----- Original Message ----- From: "Spring" ~*~ FLUSH LEFT AND FLUSH RIGHT ON THE SAME LINE This is a quick and dirty tip on how to have seemingly contradictory alignments on the same line. In Word, this trick is done with tabs. In a nutshell, you follow these steps: 1. Make sure the paragraph is formatted as left-aligned. 2. Choose Tabs from the Format menu. You will see the Tabs dialog box. 3. Insert a right-aligned tab near the right edge of the line. 4. Click on Set. 5. Click on OK. 6. Type your text. Press the Tab key between the information to be left-aligned and the information you want right-aligned. This trick works great if the information you are formatting is limited to a single line. As an example, this can easily work for a chapter name and page number in a header or footer. (You know; the chapter name appears a the left and the page number at the right.) If you need to accomplish the same task for multiple lines, then it is best to use a small table with two or three cells. The left-most cell of the table can be for the left-aligned information, and the right-most cell can be used for right-aligned information. The center cell (if you choose to use one) is used for spacing purposes. ~*~ NUMBERING YOUR OUTLINE When you normally use Outline view, Word for Windows displays only the headings you specify. These headings are not numbered. To make your outline conform to traditional outline numbering guidelines, you may want to number the headings in your outline. The way in which you do this depends on the version of Word you are using. If you are using Word 6 or Word 95, use the following steps: 1. Choose the Heading Numbering option from the Format menu. This displays the Heading Numbering dialog box. 2. Click on the numbering style you want to use. 3. If you are satisfied with the numbering style, proceed to Step 8. 4. Click on the Modify button. This displays the Modify Heading Numbering dialog box. 5. In the right side of the dialog box, choose the heading level for which you want to modify the numbering. 6. Make the desired changes in the numbering, text, and position related to the heading level. 7. Click on OK to close the Modify Heading Numbering dialog box. 8. Click on OK to close the Heading Numbering dialog box. The numbering you specified is applied to each heading in your document. If you are using Word 97 or Word 2000, you can accomplish the same task by following these steps: 1. Choose the Bullets and Numbering option from the Format menu. This displays the Bullets and Numbering dialog box. 2. Click on the Outline Numbered tab. 3. Click on the numbering style you want to use. 4. If you are satisfied with the numbering style, proceed to Step 10. 5. Click on the Customize button. This displays the Customize Outline Numbered List dialog box. 6. At the left side of the dialog box, choose the heading level for which you want to modify the numbering. 7. Make the desired changes in the numbering, text, and position related to the heading level. 8. Click on the More button to view additional customization options. 9. Click on OK to close the Customize Outline Numbered List dialog box. 10. Click on OK to close the Bullets and Numbering dialog box. The numbering you specified is applied to each heading in your document. At some point in time you may decide you want to remove the numbers from your outline. Using Word 6 or Word 95, this is done in the following manner: 1. Choose the Heading Numbering option from the Format menu. This displays the Heading Numbering dialog box. 2. Click on the Remove button. 3. Click on OK to close the Heading Numbering dialog box. All numbering is removed from your headings. You can remove outline numbering using Word 97 or Word 2000 by following these steps: 1. Choose the Bullets and Numbering option from the Format menu. This displays the Bullets and Numbering dialog box. 2. Click on the Outline Numbered tab. 3. Click on the None option. 4. Click on OK to close the Bullets and Numbering dialog box. The numbering is removed from your headings. ~*~ INSERTING AND DELETING FOOTNOTES Footnotes are used to provide printed annotations or references for a document. If you want to insert a footnote in your document, follow these steps: 1. Position the insertion point where you want the footnote mark to be located. 2. Choose Footnote from the Insert menu. You will see the Footnote and Endnote dialog box appear. 3. Click on OK. A footnote mark appears in your document. If you are in Normal view, the Footnotes window is displayed at the bottom of the document window. If you are in Page Layout view, the insertion point moves to the bottom of the page where the footnote will appear. 4. Enter your footnote, formatting it as you would any other text in your document. 