Table of Contents

ACKNOWLEDGEMENTS......................................................................................................................................... II
CREDITS

......................................................................................................................................................... III

FOREWORD

..................................................................................................................................................... XXII

CHAPTER 1

INTRODUCTION............................................................................................................................ 1

1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11

WHERE THIS BOOK CAME FROM.......................................................................................................... 2

WHO THIS BOOK IS FOR ....................................................................................................................... 3
WHAT THIS BOOK TEACHES YOU ........................................................................................................ 5
APPLICATION BOXES ........................................................................................................................... 5
INSTRUCTION SETS .............................................................................................................................. 5
LAYOUT OF THIS BOOK ....................................................................................................................... 6
USE OF FONTS ..................................................................................................................................... 6
SOME TERMINOLOGY .......................................................................................................................... 6
THESIS TOOLS ..................................................................................................................................... 7
MICROSOFT AND I ............................................................................................................................... 9
A FINAL WORD BEFORE WE BEGIN .................................................................................................... 10

CHAPTER 2

DIFFERENT STROKES FOR DIFFERENT FOLKS: ACCESSING TOOLS.................... 11

2.1
2.1.1
2.1.2
2.1.3
2.1.4
2.1.5
2.1.6
2.2
2.3
2.3.1
2.3.2
2.4

GETTING THINGS DONE ..................................................................................................................... 11

Keyboard shortcuts .......................................................................................................................... 11
Accelerator keys ............................................................................................................................... 12
Ribbons ............................................................................................................................................. 15
Quick Access Toolbar ...................................................................................................................... 18
Context menus .................................................................................................................................. 22
Dialogs and Panes ........................................................................................................................... 23
INSTRUCTION SETS ............................................................................................................................ 25
USING KEYBOARD SHORTCUTS ......................................................................................................... 28
Learning to use keyboard shortcuts ................................................................................................. 28
Creating keyboard shortcuts ............................................................................................................ 30
TOGGLE KEYS ................................................................................................................................... 33

CHAPTER 3

BUILDING BLOCKS: CHARACTER TYPES AND PAGE COMPONENTS .................... 35

3.1
3.1.1
3.1.2
3.2
3.2.1
3.2.2
3.2.3

FONTS................................................................................................................................................ 35
Collecting fonts................................................................................................................................. 36
Character width................................................................................................................................ 37
CHARACTER TYPES AND CLASSIFICATIONS ...................................................................................... 37
Printing and non-printing characters .............................................................................................. 38
Breaking and non-breaking characters ........................................................................................... 39
Characters of interest ....................................................................................................................... 39

CHAPTER 4

THE RIGHT WORD IN THE RIGHT PLACE:

AUTOMATED TEXT INPUT AND CORRECTION .............................................................. 47

4.1
4.1.1
4.1.2
4.1.3
4.1.4
4.2
4.2.1
4.2.2
4.2.3
4.3
4.3.1
4.3.2
4.4
4.4.1
4.4.2
4.5

COPYING AND PASTING ..................................................................................................................... 47

The office clipboard ......................................................................................................................... 47
The Word Spike ................................................................................................................................ 51
Paste Special .................................................................................................................................... 51
Format painter ................................................................................................................................. 55
UNDERSTANDING FIELDS .................................................................................................................. 56
Field settings .................................................................................................................................... 57
Inserting fields .................................................................................................................................. 58
Working with fields........................................................................................................................... 63
AUTOCORRECT AND AUTOFORMAT SETTINGS ................................................................................. 64
AutoCorrect ...................................................................................................................................... 65
AutoFormat ...................................................................................................................................... 71
BUILDING BLOCKS, QUICK PARTS, AND AUTOTEXT ........................................................................ 75
AutoText ............................................................................................................................................ 75
Quick Parts ....................................................................................................................................... 77
WORD COUNT ................................................................................................................................... 79

