MS-OFFICE TIPSWORD

SPECIAL FIND AND REPLACE...................................................................................................................4LIGHTEN UP!........................................................................................................................................... 4USING A WATERMARK.............................................................................................................................4USE THE SPIKE........................................................................................................................................4ONE LETTER AT A TIME...........................................................................................................................4FIND IT AGAIN......................................................................................................................................... 5CUSTOM DATES IN THE HEADER.............................................................................................................5GOING BACK TO WHERE YOU LEFT OFF..................................................................................................5A SIMPLE BUTTON PROGRAM..................................................................................................................6MAKING A BLANK....................................................................................................................................6FIND IT AGAIN, SAM................................................................................................................................6SELECTIVE SELECTION............................................................................................................................6IT'S ALL SYMBOLIC..................................................................................................................................6INSERT YOUR OWN LOGO.......................................................................................................................7FLOATS LIKE A BUTTERFLY . . .................................................................................................................7SUGAR AND SPICE...................................................................................................................................7TO CHECK OR TO NOT CHECK.................................................................................................................7WHERE'S THE ARROW?...........................................................................................................................8A GOOD WATERMARK.............................................................................................................................8INSERT A BLANK...................................................................................................................................... 8SYMBOLS IN TEXT...................................................................................................................................8OVER THE RAINBOW?..............................................................................................................................9GIVING FOOTERS THE BOOT...................................................................................................................9ALL ON A PAGE....................................................................................................................................... 9IS THIS AN ADDRESS?...........................................................................................................................10FIND ANOTHER ONE..............................................................................................................................10ITS ALL MY DEFAULT.............................................................................................................................10REPLACING SPECIAL CHARACTERS........................................................................................................10STAY STRAIGHT..................................................................................................................................... 11A FAST WAY TO SWITCH BETWEEN WORD DOCUMENTS.......................................................................11CHOOSING FROM ANY STYLE IN WORD 97............................................................................................11PLACING THE CURRENT FILE NAME IN THE WORD FOOTER...................................................................11DO IT WITH AUTOCORRECT...................................................................................................................12WORKING WITH SYMBOLS IN WORD 97................................................................................................12EUROSIGN ALT 0128.............................................................................................................................12RUN NOTEPAD PLEASE..........................................................................................................................12SELECTIVE SERVICE..............................................................................................................................13NO HYPERLINKS, PLEASE.......................................................................................................................13INSERT LINE NUMBERS..........................................................................................................................13PUT IT IN ITS PLACE...............................................................................................................................14OPEN IT BLANK...................................................................................................................................... 14IT'S AN ATTENTION GRABBER...............................................................................................................14THEY COME IN ALL SHAPES...................................................................................................................15GIVE ME A SUMMARY PLEASE................................................................................................................15CONVERTING FOOTNOTES....................................................................................................................15PURFECT SPELING AND GOOD GRAMMAR.............................................................................................16A PICTURE IS WORTH A THOUSAND CLICKS..........................................................................................16REPLACE WITH STYLE............................................................................................................................16KEEP 'EM TOGETHER.............................................................................................................................17A VERTICAL LEAP..................................................................................................................................17MAKE A RUN FOR THE BORDER.............................................................................................................172-4-6-8, WE DON'T WANT TO HYPHENATE............................................................................................17CUT 'N' SAVE......................................................................................................................................... 18SUM TABLE ADVICE...............................................................................................................................18HOW TO CORRECT THIS?......................................................................................................................18ONE AND ONLY ONE..............................................................................................................................19ADD A SYMBOL..................................................................................................................................... 19A YEN FOR POUNDS..............................................................................................................................19GLOBAL DOMINATION...........................................................................................................................19

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IT MAKES CENTS................................................................................................................................... 20HYPER-HYPHENATION...........................................................................................................................20YES, MASTER......................................................................................................................................... 20CHANGE THE WORD LABEL FONT.........................................................................................................21OPEN THE LAST ONE.............................................................................................................................21HOW TO REPEAT FIND IN MICROSOFT WORD........................................................................................21WORD MACRO SHORTCUT....................................................................................................................21SPELL CHECK YOUR WORD HEADINGS..................................................................................................21FINDING THE NEXT OCCURRENCE IN WORD DOCUMENTS....................................................................22WORD'S FORMATTING MARKS...............................................................................................................22ADDING A BLANK SPACE ABOVE A WORD TABLE..................................................................................22CHANGING THE WORD FONT SIZE........................................................................................................22FINDING YOUR PLACE IN WORD............................................................................................................22SOME WORD TEXT SELECTION HINTS...................................................................................................23USING WORD'S WORK MENU................................................................................................................23MOVING OR REMOVING WORD TOOLBAR BUTTONS..............................................................................23ADD FOOTNOTES..................................................................................................................................23ALIGNING TEXT IN WORD......................................................................................................................23USING WORD THEMES..........................................................................................................................23MODIFYING THE WORD NEW BUTTON...................................................................................................24CREATE MULTIPLE VERSIONS IN WORD.................................................................................................24A TABLE-TO-TEXT WORD MACRO..........................................................................................................24INSERTING BOOKMARKS IN A WORD DOCUMENT..................................................................................24HYPHENATING WORD DOCUMENTS.......................................................................................................25TEXT WRAPPING IN WORD 2000...........................................................................................................25HOLIDAY PAPER FOR WORD DOCUMENTS.............................................................................................25GETTING WORD TO DO A SUMMARY.....................................................................................................25A TITLE CASE WORD MACRO.................................................................................................................25LOCATING A FILE IN WORD...................................................................................................................26CHANGING TO FULLY JUSTIFIED TEXT IN WORD....................................................................................26WORD'S WORK MENU...........................................................................................................................26SELECTING TEXT COLUMNS IN WORD...................................................................................................26CREATING NEW DEFAULT MARGINS IN WORD.......................................................................................27ADDING A HORIZONTAL LINE TO A WORD DOCUMENT.........................................................................27QUICK SYNONYMS IN WORD..................................................................................................................27SELECTING TEXT IN WORD 2000...........................................................................................................27CONVERT HYPHENS TO DASHES IN WORD............................................................................................27A MULTITUDE OF TEXT BOXES IN WORD...............................................................................................27USING COLUMNS IN WORD...................................................................................................................28KEEPING NAMES TOGETHER IN WORD..................................................................................................28ASSIGNING STYLES IN WORD................................................................................................................28WORKING WITH WORD FOOTNOTES.....................................................................................................28DELETING A SENTENCE IN WORD..........................................................................................................28SELECTING CELLS IN WORD TABLES.....................................................................................................28A WORD VISUAL EFFECT.......................................................................................................................29A WORD SHORTCUT KEY LIST...............................................................................................................29WORKING WITH WORD MACROS...........................................................................................................29NON-BREAKING TABLES IN WORD.........................................................................................................29TO INDENT OR TO NOT INDENT IN WORD DOCUMENTS........................................................................30OPENING A WORD DOCUMENT COPY....................................................................................................30OPENING FIND AND REPLACE IN WORD................................................................................................30A STANDARD TABLE FOR WORD...........................................................................................................30RECORDING A WORD MACRO................................................................................................................30USING WORD TABLE GRIDLINES............................................................................................................30SAVING A SELECTION IN WORD.............................................................................................................30USING SUBSCRIPTS IN WORD................................................................................................................31PRESERVING FORMATS IN WORD COPIES..............................................................................................31MODIFYING YOUR WORD DICTIONARIES...............................................................................................31WORD COUNT FOR SELECTED TEXT......................................................................................................31QUICKLY JUMP BETWEEN DOCUMENTS.................................................................................................31CLEAN UP TEXT IN WORD......................................................................................................................31GENERATING DUMMY TEXT IN WORD....................................................................................................32CHANGE THE DEFAULT FONT................................................................................................................32FORMATTING NUMBERS IN MICROSOFT WORD.....................................................................................32DOUBLE YOUR PAGES...........................................................................................................................33

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SPECIAL FIND AND REPLACE You know how to use Find and Replace to locate and change words in Microsoft Word. We've even discussed using Find and Replace to replace styles. If you take a close look at the Find and Replace dialog box, you'll see that you can also use it to locate and change other document features. Let's take a look. Run Word and load a document. Press Ctrl-H to open the Find and Replace dialog box. Now click on the More button to get to the expanded feature list and click on Format. As you can see from the menu, you can find and replace fonts, paragraphs, tabs, languages, frames, styles, and highlights.

This offers some possibilities for those documents under development. For example, you could highlight a sentence or paragraph that isn't thoroughly researched. The highlighting will remind you to do the research; and if you need to make changes later, you can use Find and Replace to locate (and perhaps make changes) to the highlighted text. When finished, all you have to do is remove the highlighting.

LIGHTEN UP! In the last tip, we showed you how to add a watermark to a Word 97 document. This time we'll show you how to modify or delete it. Suppose you insert a watermark, then find it's a bit too dark on the printout and obscures your text. To make it lighter, choose View|Header and Footer. Select the watermark by clicking it once. Choose Format|Picture and click the Picture tab. Now adjust the brightness and contrast to make the picture dimmer and click OK. To delete a watermark completely, choose View|Header and Footer, select the watermark and press Delete.

USING A WATERMARK We've covered watermarks in Word 97 before, but many subscribers have requested more detail. A watermark is usually text or graphics that's imprinted in stationery by the paper manufacturer. In Word 97, you can add your own watermarks to documents. Here's a way to create a graphic watermark on every page of a document. First, choose View|Header and Footer. In the Header and Footer toolbar, click the Show/Hide Document Text button. Now choose Insert|Picture|ClipArt and select your picture. Now size the picture and locate it where you want it to appear on the page. While the picture is still selected in your document, choose Format|Picture. When the Format Picture dialog box opens, click the Wrapping tab and click None. Next, click the Picture tab, then click on the down arrow at the right side of the Color list box and, when the list expands, choose Watermark and click OK. If you look at your document in Print Preview now, you'll see that watermark.

USE THE SPIKE Suppose you're working in Word and you don't like the way you've placed a picture. If it begins to look as though the best approach is to cut the picture and finish the text, you can choose Edit|Cut to cut the picture. This places the picture into the Clipboard for later use. Unfortunately, if you then cut or copy something else, you lose your picture. This might be a good time to use the Spike. To delete the picture and put it on the Spike, select it and then press Ctrl-F3. The picture will remain on the Spike until you need it again. To paste the picture and remove it from the Spike, click where you want the picture to appear and press Ctrl-Shift-F3. This will completely clear the Spike and paste all its contents into the document.

ONE LETTER AT A TIME If you would like WordArt text to appear on a slide one letter at a time, just create each letter separately. For example, if you'd like to use WordArt to create the word Sell you can choose Insert, Picture, WordArt and choose the style you want. When the Edit WordArt Text dialog box appears, enter only the S. Repeat the procedure for the e, l, and l. If you want all the letters to appear on the same line as though you had generated the word all at once, rather than as individual letters, click one of the letters and then press and hold the Shift key while you click the remaining letters. This will select all the letters. Next, choose Draw, Align or Distribute, Align Bottom. This will set all the letters to the level of the lowest letter.

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To animate the letters, first right-click the last letter in the word and choose Custom Animation. When the Custom Animation dialog box opens, click the Effects tab. Click the arrow at the right of the Entry Animation list box to expand the list. Select the effect you want to use and click OK (we chose Appear). Repeat this process for each of the letters. After you've chosen some animation for each letter, right-click one of the letters and choose Custom Animation. When the Custom animation dialog box opens, click the Timing tab. Now, select each of the objects and select a timing. After you select a timing for each letter, click OK. You're ready to test your slide animation now. To do this, choose Slide Show, View Show.

