To cancel an indexing task, click the task under Index For Documents In And Below and then click Cancel Selected Task.

Close command

To quit Find Fast, click Close.


Create a new Find Fast index

1	On the Windows Start menu, point to Settings, and then click Control Panel.

2	Double-click  [image].

3	On the Index menu, click Create Index.

4	In the In And Below box, specify the path for the documents you want Find Fast to index.

To create a Find Fast index for the contents of documents located in a specific folder on the local drive or on a network share, click Browse to specify the folder or network share you want.

5	In the Of Type box, click the type of document you want Find Fast to index.

Tips

•	It's more efficient to create a Find Fast index for an entire drive or top-level folder than to create smaller indexes for subfolders.

•	To index documents created in another application, such as Lotus 1-2-3 or Word Perfect, click All Files in the Of Type box. Make sure that you've installed the appropriate file format converter. For more information, click  [image].

•	To change the scope of a Find Fast index — for example, to change the file type, or to index all the documents instead of only those located in or below a specific folder on the local drive — you must delete the original index before you create the new one. For more information, click  [image].

Note   Before you create an index on a network share that's maintained by a system administrator, you should check with the system administrator. A Find Fast index is about 5 percent of the size of the indexed documents.


Update a Find Fast index

1	On the Windows Start menu, point to Settings, and then click Control Panel.

2	Double-click  [image].

3	On the Index menu, click Update Index.

4	In the In And Below box, click the path for the documents for which you want to update the Find Fast index.

To update a Find Fast index that doesn't appear in the list, click Browse. You can select any folder, drive, or network share that you specified when creating an index.

Tip   You can click Information to display information about the Find Fast index selected in the In And Below box, such as the date last updated, the number of documents indexed, and the size of the index.

Note   You won't have to update indexes in the future if the Continue To Update Automatically check box remains selected.


Delete a Find Fast index

1	On the Windows Start menu, point to Settings, and then click Control Panel.

2	Double-click  [image].

3	On the Index menu, click Delete Index.

4	In the In And Below box, click the location of the Find Fast index you want to delete.

To delete an index that doesn't appear in the list, click Browse. You can select any folder, drive, or network share that you specified when creating an index.

Tip   The information about the Find Fast index selected in the In And Below box—such as the date last updated, the number of documents indexed, and the size of the index—appears in the dialog box.


View a log of Find Fast indexing tasks

1	On the Windows Start menu, point to Settings, and then click Control Panel.

2	Double-click  [image].

3	On the Index menu, click Show Indexer Log.

4	To return to Find Fast, click Exit on the File menu.


Cancel or temporarily stop Find Fast indexing tasks

1	On the Windows Start menu, point to Settings, and then click Control Panel.

2	Double-click  [image].

3	To cancel a scheduled indexing task, click its path under Index For Documents In And Below, and then click Cancel Selected Task on the Index menu.

To temporarily stop all index creation and updating, click Pause Indexing on the Index menu.

Tip   To restart background indexing during the current session, click Pause Indexing on the Index menu again. Find Fast indexing automatically restarts when you restart your computer.


Add or delete shortcuts in the Microsoft Network dialog box

1	Connect to The Microsoft Network.

   How?

2	In The Microsoft Network, locate the topic you want to add to the Microsoft Network dialog box.

3	Using the right mouse button, click the topic icon, and then click Create Shortcut.

The Microsoft Network places a shortcut icon on your desktop.

4	Drag the shortcut icon from the desktop to the MSN toolbar on the Office Shortcut Bar.


Finding information in the Microsoft Knowledge Base

To find the technical information you need in the Microsoft Knowledge Base (KB), compose a text query that includes the elements in the following table.

Enter this element	By typing, for example
Topic	shortcut bar or pie chart
Application name	office or word
Application version	7.0 (for information about Word version 7.0)
Operating system	windows 95
KB keywords	kbprint (for information about printing) KB articles about the same topic are grouped by keyword. For a list of keywords, search the KB using kbkeyword. For a list of keywords for a specific Microsoft product, search the KB using kbkeyword and product name — for example, kbkeyword and excel.
Logical operators: AND, OR, NOT	print AND (landscape NOT portrait) AND laserjet AND (iiisi OR 4si) Use AND to return articles that contain the expressions on both sides of AND. Use OR to return articles that contain the expressions on one or both sides of OR. Use NOT to exclude articles that contain the expression following NOT.
Grouping operators:  " " (quotation marks),  ( ) (parentheses)	(explorer OR "my computer") AND "start button" Enclose phrases longer than one word in quotation marks. Enclose an expression in parentheses to change its evaluation order — for example, to evaluate an OR expression before an AND expression. (In the absence of parentheses, AND expressions are evaluated before OR expressions.)
Tip   Some Microsoft products offer KB articles in Windows Help file format. To access a list of these Microsoft products, search the KB using the keywords kbfile and help.

