Microsoft® Word 97 Quick Reference
About the Authors
Patty Winter is a Senior Partner at PRW Computer and Training Services. She has worked with computers since 1982, training adults, testing programs, developing course material, and creating solutions for user productivity. She has trained thousands of adults and her emphasis has been on peopleware. She is lead author of Special Edition Using Microsoft Office 97 and Special Edition Using Microsoft Office Professional for Windows 95; author of Excel 5 for Windows Essentials; contributing author of Special Edition Using Microsoft Office, and coauthor of Excel for Windows SureSteps, Look Your Best with Excel, and Q&A QueCards.
PRW Computer Training and Services, based in Idaho Springs, Colorado, is a recognized leader in training, training materials, and consulting. PRW won the prestigious Rocky Mountain Chapter Society for Technical Communication's Distinguished Award for their work on Que's Excel for Windows SureSteps in 1994. If your company needs training or programming on any of the Microsoft Office applications, you should contact PRW regarding on-site courses.
For information on course content, on-site corporate classes, or consulting, contact PRW at the following address:
PRW Computer Training and Services, 491 Highway 103, Idaho Springs, CO 80452.
(303) 567-2987 Voice (8-5 MST), Internet: PattyWinter@msn.com or 71702.1462@compuserve.com.
Dedication
To my daughter Molly Jean--Thank you for helping me keep everything in perspective and enjoy this wonderful life. You are my reason!
Mommy
Acknowledgments
I would like to thank Rick Winter and Elaine Betts for all their help in pulling this book together. I thank them not only for their contribution of work, but also for their support and encouragement, spiced with lots of humor.
Thanks to Angie Wethington, Acquisitions Editor, who provided the direction and support in this constantly changing world of writing.
I appreciate the gentle reminders from Dana Coe, Sarah Rudy, and Joyce Neilsen to keep things clear and to finish sentences. Without the editing team, who knows if this book would have made sense. I would like to thank Bob Reinsch for his technical observations and suggestions. Thanks also to the production team at Que for taking all this information and making it look like a book.
Patty Winter
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Introduction
The Microsoft Word 97 Quick Reference is one of a series of comprehensive, task-oriented references that details how to use the features and functionality of Word 97. Compiled for the intermediate to advanced user who wants a concise, comprehensive reference, the Microsoft Word 97 Quick Reference is loaded with detailed instructions outlining important tasks you need to get the most from Word 97.
The Microsoft Word 97 Quick Reference presents the tasks most often sought by users of Word 97. The book also includes a comprehensive glossary with many terms and definitions that refer to the newest features in the Word 97 product offering from Microsoft.
New Ways of Working
Que's Quick References help the reader cover the most ground with the least amount of hassle, and in a minimum of time! Tasks include steps that the reader can complete, usually no more than five steps to any task.
The goal of the author is to help you get your work done in the least amount of time, with a minimum of reading and learning. The author knows that your time is valuable to you, and that you may not need to use some of the included tasks very often. That's why each task in this book is written with economy in mind. The reader should be able to recognize a need, take this book off the shelf, complete a task within minutes, then put the book back on the shelf for future reference. It just doesn't get any faster or easier.
Expanded Coverage
Unlike other low-cost references, Que's Microsoft Word 97 Quick Reference covers every major functional subset of Word 97. More importantly, each subset is covered separately, in its own dedicated section in this book. You can be confident that this book covers a lot of ground. The Microsoft Word 97 Quick Reference even includes "Graphics" and "Large Documents" sections.
Who Should Read This Book?
The Microsoft Word 97 Quick Reference is written for casual to advanced computer users who need a fast reference to Word 97 tasks and features. It is an ideal companion to Que's Special Edition Using Microsoft Word 97. The Quick Reference size makes it ideal for travel.
If you are upgrading from Word for Windows 95 or Word 6.0, you will find this reference useful for finding new features and looking up new ways of getting a job done. If you are migrating from another word processing program, such as WordPerfect, this Quick Reference may be the right amount of instruction you need to transfer your know-how investment to new products.