FIND IT AGAIN We recently ran a tip describing how to repeat a Find in Microsoft Word. As reader D.B. points out, we missed one way. Let's say that you decide to use Find (Ctrl-F) to locate all occurrences of a particular word. You click Find Next and find one occurrence. You close the Find dialog box, but later you want to find another occurrence of the same word. You can repeat the Find by clicking the blue double-down arrows on the vertical scrollbar. You won't get another dialog box--the word you're seeking will be highlighted on the screen each time you click. If you want to search backward rather than forward, click the blue double-up arrows.

CUSTOM DATES IN THE HEADER When you insert the date into a Word document's header (or footer), the date appears in the form MM/dd/yy For example, June 15, 1998 will appear in the header as 06/18/98 Let's say that you'd prefer to use the form June 18, 1998 You can change this format by editing the Windows 95 Registry. This is a rather drastic, and possibly dangerous, move. So you should first backup your Registry files. Close Word before you begin. Run Windows Explorer and click the Windows folder. Locate User.dat and click it. Next press and hold down the Ctrl key, locate System.dat and click it. Now use the right-mouse button to drag both files to a new folder (any folder, so long as you remember it later). When you release the mouse button, a menu will open. Choose Copy Here. Now you can get started with your modification. We're going to show you how to generate a file that will modify the Registry. Run this file at your own risk. And don't neglect to make copies of User.dat and System.dat. Run Notepad and enter exactly as shown (spaces and all) REGEDIT4 [HKEY_CURRENT_USER\Software\Microsoft\Office\8.0\Word\Options] "DateFormat"="MMMM d, yyyy" Choose File, Save As and name the file DoDate.REG Note that you can change the name, but you must use the REG extension. Save the file. Now double-click your new REG file and it will insert the date format change into the Registry. You can run Word and use your new date format now.

GOING BACK TO WHERE YOU LEFT OFF When you open a Word 97 document, there are times when you would like to go back to where you were working when you saved and closed the document. This is no problem; all you have to do is press Shift-F5. You can use the same technique to return to the last working point after you scroll through a document.

A SIMPLE BUTTON PROGRAM Forget about WordBasic, and other macro languages; Visual Basic for Applications (VBA) is what you get with Office 97. If you've been writing macros in Office 95, you won't have much trouble switching to VBA--so this tip is primarily for those who have little macro experience. To demonstrate a few of the basics of VBA programming, let's create a simple command button in Word and then make it do something worthless. To begin, press Alt-F11. When the VBA editor opens, choose Insert, User Form. In the Toolbox, click the Command Button tool (you can find this by moving the cursor over the buttons to see what the tool tip says). Now, using the mouse, draw a button on the form. Make it rather large to hold all the text we'll use in it. Double-click the button and type in the code shown here exactly as shown. Note that some of this code is supplied by the VBA editor.

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Private Sub CommandButton1_Click() If CommandButton1.Caption = "Click Me" Then CommandButton1.Caption = "Thanks, I needed that" & vbCrLf & "Click me again" Else CommandButton1.Caption = "Click Me" End IfEnd Sub Choose File, Save Normal to save your new VBA program. To run the program, press F5. When you're finished working with VBA, press Alt-Q to return to Word.

MAKING A BLANK When you choose to use bullets or numbering in a Word document, the new number or bullet appears when you press Enter. If you'd like to insert a blank line between one bulleted line and another, you can press Shift-Enter. To get to the next bulleted line, press Enter. This produces the effect shown here. 1. Line one 2. Line two 3. Line three4. Line four 5. Line five

FIND IT AGAIN, SAM You don't have to keep opening Find (Ctrl-F) to repeat a search. All you have to do is press Shift-F4 and Word will perform a search for the word (or phrase) most recently entered in Find. To check this out, press Ctrl-F to open Find. Enter a common word or phrase (the, and, lottery winner, etc.). Click Find Next to find the first occurrence and then click Close. Now press Shift-F4 and Word will locate the next occurrence of your word or phrase.

SELECTIVE SELECTION Although we've covered this topic before, we receive a significant amount of e-mail on the subject, so perhaps it's time to do it again for the benefit of new subscribers. The question is: How do you select a block of text in a Word document? That is, select a block of text without regard to sentences, paragraphs, or page breaks. The answer is, you hold down the Alt key while using the mouse to select a portion of the document.

IT'S ALL SYMBOLIC We've covered how Word handles special symbols before, but we keep getting e-mail about the topic. Here's a quick run-through: If you type: -->, Word will produce a right arrow. Typing: ==> will produce a bold right arrow. Typing: :) makes a happy face. So does: :-) Of course, you can make unhappy faces as well. Type: :-( or :( And then there's the indifferent face (neither happy nor sad). Type: :-| or :| Typing: (C) gives you the copyright symbol. Need left arrows? Type: <-- or <== Trademark? (TM) does it.

INSERT YOUR OWN LOGO We recently ran a tip describing how to use AutoFormat to insert a company logo in Microsoft Word for Windows, version 95. Several readers, including R.S., have asked how to use AutoText for logos in Word 97. Let's assume that you already have a logo that you'd like to insert with AutoText. First, insert the logo into a Word document. Now, add any text that you'd like to include with the logo. Right-click the logo and choose Format Picture. When the Format Picture dialog box opens, click the Wrapping tab and choose Tight. Now, click OK and move the logo next to the text so that the picture and the text form the complete company logo. Use the mouse to select the text and the picture. Next, choose Insert, AutoText, New and type in the name--you can simply use "logo" here. Click OK to continue. With your logo in place in AutoText, all you have to do is type logo and press Enter. Your logo will be inserted into the document. Note that the picture will not appear unless you're in Page Layout view.

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FLOATS LIKE A BUTTERFLY . . . When you insert a picture into a Word document, it automatically floats over the text. Try it. Choose Insert, Picture, ClipArt. Now, position the cursor right below the new ClipArt. Press Enter a few times. See what happens? The picture moves down. Is this what you expected? It certainly isn't what we expected. Whether you position the cursor above or below the picture, the picture moves down when you press Enter. Note that you can choose not to have a picture float over the text when you choose Insert, Picture, From File. You can deselect the option in the dialog box. However, when you choose Insert, Picture, ClipArt, you have no choice--the picture will be inserted using the float-over text option. At any rate, don't let this cause you to worry about floating over text--if you position the cursor below the picture and type in text, all is well. This certainly isn't a serious problem for Word users, but it can be a little confusing the first time you see it happen.

SUGAR AND SPICE It's very easy to add special borders to Word 97 documents. Let's say you're working on some birthday party invitations. To add an appropriate border to your page, choose Format, Borders And Shading. When the Borders And Shading dialog box opens, click the Page Border tab. Now click the arrow at the right side of the Art list box to expand the list. Select a border from the list, then click OK to record your selection and close the dialog box. If you're not in Page Layout view, Word switches to that view and displays your new border selection.

TO CHECK OR TO NOT CHECK Just last week, Office 97 was installed on my computer. I've generally been able to do everything I need to do, but I can't turn off those pesky green lines that indicate Word doesn't like my grammar. I think I remember seeing a tip on how to do this, but it was before I had a snowball's chance of getting Office 97. Can you help? "Also, Word automatically extends the underline backward through the tab and to the number when Bullets & Numbering is on. Is there any way to stop it?" Automatic grammar checking places squiggly green lines under any text that it considers incorrect--but it's optional. To turn it off, choose Tools, Options. When the Options dialog box opens, click the Spelling & Grammar tab. Locate the check box labeled Check Grammar As You Type and deselect it. Click OK to close the Options dialog box and save your changes. There you are--no more squiggly green lines. Now, to get to the second question--when you use numbered lists, any underlining you add is extended to fit under the numbers as well as the text. However, if you use bullets, the underlining covers only the text. You could change each bullet in a list to a number, but this is a lot of work. It's probably best to just make up a numbered list without using automatic numbering. That is, just type in 1. My text 2. More text 3. And so on, and so on Using the manual approach, you can select only the text you want to underline. To use the manual method, you'll need to turn off automatic numbering. Otherwise, as soon as you start entering a numbered list, AutoFormat kicks in and applies the Word numbering conventions that lead to underlined numbers. Choose Tools, AutoCorrect and click the AutoFormat As You Type tab. Now deselect the check box labeled Automatic Numbered Lists, then click OK to close the dialog box and save your changes.

WHERE'S THE ARROW? "In the past, in MS Word, I used to just type --> and it automatically converted to an arrow sign. However, now it's something else. Did I accidentally override the original entry? I managed to find the arrow sign in Character Map, but even after I selected the arrow sign, I can't seem to paste it into the With AutoCorrect window. Can you tell me how I can get the arrow back?" To get a right arrow to replace --> automatically, as when you originally installed Word, click a blank spot in a document and choose Insert, Symbol. When the Symbol dialog box opens, select the right arrow symbol (it's the sixth column down and the third column over on the left side of the dialog box). Click the arrow symbol and then click Insert. Now click Close to close the Symbol dialog box. Click to the left side of the symbol in your document and then press Shift-right arrow in your keyboard keypad to select the inserted symbol. Note: If you double-click the symbol to select it, the Symbol dialog box opens again. Now choose Tools, AutoCorrect. When the AutoCorrect dialog box opens, the right arrow should appear in the With entry box. You should select the radio button labeled Formatted Text. In the Replace entry box, type --> and click Add. Finally, click OK to close the AutoCorrect dialog box and save your changes. From this point on, typing --> produces the right arrow symbol.

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A GOOD WATERMARK "Some time ago, you ran a tip on how to place a watermark into a Word document. I thought I remembered how to do it, but I was wrong. I'm having all kinds of problems. Can you cover this topic again?" There are two ways to insert a watermark--on the page or in the header. Of the two methods, placing the watermark in the header is the best (of course, this is just an opinion). Let's try some WordArt in the header. Open a document and choose View, Header And Footer. When the Header And Footer toolbar opens, click the Header and choose Insert, Picture, WordArt. You can now select the WordArt format to use. Don't worry about the color at this point--we'll need to change that later anyway. When the Edit WordArt Text dialog box opens, type your text and click OK to insert the text and close the dialog box. With your WordArt inserted into the header, place and size it as you wish anywhere on the page. Now right-click the WordArt and choose Format WordArt. When the Format WordArt dialog box opens, click the Colors and Lines tab. Under Fill, click the arrow at the right side of the Color list box and select a single color. Now select the Semitransparent check box. Click the Wrapping tab. Click None, then click OK to close the dialog box and record your changes. This last step is important. Many people have trouble with watermarks simply because they forget to turn off the wrapping.

INSERT A BLANK "I sometimes use bulleted text in Word 97. I've been wondering if there is an easy way to insert a blank line between bulleted lines." When you need a blank line between bulleted lines, you can press Shift-Enter. To start the next bulleted line, just press Enter. This produces the effect shown below: 1. This is the first line 2. This is the second line 3. This is the third line (say you want the next line blank--press Shift- Enter now) 4. And now the fourth line resumes after the break 5. And here's the fifth line.