CHAPTER 5

LAYING A PROPER FOUNDATION: LEARNING TO WORK WITH TEMPLATES .. 81

5.1
5.2
5.2.1
5.2.2
5.2.3
5.3
5.4
5.4.1
5.4.2
5.4.3

UNDERSTANDING TEMPLATES AND HOW THEY RELATE TO STYLES .................................................81

ACCESSING A TEMPLATE ...................................................................................................................82
Opening a template ..........................................................................................................................82
Basing a new document on a template.............................................................................................85
Attaching a different template to an existing document ..................................................................85
CREATING A TEMPLATE ....................................................................................................................87
CHANGING A TEMPLATE....................................................................................................................89
Set as default .....................................................................................................................................89
Modifying styles ................................................................................................................................89
Organizer ..........................................................................................................................................89

CHAPTER 6

FORMATTING THE WAY IT WAS MEANT TO BE: USING STYLES............................91

6.1
6.1.1
6.2
6.3
6.3.1
6.3.2
6.3.3
6.3.4
6.3.5
6.3.6
6.3.7
6.4
6.4.1
6.4.2
6.4.3
6.4.4
6.4.5
6.5

STYLE TYPES .....................................................................................................................................91

Built-in styles ....................................................................................................................................92
REGAINING CONTROL OF YOUR STYLES ............................................................................................93
STYLE TOOLS.....................................................................................................................................94
Styles Gallery....................................................................................................................................94
Classic Style Gallery ........................................................................................................................95
Apply Styles dialog ...........................................................................................................................97
Styles Pane ........................................................................................................................................98
Manage Styles dialog .....................................................................................................................102
Style Inspector ................................................................................................................................103
Create New Style dialog .................................................................................................................104
USING STYLES .................................................................................................................................105
Creating new styles ........................................................................................................................105
Modifying existing styles ................................................................................................................108
Applying styles ................................................................................................................................110
Rehabilitating styles .......................................................................................................................112
Selecting styles................................................................................................................................114
STYLE ROUNDUP .............................................................................................................................115

CHAPTER 7

PLANNING FOR THE PRINTED PAGE: PAGE SETUP ...................................................117

7.1
7.1.1
7.2
7.2.1
7.2.2
7.2.3
7.2.4
7.3
7.4
7.5
7.5.1
7.5.2
7.5.3
7.6
7.6.1
7.6.2

UNDERSTANDING SECTIONS ...........................................................................................................117

Section start and section breaks.....................................................................................................119
PAGE SETUP ....................................................................................................................................125
Page margins ..................................................................................................................................126
Page orientation .............................................................................................................................127
Paper size .......................................................................................................................................128
Page layout settings........................................................................................................................130
COLUMNS ........................................................................................................................................132
PAGE BREAKS .................................................................................................................................134
HEADERS AND FOOTERS .................................................................................................................136
Types of headers and footers..........................................................................................................136
Adding headers and footers ...........................................................................................................137
Editing headers and footers ...........................................................................................................138
PAGE NUMBERING ...........................................................................................................................141
Adding page numbers .....................................................................................................................142
Formatting page numbers ..............................................................................................................142

CHAPTER 8

SAFETY IN NUMBERS: GETTING WORD TO NUMBER FOR YOU ...........................145

8.1
8.1.1
8.1.2
8.1.3
8.1.4
8.1.5
8.2
8.3
8.4
8.4.1
8.4.2
8.4.3
8.5
8.6
8.6.1

MULTILEVEL NUMBERINGHOW TO NUMBER YOUR HEADINGS ..................................................145

Words changes are numbered ......................................................................................................146
Multilevel lists (a.k.a. Outline numbering) ....................................................................................147
List Styles ........................................................................................................................................155
Multilevel numberingquo vadis? ................................................................................................158
Adjusting numbered levels .............................................................................................................158
LISTNUM FIELDS ..........................................................................................................................158
SEQ FIELD NUMBERING ..................................................................................................................159
CAPTION NUMBERING .....................................................................................................................161
Captions and the caption style .......................................................................................................161
Inserting captions ...........................................................................................................................162
Using AutoCaption .........................................................................................................................163
CROSS-REFERENCES ........................................................................................................................165
FOOTNOTES AND ENDNOTES...........................................................................................................171
Adding footnotes or endnotes .........................................................................................................171

