Word 2013 For Dummies E-Book

Dan Gookin

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Sprache: Englisch
• Veröffentlichungsjahr: 2013

Seitenzahl: 497

Beschreibung

This bestselling guide to Microsoft Word is the first and last word on Word 2013 It's a whole new Word, so jump right into this book and learn how to make the most of it. Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate the new features of Word 2013. Completely in tune with the needs of the beginning user, Gookin explains how to use Word 2013 quickly and efficiently so that you can spend more time working on your projects and less time trying to figure it all out. * Walks you through the capabilities of Word 2013 without weighing you down with unnecessary technical jargon * Deciphers the user interface and shows you how to take advantage of the file formats * Covers editing documents, working with text, using grammar and spelling tools, formatting, adding images and other design elements, and more Get the word on the latest Word with Word 2013 For Dummies!

Leseprobe

Word 2013 For Dummies®

Published byJohn Wiley & Sons, Inc.111 River StreetHoboken, NJ 07030-5774

www.wiley.com

Copyright © 2013 by John Wiley & Sons, Inc., Hoboken, New Jersey

Published by John Wiley & Sons, Inc., Hoboken, New Jersey

Published simultaneously in Canada

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Library of Congress Control Number: 2012956410

ISBN 978-1-118-49123-2 (pbk); ISBN 978-1-118-49147-8 (ebk); ISBN 978-1-118-49153-9 (ebk); ISBN 978-1-118-49130-0 (ebk)

Manufactured in the United States of America

10 9 8 7 6 5 4 3 2 1

About the Author

Dan Gookin has been writing about technology for over 250 years. He combines his love of writing with his gizmo fascination to create books that are informative, entertaining, and not boring. Having written over 130 titles with 12 million copies in print translated into over 30 languages, Dan can attest that his method of crafting computer tomes seems to work.

Perhaps his most famous title is the original DOS For Dummies, published in 1991. It became the world’s fastest-selling computer book, at one time moving more copies per week than the New York Times number-one bestseller (though, as a reference, it could not be listed on the Times’ Best Sellers list). That book spawned the entire line of For Dummies books, which remains a publishing phenomenon to this day.

Dan’s most popular titles include PCs For Dummies,Word For Dummies, Laptops For Dummies, and Android Phones For Dummies. He also maintains the vast and helpful website www.wambooli.com.

Dan holds a degree in Communications/Visual Arts from the University of California, San Diego. He lives in the Pacific Northwest, where he enjoys spending time with his sons playing video games indoors while they enjoy the gentle woods of Idaho.

Publisher's Acknowledgments

We’re proud of this book; please send us your comments at http://dummies.custhelp.com. For other comments, please contact our Customer Care Department within the U.S. at 877-762-2974, outside the U.S. at 317-572-3993, or fax [phone].

Some of the people who helped bring this book to market include the following:

Acquisitions and Editorial

Sr. Project Editor: Mark Enochs

Acquisitions Editor: Katie Mohr

Copy Editor: Rebecca Whitney

Editorial Manager: Leah Michael

Editorial Assistant: Annie Sullivan

Sr. Editorial Assistant: Cherie Case

Cover Photo: © malerapaso / iStockphoto.com

Composition Services

Project Coordinator: Patrick Redmond

Layout and Graphics: Carrie A. Cesavice, Joyce Haughey

Proofreaders: Lindsay Amones, Bonnie Mikkelson

Indexer: BIM Indexing & Proofreading Services

Publishing and Editorial for Technology Dummies

Richard Swadley, Vice President and Executive Group Publisher

Andy Cummings, Vice President and Publisher

Mary Bednarek, Executive Acquisitions Director

Mary C. Corder, Editorial Director

Publishing for Consumer Dummies

Kathy Nebenhaus, Vice President and Executive Publisher

Composition Services

Debbie Stailey, Director of Composition Services

Word 2013 For Dummies®

Visit www.dummies.com/cheatsheet/word2013 to view this book's cheat sheet.

Table of Contents

Introduction

About This Book

How to Use This Book

Foolish Assumptions

How This Book Is Organized

Part I: Getting Started with Word 2013

Part II: Your Basic Word

Part III: Fun with Formatting

Part IV: Spruce Up a Dull Document

Part V: The Rest of Word

Part VI: The Part of Tens

What’s Not Here

Icons Used in This Book

Where to Go from Here

Part I: Getting Started with Word 2013

Chapter 1: Hello, Word!

Get into Word

Starting Word the boring way

Starting Word the best way

Opening a document to start Word

Behold the Word Program

Using the Word Start screen

Examining Word’s main screen

Working with Word on a tablet

Writing in Word

Understanding the mouse pointer

End Your Word Processing Day

Quitting Word

Closing a document without quitting Word

Setting Word aside

Chapter 2: The Typing Chapter

Behold the Keyboard!

Using the PC keyboard

Working a touchscreen keyboard

The Old Hunt-and-Peck

Following the cursor

Whacking the spacebar

Backing up and erasing

Pressing the Enter key

Stuff That Happens While You Type

Watching the status bar

Observing page breaks

Working collapsible headers

Dealing with spots and clutter in the text

Understanding colored underlines

Part II: Your Basic Word

Chapter 3: To and Fro in a Document

Scroll Through a Document

Using the vertical scroll bar

Using the horizontal scroll bar

Scrolling your document with the mouse

Move the Insertion Pointer

Commanding the insertion pointer

Moving in small increments (basic arrow keys)

