Advanced Features In Word 2002

Published Date
01 - Jan - 2006
| Last Updated
01 - Jan - 2006
 
Advanced Features In Word 2002
These features aren't "hidden" in any way-they're right there in the menus; it's just that we don't bother to experiment! Here are some features all of us can find use for at some time or the other.

AutoText
AutoText offers a way to store and quickly insert text, graphics, fields, tables, bookmarks and other items that you use frequently. Word comes with a number of inbuilt AutoText entries divided into different categories. For example, if you're working on a letter, Word can offer letter-specific AutoText entries, such as salutations and closings.

You can also, of course, create your own AutoText entries. It's as easy as Insert > AutoText > AutoText. Here, you'll find the field where you can enter your own AutoText. This is useful if you often use the same large or complex item and don't want to have to reinsert or retype it, or if you want to store text that contains a particular style or format. For example, if you send customers a monthly report that always includes the same lengthy disclaimer, you can create an AutoText entry for the disclaimer.


Click Insert > AutoText. The little bar in red above can be dragged


The AutoText toolbar lists out AutoText in various styles

When you create an AutoText entry, it's automatically linked to the paragraph style of the text or graphic you used to create the entry. This style is what Word uses to determine which submenu the new AutoText entry appears in on the AutoText submenu in the Insert menu. For example, if your report's disclaimer has the Normal style, Word links the AutoText entry to the Normal style. When you later want to insert the entry, you will find the entry on the Normal submenu (Insert > AutoText). In Word 2002, when you click Insert > AutoText, you'll see "Drag to make this menu float." Drag that item, and you will see the submenus.

AutoCorrect
AutoCorrect automatically corrects text errors such as incorrect capitalisation and typos. You can also use AutoCorrect in much the same way that you use AutoText, to store text or graphics you plan to reuse. If you create an AutoCorrect entry that contains text only, Word stores the entry without formatting. If you create an AutoCorrect entry that contains a field, sym-bol, paragraph mark, imported graphic, or an object other than text, Word preserves the entry's original formatting. Select the text or graphic you want to store as an AutoCorrect entry.


How often have you corrected typos by backspacing and then retyping? Avoid all the hassle with AutoCorrect


In AutoCorrect, you can choose between formatted and unformattted text. You'll want to choose the former in most cases

On the Tools menu, click 'AutoCorrect Options' and go to the AutoCorrect tab (make sure the 'Replace text as you type' checkbox is selected.) In the 'Replace' box, type in what you want to replace-that is, the abbreviation or word that Word replaces automatically as you type). In the 'With' box, type in (or paste) what you want to replace that text with. If this contains formatting, the 'Plain Text' and 'Formatted Text' options will appear.

To save the entry without its original formatting, click 'Plain text', and to save the entry with its original formatting, click 'Formatted text'. Click 'Add'. When you're ready to automatically insert the AutoCorrect entry, type the entry name followed by a space or punctuation. You can store your own symbols as AutoCorrect entries. Go to Insert > Symbol. Click the symbol you want, and click 'AutoCorrect'. Store the AutoCorrect entry as usual.

Choosing Between AutoText And AutoCorrect
AutoText and AutoCorrect use different methods to insert entries automatically. After setting up an AutoText entry and turning on AutoComplete, you can choose whether or not to insert the entry into your document. By contrast, when you use AutoCorrect to automatically correct text as you type, Word will always insert the text. If you decide you don't want the AutoCorrect entry, you must undo the insertion.
AutoFormat A Table
You can quickly format a table by using the Table AutoFormat command. The Table AutoFormat command will automatically resize your table to fit the largest entry and apply predefined borders and shading.


Use TableAutoFormat to format a table using one of many styles

To format a table by using Table AutoFormat, place the insertion point in the table to be formatted. Choose Table > Table AutoFormat. Select one of the predefined formats. Observe the preview window. As you select different formats, a representation of the format is displayed in the Preview area. Click 'OK' to apply the format to the table containing the insertion point.

Sorting Data In A Table
To sort data in a table, first make sure the header row is unique looking from the rest of the data (bold, italicised or larger). Put the mouse anywhere in the table.


Did you know you could automatically sort data in a table in Word? After selecting to sort data, you're presented with various Sort Options

Choose Table > Sort. In the 'Sort By' drop-down list box, select the field name by which you want to sort. In the 'Type' drop-down list box, select 'Text', 'Number' or 'Date' according to the contents of the column selected in the 'Sort By' box. Select 'Ascending' or 'Descending' and click OK.

Comparing Documents
Comparing documents is useful to view changes to a document that was not revised by using change tracking.

Go to Tools > Compare and Merge Documents. Open the document you want to compare the current document with.

Click the arrow next to 'Merge', and then do one of the following:
1. To display the results of the comparison in the original document, click 'Merge'.