8.6.2
8.6.3
8.6.4

Viewing and navigating between notes.......................................................................................... 176

Note-area separators ..................................................................................................................... 178
Further Footnote and Endnote tips ............................................................................................... 179

CHAPTER 9

READER NAVIGATION: TABLES OF CONTENT, TABLES OF FIGURES,

INDEXES, AND TABLES OF AUTHORITIES ..................................................................... 182

9.1
9.1.1
9.1.2
9.2
9.2.1
9.3
9.3.1
9.3.2
9.3.3
9.3.4
9.3.5

TABLES OF CONTENT ...................................................................................................................... 183

Manual tables of contents .............................................................................................................. 187
Advanced tables of contents ........................................................................................................... 188
CAPTION TABLES (A.K.A. TABLE OF FIGURES) ............................................................................... 190
Out of the ordinary tables of figures .............................................................................................. 193
INDEXES .......................................................................................................................................... 194
Indexing principles ......................................................................................................................... 195
Marking index entries .................................................................................................................... 197
Creating the index .......................................................................................................................... 206
Debugging your index .................................................................................................................... 209
Formatting the index ...................................................................................................................... 213

CHAPTER 10

LOST AND FOUND: SEARCH AND REPLACE .................................................................. 215

10.1
10.2
10.3
10.4
10.5
10.6

REPLACING ..................................................................................................................................... 215

STANDARD SEARCHING................................................................................................................... 216
FORMATTED SEARCHING ................................................................................................................ 222
SPECIAL CHARACTERS .................................................................................................................... 225
WILDCARD SEARCHING .................................................................................................................. 229
SEARCH TIPS.................................................................................................................................... 236

CHAPTER 11

FINDING YOUR WAY: DOCUMENT NAVIGATION........................................................ 239

11.1
11.2
11.2.1
11.2.2
11.2.3
11.2.4
11.3
11.4
11.5
11.6
11.6.1
11.6.2
11.6.3
11.6.4
11.6.5
11.7
11.8
11.8.1
11.8.2
11.9
11.10

SEARCHING ..................................................................................................................................... 239

BOOKMARKS ................................................................................................................................... 240
Various uses for bookmarks ........................................................................................................... 240
Displaying bookmarks.................................................................................................................... 240
Adding and moving bookmarks...................................................................................................... 241
Understanding bookmarks ............................................................................................................. 243
GO TO ............................................................................................................................................. 247
OBJECT BROWSER ........................................................................................................................... 248
BROWSING BY EDITS ....................................................................................................................... 249
NAVIGATION PANE .......................................................................................................................... 250
Thumbnail view .............................................................................................................................. 250
Search list ....................................................................................................................................... 251
Reclaiming the Find and Replace dialog....................................................................................... 253
Document map................................................................................................................................ 256
A word of warning about the Word 2010 Document map ............................................................ 258
NAVIGATING WITH THE TABLE OF CONTENTS ................................................................................ 259
WORKING WITH MULTIPLE WINDOWS............................................................................................. 259
Splitting the window ....................................................................................................................... 260
Multiple windows ........................................................................................................................... 261
USING ZOOM ................................................................................................................................... 262
INCREASING NAVIGATION SPEED .................................................................................................... 263

CHAPTER 12

GETTING A GRIP: MANAGING DOCUMENTS ................................................................ 265

12.1
12.2
12.2.1
12.3

WORKING WITH DOCUMENT STRUCTURE (OUTLINE VIEW)............................................................ 266

COMBINING SMALLER DOCUMENTS INTO ONE LARGER DOCUMENT .............................................. 270
Using master documents ................................................................................................................ 271
OPENING CORRUPTED DOCUMENTS ................................................................................................ 277