Moving from beginning to end

Go Back to Where You Once Edited

Go to Wherever with the Go To Command

Chapter 4: Text Editing

Remove Text You Don’t Want

Deleting single characters

Deleting a word

Deleting more than a word

Split and Join Paragraphs

Making two paragraphs from one

Making one paragraph from two

The Soft and Hard Returns

Undo Mistakes with Undo Haste

Undoing the Undo command with Redo

Using the Repeat command

Chapter 5: Search for This, Replace It with That

Text Happily Found

Finding a tidbit o’ text

Scouring your document with Advanced Find

Finding stuff you can’t type

Replace Found Text

Replacing one thing with another

Replacing it all at once

Finding and replacing formatting

Chapter 6: Blocks o’ Text

The Tao of Text Blocks

Mark a Block of Text

Using the keyboard to select text

Selecting text on a touchscreen

Marking a block with the mouse

Select text with the old poke-and-point

Using the F8 key to mark a block

Blocking the whole dang-doodle document

Deselecting a block

Manipulate the Block of Text

Copying a block

Moving a block

Setting the pasted text format

Copying or moving a block with the mouse

Chapter 7: Spell It Write

Check Your Spelling

Checking words as you type

Dealing with words incorrectly flagged as being misspelled

Undoing the Ignore All command

Removing words from the custom dictionary

AutoCorrect Your Common Typos

Understanding AutoCorrect

Undoing an AutoCorrect correction

Grammar Be Good

All-at-Once Document Proofing

Control Word’s Proofing Options

Changing spell-check and grammar settings

Perusing AutoCorrect options

Chapter 8: Document Calisthenics:New, Open, Save, and Close

Behold! A New Document

Save Your Stuff!

Saving a document the first time

Dealing with document-save errors

Saving or updating a document

Forgetting to save before you quit

Open a Document

Using the Open command

Opening a document icon

Opening one document inside another

Close a Document

Recover a Draft

Chapter 9: Publish Your Document

Your Document on Paper

Preparing the printer

Previewing before printing

Printing the whole document

Printing a specific page

Printing a range of pages

Printing odd and even pages

Printing a block

Printing more than one copy of something

Choosing another printer

Canceling a print job

Electronic Publishing

Preparing a document for sharing

Sending a Word document by e-mail

Saving a Word document in a sharable format

Part III: Fun with Formatting

Chapter 10: Character Formatting

Text Formatting 101

Basic Text Formatting

Changing the font

Applying character formats

Using less-common character attributes

Text Transcending Teeny to Titanic

Understanding points

Setting the text size

Nudging text size

More Colorful Characters

Change Text Case

Remove Character Formatting

Fun with the Font Dialog Box

Chapter 11: Paragraph Formatting

How to Format a Paragraph

Where the Paragraph Formatting Commands Lurk

Paragraph Justification and Alignment

Line up on the left!

Everyone center!

Line up on the right!

Line up on both sides!

Make Room Before, After, or Inside Paragraphs

Setting the line spacing

Setting specific line-spacing options

Making space between paragraphs

Paragraph Indentation

Indenting the first line of a paragraph

Making a hanging indent (an outdent)

Indenting a whole paragraph

Who Died and Made This Thing Ruler?

Chapter 12: Tab Formatting

Once Upon a Tab

Seeing the tab stops

Setting tab stops on the ruler

The Standard Left Tab Stop

Creating a basic tabbed list

Creating a two-tab paragraph thing

The Center Tab Stop

The Right Tab Stop

Making a right-stop, left-stop list

Building a 2-column right-stop list

The Decimal Tab

The Bar Tab

The Tabs Dialog Box

Setting a tab stop in the Tabs dialog box

Setting leader tab stops

Tab Stop, Be Gone!

Chapter 13: Page Formatting

Describe That Page

Setting page size

Setting orientation (landscape or portrait)

Configuring the page margins

Using the Page Setup dialog box

Page Numbering

Adding an automatic page number

Starting off with a different page number

Numbering with Roman numerals

Removing page numbers

New Pages from Nowhere

Starting on a new page

Inserting a whole, blank page

Page Froufrou

Coloring pages

Adding a watermark

Chapter 14: Document Formatting

Slice Your Document into Sections

Understanding sections

Creating a section

Using sections

Deleting a section break

That First Page

Adding a cover page

Making a cover page manually

Headers and Footers

Understanding headers and footers

Using a preset header or footer

Editing a header or footer

Working with multiple headers and footers

Removing a header or footer

Chapter 15: Style Formatting

The Big Style Overview

Understanding style types

Locating styles

Applying a style

Understanding heading styles

Checking the current style

Removing style formatting

Make Your Own Styles

Formatting and then making a style

Creating a style from scratch

Modifying a style

Assigning a shortcut key to your style

Customizing the Style Gallery

Deleting a style

Chapter 16: Template and Themes Formatting

Instant Documents with Templates

Starting a new document by using a template

Attaching a template to a document

Templates of Your Own

Creating a template based on a document you already have

Making a new template from scratch

Modifying a template

The Theme of Things

Applying a document theme

Modifying or creating a theme

Chapter 17: Sundry Formatting

Weird and Fun Text Effects

Steal This Format!