When you want to merge documents, you're presented with a menu under 'Merge'. Try out all three of them!

2. To display results in the currently open document, click 'Merge into current document'.
3. To display the results in a new document, click 'Merge into new document'.
When you compare documents, Word marks text that was added and/or deleted, just as it would if change tracking had been turned on.

Versions In One File
Look at the File > Versions menu, and the options offered therein. The menu is intuitive and doesn't need too much explanation.

If you have a document that may be revised in the future, you might want to keep a record of each different draft. You can set up the document so that Word saves a snapshot of the current version automatically each time you or another reviewer closes the document after making changes. All versions are stored within one document, although Word displays only the current version by default.

For each version in the document, Word records the date and time when the version was saved and the name of the person making the changes. You can view any one of the previous versions in a separate window by opening that version from File > Versions. You can also open, print, and delete earlier versions.

Reviewing Comments
View the comments of a single reviewer: Click Show >  Reviewers on the Reviewing toolbar, and select the Reviewer the comments from whom you want to see.

Locate a specific comment: Click 'Go To' on the Edit menu. In the 'Go to what' box, click 'Comment'. In the 'Enter reviewer's name' box, click the reviewer's name. Click 'Next' until you find the comment you want.

Review one change at a time: Click 'Next Change' or 'Previous Change' on the Reviewing toolbar.

Accept the change: Click 'Accept Change' on the Reviewing toolbar.
Reject the change: Click 'Reject Change' on the Reviewing toolbar.
Accept all changes in one pass: In the drop-down next to 'Accept Change', select 'Accept all changes in document'.

Reject all changes in one pass: In the drop-down next to 'Reject Change', select 'Reject all changes in document'.
(In the above two drop-downs, there are other options you can explore and experiment with.)

What Is A Table Of Contents?
A table of contents is a list of headings in a document that you can insert in a specific location. You can use a table of contents to get an overview of the topics discussed in a document or to quickly navigate to a topic.

You can create a table of contents for a document that you plan to print as well as view in Word. For example, when you display the document in print layout view, the table of contents includes page numbers along with the headings. When you switch to Web Layout view, the headings are displayed as hyperlinks so that you can jump directly to a topic.
Create A Table Of Contents
In your document, apply inbuilt heading styles (Heading 1 through Heading 9) to the headings you want to include in your table of contents. Click where you want to insert the table of contents.


After creating a document using various heading styles, Word can automatically generate a TOC. The format will depend on the type of headings you used

On the Insert menu, click Reference > Index and Tables, and then click the 'Table of Contents' tab. Do one of the following:

1. To use one of the available designs, click a design in the Formats box.
2. To specify a custom table of contents layout, click 'Options' and choose the options you want.

Apply A Different Style
To apply a paragraph style, click the paragraph or select the group of paragraphs you want to change. Or to apply a character style, click the word or select the words you want to change.

On the Format menu, click 'Styles And Formatt-ing…' This will open the Styles and Formatting pane to the right. Click the style you want to apply.


You can easily apply different styles to your document in one pass using the Styles and Formatting task pane

If the style you want is not listed, select another group of styles in the 'Show' box. A paragraph mark appears to the right of each para-graph style. A bold, underlined letter 'a' appears to the right of character styles. A table icon appears to the right of each Table style.

Recording A Macro
Macros are a string of commands that are recorded in order so as to execute them with one keystroke. Many times when users become more experienced, they want to speed up tasks that they do on a regular basis. By creating a macro, the user can become much more productive, because multiple commands can be executed with one keystroke. Let's look at the process of creating a simple macro in Word that will check the spelling, save the document, and then go into print preview-all with just one keystroke.


Try out the macro feature and see how much time it saves you!

Open any document. Click on Tools > Macro > Record New Macro. The Macro dialog box opens. In the top of the dialog box is a field that reads 'Macro Name'. Type in the name of your new macro. Next, click on the Keyboard button in the 'Record Macro' dialog box. The 'Customize Keyboard' dialog box opens. Now, click in the area inside the 'Customize Keyboard' dialog box that reads 'Press New Shortcut Key'. The insertion point is placed into that text field. This area is where you assign a keystroke command to your macro.

Press [Alt] [1]. The command should appear inside the 'Press New Shortcut Key' area, and under it will appear a message indicating if that particular keystroke command is already used. If it is not being used, it should read "Currently Assigned to: [unassigned]". If it is unassigned, you're OK; if not, change the keystroke to another containing [Alt] [another number]. Click 'Assign'. The macro is assigned that particular keystroke.

Click 'Close'. The 'Macro Record' toolbar appears. It doesn't consist of much; you can (without customisation) only pause/continue or stop recording. Now, while the Macro is getting recorded, check spelling in the document until the spell check is finished. Next, save your document. Then, click File > Print Preview. Click the Stop button on the 'Macro Record' toolbar. Your macro has been recorded. Now you can test the macro by executing the keystroke assigned by you.