SYMBOLS IN TEXT We recently published a tip on a method for placing a symbol inside some text. The original reader question that prompted the tip was: "Is there any way to place symbols inside text so the text will wrap around the symbol? I need to place a very large Wingdings eight ball inside my text. The problem is that the symbol acts just like text, so I can't move it around." Our answer was basically to insert a frame around the symbol so it could be moved around. Reader Peg G. sends another method that allows text to wrap around a symbol used as a picture. "After entering the symbol you want text to wrap around, select it and press Ctrl-X to cut the selected symbol to the Clipboard. Now, choose Edit, Paste Special. In the Paste Special dialog box, select Picture and make sure the Float Over Text checkbox is selected. Click OK to paste in the symbol and close the dialog box. "Back in the document, use the mouse to size and place the box surrounding the symbol. You can move it anywhere you want in the document. You can right-click the picture and choose Format Picture if you want to change the colors, size, position, and wrapping properties. "To size the symbol the way you want it (and to get text to wrap properly), right-click the box that contains the symbol and choose Format Picture. When the Format Picture dialog box opens, click the Size tab. Deselect the Lock Aspect Ratio and Relative To Original Picture Size check boxes, then set the height and width to the same value--something such as 0.4 is OK for a start. Now click the Wrapping tab and select the type of text wrapping you'd like to use. After you make the selection, click OK to save your changes and close the dialog box."

OVER THE RAINBOW? "I get tired of writing with black letters on a white background. A friend told me I could set any background color I want, but all I can find is white characters on a blue background. Am I missing something?" It is true that the only choices of background colors Word 97 offers are black on white, and white on blue. For those of you interested in trying this combination, open a Word document and choose Tools, Options. When the Options dialog box opens, click the General tab and then select the check box labeled "Blue background, white text." Now click OK to close the dialog box and record your selection.

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However, we suspect Jim's friend was suggesting that he use Online Layout and select a new background color. If you'd like to check this out, choose View, Online Layout. Now choose Format, Background and select a color. This background color will remain in effect as long as you stay in Online View--it will not appear in any other view, and it will not appear in the printer output.

GIVING FOOTERS THE BOOT "I've been looking for an easy way to discontinue a footer in Word 97. I have a letterhead with the logo and a footer on the first page. I want to discontinue the footer on the second page and all remaining pages. Turning off the footer appears to be very cumbersome. Is there an easy way to do this?" You want the footer only on the first page, so Word 97 can handle the task for you. Let's walk through the procedure of setting up a template with a footer on just the first page. Open a new blank document and choose View, Header and Footer. When the Header and Footer dialog box opens, scroll down to the footer and then click the Page Setup button (its icon resembles an open book). Select the check box labeled "Different first page" and click OK. Now add the necessary text and graphics to the footer. When finished, click Close. To save the document as a template, choose File, Save As. When the Save As dialog box opens, click the arrow at the right side of the Files of Type list box to expand the list. Select Document Template (*.dot) from the list. Name your new template something such as logo and click Save. To generate a new document using the template, open Word 97 and choose File, New. Select your new template from the list and click OK. The footer appears only on the first page in all documents you create using this template. If you need to eliminate the footer from pages in an existing document, open the document and choose View, Header and Footer. Click in the footer and press Ctrl-A to select its entire contents. Press Ctrl-X to cut the contents and place them all in the Clipboard. Click Close to close the dialog box. Now move to the first page and click in it. Choose View, Header and Footer and follow the procedure described above. Click Close when finished--your footer now appears only on the first page.

ALL ON A PAGE "I'm just starting a newsletter and would like to use a two-column format. I have no problem with this until I get to the last page. On the last page, I often have one full column and one almost empty column. Is there a way to force Word to move part of the text from the full column into the empty column?" You can balance the two columns by inserting a section break. Let's say you're on the last page of your newsletter. You have one full column and one column that's only about a third full. Click the last of the text in the second column and choose Insert, Break. When the Break dialog box opens, select the Continuous radio button and click OK.

IS THIS AN ADDRESS? "When I type a Web address into a Word document, it automatically becomes a Hyperlink. This is a real pain in the processor, as far as I'm concerned. Is there any way to get Word to stop this annoying and useless practice?" You can stop it, but it isn't really useless. Many users like to add working Web addresses to their Word documents. However, to turn the feature off, run Word and choose Tools, AutoCorrect. When the AutoCorrect dialog box opens, click the AutoFormat As You Type tab. Now deselect the check box labeled "Internet and network paths with hyperlinks" and click OK to close the dialog box and record your settings.

FIND ANOTHER ONE Is there more than one way to repeat a find in Microsoft Word 97?Let's suppose that you press Ctrl-F to open the Find and Replace dialog box. In the Find What dialog box, you enter the word for which you're searching and then click Find Next. If this occurrence is all you want to deal with at the moment, you then click Cancel (or press Esc) to close the dialog box. Later you want to find more occurrences of the same word. You can press Ctrl-F to open the Find and Replace dialog box again. When the dialog box opens, you click Find Next to locate another occurrence of the word you entered. But hey, you don't have to go to all that trouble. All you have to do is click the blue double-down arrows on the vertical scrollbar to get the next instance of the word you're searching for. If you want to search backward rather than forward, click the blue double-up arrows.

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ITS ALL MY DEFAULT "How do you change the default font size when opening a document in Word?" Here's how we set our default parameters. First, open Windows Explorer and locate the Office Templates folder (the path depends on how you installed Office). In the Templates folder, locate Normal.dot and copy it to another folder (any folder, just so you can find it later). Now run Word 97 and choose Format, Style. When the Style dialog box opens, select the style you want to modify (Normal, Body Text, and so on), then click Modify. When the Modify Style dialog box opens, click Format, Font to get to the Font dialog box. Select the font and font size you want to use and click OK to close the Font dialog box. Back in the Modify Style dialog box, select the two check boxes labeled "Add to template" and "Automatically update," then click OK. Returning to the Style dialog box, select the next style you want to modify and follow the same procedure to choose a new font for it. Repeat this procedure until you've changed all the necessary fonts and font sizes, then click Apply to close the dialog box and save your changes. You've just modified your Normal.dot style. This is the style that automatically opens when you run Word 97, so your font selections now become the defaults.

REPLACING SPECIAL CHARACTERS "I work with a group of people who all use Word 97. All the generated documents must go through me before they move along to the publishing group. My problem is that some people automatically insert an em dash into their documents in place of the double dash. The publishing group uses typesetting software that converts the double dash to an em dash. But the software can't read the em dash that Word generates. "You may say that all I have to do is tell everyone to leave the Word conversion turned off. I have done this, and it doesn't work. Rather than check everyone's Word settings every few days, I'm looking for a way to turn those em dashes automatically back to double dashes. Is this possible?" You can do a Find and Replace on special characters in Word 97. In your case, you want to replace em dashes with double dashes. Open Find and Replace (press Ctrl-H). In Find What, type ^+ (that's a caret, followed by a plus sign) and press Tab to get to the Replace With entry box. Now, enter -- (two dashes) and click Replace All. The following is a list of some of the other characters you can enter in Find What to locate various symbols. Character/Symbol ^p/Paragraph mark ^t/Tab ^=/En dash ^d/A field ^f/Footnote ^g/A graphic ^-/Optional hyphen ^~/Nonbreaking hyphen ^b/Section break

STAY STRAIGHT A quick way to add a vertical line to a Word document: "If you need to add a vertical line to the left of some text in a document, all you have to do is click anywhere in the sentence where you want the line to start, and choose Format, Borders and Shading. When the Paragraph Borders and Shading dialog box opens, click the left side of the Border preview. Now, move to Style and choose the line style and size you'd like to use. After you make your selections, click OK to accept the changes and close the dialog box. "If you need to remove the line later, click in the sentence where the line appears and choose Format, Borders and Shading again. Click the left line in the preview to remove it. Click OK to save your changes and close the dialog box."

A FAST WAY TO SWITCH BETWEEN WORD DOCUMENTS "Here's the problem--you have three Word documents open and are working on them simultaneously. Perhaps you are copying portions of one to the other. Normally, to switch from one to the other, you would choose Window and then select the next document to work on. But the fast way to switch between Word (or Excel or PowerPoint) documents is to press Ctrl-F6. This will let you toggle between open documents in the same Windows program. Try it--it really works."

CHOOSING FROM ANY STYLE IN WORD 97 "Here is a tip that I have never seen anywhere. When you click the arrow at the right side of the Style list box in the Word 97 toolbar, you see only the styles that are used in your template (usually Normal.dot).

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However, if you hold down the Shift key while you click that drop-down arrow, you'll get a list of all the available styles."

PLACING THE CURRENT FILE NAME IN THE WORD FOOTER "How can you put the file name at the bottom of your document in the lower-left corner, the way it appears in attorneys' documents? I've tried everything and can't make it happen." You can write a macro to insert the text. To write the macro, run Word and press F11 to open the VBA editor. If you don't currently have any modules, click Normal and choose Insert, Module. Now, add the following code: Sub InsertInFooter() Dim ThisFile As String ActiveWindow.ActivePane.View.Type = wdPageView ActiveWindow.ActivePane.View.SeekView = wdSeekCurrentPageHeader If Selection.HeaderFooter.IsHeader = True Then ActiveWindow.ActivePane.View.SeekView = wdSeekCurrentPageFooter Else ActiveWindow.ActivePane.View.SeekView = wdSeekCurrentPageHeader End If ThisFile = ActiveDocument.Name Selection.TypeText ThisFile ActiveWindow.ActivePane.View.SeekView = wdSeekMainDocument ActiveWindow.View.Type = wdNormalView End Sub Press Ctrl-S to save your new macro and then press Alt-Q to return to your Word document. Next, let's assign a toolbar button to the new macro. To do this, choose View, Toolbars, Customize. When the Customize dialog box opens, click the Commands tab. Under Categories, click Macro. Now, locate your new macro in the Customize right pane and use the mouse to drag it to the Word toolbar. When you release the mouse button, click Modify Selection and enter the name you'd like to use for the button. Click Close to dismiss the dialog box and save your new selection. All you'll need to do now is click the button in a document and the macro will insert the file name into the left side of the footer. The file name will appear on all pages in the document--don't click the button for each page. Note: This macro sets you to Normal view before it closes. If you normally work in Page Layout view, you can delete the line ActiveWindow.View.Type = wdNormalView and you'll remain in Page Layout view. You use ActiveWindow.View.Type = wdOnlineView for Online view or ActiveWindow.ActivePane.View.Type = wdOutlineView for Outline view.

DO IT WITH AUTOCORRECT "I use AutoCorrect to add some text to my Word documents. Is it possible to add pictures using AutoCorrect? I have tried pasting in a ClipArt picture and it doesn't appear in AutoCorrect." Yes, AutoCorrect will add pictures for you--the method is just a bit confusing. To see how this works, open a blank word document and choose Insert, Picture, ClipArt. When the Clip Gallery opens, click a picture you would like to use and then click OK to insert the picture and close the Gallery. With the picture inserted, size it and place it where you want it to appear on the page. Make sure the picture is selected (click it if it isn't). Now choose Tools, AutoCorrect. In the Replace box, type a phrase you want to use to insert the picture--Pict will do. Select the Formatted Text radio button. Finally, click Add, then OK to close the dialog box and apply your new entry. As you have pointed out, the picture doesn't appear in the AutoCorrect dialog box, but if you type the word Pict and press Space, the picture appears in your document.

WORKING WITH SYMBOLS IN WORD 97 Using Wingdings fonts in a Word 97 document. The inserted symbol appeared only as a meaningless block after he chose another font for the document. After inserting a symbol, if you then switch to a new font, you may lose your symbol. You must make sure that the symbol is set to the correct font or it won't appear. In addition, if you should choose a symbol-Wingdings, for example--and then copy your document to a floppy disk to send to someone else, the symbol may well not appear unless that person has Wingdings installed on his or her computer. Perhaps the best way to solve this problem is to choose Tools, Options and click the Save tab. Next, select the Embed TrueType Fonts check box; then, click OK to save your selection and close the dialog box. Word will now embed your font selections in the saved document. This will result in a somewhat larger document file, but any special fonts you used will be available.