CHAPTER 13

GOING TO THE SOURCE: CITATIONS AND REFERENCES........................................ 281

13.1
13.2
13.2.1
13.2.2
13.2.3
13.2.4
13.2.5
13.2.6
13.2.7

REFERENCE MANAGEMENT SOFTWARE ......................................................................................... 281

CITATIONS AND BIBLIOGRAPHIES IN WORD ................................................................................... 282
Setting referencing style ................................................................................................................. 283
Adding sources ............................................................................................................................... 286
Inserting a citation ......................................................................................................................... 288
Editing citations ............................................................................................................................. 289
Managing sources .......................................................................................................................... 290
Creating a bibliography ................................................................................................................. 291
Doing more with citations .............................................................................................................. 294

13.3
13.4

THE SHORTCOMINGS OF WORDS CITATION TOOL..........................................................................296

BIBWORD ........................................................................................................................................296

CHAPTER 14

GOING PAPERLESS: USING WORDS REVIEWING TOOLS .......................................301

14.1
14.2
14.2.1
14.2.2
14.2.3
14.3
14.4
14.5
14.5.1
14.5.2
14.5.3
14.6
14.6.1
14.6.2
14.6.3

REVIEWING A DOCUMENT ...............................................................................................................301

PREPARATION FOR REVIEWING .......................................................................................................302
Preparation by the reviewer...........................................................................................................302
Preparation by the reviewee ..........................................................................................................305
Change tracking options ................................................................................................................305
REVIEWING PANE ............................................................................................................................312
ELECTRONICALLY REVIEWING A DOCUMENT .................................................................................314
REWORKING A DOCUMENT .............................................................................................................318
Viewing markup ..............................................................................................................................318
Working through markup ...............................................................................................................321
Printing markup .............................................................................................................................326
COMPARING DOCUMENTS ...............................................................................................................327
Side by side viewing .......................................................................................................................327
Legal blackline ...............................................................................................................................328
Combining documents ....................................................................................................................329

CHAPTER 15

PUTTING YOUR CARDS ON THE TABLE: GETTING TABLES RIGHT ....................333

15.1
15.2
15.2.1
15.2.2
15.2.3
15.2.4
15.2.5
15.2.6
15.3
15.4
15.4.1
15.4.2
15.4.3
15.4.4
15.5
15.6
15.6.1
15.6.2
15.6.3
15.7
15.7.1
15.7.2

ADDING TABLES ..............................................................................................................................334

FORMATTING TABLES .....................................................................................................................335
Selecting table parts .......................................................................................................................335
Adding and deleting rows and columns .........................................................................................336
Merging and splitting cells.............................................................................................................338
Adjusting column width and row height ........................................................................................342
Setting Table properties .................................................................................................................345
Dealing with large tables ...............................................................................................................352
TABLE STYLES ................................................................................................................................354
PASTING TABLES FROM OTHER SOURCES ........................................................................................358
Copying and pasting Word table parts ..........................................................................................359
Converting text into tables .............................................................................................................361
Using Excel to create table data ....................................................................................................362
Pasting into existing tables ............................................................................................................362
OTHER USES FOR TABLES ................................................................................................................363
GENERAL TIPS .................................................................................................................................364
Adding tabs inside a cell ................................................................................................................364
Table notes ......................................................................................................................................364
Decimal tab stops ...........................................................................................................................364
TABLE FUNCTIONS ..........................................................................................................................366
Sort ..................................................................................................................................................367
Formula ..........................................................................................................................................368

CHAPTER 16

DATA PRESENTATION SKILLS: CREATING CHARTS .................................................369

16.1
16.2
16.2.1
16.2.2

GRAPHICAL EXCELLENCE ...............................................................................................................369

INSERTING CHARTS .........................................................................................................................370
Customising charts .........................................................................................................................371
Chartswhat to use when ..............................................................................................................376

CHAPTER 17

:
EQUATIONS AND MATHEMATICS .....................................................................................399

17.1
17.1.1
17.1.2
17.1.3
17.1.4
17.1.5
17.1.6
17.1.7
17.1.8
17.1.9
17.2
17.2.1
17.2.2