Automatic Formatting

Enjoying automagical text

Formatting tricks for paragraphs

Undoing an AutoFormat

Disabling the @#$%&! AutoFormat

Center a Page, Top to Bottom

Part IV: Spruce Up a Dull Document

Chapter 18: Lines and Shading

The Basics of Lines and Shading

Working the Borders command button

Using the Shading command button

Summoning the Borders and Shading dialog box

Lines, Borders, and Boxes

Putting a line above a heading

Boxing text or paragraphs

Boxing a title

Making rules

Drawing a fat, thick line

Putting a border around a page of text

Removing borders

Background Colors and Shading

Chapter 19: Able Tables

There’s a Table in Your Document

Working with tables in Word

Making a table

Text in Tables

Navigating a table

Selecting in a table

Doing math in a table

Converting text into a table

Turning a table into plain text

Table Modification

Manipulating a table with the mouse

Adjusting the table

Designing a table

Deleting a table

Chapter 20: Columns of Text

All about Columns

Making two-column text

Building a trifold brochure

Mixing column formats in a document

Column Termination

Giving up and going back to one column

Ending multiple columns in the middle of a document

Placing a column break

Chapter 21: Lots of Lists

Lists with Bullets and Numbers

Making a bulleted list

Numbering a list

Creating a multilevel numbered list

Numbering lines on a page

Lists of Document Contents

Creating a table of contents

Building an index

Footnotes and Endnotes

Chapter 22: Here Come the Graphics

Graphical Goobers in Your Text

Plopping down a picture

Inserting clip art

Slapping down a shape

Adding some WordArt

Including a caption

Deleting an image or some artwork

Images in and around Your Text

Wrapping text around an image

Floating an image

Moving an image hither and thither

Attaching an image to some text

Image Editing

Resizing an image

Cropping an image

Rotating an image

Changing an image’s appearance

Image Organization

Lining up your graphics

Arranging multiple images

Grouping images

Chapter 23: Fun with the Insert Tab

Characters Fun and Funky

Nonbreaking spaces and hyphens

Typing characters such as Ü, Ç, and Ñ

Inserting special characters and symbols

Spice Up Your Document with a Text Box

Fields of Dreams

Understanding fields

Updating a field

Changing a field

Deleting fields

Putting various fields in a document

The Date and Time

Adding the current date or time

Using the PrintDate field

Part V: The Rest of Word

Chapter 24: Multiple Documents, Windows, and File Formats

Multiple Document Mania

Opening several documents at once

Switching between multiple documents

Viewing more than one document at a time

Comparing two documents side by side

Viewing the same document in multiple windows

Using the old split-screen trick

Many, Many Document Types

Understanding document formats

Opening a non-Word document

Updating an older Word document

Chapter 25: Word for Writers

Organize Your Thoughts

Entering Outline view

Typing topics in the outline

Demoting a topic (creating subtopics)

Promoting a topic

Adding a text topic

Rearranging topics

Expanding and contracting topics

Printing an outline

Novels and Other Large Documents

Creating a master document

Splitting a document

Dan’s Writing Tips

Finding the best word

Writing for writers

Making every word count

Avoiding writer’s block

Chapter 26: Let’s Work This Out

Comments on Your Text

Adding a comment

Displaying comments

Reviewing comments

Printing comments (or not)

Deleting comments

Scribble, Scribble

Whipping out the yellow highlighter

Marking with digital ink

Look What They’ve Done to My Text, Ma

Comparing two versions of a document

Tracking changes as you make them

Reviewing changes

Chapter 27: Mail Merge Mania

About Mail Merge

Understanding Word’s mail merge jargon

Reviewing the mail merge process

Chickening out and using the Mail Merge Wizard

The Main Document

Creating a mail merge letter

Creating mail merge e-mail messages

Creating mail merge envelopes

The Recipient List

Creating a recipient list

Using an already created recipient list

Grabbing a recipient list from Outlook

Editing a recipient list

Fold in the Fields

Mail Merge Ho!

Previewing the merged documents

Merging to a new set of documents

Merging to the printer

Merging to e-mail

Chapter 28: Labels of Love

The Label Thing

Here’s a Sheet of Identical Labels

Print That Address List

A Label Trick with Graphics

Chapter 29: A More Custom Word

My, What Big Text You Have!

Working the status bar Zoom control

Using the Zoom commands

A Better Status Bar

Fun with the Quick Access Toolbar

Discovering the Quick Access toolbar

Adding commands to the Quick Access toolbar

Removing commands from the Quick Access toolbar

Customizing the Quick Access toolbar

Part VI: The Part of Tens

Chapter 30: The Ten Commandments of Word

Thou Shalt Remember to Save Thy Work

Thou Shalt Not Use More Than One Space

Thou Shalt Not Press Enter at the End of a Line

Thou Shalt Not Neglect Thy Keyboard

Thou Shalt Not Manually Number Thy Pages

Thou Shalt Not Press the Enter Key to Start a New Page

Thou Shalt Not Forget Thy Undo Command

Honor Thy Printer

Thou Shalt Have Multiple Document Windows Before Thee

Neglecteth Not Windows

Chapter 31: Ten Cool Tricks

Automatic Save with AutoRecover

Keyboard Power!

Build Your Own Fractions

Electronic Bookmarks

Lock Your Document

The Drop Cap

Map Your Document

Add an Envelope to Your Letter

Sort Your Text

Map Ctrl+F to the Advanced Find Command

Chapter 32: Ten Bizarre Things

Equations

Video in Your Document

Make a Macro

The Developer Tab

Hyphenation

Document Properties

Cross-References

Collect and Paste

Click-and-Type

Word and the Internet

Chapter 33: Ten Avuncular Suggestions

Keep Printer Paper, Toner, and Supplies Handy

Get Some References

Keep Your Computer Files Organized

Add the Junk Later

Back Up Your Work

Understand Tabs

Use Those Keyboard Shortcuts

Try New Things

Let Word Do the Work

Don’t Take It All Too Seriously

Cheat Sheet

Introduction

The only thing standing between you and your writing is your word processor. Yeah, I know: It’s supposed to be helpful. Well, it tries. Computers can do only so much. But you, as a smart person, are capable of so much more. I’m guessing that’s why you opened this book.

Welcome to Word 2013 For Dummies, which removes the pain from using Microsoft’s latest, greatest, most confusing word processing software ever! This book is your friendly, informative, and entertaining guide to the routine of processing words that is Word 2013.

Be warned: I’m not out to make you love Word. I don’t want you to enjoy the program. Use it, yes. Tolerate it, of course. The only promise I’m offering is to ease the pain that most people feel from using Microsoft Word. Along the way, I kick Word in the butt, and I hope you enjoy reading about it.

About This Book

I don’t intend for you to read this book from cover to cover. It’s not a novel, and if it were, it would be a political space opera with an antihero and a princess fighting elected officials who are in cahoots with a galactic urban renewal development corporation. The ending would be extremely satisfying, but it would be a long novel because I need something on my bookshelf to balance out Atlas Shrugged.

This book is a reference. Each chapter covers a specific topic or task you can accomplish by using Word 2013. Within a chapter, you find self-contained sections, each of which describes how to perform a specific task or get something done. Sample sections you encounter in this book include

Moving a block

Check your spelling

Save your stuff!

How to format a paragraph

Working with tables in Word

Inserting clip art

Mail merge, ho!

I give you no keys to memorize, no secret codes, no tricks, no presentations to sleep through, and no wall charts. Instead, each section explains a topic as though it’s the first thing you read in this book. Nothing is assumed, and everything is cross-referenced. Technical terms and topics, when they come up, are neatly shoved to the side, where you can easily avoid reading them. The idea here isn’t for you to master anything. This book’s philosophy is to help you look it up, figure it out, and get back to work.