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EUROSIGN ALT 0128 Wat het EURO teken betreft: http://www.microsoft.com/windows/euro.asp Dit is het adres waar u de module (een *.exe) bestand kunt downloaden (+ 2 MB, vraagt dus enige tijd, vooral omdat de microsoft sites traag kunnen zijn). Bewaren onder c:\download bijvoorbeeld (eventueel directory/map/folder aanmaken) en dubbel klikken op de file via filemanager/IE

RUN NOTEPAD PLEASE There are times when it's handy to use NotePad along with Word. Let's say you want to copy some text from a Word document. You prefer to keep the text in the simplest possible format with the least possible trouble. So, you click Start, Programs, Accessories, NotePad and then paste the text into the NotePad document. Rather than go through all this, why not add a NotePad button to your Word toolbar? To do this, you first need to write a very simple macro. So press Alt-F11 to open the VBA editor. Click Ctrl-R. In the editor's left pane, click Normal. Then return to the Toolbar and choose Insert, Module. Type in the following code exactly as shown:

Sub Do_Shell() Shell "c:\windows\notepad.exe", 1 End Sub

This program simply runs NotePad and activates its window (this is what the ", 1" is for). Press Ctrl-S) to save the module in Normal.dot. Now, press Alt-Q to close the VBA editor.

Back in Word, choose View, Toolbars, Customize. When the Customize dialog box opens, click the Commands tab and scroll down the Categories list to locate Macros. When you find Macros, click it once. Your new macro will appear in the right pane of the dialog box. Use the mouse to drag the macro up to the toolbar. When you reach the location you want to use, release the mouse button. Next, click Modify selection and change the button name to NotePad. Click Close in the Customize dialog box to close it and save your changes.

All you have to do now to open NotePad is click the NotePad button in the Word toolbar.

SELECTIVE SERVICE Word offers you many ways to select text: You can use the mouse, you can hold down Shift and press the arrow keys, you can double-click or triple-click, and you can click in the margin. Do you need another way to select text? James H. sends us this information on one more way to select text in a Word document. Click at the beginning of some text that you'd like to select. Now, if you look at the bottom of the Word window (on the status bar), you'll see a button marked EXT. By default, EXT is grayed out. If you double-click it, it becomes active and is no longer grayed out. With EXT active, you can use the arrow keys to select text. You don't have to hold down anything while you do this. When you're finished, press Esc.

NO HYPERLINKS, PLEASE "MS Word97 automatically makes hyperlinks out of Web addresses I put into my documents. I don't like this and cannot figure out how to turn the function off. I like a lot of control over my documents, and this is one of a number of automatic things that I dislike." Well, you can turn off most of the automatic functions, and the hyperlinks maker is one that you can turn off. The problem is that you don't turn it off where most people would expect. Choose Tools, AutoCorrect. When the AutoCorrect dialog box opens, click the Autoformat As You Type tab. Now, deselect the check box labeled Internet and Network Paths With Hyperlink. Click OK to close the dialog box and save your change. With this change, you can type in an Internet address as plain text.

INSERT LINE NUMBERS 3I recently created a document with no line numbers. Now, I find that line numbers would be helpful. Is there a way to add line numbers short of going through the entire document to add them manually?"

Since it sounds like you don't want to number the entire document, select the text you want to number and choose File, Page Setup. When the page Setup dialog box opens, click the Layout tab. Click Line Numbers, and when the Line Numbers dialog box opens, select the check box labeled Add Line

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Numbering. If you want to number several sets of text, select one of the radio buttons under Numbering (the choice depends on how you want the numbering to appear) and click OK.

Back in the Page Setup dialog box, click the arrow at the right side of the Apply to list box to expand the list. Choose Selected Text and click OK to close the dialog box. Word will now apply numbers to the selected sentences. If you're working in Normal view, you won't see the numbers. To see the numbers, choose View, Page Layout, or click the Print Preview button in the Word toolbar (its icon looks like a magnifying glass over a sheet of paper).

To remove the numbering, choose File, Page Setup and select the Layout tab. Click Line Numbers and then deselect the Add Line Numbering check box. Click OK and OK again to close the dialog box.

PUT IT IN ITS PLACE "Someone submitted a screen capture to me saved as a Word document, and when I would copy and paste it into my document it would fly to the top or onto another page. I found that I had to tell it to not float over text, and then it stayed where I wanted it. Any help with trying to help a group of beginners learn why things stick in certain places?"

If you deselect Float Over Text, you can position the picture, but you lose your wrapping options. Try this: Right-click the inserted picture and choose Format Picture. When the Format Picture dialog box opens, click the Wrapping tab. Now, click the type of wrapping that you'd like to apply and then click OK. Now you can drag your picture anywhere in the document, and the text will wrap per your selection. Float Over Text means that an inserted picture will stay above a given set of text. This can produce the confusing results you described. If you try to move the picture, it will snap into place over text at another location.

This type of thing is confusing to beginners, and about all you can do is experiment with the various settings to see what each one does.

OPEN IT BLANK We've discussed how to open Word without opening a blank document--but we keep getting questions, so we'll run through the procedure again. Also, W. D. wants us to point out that you can also open Excel without a blank worksheet. So, let's look at both.

To open Word with no blank document, you need to work with the shortcut that you use to run Word. Right-click the shortcut and choose Properties. When the dialog box opens, click the Shortcut tab. Click in the Target text entry box and use the arrow keys to move to the end of the line. Make sure the line is not selected and press Space and then add /n to the end of the existing line. Click OK to close the dialog box and save your new Word switch.

To open Excel with no blank document, right-click the Excel shortcut and choose Properties. Now, follow the procedure described for Word. This time, add /e to the end of the existing line.

In both cases, make sure you click in the Target text entry box before you press Space. Clicking in the Target text entry box will deselect the current entry. If you press Space with the current entry selected, the entry will be deleted.

IT'S AN ATTENTION GRABBER "I remember reading something about animated text in Word 97. How do you animate text, and what happens when you print animated text?"

Animated text is useful for setting off words and phrases that need attention by others who will read and edit your documents. When you print a document that contains animated text, nothing happens--the text prints just as normal text. To create animated text, type in a short sentence and the select it using the mouse. Choose Format, Font. when the Font dialog box opens, click the Animation tab and then click on an animation that looks

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appealing to you (some are difficult to read, by the way--which rather defeats the purpose of using animated text). After you make your selection, click OK to close the dialog box and save your changes.

If you don't like your animation selection, select the animated text using the mouse and choose Format, Font again. This time, select a new animation (or select None to get rid of the animation).

THEY COME IN ALL SHAPES We often get questions from readers about inserting a variety of graphics into Word documents. There's nothing wrong with inserting drawings into Word, but have you checked to see what AutoShapes offers? Suppose you want to add a small heart to a letter for Valentine's Day. You don't have to locate and insert a heart because AutoShapes can handle the job for you.

If you don't see the Drawing toolbar in your Word window, choose View, Toolbars, Drawing. The Drawing toolbar should appear now. In the Drawing toolbar, click the AutoShapes button to expand the menu. If you look in Basic Shapes, you'll see a happy face, a heart, a lightning bolt, and other useful shapes. Just select the shape you need and then use the mouse to draw it. You can now use the mouse to resize your drawing and move it into a new location.

Want to color your new heart? Click the heart to select it and then click the arrow at the right side of the Fill Color button (its icon is a bucket pouring paint). Now, select your new color.

GIVE ME A SUMMARY PLEASE Have you looked into Word's AutoSummarize tool yet? If not, try this. Load one of your documents and choose Tools, AutoSummarize. When the AutoSummarize dialog box opens, select the type of summary you want applied. As an example, select Create a New Document and put the summary there. Click OK to continue. A new document displaying your summary will open now. You can edit the summary and then save it under any name you choose.

You'll need to check the different forms of AutoSummarize to get a feel for how they work. You should also test the feature using a variety of documents. Obviously, some documents will summarize better than others.

CONVERTING FOOTNOTES "I just finished a very long footnoted document. Now, I'm told that footnotes won't do--I need endnotes. Do I have to redo all those notes?"

You won't have to redo your footnotes. All you have to do is convert them to endnotes. Your document must be in Normal View to do this. Choose Insert, Footnote. When the Footnote and Endnote dialog box opens, click Options. When the Note Options dialog box opens, click Convert and then select the radio button labeled Convert All Footnotes to Endnotes (it's the default unless you have both footnotes and endnotes in your document). Now, click OK and back in the Notes Options dialog box, click OK again. This gets you back to the Footnote and Endnote dialog box; click OK once again to close the dialog box and save your changes. Now, choose View, Footnotes. When the Footnotes window opens, click the arrow at the right side of the Footnotes list box to expand the list. From the list, select All Endnotes. And there are your new endnotes.

If you're planning to add additional endnotes to the document, be sure to reset the endnote command. Choose Insert, Footnote and click the endnote radio button in the Footnote & Endnote dialog box.

PURFECT SPELING AND GOOD GRAMMAR When you finish an important Word document, you probably run the spelling checker, then perhaps you run the grammar checker, and finally you save the corrected version. To make sure you don't forget any of these steps, you can write a simple macro to perform all these tasks for you.

To generate the macro, choose Tools, Macro. When the Macro dialog box opens, type DoAll and then click Create. Now, enter the macro as shown here. Note that Sub Main and End Sub are supplied by Word. You supply the remainder. Sub MAIN ToolsSpelling ToolsGrammar FileSave End Sub

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After you enter the macro, choose File, Save to save it to Normal.dot. To make your macro more useful, you need to assign it to a toolbar button. So, choose View, Toolbars and click Customize. When the Customize dialog box opens, click the Toolbars tab. Locate Macros and select it. Now your new macro should appear in the right pane of the dialog box. Use the mouse to drag it to the toolbar. When you reach the location where you want the button to appear, release the mouse button. In the next dialog box, click Assign to assign the macro name to the button and close the dialog box. Back in Customize, click Close to close the dialog box and save your changes.

A PICTURE IS WORTH A THOUSAND CLICKS Do you commonly insert the same picture into Word documents? Perhaps you have a company logo that you insert regularly into some of your Word documents. It's not much trouble--all you have to do is choose Insert, Picture, locate the picture file, select it, and click OK. Even so, it would be better to be able to insert your logo with a single click.

To do this, click to establish an insertion point, then choose Tools, Macro. When the Macro dialog box opens, click Record. Name your new macro (we used Logo) and click OK. Now, choose Insert, Picture and locate the logo. Select it and click OK. Click the Stop button on the Macro Recorder panel to stop the recording. You can delete the logo from the current document at this point.

To place a Logo button in the toolbar, choose View, Toolbars and then click Customize. In the Customize dialog box, click the Toolbars tab. Locate Macros in the list and select it. Your new macro (Logo) should appear in the right pane. Use the mouse to drag it to the toolbar. When you reach the spot on the toolbar you want to use, release the mouse button. Click Assign to name the button Logo (or type in a new name if you wish) and then click Close to close the dialog box. All you have to do to insert the company logo is click at an insertion point and click your new Logo button.

REPLACE WITH STYLE "I remember seeing a tip that suggested using Word's Find and Replace feature to replace styles. I recently attempted to replace all occurrences of Heading 1 with Heading 2. This wouldn't work because Heading 2 wasn't on the list. What am I doing wrong?"

When you want to replace one style with another, the second style must be available to your document. Let's say you want to replace Heading 1 with Heading 2. Press Ctrl-H to open the Replace dialog box. Click in the Find What entry box and then click Format and choose Style. In the Find Style dialog box, select Heading 1 and click OK. Now, click in the Replace With entry box, click Format and choose Style. When the Find Style dialog box opens, select Heading 2 and click OK. Now, you can click Replace All to replace Heading 1 with Heading 2--if Heading 2 is available.