EQUATIONS .....................................................................................................................................399
Inserting equations .........................................................................................................................399
Reusing equations...........................................................................................................................404
Equation position ...........................................................................................................................406
Equation alignment ........................................................................................................................406
Customising equations ...................................................................................................................408
Equation options.............................................................................................................................411
Numbering and Captioning equations ...........................................................................................412
Professional vs. Linear equations ..................................................................................................416
Cambria Math ................................................................................................................................417
LEGACY EQUATIONS .......................................................................................................................417
Microsoft Equation 3 ......................................................................................................................418
EQ field ...........................................................................................................................................419

17.3
17.4
17.4.1
17.4.2

MATH REGIONS AND MATH AUTOCORRECT ................................................................................... 425

MORE WITH MATH .......................................................................................................................... 429
Microsoft Mathematics .................................................................................................................. 429
Windows Math input ...................................................................................................................... 430

CHAPTER 18

RELEASING YOUR INNER ARTISTE: DOING DRAWINGS IN WORD ...................... 433

18.1
18.2
18.3
18.3.1
18.3.2
18.3.3
18.3.4
18.3.5
18.4
18.4.1
18.4.2
18.4.3
18.5

SELECTING DRAWING OBJECTS ....................................................................................................... 434

GROUPING ....................................................................................................................................... 436
DRAWING LAYERS .......................................................................................................................... 437
Why layers? .................................................................................................................................... 439
What is a layer? .............................................................................................................................. 440
The text layer and the drawing layer ............................................................................................. 440
Using layers .................................................................................................................................... 441
Conclusion (layers) ........................................................................................................................ 444
PICTURES......................................................................................................................................... 444
Inline vs. Floating pictures (and objects) ...................................................................................... 445
Picture layout and Text wrapping ................................................................................................. 448
Editing pictures .............................................................................................................................. 453
CLIP ART ......................................................................................................................................... 466

CHAPTER 19

PUTTING YOUR THOUGHTS ON PAPER: PRINTING YOUR DISSERTATION ...... 467

19.1
19.1.1
19.1.2
19.2
19.2.1
19.2.2
19.2.3
19.3
19.4
19.4.1
19.4.2
19.4.3
19.4.4
19.4.5
19.4.6
19.4.7
19.4.8
19.5
19.6
19.7
19.7.1
19.7.2
19.7.3
19.8
19.9

CHOOSING A PRINTER ..................................................................................................................... 468

Printer drivers ................................................................................................................................ 468
Printer memory .............................................................................................................................. 470
FONTS.............................................................................................................................................. 470
Font substitution ............................................................................................................................. 470
Embedding fonts ............................................................................................................................. 471
Finding your fonts .......................................................................................................................... 474
PRINTING OPTIONS .......................................................................................................................... 474
PRINT SETTINGS .............................................................................................................................. 476
General functions ........................................................................................................................... 478
Printer properties ........................................................................................................................... 478
Print Range and Print What .......................................................................................................... 478
Print output..................................................................................................................................... 481
Collation ......................................................................................................................................... 482
Page Setup settings......................................................................................................................... 483
Scaling ............................................................................................................................................ 484
Reclaiming the Print dialog and Print preview ............................................................................. 484
PRINT PREVIEW EDIT MODE ........................................................................................................... 489
FINAL CHECKS................................................................................................................................. 490
CREATING A PDF VERSION OF YOUR DISSERTATION ....................................................................... 492
Creating a pdf copy of your dissertation ....................................................................................... 492
Alternative methods of creating pdf files ....................................................................................... 494
Caveats to using pdf ....................................................................................................................... 494
PRINTING YOUR DISSERTATION ...................................................................................................... 495
A LAST WORD OF DISCOURAGEMENT! ............................................................................................ 495

APPENDIX A

COMPLETE LISTING OF WORD KEYBOARD SHORTCUTS ....................................... 497

REFERENCE LIST .................................................................................................................................................. 505

INDEX

........................................................................................................................................................ 507