How to Use This Book

You hold in your hands an active book. The topics between this book’s yellow-and-black covers are all geared toward getting things done in Word 2013. Because nothing is assumed, all you need to do is find the topic that interests you and read.

Word uses the mouse and keyboard to get things done. If your computer has a multi-touch monitor or you’re using a tablet, you can touch the screen to get things done, though Word works best with a keyboard and mouse.

I use the word click to describe the action of clicking the mouse’s main (left) button. Likewise, on a touchscreen, you can touch the screen rather than click with the mouse.

This is a keyboard shortcut:

Ctrl+P

Simply press and hold the Ctrl (control) key and type the letter P, just as you would press Shift+P to create a capital P.

When you’re using the onscreen keyboard on a multi-touch monitor, keyboard shortcuts require two steps: First tap the Ctrl key, and then tap the P key, for example.

Sometimes, you must press more than two keys at the same time:

Ctrl+Shift+T

In this line, you press Ctrl and Shift together and then press the T key. Release all three keys. (These key combinations are not possible when using the onscreen keyboard.)

I use the word Win to refer to the Windows key on the keyboard. The key sports the Windows logo, shown in the margin. So, Win+D refers to pressing the Windows key in combination with the D key.

Commands in Word 2013 exist as command buttons on the Ribbon interface. I may refer to the tab, the command group, and then the button itself to help you locate that command button — for example, the Page Color button in the Page Background group on the Design tab. Or I might write, “the Page Color button, found in the Design tab’s Page Background group.”

Menu commands are listed like this:

Table⇒Insert Table

Choosing this command tells you to choose from the Table menu the command named Insert Table. The Table menu appears as a button on the Ribbon.

The main menu in Word 2013 is the File tab menu. It replaces the File menu from older versions of Word, and the Office Button menu, found in Microsoft Office 2007. Clicking the File tab displays the File screen, which fills the entire Word window. To return to Word, click the Back button, found in the upper-left corner of the File screen and shown in the margin. Or you can press the Esc key.

When I describe a message or something else you see onscreen, it looks like this:

Why should I bother to love Evelyn when robots will

eventually destroy the human race?

If you need further help in operating your computer, I can recommend my book PCs For Dummies. It contains lots of useful information to supplement what you find in this book.

Foolish Assumptions

Though this book was written with the beginner in mind, I still make a few assumptions. Foremost, I assume that you’re a human being, though you might also be an alien from another planet. If so, welcome to Earth. When you conquer our planet, please do Idaho last. Thanks.

Another foolish assumption I make is that you use Windows as the computer’s operating system, either Windows 8 or Windows 7, which are the only two versions of Windows capable of handling the Word 2013 beast. Differences between the two versions of Windows are covered where applicable in the text. Keep in mind that this book isn’t about Windows.

This book can also apply to running Word 2013 on a tablet computing device running Windows RC. Though I do mention some tablet-related tricks in the text, the book doesn’t cover basic tablet operations and procedures.

Your word processor is Microsoft Word 2013. It is not Microsoft Works. It is not an earlier version of Word. It is not WordPerfect. It is not a version of Word that runs on a Macintosh.

Throughout this book, I use the term Word to refer to the Microsoft Word program. The program may also be called Word 2013 or even Microsoft Office Word 2013. It’s all Word as far as this book is concerned. Word 2013 is a part of the Microsoft Office 2013 suite of programs. This book doesn’t cover any other part of Microsoft Office, though I mention Excel and Outlook wherever they encroach upon Word’s turf.

How This Book Is Organized

This book contains six major parts, each of which is divided into two or more chapters. The chapters themselves have been sliced into smaller, modular sections. You can pick up the book and read any section without necessarily knowing what has already been covered in the rest of the book. Start anywhere.

Here’s a breakdown of the parts and what you can find in them:

Part I: Getting Started with Word 2013

This part provides a quick introduction to Word and word processing. You can find information on how to start and quit Word and a simple overview of the typical word processing day.

Part II: Your Basic Word

The chapters in this part of the book cover the seven basic tasks of any word processor: Move around a document, edit text, search and replace, work with blocks of text, proof documents, save and open, and, finally, publish. (Publishing has replaced printing as the final result of your word processing efforts, though printing is still covered as part of the whole publishing milieu.)

Part III: Fun with Formatting

This part deals with formatting, from the smallest iota of text to formatting commands that span an entire document and more. Formatting is the art of making your document look less ugly.

Part IV: Spruce Up a Dull Document

This part is formatting dessert, or tasks you can do beyond regular formatting to help make your document look like more than a typical, boring document. Part IV covers lines, borders, tables, columns, lists, graphical goodness, and all sorts of stuff that makes Word more than a typical word processor.

Part V: The Rest of Word

This part covers a few dangling details that I consider myself fortunate to write about, such as outlining, collaboration, mail merge, label making, and other interesting things that Word does.

Part VI: The Part of Tens

The traditional last part of any For Dummies book contains chapters with lists of ten items. You find lots of helpful information there, some weird things you may not know about, plus even more useful tips, tricks, and good suggestions.

What’s Not Here

Word is one heck of a program. Covering the entire thing would fill a book several thousand pages long. (I kid you not.) My approach in this book is to cover as much basic word processing as possible. For that reason, some advanced features got pushed off the table of contents.

I give you some information about macros, though it’s not meaty. Covering macros without a technical description is difficult. If the publisher ever lets me increase this book’s size to more than 400 pages, I’d be happy to add a macro chapter; the publisher’s address is in this book’s front matter, in case you want to lobby on my behalf.

Some of Word’s more esoteric features are touched upon lightly here. For example, I could spend about 70 pages detailing what can be done with graphics in Word, but I limit myself to only a dozen pages.

Finally, this book doesn’t cover using Word to make a blog post or create a web page or how to use Word as your e-mail program. Word does these things, but I consider this a word processing book rather than a Word-does-whatever book.

Icons Used in This Book

This icon flags useful, helpful tips or shortcuts.