If Heading 2 isn't available, click the first occurrence of Heading 1 and then choose Format, Style. When the Style dialog box opens, click the arrow at the right side of the List box and select All Styles. Select Heading 2 (it should be just below Heading 1 in the Styles list) and click Apply.

Now, you can press Ctrl-H again to open the Replace dialog box. Use the procedure described above, and Heading 2 will now appear in the Find Style dialog box.

KEEP 'EM TOGETHER "I have a problem with Word. When I enter my hyphenated last name, Word will often separate the name and place part of it on two lines. Is there a way to tell Word to keep the entire name together?"

Sure 'nuff is (as we say down here in the South). Let's say your name is Clarence Worthington-Smythe. All you would have to do is type in the name up to the hyphen and then press Ctrl-Shift - (hyphen) and type the second part of the name. You can use this technique even if your name is Clarence Worthington-Smythe-Rhys-Collins-Jones. Just use Ctrl-Shift - (hyphen) to enter the hyphens.

Note: When you press Ctrl-Shift - (hyphen), the hyphen will look like an em dash. Don't worry--it will print just fine.

A VERTICAL LEAP

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One way to enhance the appearance of documents such as flyers and bulletins is to use a vertical text header down the left side of the page. To create a vertical header, first choose File, Page Setup and click the Margins tab. Set the top margin to -1 and click OK.

Now, choose View, Header and Footer and then choose Format, Paragraph. When the Paragraph dialog box opens, set the Left indentation to -72 pt and click OK. This gives you about one inch of space. Choose Format, Font and choose the font, font size, and color (if desired) and click OK.

Type in your text now, one letter at a time. To make the text vertical, press Enter after each letter and press Enter twice after each word. You may have to experiment to get the text placed where you want it.

Note that this vertical header is still a header. It will appear on every page of your document, and you won't see it in Normal view. To see how it will print, choose File, Print Preview.

MAKE A RUN FOR THE BORDER We always want our documents to look good. And there are times when we want them to look a little dressy. One fairly common way to dress up a document is to add a vertical line to the left side of the page.

To insert a vertical line before you start typing, choose Format, Paragraph. When the Paragraph dialog box opens, set the Left Indentation to -0.5 and click OK. Now, choose Format, Borders and Shading. In the Paragraph Borders and Shading dialog box, click at the left side of the preview under Borders to tell Word that you want a single left border. Now, click OK to close the dialog box.

As you type, a vertical line will appear at the left side of the text. Note that we chose an Indent of -0.5 to keep the line from interfering with the text. You can experiment around with this value to get your vertical line to appear just as you want it.

2-4-6-8, WE DON'T WANT TO HYPHENATE Subscriber P. A. likes to use Word's automatic hyphenation but says there are times when she wants to turn off automatic hyphenation of specific paragraphs. She wants to know if there's a way to eliminate hyphens in a single paragraph without turning off the feature globally.

Yes, you can turn off hyphenation for a single paragraph. But before we get to that, let's take a quick look at how to turn on automatic hyphenation. Choose Tools, Hyphenation. When the Hyphenation dialog box opens, select the check box labeled Automatically Hyphenate Document and then click OK. Once you've made the selection, Word will place hyphens in your document automatically. (By the way--if you choose to use automatic hyphenation, you should always check your document to make sure the hyphenation is as you want it.)

To turn off the hyphenation for a specific paragraph, click in the paragraph (or where the new paragraph will begin) and choose Format, Paragraph. When the Paragraph dialog box opens, click the Text Flow tab. Now, select the check box labeled Don't Hyphenate and then click OK to close the dialog box and register your change.

Enter your paragraph and press Enter. If you now want to return to automatic hyphenation, you need to choose Format, Paragraph again. Click the Text Flow tab and then deselect the Don't Hyphenate check box. Click OK to record your change and close the dialog box.

CUT 'N' SAVE The Spike is a special AutoText function that acts as a multiple cut-and-paste tool. Let's say that you have a paragraph that you're inclined to delete, but afraid that you might need later. You can use the Spike to save the paragraph for later use. Use the mouse (or keyboard) to select the paragraph. Now, press Ctrl-F3 to cut the paragraph and place it on the Spike.

Suppose now that you decide to use the paragraph in a new location in your document. Just click at the desired insertion point and press Ctrl-Shift-F3. This will paste the paragraph into your document and clear the Spike.

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If you'd like to paste the material in the Spike without clearing it, choose Edit, AutoText and select Spike. Click Insert to insert the Spike contents and close the dialog box. In this case, the text is still available for use in another location.

SUM TABLE ADVICE Subscriber Ron G. says it's a pain to enter formulas in a table cell in Word. The trick is to use Word's Table, Formula command.

To see how it works, create a simple table. To do this, open a blank document and choose Table, Insert Table. When the Insert Table dialog box opens, click OK to accept the default table. Now, let's say you want to add a formula to the bottom cell in the first column. Click the cell to select it and then choose Table, Formula. This opens the Formula dialog box. The most commonly used formula is SUM, so the Formula dialog box opens with the default formula: =SUM(ABOVE)

If this is what you want, click OK to continue. If you want to use a different formula, click the arrow at the right side of the Paste Function list box to expand the list. Select your new formula and perform any necessary editing. Click OK to continue.

HOW TO CORRECT THIS? "I'm a new Word 97 user and I need to know how to deal with the words that get tagged as misspelled while I'm writing. I understand that when a word is not spelled correctly, the little red line appears under the word. But, this doesn't help if I still have to press F7 and go through the entire spelling check before I can get back to work."

Many new users forget about the right mouse button when they're using Word 97, and that button is just what you need. When the red squiggly line appears under a word, move the mouse pointer over it and right-click. A menu will open, offering some alternative spellings. You can select one of these if it represents the correct spelling. If you're sure you spelled the word right, choose Add to add the word to the custom dictionary.

ONE AND ONLY ONE "There are times when I need to print a single label on a sheet of labels. This means that I would need to tell Word which label position to print."

To print a single label, choose Tools, Envelopes and Labels. When the dialog box opens, type in the address and then select the radio box labeled Single Label. Now, choose the label position using the spin boxes for Row and Column. After you select the label location, click Print to print the label and close the dialog box.

ADD A SYMBOL We recently ran a tip on how to use AutoCorrect to insert symbols into Word documents. Dan K. has a better way:

"Let's say you'd like to insert the Greek letter mu automatically when you type in the letters mu. To do this, choose Insert, Symbol. When the Symbol dialog box opens, locate the symbol you want to use (the mu in this case) and click it. Now, click AutoCorrect at the bottom left side of the Symbol dialog box. When AutoCorrect opens, your selected symbol will appear in the With entry box. All you have to do is type the letter or letters you want to use for the symbol. For this example, you'd type in mu and click Add. Click OK to close AutoCorrect. Back in the Symbols dialog box, click Close again.

A YEN FOR POUNDS George W. asks if there's an easy way to insert the symbols for the British pound and the Japanese yen into Word documents.

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This would require the same technique yesterday's tip described. The only trick here is finding the symbols for the pound and the yen. Choose Insert, Symbol. When the Symbol dialog box opens, click the arrow at the right side of the Font list box to expand the list. Select Normal Text from the list. Click the pound symbol and click AutoCorrect. Enter gbp (Great Britain pound) as the phrase to correct, then click Add. Click OK to close AutoCorrect and get back to Symbol. Click the yen symbol now, then click AutoCorrect again. This time, type in jy (Japanese yen) and click Add. Next, click OK to save your changes and close the dialog box. Click Close to close Symbol.

All you have to do now is type gbp to enter the pound symbol and jy to enter the yen symbol.

GLOBAL DOMINATION There are times when you may want to create your own template. For example, if you commonly use a particular letter format, and there's no existing template to do what you want, you can create your own template and even make its style available in Normal.dot, where you can access it in any document.

To create a template, simply open a new document and type in all the information you need. Choose the font, font size, and style for each paragraph. For example, for a letter format, you might type in placeholders for the various elements of a business letter and format them however you want.

As you add the guide text to your new template, choose the styles you want to use for each element. When your template is as you want it, choose File, Save As. When the Save As dialog box opens, click the arrow at the right side of the Save as Type list box to expand the list. Select Document Template (*.dot) from the list. Give your new template a name (one that isn't already in use) and click Save.

To make your new template's styles available globally, choose File, Templates. This opens the Templates and Add-Ins dialog box. In this dialog box, you should see Normal in the Document Template entry box. To add your new template to Normal.dot, click Add. This opens the Add Template dialog box. Select your new template and click OK. When you get back to the Templates and Add-Ins dialog box, click OK to close the dialog box and save your changes.

IT MAKES CENTS We recently said that you can use Ctrl-/-C to insert the cents symbol into a Word document. Helpful subscriber D. W. cautions that this won't work if Caps Lock is on. This is true if you hold down all three keys simultaneously (as we described in the tip). However, if you press the keys sequentially (press Ctrl-/ and then release / and press C), you'll get the cents symbol regardless of the Caps Lock state--on most keyboards. If this doesn't work for you, turn Caps Lock off before you try to make cents.

HYPER-HYPHENATION "I was under the impression that Word would handle hyphenation automatically. But when I add a hyphen, I find that the word can show up anywhere, even though the hyphenation is incorrect. Am I missing something?"

When you simply type in a hyphen, Word doesn't understand what you want. It will treat the hyphen as just another character. So, if you type in a hyphen near the end of a paragraph, that word may well end up in the middle of a sentence, incorrectly hyphenated. This type of hyphen is called a hard hyphen.

To add a soft hyphen--one that Word can deal with during document formatting--press Ctrl-Hyphen. When you do this, Word will insert a hyphen only when the target word appears at the end of a line.

If you have a series of words that you want to keep together on a line, you can enter Ctrl-Shift-Hyphen. This is called a nonbreaking hyphen. For example, if you wanted to type in something such as lily-of-the-valley you'd use Ctrl-Shift-Hyphen. Using the nonbreaking hyphen tells Word to keep all these words together on one line.

YES, MASTER The primary purpose of a master document is to make it easier to deal with subdocuments. Let's say that you're writing a book. By the time you're halfway through the book, the Word document is getting rather

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large. So why not split the document into separate chapters? Well, then you have to load each chapter separately. But if you create a master document, you can split up the book and still have it all together.

To create a master document, click the New button on the Word toolbar (its icon resembles a blank page). Next, choose View, Master Document. Generate your outline, and then select the heading that will represent your first subdocument. Click the Create Subdocument button in the Master Document toolbar (its icon looks like a blank page with a small rectangle in the center). Now you can start typing in your subdocument. You'll notice that Word places a box around the subdocument as you type.

When you save your master document, Word automatically saves the subdocuments. It name these files using the headings you choose for the subdocuments. With the subdocuments saved, you can open them individually for editing, or you can open them in the master document.

CHANGE THE WORD LABEL FONT Several people have asked about changing the font in a Word label. Although this isn't a difficult task, discovering how to do it isn't all that obvious. Try the following:

Open a blank Word document and choose Tools, Envelopes and Labels. When the Envelopes and Labels dialog box opens, click the Labels tab. Now, right-click the Address entry box and choose Font from the popup menu. You can now use the Font dialog box to select a font, font size, and font color.

OPEN THE LAST ONE "I always like to start with the document I was working on when I stopped the previous evening. I know it isn't much of a problem to choose File, Open and choose the last document, but I decided I would like to have the last used document open automatically when I start Word in the mornings. So I wrote a simple macro to do the job for me." Sub Autoexec() RecentFiles(1).Open End Sub To enter the macro, run Word and press Alt-F11. When the Basic editor opens, choose Insert, Module. Enter the code in the new module and then choose File, Save Normal. With this macro in place, Word automatically opens with the last document loaded.