Tab Stop Selection Buttons
Left Tab-Use this selection to set a left-aligned tab stop.

Center Tab-Use this selection to set a centered tab (to centre a heading, for example).

Right Tab-Use this selection to set a right-aligned tab.

Decimal Tab-Use this selection to set a decimal-aligned tab.

Bar Tab-This is not a tab stop per se. In paragraphs where a bar tab is set, a vertical line is inserted. This feature is used in legal documents.
First Line Indent-You can use this selection to set the indent for the first line of a paragraph. Instead of using the Format > Paragraph dialog box, position (click) this selection on the ruler bar where you want the indent to be.

Hanging Indent-You can use this selection to set the indent for second and subsequent lines of a paragraph. Instead of using the Paragraph dialog box, position (click) this selection on the ruler bar where you want the hanging indent to be.

Bet You Didn't Know 
Multiple Selection
With Word 2002, users can now use a feature that's been in Excel for a long time: multiple selection. This allows you to select multiple areas of text in a document simultaneously, so that you can then apply styles and formatting all at once. This feature is typically enabled by selecting some text and then using [Ctrl] to select other blocks of text, which is similar to the way you'd select multiple icons in Windows Explorer. One useful feature of multiple selection is that you can do searches within the area that are highlighted, excluding the unselected portions of the document.
Setting Tab Stops
By default, left-aligned tab stops are set every half-inch across the page. To set your own tab stops, you can use the Tabs selection on the Format menu; or you can make tab setting changes directly on the Ruler Bar. The tab stops you set yourself will be displayed on the Ruler Bar using a separate symbol for each type of tab setting; default tab stops are not displayed.

To set tab stops directly on the Ruler Bar, do the following:

Position the insertion point-or select a section of text-where you want the change in tab stops to occur: to change the tab stops for a single paragraph, click somewhere within a paragraph to be changed. To change the tab stops for several existing paragraphs, select (highlight) the paragraphs. This could be the entire document. To change the tab stops for a new paragraph, click at the beginning of a new, blank line (this could be at the beginning of a new document). The new line spacing will continue to each new paragraph when you tap the [Enter] key.

If the type of tab you want to use is not already selected, click the tab button at the left end of the Ruler Bar and make a selection. Descriptions of tab stop selection buttons are provided in the next tip.
On the Ruler Bar, click at the point where you want to place a tab stop.
Keep clicking until you have positioned all desired tabs.

Using the Tabs Dialog Box
You can also select the tab alignments and position tabs using the Tabs option on the Format Menu or in the Paragraph dialog box. Using this method also allows you to include a leader (such as a dot leader) to a tab stop. 

Make desired changes in the Tabs dialog box, clicking the 'Set' button to set each tab stop. If you want to delete a tab, click that tab setting in the tab listing and then click the 'Clear' button. To clear all tab stops, click the 'Clear All' button. When finished, click 'OK'.

Add a Watermark
Watermarks add an overall graphic dimension to a newsletter, flyer or letter on a special topic. The watermark is printed in the centre of the page; you can select the size you want. Change its colour in a paint program before you insert it as a background picture. Open a new document, and from the toolbar, select Format > Background > Printed Watermark. You will have an option to place either a Picture Watermark or a Text Watermark.

For a Text Watermark, type in the text, its font, size and colour. Explore the 'Layout' and 'Transparency' options. Click 'Apply' and then 'OK'.


When you choose to insert a watermark, you're given three options. Explore these

For a Picture Watermark, you will be able to first select any picture you have available, and then select its size and whether it will appear "washed out" or have more colour. Click Apply and then OK.

Creating Forms
You can use the Forms toolbar to create documents for onscreen tests, activities, reports and multiple choice quizzes. Forms allow a user to tab through the fields and make changes/additions.

Select  View > Toolbars and check the Forms toolbar to select it. This will bring up the Forms toolbar. You'll see several buttons:

1. Text Form field: To add text within the document, for fill-in-the-blank forms. The surrounding text will adjust to the length of the answer.
2. Check box form field: Users can tab through and press [Enter] to insert a checkmark.


                  
Above: A document with a "washed-out" watermark.
Below: A document with a watermark that has not been washed out. In most cases, you'll want the former

3. Drop-Down form field: To specify choices for the user to select. The person using the form will need to use the [Down Arrow] and [Enter] keys to review and make the selection.
4. Form Field Options: Click here to create the choices. Your first choice will show in the box. (You will have to lock the form first in order to see your choice in a pull-down menu.)
5. The two table tools help you to easily create a table to tab through. This is especially handy when creating reports and other classroom forms.
When your information and fields are entered, use
6. Form Field Shading: When this is selected, it shades text fields so that the user can see them. The shading does not print out.
7. Protect Form: When you have finished setting up your form, click this button to lock the form. It will prevent the user from changing your form/template.  If you want to make additional changes, you will need to unlock the form.