This icon marks a friendly reminder to do something.

This icon marks a friendly reminder not to do something.

This icon alerts you to overly nerdy information and technical discussions of the topic at hand. The information is optional reading, but it may enhance your reputation at cocktail parties if you repeat it.

Where to Go from Here

Start reading! Observe the table of contents and find something that interests you. Or look up your puzzle in the index.

If you’ve been using a version of Word earlier than version 2007, you’re probably somewhat surprised at the look of Word 2013. Therefore, I recommend that you start reading at Chapter 1.

Read! Write! Let your brilliance shine!

My e-mail address is [email protected]. Yes, that’s my real address. I reply to all e-mail I receive, and you’ll get a quick reply if you keep your question short and specific to this book or to Word itself. Although I enjoy saying “Hi,” I cannot answer technical support questions or help you troubleshoot your computer. Thanks for understanding.

You can also visit my web page for more information or as a diversion:

www.wambooli.com

Occasionally, there are updates to technology books. If this book has technical updates they will be posted at:

www.dummies.com/go/word2013fdupdates

Enjoy this book. And enjoy Word. Or at least tolerate it.

Part I

Visit www.dummies.com for great Dummies content online.

In this part . . .

Learn how to start Word 2013 and decipher the Word screen.

Familiarize yourself with how to quit and minimize Word 2013.

Get to know the PC keyboard and the touchscreen.

Learn how to read the status bar and discover secret symbols representing special characters in your text.

Visit www.dummies.com for great Dummies content online.

Chapter 1

Hello, Word!

In This Chapter

Starting Word

Deciphering the Word screen

Quitting Word

Minimizing Word

You can’t do squat with a computer until you start the thing. Likewise, you can’t even write the word squat until you start a word processing program. Because you bought this book and not Pencils For Dummies, the program you need to start is Microsoft Word. This chapter tells you how to get Word started and begin your word processing day. Let me also mention that reading this chapter is a far more enriching experience than reading Pencils For Dummies, which is barely a pamphlet, albeit one that’s charmingly illustrated.

Get into Word

The Windows operating system is rife with various and sundry ways of getting things done. One victim of that variety is the way to start a program. Rather than bore you by listing all those ways, I figure that you simply want to know the best way to start Word. This section offers three solid choices.

Before you can use Word, your computer must be on and toasty. Log in to Windows. Start your computer day. There’s no need to put bread into your computer.

Make sure that you’re seated, with a nice, upright, firm posture as you write. They tell me that your wrists should be even with your elbows and that you shouldn’t have to tilt your head forward. Shoulders are back and relaxed.

Don’t freak out because you’re using a computer. You are in charge! Keep that in mind. Chant silently, over and over: “I am the master.”

  If you need help starting your computer, refer to my book PCs For Dummies for quick and accurate turning-on-the-computer instructions.

You can stop chanting “I am the master” now.

Starting Word the boring way

Without fail, the place to start any program in Windows is at the fabled Start button or, in Windows 8, on the Start screen.

In Windows 8, look for the Word 2013 tile on the Start screen. You may have to scroll the screen to the left to find the tile, as shown in the margin. Click or touch the tile to start the Word program.

In Windows 7, click the Start button, which is often found on the left side of the taskbar and at the bottom of the screen, adorned with the Windows logo. Choose Microsoft Word 2013 from the Start menu’s list of programs.

When Word isn’t found on the Start menu’s list of programs, choose the All Programs menu to look for it. Sometimes, it may be lurking on a Microsoft Office or Microsoft Office 2013 submenu.

After choosing the tile or icon to start Word, you can watch in amazement as the program unfurls its sails on your computer’s monitor.

Don’t let Word’s appearance overwhelm you! Later in this chapter, I describe what you’re looking at, in the section “Examining Word’s main screen.”

If you can’t find Word’s tile or icon, it may not be installed on your computer. This book is specific to Microsoft Word, not to the Microsoft Works word processor or any other word processor. (See the section “Foolish Assumptions” in this book’s Introduction.)

I refer to the program as Word, though its icon may be labeled Microsoft Word,Microsoft Office Word,Microsoft Word 2013, or another variation.

Starting Word the best way

The best way to start Word, and the way I do it every day, is to pin the Word icon to the taskbar. That way, you can start Word directly from the Desktop.

What is a word processor?

At its core, a word processor is computer software —a program — that lets you create documents. That’s really the key word — documents. A document includes formatted text, margins, maybe even a bit of artwork. The word processor contains all the tools to make that happen; this book explains how those tools work.

In Windows 8, you can pin the icon to the taskbar by following these steps:

1. Right-click the Word tile on the Start screen.

2. Choose the command Pin to Taskbar.

The Pin to Taskbar command is found at the bottom of the screen.

To confirm that the icon is properly pinned, press the Win+D keyboard shortcut to see the desktop.

In Windows 7, follow these steps to pin the Word icon to the taskbar:

1. Find the Word icon on the Start button’s All Programs menu.

Don’t click the Word icon — just find it!

2. Right-click the Word icon on the All Programs menu.

3. Choose the command Pin to Taskbar.

The Word icon is pinned (permanently added) to the taskbar.

To start Word, you merely click the Word icon that’s placed on the taskbar. Click! And then Word starts. That’s the fastest and bestest way to begin your word processing day.

Opening a document to start Word

You use the Word program to create documents, which are stored on your computer in much the same way as people pile junk into boxes and store them in their garages. But that’s not important. What is important is that you can use those documents to start Word: Opening a Word document causes Word to start and to display that document for editing, printing, or giving others the impression that you’re doing something.

What’s your point, Dan?

My point is that you can also start Word by opening a Word document. Simply locate the Word document icon (shown in the margin) in a folder window. Double-click to open the document, and Word starts up on the screen, instantly (more or less) displaying the document for editing, reading, modifying, perusing, cussing, mangling, and potentially fouling up beyond all recognition.

The Word document you open can be on the desktop, in the My Documents folder, or in any other folder or location where a Word document icon can lurk.