HOW TO REPEAT FIND IN MICROSOFT WORD Suppose that you want to use Find to locate all occurrences of a particular word. You press Ctrl + F to open the Find and Replace dialog box and type in your word. Then you click Find Next and locate one occurrence of your word. You close the Find dialog box, but later on, you want to find another occurrence of the same word.One way to do this is to click the blue double-down arrows on the vertical scrollbar. If you want to search backward rather than forward, click the blue double-up arrows.

WORD MACRO SHORTCUT To record a Word macro, choose Tools/Macro/Record New Macro. Then click OK in the Record Macro dialog box to start recording.

However, you can also open the Record Macro dialog box with a simple double-click. Look at the status bar at the very bottom of the Word window. There you'll find a button labeled REC. Although this button appears grayed out, you can double-click it to open Record Macro.

When you start recording, you'll notice that the REC button is no longer grayed out. This indicates that recording is active.

SPELL CHECK YOUR WORD HEADINGS When you spell check a Word document, you may find that the headings don't get checked. To correct this, run Word and choose Tools/Options. When the Options dialog box opens, click the Spelling & Grammar tab. If you use all uppercase letters in your headings, make sure you deselect the check box labeled "Ignore words in UPPERCASE" and click OK to close the dialog box.

If this doesn't solve your problem, click on one of your headings and then choose Format/Style. When the

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Style dialog box opens, click Modify. In the Modify Style dialog box, select the check boxes labeled "Add to template" and "Automatically update" and then click Format and choose Language from the list.

With your language selected, look to see if "Do not check spelling or grammar" is selected. If it is, deselect it and click OK. Back in Modify Style, click OK to close the dialog box. In Style again, click Apply to apply your new setting and close the dialog box.

FINDING THE NEXT OCCURRENCE IN WORD DOCUMENTS Not long ago, we did a tip on how to repeat a Find in Word. We suggested clicking double down arrow at the bottom of the scroll bar. Since then, several readers have pointed out that you can use keystrokes to repeat a find. All you have to do is press Shift + F4 or Alt + Ctrl + Y.

To check this out, open a document in Word and press Ctrl + F to open the Find and Replace dialog box. Type in "the" and click Find Next. When Word finds the first occurrence of "the," click Cancel to close the dialog box. Now press Shift + F4 and Word will move to the next "the." After you do this a few times, press Alt + Ctrl + Y and you'll discover that it works just the same as Shift + F4.

WORD'S FORMATTING MARKS Word's formatting marks are not displayed by default. However, you might want to consider displaying them to help you better see the structure of your documents. For example, with all the formatting marks displayed, you can see how many spaces there are between words, you can see the paragraph marks, and you can see the tabs.

To turn on the formatting mark display, choose Tools/Options. When the Options dialog box opens, click the View tab. Under "Formatting marks" select the check box labeled "All." Or you can select only those check boxes that represent the marks you want to see. After you make your selection, click OK to close the dialog box.

ADDING A BLANK SPACE ABOVE A WORD TABLE You may not have noticed this, but you can now add a blank space above a Word table that appears at the top of a page. All you have to do is place your cursor in the first row of your table and press Enter. Word inserts a paragraph above the table. This only works when the table is at the top of a page. Of course, if the table is not at the top of the page, you can insert a new paragraph anyway. This feature is new to Word 2000. Adding A Blank Space Above A Word Table You may not have noticed this, but you can now add a blank space above a Word table that appears at the top of a page. All you have to do is place your cursor in the first row of your table and press Enter. Word inserts a paragraph above the table. This only works when the table is at the top of a page. Of course, if the table is not at the top of the page, you can insert a new paragraph anyway. This feature is new to Word 2000.

CHANGING THE WORD FONT SIZE There is a very easy way to change the font size in a Word document. All you have to do is select the text you want to change and then press Shift + Ctrl + < (less-than sign) to make the font smaller and Shift + Ctrl + > (greater-than sign) to make the font size larger.

FINDING YOUR PLACE IN WORD When you work on long documents in Word (a History paper, for example), it's very easy to lose track of where you were working before you moved the cursor. This isn't really a problem though, because Word keeps track of the last three locations where you edited text.

If you open your document and press Shift + F5, Word will take you to the last place you typed in, or modified, some text. Press Shift + F5 again, and you'll go to the place before the last. Press the keys once more and Word will jump to two places before the last.

SOME WORD TEXT SELECTION HINTS

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You know that you can double-click a word to select it in a Word document. You can also drag the mouse to select a large area of text. But, what do you do if you want to select a single line? You move the cursor to the left of the line of text you want to select until the cursor turns into a pointer. Then you click. To select an entire sentence, press Ctrl and click inside the sentence.

USING WORD'S WORK MENU Here's a cool Word feature that not everyone knows about. Word includes a hidden command named Work. With the Work menu in place, you can choose Work/Add To Work Menu to add the current open document. You can add as many documents as you want and then open any document by selecting it from the Work menu.

To add the Work menu to your toolbar, choose Tools/Customize. When the dialog box opens, click the Commands tab. Now, under 'Categories,' click Built-in Menus. In the 'Commands' list, locate Work and drag it to the toolbar wherever you'd like it to appear.

MOVING OR REMOVING WORD TOOLBAR BUTTONS If you don't like the Word toolbar and menu arrangement, you can move the buttons around to suit yourself. Suppose that you'd rather have the View menu at the right side, between Table and Window. Just hold down the Alt key and use the mouse to drag the View menu to the area between Table and Window, then release the mouse button. The menu may open when you do this. Pay no attention--it won't hurt a thing.

You can change any menu or button location using this method. Just hold down Alt and drag. Suppose there are some button or menus that you don't want at all. Just hold down Alt and drag the item away from the toolbar.

ADD FOOTNOTES Having to put footnotes into a document is a real hassle with some word processors, but not with Word. You don't even have to worry about formatting or numbering the footnotes. Click where you want the footnote to appear and then choose Insert/Footnote. When the Footnote and Endnote dialog box opens, click OK to select the default settings--Footnote and Automatic numbering. When the Footnote window opens, type in your footnote text. When you finish entering the footnote, click Close to close the Footnote window. You don't have to worry about footnote numbering if you move or delete a footnote--Word automatically renumbers them. To view a footnote citation from your document text, just move the mouse pointer over the citation number you wish to view. A pop-up box appears to display the footnote text. You can also choose View/Footnotes to open the Footnote window for viewing or editing.

ALIGNING TEXT IN WORD Let's imagine that you have already written a rather long document. Now, you see that a portion of the text would look much better centered. You don't have to redo any part of your document. All you have to do is select the text you want to center and press Ctrl + E. You can apply any format to selected text. Select the text and press Ctrl + E to center the selection, Ctrl + L to align to the left, or Ctrl + R to align it to the right.

USING WORD THEMES When you need to generate a special document such as a brochure, or perhaps even a personal letter to an old friend, you really should take a look at the themes offered by Word. To check out the themes, open a Word document and choose Format/Theme. When the theme dialog box opens, click on a few of the selections. You will probably find one that you like. After you make your selection, click OK to apply the selection and close the dialog box.

MODIFYING THE WORD NEW BUTTON If you click the New button (at the left side of the Word toolbar), Word usually opens a new blank document. However, if you often use one of the other templates, you may prefer to have the New button open the New dialog box and give you a chance to select the template you want.

To change the button, choose View/Toolbars/Customize. When the Customize dialog box opens, drag the

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current New icon away from the toolbar. Now, click the Commands tab. Next, under 'Categories,' click File to select it. Drag the icon labeled New into place in the first spot on the left in the Word toolbar. Click OK to accept your new selection and close the dialog box. The new button will open the New dialog box and you can choose a new template from each document.

CREATE MULTIPLE VERSIONS IN WORD When you have several people working together on a document, you may wish to create different versions of that document to help you keep track of changes. To save a document as a version, each person should choose File/Versions. When the Versions dialog box opens, click Save Now. Add comments concerning any changes and click OK. To open a version, load the document you're working on and choose File/Versions. Double-click the version you want to open. As long as everyone on your writing/editing team uses versions, it's easy to keep track of who did what.

A TABLE-TO-TEXT WORD MACRO Since we often encounter tables in Word documents that we usually have to convert to text, we decided to write a macro to speed up the job. This is a very short macro, so even if you don't use it often, it may prove worthwhile to you.

To create the macro, run Word and press Alt + F11. When the VBS Editor opens, click the 'Modules' folder in the left pane (near the top) and choose Insert|Module. Now add the following to your new module.

Sub Table()Selection.Tables(1).SelectSelection.Rows.ConvertToText Separator:=wdSeparateByTabs, NestedTables:= _TrueSelection.Style = ActiveDocument.Styles("Normal")Selection.MoveDown Unit:=wdLine, Count:=1End Sub

Press Alt + Q to return to the Word document. To use the macro, click in the table you want to convert. Next, press Alt + F8 and double-click 'Table.'

INSERTING BOOKMARKS IN A WORD DOCUMENT When you need to work with large documents in Word, it's very helpful to bookmark sections of your document for quick navigation. To do this, click where you want a bookmark and choose Insert|Bookmark. Name your bookmark and click Add.To navigate to the bookmark, press Ctrl + G and under 'Go to what' select Bookmark. Now, under 'Bookmark name' you'll see your newly-added bookmark. Click 'Go To' to navigate to the bookmark. Click Close to close the dialog box.When you have more than one bookmark (and you probably will), click the arrow at the right side of the 'Bookmark name' list box and select your bookmark name.

HYPHENATING WORD DOCUMENTS If you have a Word document that you think would look better hyphenated, you can choose Tools | Language | Hyphenation. When the dialog box opens, deselect the check box labeled 'Hyphenate words on CAPS' and make sure that the 'Automatically hyphenate document' check box is selected. Click OK to close the dialog box and hyphenate the document.

TEXT WRAPPING IN WORD 2000 When you insert a picture into Word, you can easily set how you want Word to wrap text around the picture. To test this procedure, run Word and type in some text. Next choose Insert|Picture|Clip Art and insert any picture.Click the picture to select it and the floating Picture toolbar will open. Click the Text Wrapping button (it's a drawing of a dog with lines over the drawing). Choose Tight from the list and Word will wrap the text very closely to the picture.

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In the last tip, we described how to get text to wrap around a picture in Word documents. This time, let's look at how we can customize text wrapping to make text flow around a picture even more closely than selecting a tight wrap does.As before, run Word, add some text, and then choose Insert|Picture|Clip Art and insert a picture. Click the picture to select it and then click the Text Wrapping and choose Edit Wrap Points. You can now use the mouse to drag individual edit points and get exactly the fit you want.

HOLIDAY PAPER FOR WORD DOCUMENTS Are you working on your New Year's cards? If so, you could use a special paper for your holiday letters -- something with a holiday message -- or you could get Word to do the job for you. How about a watermark that reads Happy New Year diagonally across all your pages?To add a watermark, open a blank document and choose View|Header and Footer. When the Header and Footer toolbar opens, click in the header area and then choose Insert|Picture|WordArt. Select a WordArt style and then type "Happy New Year" into the Edit WordArt Text dialog box and click OK.Size and place the text so that it appears diagonally (or however you want it to appear) across the page. Right-click the WordArt and choose F WordArt. Select a light fill color and select the check box labeled "Semitransparent." Click OK to close the dialog box.Click Close in the Header and Footer toolbar.