Consider doing the following:
1. Highlight the answer field and change its font, size and colour so the answer field is easily differentiated from the question.

2. Add multiple spaces between questions to make them easier to read and complete.

Bet You Didn't Know 
The Format Painter
The Format Painter lets you copy text formats from one location to another. You've probably often seen the Format Painter icon on the toolbar, but never used it! Using it is convenient if you want the same format(s) applied to text in different locations. The Format Painter copies all text formats, including the font, font size, colour, and character effects. The Format Painter saves time and helps create consistent formatting throughout a document. It can also be used to copy paragraph formats, such as alignment settings.
So how do you use it? First, click on the text with the format(s) you wish to copy. Click the Format Painter once if you want to copy formats to one other location, or double-click it if you want to copy to multiple locations. Now select the text at the new location(s) that you want to format. If you double-clicked earlier, the Format Painter will remain active, allowing you to select text at multiple locations. Remember (if you double-clicked) to click the Format Painter button again when you're done to turn it off.
Creating a Style
You can define a specific style and then use it to format text throughout your document. In this example, we'll create a "bold and centred" style. To create this style, double-click a word. Click on 'Bold' in the toolbar. From the menu, select Format > Paragraph, or right-click and select 'Paragraph'. Select 'Centered' for the alignment and 1.5 lines for the spacing. Click OK. With your word still selected, from the menu, select Format > Styles and Formatting. 'Styles and Formatting' appears in the Task Pane. Click the 'New Style' button.


CWord allows you to create your own styles, based on its predefined styles. Just select 'New Style' from the Styles and Formatting task pane

In the 'Name:' box, type in, say, "Centred Heading". Note the formatting characteristics. Click OK. Your new style, "Centred Heading", will now be listed in the list of styles displayed in the task pane.

To apply your new style to other text, highlight a line, for example, and in the Styles and Formatting Task Pane, double-click 'Centred Heading'.

Customise Your Toolbars
Right-click on the Standard toolbar (which, we assume, you've kept visible) and click 'Customize'. You'll see three tabs-'Toolbars', 'Commands', and 'Options'. Under 'Commands', you'll see-probably for the first time-all the commands Word is capable of! Each of these commands can be placed on a toolbar of your choice.

To navigate to a command, go to a Category (the list on the left). The commands under that category will be visible. You can simply click on a command and drag and drop it onto a toolbar of your choice. So, for example, if you want to add 'Next Misspelling' to the 'Extended Formatting' toolbar, first check 'Extended Formatting' in the Toolbars tab. Then, if 'Next Misspelling' is not already there on that toolbar, go to the Commands tab, navigate to 'Next Misspelling', and drag and drop it onto the 'Extended Formatting' toolbar.

Of course, you can drag and drop any command at all onto any toolbar at all. You can create new toolbars and give them names, too!
 
Create Your Own Custom Word Templates
Why use the same kind of blank document every time you open Word? You might want to use a different font every time, and you probably reformat the document every time. Similarly, you might want a signature with every file, including, possibly, a picture. You can create a template of your favourite font styles and sizes and use it whenever you want-it's as easy as creating a new document. Then, each time you open a document, what you'll need to do is click File > New, and in the task pane that opens up, go to "New from Template"-and select your template.


One of the most useful of Word's advanced features is the ability to create templates. Here we've created a template with a heading and a picture. To open a document using the new template, click File > New, which opens the New Document task pane. You'll need to use 'New from Template'. Also, you might want to keep 'Show at Startup' checked

To create a custom template, click View > Task Pane. If the 'New Document' task pane is not visible, select it from the drop-down menu in the upper right corner of the task pane. Now, in the New Document task pane, click 'General Templates'. In the 'Templates' dialog box that appears, select the 'General' tab, click the 'Blank Document' once to select it. This will be the base for your new template.

Under the 'Create New' section, click 'Template', and click 'OK'. Now comes the fun part: in the new template, add any text and graphics you want to appear in all new documents that you base on the template, and delete any items you don't want to appear. Also make the changes you want to the margin settings, page size and orientation, styles, and other formats. Finally, click File > Save, and give your template a name.

Align Shapes Using Gridlines
Did you know that Word features a drawing grid you can use to align drawing objects, such as AutoShapes? By default, gridlines are not visible. To make them visible, on the View menu, point to Toolbars and click Drawing. On the Drawing toolbar, click Draw > Grid. Select the Display gridlines on screen checkbox. Choose the options you want and click OK.

You're now ready to add shapes to your document. To see all the shapes available, such as telephones,click 'AutoShapes' on the Drawing toolbar and then click 'More AutoShapes'. Then make your selections from the Insert Clip Art task pane.



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