The document name appears beneath or to the right of the icon. You can use the name to determine the document’s contents — as long as the document was properly named when it was saved to disk. (More on that elsewhere in this book.)

  You can see a Jump List of recently opened documents by right-clicking the Word icon on the taskbar. Choose a document from the list to start Word and open that document.

Word is capable of opening other types of documents, including documents from previous versions of Word, Rich Text Format documents, and others. Each of these documents has its own icon, though the icon looks similar to the standard Word document icon. See Chapter 24 for more information on opening alien documents in Word.

Behold the Word Program

Like all programs in Windows, Word offers its visage in a program window. It’s the place where you get your word processing work done.

Using the Word Start screen

The first thing you may see after starting Word is something called the Word Start screen, as shown in Figure 1-1. This screen appears only when you initially start Word and it works to help you get started by opening a recent document, browsing for a document file to open, or choosing a new type of document to start.

Select an option, as illustrated in Figure 1-1, to get working. Or if you’re waiting for your muse, choose the Blank Document item and you’ll be on your way.

Figure 1-1: The Word Start screen.

If you’re an old hand at Word, you probably desire to get rid of the Word Start screen. Follow these blessed steps:

1. In Word, click the File tab on the Ribbon.

If you’re still staring at the Word Start screen, choose the Blank Document item to get into Word. The File tab is the blue button that says File, found near the upper-left corner of the screen.

2. Choose Options from the list of menu items on the left side of the screen.

3. Ensure that the General category is chosen from the left side of the Word Options window.

4. Remove the check mark by the item Show the Start Screen When This Application Starts.

5. Click the OK button.

You can repeat these steps and restore the check mark in Step 4 if you want to resurrect the Word Start screen.

  The Word Start screen appears only when you first start Word.

The Word Start screen doesn’t appear if you start Word by opening a document. See the earlier section, “Opening a document to start Word.”

Examining Word’s main screen

It’s the electronic version of a blank sheet of paper — and more. It’s the more part that you might find daunting. The dee-dads and goo-bobs that surround the Word program window all have specific names that you need to know to get the most from the program. Figure 1-2 shows the big picture.

Figure 1-3 highlights the gizmos at the top of the Word window, showcasing the Ribbon interface.

The details of how all the dee-dads and goo-bobs in the Word window work are covered elsewhere in this book. Use this book’s index to help you find topics you might be curious about.

  To get the most from Word’s window, change the window size: As with any window, you can use the mouse to drag the window’s edges in or out or click the window’s Maximize button (the middle button in the window’s upper right corner) to have the window fill the screen.

Word’s window size affects what you see in the Ribbon command groups. When the Word window is smaller, fewer buttons show up, or they may show up in three rows. When the window is larger, you see more buttons, usually in two rows.

The largest portion of Word’s screen is for composing text. It’s blank and white, just like a fresh sheet of paper. (Refer to Figure 1-2.) That’s where you compose and format your text, and I cover that area specifically in the next section.

Clicking the File tab replaces the contents of the Word window with a screen full of commands and their descriptions. To return to the Word window, click the Back button (shown in the margin) or press the Esc key.

The Ribbon contains all Word commands, which appear as buttons, input boxes, and menus. The Ribbon is divided into tabs (refer to Figure 1-3). The commands on the Ribbon are separated into groups. Some tabs may appear and disappear, depending on what you're doing in Word. And the commands in groups change as you change the window’s size.

Figure 1-2: Word’s visage.

Figure 1-3: The Ribbon.

The Ribbon can be shown or hidden by using commands on the Ribbon menu in the upper-right corner of the Word window (refer to Figure 1-2). You can also hide the Ribbon by clicking the Hide Ribbon button shown in Figure 1-3. This book assumes that the Ribbon is visible, and I recommend that you keep it that way as you discover the wonders of Word.

The Windows taskbar, located at the bottom of the screen, is a part of Windows itself and not Word. However, as you open documents in Word, buttons representing those documents appear on the Windows taskbar.

  You can customize the Quick Access Toolbar (refer to Figure 1-2) to add your own commands, groups, and tabs. It’s a topic I cover in Chapter 29.

Working with Word on a tablet

If you’re using Word on a tablet, you can adjust the spacing between buttons on the Ribbon by activating Touch mode. Follow these steps:

1. Click or touch the Customize Quick Access Toolbar button.

The button is shown in the margin and found near the upper-left corner of the screen.

2. Choose Touch/Mouse Mode.

The Touch/Mouse Mode button appears on the Quick Access toolbar, as shown in the margin.

3. Touch the Touch/Mouse Mode button and choose the command Touch.

The space between items on the Ribbon increases.

Hopefully, the extra space helps forgive how large your fingers are as you attempt to use Word on your mobile computing device or on a computer with a touchscreen monitor.

Choose the Mouse command from the Touch/Mouse mode button to diminish (restore) the space between the buttons on the Ribbon.

To remove the Touch Mode button, repeat Steps 1 and 2 in this section.

Writing in Word

Word’s equivalent of the mind-numbing, writer’s-block-inducing blank page can be found in the center part of the Word program window (refer to Figure 1-2). That’s where the text you write, edit, and format appears. Unlike with a sheet of paper, however, the text you create in Word can be viewed in a number of different ways.

The most common way to view your document is to use Print Layout view, as shown in Figure 1-2. In this view, the entire page of text is displayed on the screen, looking just the way it prints. Print Layout view shows graphical images, columns, and all sorts of other fancy effects. You even see the blank space between pages, described as the ethereal void in the figure.

The other views are:

Read Mode: Use this mode to read a document like an eBook.

Web Layout: Use this mode when you undertake the dreadful possibility of using Word as a web page editor or to examine web pages you’ve saved.

Outline: This mode helps you organize your thoughts, as covered in Chapter 25.

Draft. I prefer using Word in Draft view, which shows only basic text and not all the fancy features and formatting. Without that stuff on the screen, I can more easily concentrate on writing.

Switch between Read Mode, Print Layout, and Web Layout views by using the View buttons, found in the lower-right corner of the Word program window (refer to Figure 1-2). Clicking a button with the mouse changes the view.

To get to Outline and Draft views, click the Views tab and choose those views from the Views group.