GETTING WORD TO DO A SUMMARY Did you know that Word can create a summary of your document for you? Although the summary may not be perfect (software isn't really intelligent), it will provide you with a good starting point. You can edit the Word-generated summary to create a good summary.To create a summary, open a document and choose Tools|AutoSummarize. When the AutoSummarize dialog box opens, click the type of summary you want and then click OK.

A TITLE CASE WORD MACRO Here's a Word macro that you can use to change your headings from whatever they are to Title Case. To enter the macro, run Word and press Alt + F11. When the Microsoft Visual Basic window opens, right-click the Modules folder and choose Insert|Module. Next enter the code shown below exactly as it appears here.

Sub TitleCase()Selection.HomeKey Unit:=wdLineSelection.EndKey Unit:=wdLine, Extend:=wdExtendSelection.Range.Case = wdTitleWordSelection.MoveDown Unit:=wdLine, Count:=1End Sub

Press Alt + Q to return to your Word document.Click the heading you want to convert to Title Case and press Alt + F8 to open the Macros dialog box. Double-click TitleCase to run your macro.

LOCATING A FILE IN WORD Let's imagine that you want to open a Word document but you don't remember where you saved it. Here's how to locate your files.Choose File|Open. When the Open dialog box appears, click Tools|Find. Let's say part of the file name you want to find is "office." Under "Value" enter the word "office." Click the arrow at the right side of the "Look in" list box and select the drive you want to search. Select the check box labeled "Search subfolders" and then click Find Now.If necessary, respond to any dialog boxes opened by the Find wizard. You should now get a list of the located files. You can double-click the one you're looking for to open it in Word.

CHANGING TO FULLY JUSTIFIED TEXT IN WORD Sometimes you need to change an entire Word document to fully justified. This is an action that doesn't require many steps -- all you have to do is press Ctrl + A to select the text and then click the Justify button in the Word toolbar.

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Although this operation requires only a few steps, we find that it's easier to use a simple macro for the job. To enter the macro, run Word and choose Alt + F11. Right-click Modules and choose Insert|Module. Now, enter the code as shown here.Sub FullJustify()Selection.WholeStorySelection.ParagraphFormat.Alignment = wdAlignParagraphJustifyApplication.GoBackSelection.MoveDown Unit:=wdLine, Count:=1End SubPress Ctrl + Q to get back to Word.To run your macro, press Alt + F8 and double-click the macro. In the next tip, we'll discuss how to add the macro to a toolbar button.

WORD'S WORK MENU We have recently received some questions about Word's Work menu, so let's take a look at this feature. Word doesn't display the Work menu by default, so the first step is to make it visible.To turn on the Work menu, choose Tools|Customize|Commands. When the dialog box opens, select Built-In Menus in the 'Categories' list. Now, under 'Commands' locate Work and drag it to a suitable location on the toolbar.With the 'Work' button available, click it and then select Add to Work Menu to add your current document to the Work menu. You can open any document in the list by just clicking Work and selecting the document.

SELECTING TEXT COLUMNS IN WORD You most likely know that you can click at the top of a Word table to select the entire table. But what if you need to select columns of tabbed text that aren't in a table?

To select columns of text, click where you want to begin your selection and then hold down the Alt key while you use the mouse to select the desired text.

CREATING NEW DEFAULT MARGINS IN WORD You don't have to accept the default Word margins -- you can set a new default yourself. When you do this, make sure you don't set margins that your printer can't handle though.To set the default margins, choose File|Page Setup. When the dialog box opens, click the Margins tab. Set the margins the way you want and then click Default. A dialog box will warn you that you are about to make a change that will affect all new documents that are based on your Normal template. Click Yes to continue and save your new default

ADDING A HORIZONTAL LINE TO A WORD DOCUMENT We were recently asked if it is possible to add a decorative horizontal line to a Word document. The answer is yes. In fact, Word offers a good selection of horizontal lines that range from decorative to downright gaudy.To add a line, click where you want the line to appear and choose Format|Borders and Shading. When the Borders and Shading dialog box opens, click Horizontal line. Double-click the line you want to use.Note that the line will drop as you add any text above it.

QUICK SYNONYMS IN WORDThere is a quick way to get Word to suggest a synonym. Just right-click the word and choose Synonyms. If Word has some suggestions, you can select the one you want. If Word doesn't have any suggestions, you can select Thesaurus from the menu.Note that this method will not work with some document formatting. For example, words in numbered lists don't offer the Synonyms command.

SELECTING TEXT IN WORD 2000 There are several ways to select an entire Word document. The most popular is probably the old Ctrl + A. It's simple and effective.

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One selection method that many Word users don't know is that you can hold down the Ctrl key and then click in the left margin of the document. You can click anywhere as long as you click to the left of the text. The best way to do this is to hold down Ctrl and then move the mouse cursor over to the left until it turns into an arrow. When the cursor becomes an arrow, click.

If you need to select small amounts of text in a Word document, then use the mouse to select the text or the Shift + arrow keys. For really large text selections, click at the start of the text block that you want to select. Next release the mouse button and hold down the Shift key and click at the end of the text block you want to select.

CONVERT HYPHENS TO DASHES IN WORD If you don't normally allow Word to automatically generate em dashes (long dashes), and you need them in a specific document, then you can easily convert all double dashes in a document to em dashes using Word's Find and Replace option.Press Ctrl + H to open Find and Replace. Type two dashes into the "Find what" entry box. Press Tab to move to the "Replace with" entry box and enter ^+ (caret plus sign). Click Replace All to replace all occurrences of double dashes with em dashes.

A MULTITUDE OF TEXT BOXES IN WORD Text boxes are handy little critters. You can put text in them and then move them around wherever you want. If you find that you need a number of identical text boxes, here's an easy way to create them: Just click a text box and hold down Ctrl. Next drag a copy of the selected text box. Repeat as necessary.

USING COLUMNS IN WORD When you use two or more columns in a document, Word 2000 calculates column ends depending on the margin locations. However, if you want to end a column prematurely and move to the next column, you can insert a column break.To insert a column break first, make sure you're in Print Layout view (if not, choose View | Print Layout). Next, click where you want to begin a new column and choose Insert | Break. When the Break dialog box opens, select the "Column break" radio button and click OK. Word will now move up any text that comes after the break to the top of the next column.

KEEPING NAMES TOGETHER IN WORD A reader recently commented that it is a good practice to keep names together. For example, if you type in the name "Mortimer Brewster," Mortimer could very easily appear on one line and Brewster on the next line. To prevent this, you can use Word's non-breaking space. In our example, you would type in "Mortimer," then press Ctrl + Shift + Spacebar, and then type in "Brewster." Using the non-breaking space will ensure that Mortimer and Brewster always stay on the same line.

ASSIGNING STYLES IN WORD When you create a Word document, Word will often apply some formatting automatically. This is great, unless the formatting isn't what you want.To turn off this automatic formatting feature, choose Tools|AutoCorrect. When the dialog opens, click the AutoFormat As You Type tab. Now, deselect the check boxes labeled "Headings" and "Define Styles Based On Your Formatting." Click OK to close the dialog box and store your new settings.

WORKING WITH WORD FOOTNOTES What happens when a footnote is too long to fit on the page? The footnote continues onto the next page, of course. In such a case, you may want to add a note telling your readers that the footnote is continued on the next page.To add a note to your readers, choose View|Footnotes. When the Footnotes window opens, click the arrow at the right side of the "Footnotes" list box and choose Footnote Continuation Separator from the list. Now, type in something such as "Continued on next page" and then click Close.Note that View|Footnotes doesn't exit unless you have footnotes. To add a footnote, choose Insert|Footnote.

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DELETING A SENTENCE IN WORD Let's imagine that you have just written a sentence that you really hate and want to delete as quickly as possible. To delete this sentence, you first need to select it. An easy way to do this is to hold down Ctrl and then click inside the offending (or perhaps, offensive!) sentence. With the sentence highlighted, you can press Delete to get rid of it forever.

SELECTING CELLS IN WORD TABLES When you work with Word tables, you might like to use some keyboard shortcuts to select columns and rows. To select a column, hold down the Alt key and click in the column you want to select. To select a row, click in the first cell of the row you want to select and then press Alt + Shift + End. To select several cells in a column, click the first cell you want to select and then hold down Shift while you click in the last cell you want to select. The same procedure works for rows -- click in the first cell, then hold down Shift and click in the last cell.

A WORD VISUAL EFFECT Microsoft Word allows you to change the vertical as well as the horizontal spacing of text. This creates an interesting text effect that you might want to use for fun documents, such as party invitations or club newsletters.To check out vertical text spacing, open a blank document and type in a short sentence. Now, select one letter and choose Format|Font. When the Font dialog box opens, click the Character Spacing tab. Next click the arrow at the right side of the "Position" list box and select Raised, then click OK. The selected letter will now appear three points (the default) above the line. Select another letter and repeat the above procedure, but this time select Lowered from the "Position" list box and click OK. This moves the selected letter to three points below the text line.

A WORD SHORTCUT KEY LIST You may find it useful to print out a list of all your Word shortcut key assignments for reference use. To generate this list, choose File|Print. When the Print dialog box opens, click the arrow at the right side of the 'Print what' list box and select Key Assignments from the list. Click OK to close the dialog box and print your current key assignments.

WORKING WITH WORD MACROS Suppose you'd like to write a macro that will perform a search and replace in a selected text area only. By default, you'll get a dialog box when the S & R operation completes asking if you'd like to search the rest of the document. You can use .Wrap = wdFindStop to eliminate the dialog box.

As an example, here is a macro that replaces all occurrences of 'anytime' with 'any time'.Sub AnyTime()Selection.Style = ActiveDocument.Styles("Normal")Selection.Find.ClearFormattingSelection.Find.Replacement.ClearFormattingWith Selection.Find.Text = "anytime".Replacement.Text = "any time".Forward = True.Wrap = wdFindStop.Format = False.MatchCase = False.MatchWholeWord = False.MatchWildcards = False.MatchSoundsLike = False.MatchAllWordForms = FalseEnd WithEnd Sub

NON-BREAKING TABLES IN WORD

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When you use tables in Word, you don't want part of a table to appear on one page and the other part to appear on the next page. To keep your tables from getting broken across two pages, click in a table to select it and then choose Table|Table Properties. When the Table Properties dialog box opens, click the Row tab. Now, deselect check box labeled 'Allow row to break across pages' and click OK to apply your selection and close the dialog box.

TO INDENT OR TO NOT INDENT IN WORD DOCUMENTS Some people like to indent the first line in a paragraph and others like to simply leave a space between paragraphs. Word will allow you to choose which method you prefer. As an example, let's suppose that you want to indent the first line of your paragraphs. Type in some normal text and then choose Format|Style. When the Style dialog box opens, click Modify. In the Modify Style dialog box, select the 'Add to template' check box and then click Format|Paragraph.

Now, click the arrow at the right side of the 'Special' list box and select First Line. In the 'By' spin box, set the amount by which you want to indent the line and then click OK. Back in Modify Style, click OK again. In the Style dialog box, click Apply to apply your changes and close the dialog box.

OPENING A WORD DOCUMENT COPY Here's a trick that you might like to try. Suppose you'd like to open a document and then save a copy of it under a new name. Rather than going through all the steps of opening and saving, you can simply right-click the document icon and choose New. This opens the document in Word without a name. Now, you can choose File|Save As and name and save the document copy.

OPENING FIND AND REPLACE IN WORD There are a number of ways to open the Find and Replace dialog in Word: you can choose Edit|Replace, you can press Ctrl + H. Or, one that only a few diehard Word users know about, you can double-click the page number in the Word status bar. This is at the bottom left of the Word window. In fact, you can double-click anywhere in the status bar segment that contains the page number.