As a reference, this book is not intended to tutor learners. If you are just starting to use Word 97 software for the first time, or are a very casual user, you may want to consider Que's Using Microsoft Word 97 or The Complete Idiot's Guide to Microsoft Word 97 as a book to get you up to speed. For a beginner or very casual task reference, check out Que's Easy Microsoft Word 97. If you want the most complete reference as well as tutorial and foundation information, then you need Que's Special Edition Using Microsoft Word 97. This Microsoft Word 97 Quick Reference makes an ideal companion to the comprehensive Special Edition.
Features of This Book
If you take a moment to glance over the Table of Contents, you'll note that each logical part of the Word 97 product has its own dedicated section in this book. Topics are organized into working groups under each logical part of Word, with related tasks sorted under each topic in alphabetical order. In some cases, tasks have been specially sorted by the author when task grouping, sequencing, or relationships indicate the order.
Content Tuned to Your Needs
You can't be expected to know everything, and yet, you don't have to be told everything either. That's why the Quick Reference author has been given wide latitude in determining what extra information you might find valuable to complete a task. By tuning the presentation to your needs, you can spend less time sifting through background information or cross-referencing related information just to be sure you're using a task appropriately. For example, the author often indicates which conditions must exist in order to complete a task. The author explains why one task is best to use over another--all in very succinct text. Where it is obvious to you what conditions must exist or which task is best, you won't be slowed by text telling you what you already know.
Expert Advice
Our expert author knows when a specific task is appropriate and when that task should be avoided. For example, there is no point in making a bulleted list if only one list item exists. This book tells you when a task is in order, and when you should avoid using a task when it's out of context or is not appropriate at a specific location in your document, database, or presentation. This expertise of the author transfers directly to your work.
Navigation and Steps
Author expertise can also help keep tasks simple by including or eliminating steps that guide you to where you enter information or perform an action. Tasks in this book that detail how to get where you're going do so because the author believes that getting there is confusing for the reader.
In other cases, where your starting point is not relevant or where you are likely to know where a menu or dialog box is located, the author keeps it simple by not adding the navigational detail. The same assumptions apply where individual actions can be compounded into a step. Beginners often need "baby steps" to avoid confusion. The need for such care soon passes for most, and the user is better able to work with a step that is a logical group of actions. The result is a more readable set of steps.
The author has limited the length of commands and steps to just the words you need to read to complete each task in a minimum of time. Intermediate users of Windows-based applications rarely need to be told when to click the OK button!
Expert Mentoring
You also get background information, when appropriate, to the topic or task. Tasks are often introduced so that your understanding of the real purpose of the task is clarified. Although mentoring is best done through the full Special Edition Using series, there are times when a little mentoring before a task greatly enhances the understanding of that task or feature. The author keeps this in mind while using their extensive user experience to determine when to provide that reinforcing conceptual information.
A Comprehensive Glossary
With the Internet awareness of the Microsoft Word 97 product comes a lot of jargon that will be new to you. This book has a glossary of terms specific to who you are and what you're doing. These terms are contained in various sections of the book as italicized words. Look them up as you go along or scan for any terms that you may not be familiar with. Ever wonder what drop caps are? You don't have to complete a task to find out. You can check out such terms or definitions in the glossary!
Task Reference
This Quick Reference is divided into sections, all dedicated to Word 97 functional areas. In each section, you will find an alphabetical listing of topics that are detailed with tasks.
To find all tasks that cover printing, for example, go to the "Outputting" section, find the task topic "Printing," then turn to the tasks that cover activities in that topic area. Tasks follow one another, and are sorted in alphabetical order as well, unless there is special value in completing multiple tasks in order.