Understanding the mouse pointer

Though word processing is a keyboard thing, you’ll find that the computer mouse comes in handy. You use the mouse to choose commands, move around the document you’re editing, and select text. This book explains all these topics elsewhere. For now, it helps to understand how the mouse pointer changes its look as you work in Word:

For editing text, the mouse pointer becomes the I-beam.

For choosing items, the standard 11 o’clock mouse pointer is used.

For selecting lines of text, a 1 o’clock mouse pointer is used.

The mouse pointer may change its look when click-and-type mode is active: Lines appear to the left and right of, and below, the I-beam mouse pointer. Refer to Chapter 32 for more information on using click-and-type.

You can use the mouse to see what some of the little buttons and items with pictures on them do in Word. Just hover the mouse pointer over the button, and — voilà! — it’s like Folgers instant information crystals.

Cajoling Word to help you

Like most programs in Windows, a Help system is available in Word. You can summon it by pressing the F1 key, which displays the Word Help window. There you can type a topic, a command name, or even a question into the box to search for help.

The F1 key also works any time you’re deep in the bowels of Word and doing something specific. The Help information that’s displayed tends to be specific to whatever you’re doing in Word. Little buttons that look like question marks also summon Word Help.

End Your Word Processing Day

It’s the pinnacle of etiquette to know when and how to excuse oneself. Leaving can be done well or poorly. For example, the phrase “Well, I must be off,” works lots better than “Something more interesting must be happening somewhere else” — especially at Thanksgiving.

It’s entirely possible to quit Word without hurting its feelings or bothering with etiquette. This section covers the many ways to end your word processing day.

Quitting Word

When you’re done word processing and you don’t expect to return to it anytime soon, you quit the Word program. Quitting a computer program is like putting away a book on a shelf. In the electronic world of the computer, you click the X button in the upper-right corner of the Word program window (refer to Figure 1-2).

The catch? You have to close each and every Word document window that’s open before you can say that you’ve completely quit Word.

The other catch? Word won’t quit during that shameful circumstance when you have unsaved documents. If so, you’re prompted to save the document, as shown in Figure 1-4. My advice is to click the Save button to save your work.

Figure 1-4: Better click that Save button!

If you click the Don’t Save button, your work isn’t saved and Word quits. If you click the Cancel button, Word doesn’t quit and you can continue working.

See Chapter 8 for more information on saving documents.

Also see Chapter 8 on how to recover drafts of documents you failed to save.

You don’t have to quit Word just to start editing another document. Refer to the next couple of sections for helpful, timesaving information!

After quitting Word, you can continue to use Windows by starting up any other program, such as Spider Solitaire or perhaps something more calming, like Call Of Duty.

Closing a document without quitting Word

You don’t always have to quit Word. For example, if you’re merely stopping work on one document to work on another, quitting Word is a waste of time. Instead, you can close the document.

To close a document in Word, click the File tab and choose the Close command. Word banishes the document from its window, but then the program sits there and waits for you to do something else, such as start working on a new document or open a document you previously saved.

Bottom line: There’s no point in quitting Word when all you want to do is start editing a new document.

When you try to close a document before it has been saved, Word displays a warning dialog box (refer to Figure 1-4). Click the Save button to save your document. If you want to continue editing, click the Cancel button and get back to work.

  There’s no need to close a document, really. In fact, I work on a document over a period of days and keep it open (and my PC turned on) the entire time — doesn’t hurt a thing. (I occasionally save it to disk, which is important.)

See Chapter 8 for more information about starting a new document.

The keyboard shortcut for the Close command is Ctrl+W. This command may seem weird, but it’s used to close documents in many programs.

  To swiftly start up a new, blank document in Word, press Ctrl+N.

Setting Word aside

There’s no need to quit Word if you know that you will use it again soon. In fact, I’ve been known to keep Word open and running on my computer for weeks at a time. The secret is to use the Minimize button, found in the upper-right corner of the screen (refer to Figure 1-2).

Clicking the Minimize button shrinks the Word window to the taskbar, where it exists as a button. With the Word program window out of the way, you can do other things with your computer. Then when you’re ready to word-process again, click the Word button on the taskbar to restore the Word window to the screen.

Chapter 2

The Typing Chapter

In This Chapter

Knowing the PC keyboard

Typing on a touchscreen

Using the spacebar

Using the Enter key

Observing the status bar

Minding the space between pages

Seeing stuff in your text that isn’t there

Living with weird underlines and colored text

Word processing is about using a keyboard. It’s typing. That’s the way computers were used for years, long before the mouse and all the fancy graphics became popular. Yep — ask a grizzled old-timer and you’ll hear tales of ugly text screens and keyboard commands that would tie your fingers in knots. Though things aren’t that bad today, I highly recommend that you bone up on your keyboard skills to get the most from your word processing duties. This chapter tells you what you need to know.

Behold the Keyboard!

Typing happens on a keyboard. At this point in the history of technology, the keyboard can be a physical keyboard or a touchscreen keyboard. This section explores the possibilities.

Using the PC keyboard

Though I’m sure you can easily recognize a computer keyboard, you should know how to refer to its various keys. To assist you, I illustrate a typical computer keyboard in Figure 2-1.

Figure 2-1: Famous attractions on the typical PC keyboard.

Generic terms are given to clusters of keys found on the PC keyboard. Know where the function keys are, the typewriter keys, cursor keys, and modifier keys, as illustrated in the figure.

Here are some individual keys worth noting:

Enter: Marked with the word Enter and sometimes a cryptic, bent-arrow thing, this key is used to end a paragraph of text. See the later section, “Pressing the Enter key.”

Spacebar: The only key with no symbol, it inserts spaces between words. Only one space! See the later section, “Whacking the spacebar.”

Tab: This key inserts the tab “character,” which shoves the next text you type over to the next tab stop. It’s an interesting and potentially frustrating formatting key. Using this key properly in Word requires a whole chapter; see Chapter 12.

Backspace and Delete: These keys are used to back up and erase text, which is a function many writers find handy. Read more about these keys in Chapter 4.