A STANDARD TABLE FOR WORD Do you find that you usually use the same table layout in Word documents? You may as well make that layout the default and save yourself a bit of work when you need a table.To do this, choose Table|Insert|Table. When the dialog opens, make your selections and then select the check box labeled "Set as default for new tables" and click OK to insert the table and save your selection.Now you can simply choose Table|Insert|Table and press Enter to insert your new default table.

RECORDING A WORD MACRO You can choose Tools|Macro|Record New Macro. When the Record Macro dialog box opens, you can enter a name (or accept the default name) and click OK to start recording.There is an easier way to start a macro recording though--you can simply double-click the recording button (it's labeled REC) in the Word status bar. This opens the Record Macro dialog box and you can enter the name and click OK to start recording.

USING WORD TABLE GRIDLINES When you create a table in a Word document, the table displays gridlines by default. Once you've finished entering data in a table, you might want to get rid of the gridlines. To do this, click the table and choose Table|Hide Gridlines.To turn the gridlines on again, choose Table|Show Gridlines.

SAVING A SELECTION IN WORD Suppose you're reading along in a Word document and you run across a phrase or paragraph that you really like. If you'd like to save just the interesting phrase, all you have to do is select the text and then use the mouse to drag the selection to the desktop.Microsoft calls the file created on your desktop a Document Scrap. When you need the scrap, you can simply drag it into a Word document.

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If your desktop isn't readily accessible while you're working in Word, you can select the text, then press Ctrl + C to copy it. Now, go to the desktop and press Ctrl + V to create your document scrap.

USING SUBSCRIPTS IN WORD Does anyone remember high school chemistry? Remember those subscripts that littered all the chemical names and formulas. Well, if you need subscripts for whatever reason, Word can supply them for you.

Let's say that for some weird reason, you need to enter the chemical name for water, H2O. You'd like to have that 2 in a subscript. So, you type H, then you press Ctrl +Hyphen + Equal Sign. Type in the 2 and press Ctrl + Hyphen + Equal Sign again and then type in the O.

PRESERVING FORMATS IN WORD COPIES In Word, the formatting information is in the paragraph mark. So, when you want to paste text from one Word document to another, or from one Word paragraph to another, make sure you select the paragraph mark to copy the formatting.

If you're not sure where to find the paragraph mark, you need to turn on its display. To do this, choose Tools|Options. When the dialog box opens, click the View tab. Select the check box labeled "Paragraph marks" and click OK.

MODIFYING YOUR WORD DICTIONARIES When you want to modify one the Word 2000 dictionaries, choose Tools|Options. When the dialog box opens, click the Spelling And Grammar tab. Now, click Dictionaries, click Edit and make your changes.However, note that editing the dictionaries turns off automatic spell checking for the current document. To re-enable spell checking, choose Tools|Options and click the Spelling And Grammar tab. Select the "Check spelling as you type" check box and click OK to close the dialog box and continue working with your document.

WORD COUNT FOR SELECTED TEXTNeed a word count for a paragraph, a line, or a portion of a document? Just hold down the left mouse button and highlight the text you want to run the count on before opening the Tools menu and choosing Word Count.

QUICKLY JUMP BETWEEN DOCUMENTSIts easy to quickly jump between the documents you're working on in Word. Just press Ctrl + F6 to jump forward one document and Ctrl + Shift + F6 to jump backward one document.

CLEAN UP TEXT IN WORDI sometimes copy and paste articles from the Internet to Microsoft Word 2002. Unfortunately, the text often has odd formatting and a carriage return at the end of each short line of text, making the entire article twice or three times as long when printed. Is there a way to remove all the carriage returns at once, instead of deleting them line by line?

This is a common problem, and it does not have a built-in solution. To start, ensure that a blank line always appears between actual paragraphs. Then press Ctrl-H and clean up the document using Find and Replace as follows:

Replace ^l with ^p. Replace ^p_ with ^p (where the underscore represents a space). Replace _^p with ^p (again the underscore represents a space). Replace ^p^p with %$#@. Replace ^p with a space. Replace %$#@ with ^p^p.

In the Find and Replace dialog, ^l represents a new line and ^p represents an actual paragraph mark, corresponding toand in HTML. The first step replaces any new-line characters with proper paragraph

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marks. The blank lines separating the document's true paragraphs will appear as a pair of paragraph marks.Steps 2 and 3 ensure that the paired paragraph marks aren't missed because of an intervening space. In step 4, we replace the paired paragraph marks with a text string that does not otherwise appear in the document. Step 5 corrects the formatting by replacing each remaining lone paragraph mark with a space, and step 6 restores the correct paragraph marks.

If this process works well for you, you'll want to record it as a macro so you can apply it at will. I use such a macro myself for cleaning up the e-mailed questions in User to User.

GENERATING DUMMY TEXT IN WORDThis feature generates as much text as you ask for, printing the sentence The quick brown fox jumps over the lazy dog as many times as you need. To generate the text, simply open a new blank document and type the command =rand(p,s), where p is the number of paragraphs you want and s is the number of sentences per paragraph. Then press Enter, and Word will create the text.

This technique will work anywhere in a document as long as you enter the string so that the equals sign is the first text character in a paragraph. For example, suppose you want to create a quick and dirty table to experiment with anywhere in your document. For a three- column table, first enter the command =rand(3,1), which creates three paragraphs containing one sentence each.

Next, select the three paragraphs and choose Table | Convert | Text to Table. Set the number of columns to 3, make sure the conversion is set to separate text at paragraphs, and choose OK. This will produce a one-row, three-cell table with text in each cell and the row selected. Copy the selected text and create as many rows as you need by pasting them in.

CHANGE THE DEFAULT FONTThe default font for the Normal.dot template is Times New Roman. To have all your New documents use a different font automatically (for example, Arial), click Font from the Format menu. The Font dialog displays. In the Font field, scroll the list of typefaces until the font you want displays in the Font window. Click this font. Select the appropriate Font style, size settings, and font color, then click the Default button at the bottom of the Font dialog box. Word pops up an alert box asking if you want to change the default font to the selection you've made and advising you that the change you are about to make will affect all new documents based on the Normal.dot template. Click Yes.

FORMATTING NUMBERS IN MICROSOFT WORD Is it possible to do automatic digit grouping in Word 2002? I'd like to display 1,000,000 with the commas inserted automatically, instead of 1000000.You would think there must be a way in Word to format numbers so that commas are inserted automatically as you type. Unfortunately there's not, but you can automate this type of formatting in a way that's useful by using fields if, for example, you're creating a template. Choose Field from the Insert menu, select the Equations and Formulas category, and select the item named = (Formula). Click on the Formula button and append the number to the equal sign that's initially displayed (see Figure 1).For the number format, select #,##0, then click on OK. Your numbers will appear with automatic digit grouping. To change a number, put the cursor within it and press Alt-F9 to display field codes instead of the field value. Edit the number, press Alt-F9 again, and press F9 alone to update the displayed field value.You can include computations in the formula as well. For example, if you enter =2^64 in the Formula dialog, it will display 18,446,744, 073,710,000,000, with all the commas in the right places.

DOUBLE YOUR PAGES I'm creating a Word 2000 document with two columns per page. When the document is finished, I will print it and fold each page in the middle. I'd like each half of the page—that is, each column—to have its own page number. Is there a way to do this so the left column of the first page is numbered page 1 and the right column is page 2, and so on?Select Header and Footer from the View menu. In the footer, press Ctrl-F9 to insert a pair of braces {}, which will define the field. Between the braces, type =, then press Ctrl-F9 to insert another pair of braces. Type Page between the second pair of braces. Just inside the final brace, type *2-1. The string should look like this: {={Page}*2-1}.

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Copy that field to the Clipboard, tab to the center of the footer, and paste the copied text. Edit the second field formula to delete the -1. Now press Alt-F9 to show the field results instead of field codes. On each page, the right column's number is twice the page number, and the left column's number is one less—just what you wanted. To finish, adjust the location of the two fields so they align with the columns.If you're using Word 2002, check out the new book-printing feature, which makes this task easier. Go to File | Page Setup, choose the Margins tab, and select an option from the Multiple pages drop-down list

REMOVE MANY LINKS AT ONCE I regularly work with large Word documents that start out as HTML documents, and they contain hundreds of hyperlinks. I know how to remove one link at a time by moving the cursor to the link, hitting Ctrl-K to bring up the Edit Hyperlink dialog, and then choosing the Remove Link button. But when I have to remove hundreds of links, this takes a maddeningly long time. Is there a faster way to get rid of the hyperlinks?You can remove all of the links with just two keystrokes: Ctrl-A to select the entire document and Ctrl-Shift-F9 to convert all the links into text. This technique works with other fields as well, turning a field into text using the field result. For example, if you've inserted a date field to show the current date, selecting the field and pressing Ctrl-Shift-F9 will turn it into text so the date won't change from one day to the next.If you have other fields in your document along with the hyperlinks and you don't want to convert those fields to text, you can select a portion of the document, being careful not to include the fields you don't want to convert, and then press Ctrl-Shift-F9, repeating as many times as necessary for the entire file. This isn't as easy as giving the command for the entire document at once, but it is still faster than removing each link individually. By the way, a somewhat quicker way to remove a single link than the Ctrl-K method is to right-click on the link and choose Remove Hyperlink from the context menu

CHARACTER OVERSTRIKE IN WORD I wanted to print an N and an equal sign in the same spot, similar to the Euro symbol, which combines a C and an equal sign. I am able to do this in WordPerfect, but in Word I must use a field code. The solution I found is somewhat complicated but very flexible.First, press Ctrl-F9 to insert the curly brackets that surround a field code. Between the brackets, type eq \o(N;=). Press Alt-F9 to toggle from displaying field codes to displaying field results.The eq field is used to create equations, and the \o switch tells Word to overstrike the next characters within the parentheses. You can put as many characters in the parentheses as you want. There are other switches for displacement, as well as for creating fractions, integrals, alignment, and so on. Search for the eq field in Help for more information.Word offers an equation editor that lets you design complex equations visually. It's much easier than building an equation by stacking up switches in an eq field. Word's behavior favors the equation editor; if you double-click on an eq field, it is converted to an embedded equation. Such behavior is desirable in most cases, but if you double-click on the example described here, you'll lose the overstrike effect. If you do that by accident, don't worry. Click somewhere else on the page to exit the equation editor, then press Ctrl-Z to undo the change.

TEXT THAT DOESN'T PRINT To do this, highlight the text in question, choose Font from the Format menu, and check the box titled Hidden. The text disappears—not visible either on your screen or in print. To bring it back into view, select Options from the Tools menu and click on the View tab. In the Formatting marks area, check the box titled Hidden text. Now the text appears on-screen (with a dotted underline to let you know something's different about it) but still will not print.

DISPLAY NUMBERS AS TEXT IN WORD Word will indeed format numbers in several interesting ways, but only when they are represented by field codes. The = field code is exactly what's needed here. Press Ctrl-F9 to insert a pair of field-code delimiters, which resemble boldface curly brackets. Between the field-code delimiters, enter = followed by the number. Then append the DollarText field switch. The result should look like this:{=34,582.13 \*DollarText \*Firstcap}

Right-click on the field and choose Update Field. You should now see the number spelled out in words: Thirty-four thousand five hundred eighty-two dollars and 13/100. It isn't precisely the requested format; it ends with 13/100 rather than thirteen cents. But it's close.

Word provides a number of other numeric field codes. Here are a few of the more useful ones:

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{=42 \*CardText} forty-two{=42 \*OrdText} forty-second{=42 \*Ordinal} 42nd{=42 \*ROMAN} XLII

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