For more information about how to access the Microsoft Knowledge Base, click  [image].


Connect to Microsoft technical resources

If you have a question about an Office application, first look in the Getting Results books, the Answer Wizard, or the Readme file that comes with the application. If you don't find what you need, you can get information from several Microsoft technical resources, including online support forums, the Microsoft Knowledge Base (KB), Microsoft Software Library (MSL), Microsoft Download Service (MSDL), the Microsoft TechNet and Microsoft Developer Network CD-ROMs, and Microsoft Press publications.

If you have a modem, you can automatically connect to most of these resources by clicking The Microsoft Network on the Help menu in any Office application.

Where do you want to go for technical information?

The Microsoft Network (for KB, MSL, support forums, and more)

Microsoft FastTips (for popular KB articles and recorded, faxed, or mailed technical information)

Microsoft Download Service (MSDL)

The Internet (for KB, MSL, and more)

CompuServe, America Online, and GEnie (for KB, MSL, support forums, and more)

Microsoft TechNet and Microsoft Developer Network CD-ROMs (for KB, MSL, technical white papers, and more)

Microsoft Press (for technical publications)


The Microsoft Network

If you have a modem, you can quickly connect to The Microsoft Network (MSN) from any Office application.

1	On the Help menu, click The Microsoft Network.

2	Click where you want to go on The Microsoft Network, and then click Connect.


Microsoft FastTips

Microsoft FastTips gives recorded or faxed answers in English to common technical problems. You can also order Application Notes and popular articles from the Microsoft Knowledge Base (KB) by fax or mail.

Microsoft FastTips is available 24 hours a day, 7 days a week, by calling (800) 936-4100, toll-free, from a touch-tone telephone. Using the buttons on your telephone, follow the prompts to hear recorded answers to your technical questions, obtain a catalog of available information, or order items by fax.


Microsoft Download Service

To connect to the Microsoft Download Service (MSDL) bulletin board system, use your modem to call (206) 936-6735 in the United States or (905) 507-3022 in Canada, and then follow the prompts. This service is available 24 hours a day, 7 days a week.

Note   MSDL supports 1200-, 2400-, 9600-, and 14,400-baud (V.32 and V.42) data transmission with 8 data bits, 1 stop bit, and no parity. The protocols that MSDL supports are Xmodem, Xmodem-1K, Ymodem (batch), Kermit, Super Kermit (Sliding Windows), and Zmodem.


The Internet via World Wide Web, FTP, or Gopher

You can access the Microsoft Knowledge Base (KB) and Microsoft Software Library (MSL) at any of the following three Internet sites:

•	Microsoft World Wide Web site, located at www.microsoft.com

•	Microsoft Gopher site, located at gopher.microsoft.com

•	Microsoft FTP site (which supports anonymous logon), located at ftp.microsoft.com

The KB at the World Wide Web and Gopher sites provides full-text searches and automatic links to files on the MSL so you can download files directly from KB articles.


CompuServe, America Online, and GEnie

The Microsoft Knowledge Base (KB) and Microsoft Software Library (MSL) are available on the CompuServe, America Online, and GEnie information services. CompuServe also hosts Microsoft forums where you can interact with other users and Microsoft support personnel.

CompuServe

•	To access the Microsoft Knowledge Base, type go mskb at any ! prompt.

•	To access the Microsoft Software Library, type go msl at any ! prompt.

•	To access Microsoft forums, type go microsoft at any ! prompt.

America Online

•	To access the Microsoft Knowledge Base, click Keyword on the Go To menu, type microsoft in the Enter Word(s) box, and then click Go. In the Microsoft Resource Center, click Knowledge Base.

GEnie

•	To access the Microsoft Knowledge Base, type m505 at the GEnie system prompt.


Microsoft TechNet and Microsoft Developer Network

To get the Microsoft Knowledge Base (KB), Microsoft Software Library (MSL), and other technical information on CD, you can subscribe to two different services — Microsoft TechNet and the Microsoft Developer Network (MSDN).

To subscribe to Microsoft TechNet, call (800) 344-2121. To subscribe to the MSDN, call (800) 759-5474. Both numbers are toll-free in the United States and Canada.


Microsoft Press

Microsoft Press offers a wide variety of technical publications about Microsoft products and related computer technologies. These publications include development kits, resource kits, the Step by Step and Running... series of how-to books, Field Guide reference books, programming books, and more. You can get Microsoft Press books from your local bookstore or by calling (800) MSPRESS, or (800) 677-7377.