Every character key you press on the keyboard produces a character on the screen, on the blank part where you write. Typing those character keys over and over is how you write text on a word processor.

The Shift key is used to produce capital letters; otherwise, the text you type is in lowercase.

  The Caps Lock key lets you type text in UPPERCASE letters. After you press Caps Lock, the Caps Lock light on your keyboard comes on, indicating that you’re entering ALL CAPS mode. Press the Caps Lock key again to return to normal.

Keys on the numeric keypad serve sometimes as cursor keys and sometimes as number keys. The split personality is evident on each key cap, which displays two symbols. The Num Lock key and its corresponding light are on if the numeric keypad (1, 2, 3) is active. If the cursor keys (arrows, Home) are active, Num Lock is off.

Cursor keys are also called arrow keys; they control the cursor. Also included are the non-arrow keys: Home, End, PgUp (or Page Up), PgDn (or Page Down), Insert, and Delete.

Ctrl is pronounced “control.” The variety of names that people give to the Ctrl key before they know it as the control key is amazing.

The Delete key may also be labeled Del on your keyboard.

Modifier keys do nothing by themselves. Instead, the Shift, Ctrl, and Alt keys work in combination with other keys.

Working a touchscreen keyboard

It’s possible, and I’m not thrilled about it, but you can use Word 2013 in an environment where you type on the monitor, not on a keyboard. In this case, typing takes place on a virtual keyboard, similar to the one shown in Figure 2-2.

Figure 2-2: A tablet’s onscreen keyboard.

“Do I need to learn to type?”

No one needs to learn to type to use a word processor, but you do yourself a favor when you learn. My advice is to get a computer program that teaches you to type. I can recommend the Mavis Beacon Teaches Typing program, even though I don’t get any money from her and none of her children resembles me. I just like the name Mavis, I suppose.

Knowing how to type makes a painful experience like using Word a wee bit more enjoyable.

The onscreen keyboard’s operation works basically the same as a real keyboard: You type text with your fingers, albeit probably not as fast as on a physical keyboard. Accessing some of the specialized keys (function keys, cursor keys, and so on) is problematic. Still, the idea of using Word on a touchscreen seems to be more of a quick-and-dirty thing than something you would seriously spend time doing.

Then again, I don’t know how tolerant you are for pain.

Using the Ctrl key on the onscreen keyboard is a two-step process: Touch the Ctrl key and then touch another key.

Not all Ctrl-key combinations in Word can be produced by using the onscreen keyboard.

Refer to Chapter 1 for information on activating Touch mode, which makes it easier to use Word on a tablet.

  You need a computer to create a document. It’s possible to edit a document, or even create small documents, using a tablet, but it’s not the best tool for a job.

The Old Hunt-and-Peck

After starting Word, you’ll most likely type these words next:

Clackity-clack-clack-clack.

Or on a tablet:

Smudge-smear-poke-poke-poke.

The text you type on the keyboard appears on the screen — even the typos and mistakes and bad grammar: It all falls into place regardless of your intent, posture, or good looks. This section offers some basic typing tips, suggestions, and advice.

Following the cursor

The key to writing in Word is to look for the insertion pointer in your text. It’s a flashing vertical bar:

|

On a touchscreen, the vertical bar occasionally grows a circle, like an upside-down lollipop:

Use the circle to help move the cursor around; refer to Chapter 3.

Text you type appears before the insertion pointer, one character at a time. After a character appears, the insertion pointer hops to the right, making room for more text.

For example, type this line:

I want a helping of beets!

The insertion pointer moves to the right, marching along as you type. It’s called an insertion pointer for a reason: Press the left-arrow key a few times to move the insertion pointer back before the word helping.

Type the word second and a space. The word (and the space) is inserted into your text. The text to the right is pushed off to make room for the new text. Now the sentence should read:

I want a second helping of beets!

Chapter 3 covers moving the insertion pointer around in more detail.

  When using a multi-touch monitor and the onscreen keyboard, you may occasionally see word suggestions appear as you type. Touch the suggestion to have that word automatically inserted into the text.

Touching the lollipop insertion pointer’s circle displays a pop-up palette of shortcut commands. See Chapter 6 for more information.

Whacking the spacebar

Pressing the spacebar inserts a space character into the text. Spaces are important between words and sentences. Withoutthemreadingwouldbedifficult.

The most important thing to remember about the spacebar is that you need to whack it only once. In word processing, as in all typing done on a computer, only one space appears between words and after punctuation. That’s it!

I’m serious! If you’re an old-timer, you’re probably used to putting two spaces after a period, which is what they once taught in typing class, back in the last century. This extra space is wrong on a computer; typing it doesn’t add more room between words or sentences in a word processor. Trust me on that.

Anytime you feel like using two or more spaces, what you need is a tab. Tabs are best for indenting text as well as for lining up text in columns. See Chapter 12 for more information.

  The reason that only one space is needed between sentences is that computers use proportionally spaced type. Old-fashioned typewriters used monospace type, so pressing the spacebar twice after a sentence was supposed to aid in readability (though it’s debatable). Computer type is more like professionally typeset material, and both typesetters and professional-document folks know to put only one space after a period or a colon.

  If you want to type two spaces after a period and actually see them, choose a monospace font, such as Courier.

Backing up and erasing

When you make a typo or another type of typing error, press the Backspace key on the keyboard. The Backspace key is used to back up and erase. The Delete key can also be used to erase text, though it gobbles up characters to the right of the insertion pointer. See Chapter 4 for more information on deleting text.

Pressing the Enter key

In word processing, you press the Enter key only when you reach the end of a paragraph. Though pressing Enter at the end of a line of text might seem logical, there’s no need: Word takes the text that hangs over the end of a line and wraps it down to the next line. Therefore, you press Enter only to end a paragraph.

To practice pressing the Enter key at the end of a paragraph, type the following text:

Cindy was very convincing. She explained to her 4-year-old

brother that snails were a delicacy in France, so the

moist, slow-moving monopods were completely safe. Yet

Zach was dubious. Sure, he loved his big sister. And while

he didn’t mind occasionally popping a snail’s delicate