When a prerequisite task must be read to understand the task you are reading, a cross-reference will let you know: (See "Columns: Adding or Deleting" before you complete this task). When other tasks may be more useful, or may be used instead of the task you are viewing, a cross-reference will let you know where to find it: (See also "Macros: Recording" in the "Customizing" part of this book.) And when other related tasks may be useful after completing a task, a cross-reference at the end of the task will direct you to their location: (See also "Web Page: Hyperlinks Relative Path.")
Conventions Used in This Book
This book uses certain conventions in order to guide you through the various tasks. Special typefaces in this Quick Reference include the following:
| Type | Meaning |
| italic | Terms or phrases that may be found in the Glossary; variables. |
| underline | Menu and dialog box options that appear underlined on-screen. |
| boldface | Information you are asked to type. |
| special type | Direct quotations of words that appear on-screen or in a figure. |
When a direction is given to "click," this means click the left side of the mouse control for those mice with alternate buttons. When it is necessary for the right or alternate side of the mouse to be used, the direction "right-click" will be given.
In most cases, keys are represented as they appear on the keyboard. The arrow keys usually are represented by name (for example, the up-arrow key). The Print Screen key is abbreviated PrtSc, Page Up is PgUp, Insert is Ins, and so on. On your keyboard, these key names may be spelled out or abbreviated differently.
When two keys appear together with a plus sign, such as Shift+Ins, press and hold the first key as you press the second key. When two keys appear together without a plus sign, such as End Home, press and release the first key before you press the second key.
Various toolbar buttons, such as the one next to this paragraph, are used throughout the steps and are identified with a visual icon next to the appropriate step. These icons resemble the on-screen toolbar button and make it easier for you to find them quickly.
Many tasks include Warnings, Cautions, Notes, Tips, and Troubleshootings. These are described in-depth later.
The author has gone to great lengths to protect you from disaster, often warning you of impending, often irreversible danger before you get in over your head. Warnings are just one way this Quick Reference will inform you when you need to know.
WARNING: All of the paths you have used for graphics and internal hyperlinked documents must be relative paths. If they are not, your graphics won't display on the pages and the links are broken.
The completion of some tasks may change several aspects of a document or the way your MS Word package works in the future. Cautions inform the reader about unforeseen events that may not occur as expected. Cautions are not as severe as Warnings, but you will want to read cautionary information.
CAUTION: Be careful when splitting cells if your table already includes text. To avoid having all existing text merged into one cell, try unchecking the Merge Cells Before Split check box on the Split Cells dialog box.
Notes often advise and direct you while you complete a task. Expect to find great wisdom while you complete tasks.
NOTE: If you want to change the numbering (Roman numerals or letters, for example) of your table captions, choose Numbering on the Caption dialog box. If you want to create a new label for your tables, choose the New Label option.
Tips offer expert input from those who really know the software. Tips often include time-saving solutions and ways to shortcut your way to success. If you're looking for a shortcut key, Tips are where you'll find them!
TIP: Text that is designated as a hyperlink is typically a different color from regular body text and is underlined. As the text is clicked it briefly assumes a second color to indicate it is an active link, and changes to yet another, third color to indicate the link has been visited.
Troubleshootings state problems that you are likely to encounter and how to solve them. These are often the problems that the expert author has most likely encountered, or common problems that other users experience. Troubleshooting:s give the quickest and most appropriate way of addressing the stated problem.
TROUBLESHOOTING: When I copy text with drag and drop, the original text is deleted. You used the move feature instead of copying. Hold down the Ctrl key before dragging. Release the mouse button first and then release the Ctrl key.
Related Books
No one book can cover all of the needs of every user. Que offers a complete line of Office 97-related titles. Look for Quick References on each of the Office 97 components. Special Edition Using Microsoft Word 97 is the most complete tutorial and reference volume available for Word 97, and answers end-user questions with clear, concise, and comprehensive authority. Special Edition Using Microsoft Word 97 is the most complete tutorial and reference volume available for Word 97. Ask your bookseller for the availability of other Que titles.
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