5. If the Footnotes window is visible, click on Close at the top of the Footnotes window. If you have previously inserted footnotes into your document, and you want to later delete one of them, follow these steps: 1. Highlight the footnote reference mark in your document. 2. Press either Del or Ctrl+X. The footnote is deleted, and if you are using auto-numbered footnotes, the remaining footnotes in your document are renumbered. ~*~ Quickly Changing Case In Word Documents Suppose you've just finished writing a paper for school in Word 2000, when you notice that some of your capitalization is incorrect. You can select the word and choose Format/Change Case and go from there. But, if you'd rather not use the mouse, you can simply click inside the word you want to change and press Shift + F3. Each time you press Shift + F3, Word will move to a new case type. Just keep pressing the key combination until you get the one you want. ~*~ One way to get a more professional look in some of your papers is to use columns like a newsletter. To make a two-column paper, choose Format/Columns. When the Columns dialog box opens, look under "Presets" and double click "Two." ~*~ CHANGING COLUMN WIDTH Once you add columns to your document, you may decide you want to adjust the width of the columns. Word allows you to quickly adjust the width of individual columns in your document, as well as the space between columns. You can change the width of columns in your document in the following manner: 1. Position the insertion pointer somewhere within the text that is already formatted for columns. 2. Choose the Columns option from the Format menu. The Columns dialog box appears. 3. Clear the Equal Column Width check box if you don't want your columns to be an equal width. 4. In the Width and Spacing area of the dialog box, adjust the width and spacing (the space between columns) to reflect your desired page appearance. (As you adjust one number, other columns and widths may be adjusted automatically. All these numbers are inter-related.) 5. Click on OK. ~*~ CHANGING MEASUREMENT UNITS Word allows you to modify your work environment extensively. One of the changes you can make involves the default units of measurement used in dialog boxes and on the ruler. By default, Word uses inches, but you can customize the program so it will use centimeters, picas, or points. To change the default measurement units, follow these steps: 1. Choose Options from the Tools menu. You will see the Options dialog box. 2. Click on the General tab. 3. In the Measurement Units pull-down list, select the units of measurement you want used by default. 4. Click on OK. ~*~ RENAMING A DOCUMENT There is no intrinsic command within Word that allows you to rename documents or files, as there is in some other programs. It is true that you can simply save a document out under a new name, but that results in two files on your drive instead of one. You can use the following steps to rename a document quickly and easily, all within Word: 1. Make sure the document you want to rename is not loaded into Word. (Close it if it is loaded.) 2. Click on the Open tool on the toolbar, or choose Open from the File menu. You will see the Open dialog box. 3. In the list of files contained in the dialog box, right-click on the one you want to rename. This displays a Context menu for the document. 4. Choose Rename from the Context menu. The document name is highlighted, and you have the opportunity to change the name. 5. Once the document name is changed, press Enter. 6. Close the Open dialog box by clicking on Cancel. ~*~ Changing The Office 2000 Assistant If you don't mind the Office Assistant, but you are getting sick of the obnoxious paperclip, why not try one of the other cartoons? To do this, run Word (or Excel) and press F1 to open the Office Assistant. Click Options and when the dialog box opens, click the Gallery tab. Click Next (repeatedly) to see what characters are available and select the one you like. Click OK to close the dialog box and save your selection. If you didn't load all the characters when you install Office 2000, you'll need to insert your installation disc and follow the instructions from there. ~*~ RESTORING LOST WINDOW SETTINGS For some reason, certain applications seem to lose the window view in Windows 95. When the window (restore) icon is selected, the application disappears from the screen, and the only indication that the program is active is the task on the Task Bar. The only way to get the application back is to right click the task (on the Task Bar) and select Maximize. There are applications on the market that allow you to view the settings for all windows and then modify them, as desired. (One example is Microsoft's Spy++, which is available with a couple of their high-level development systems.) The poor-person's solution to the problem, however, is the following: 1. Load another application in addition to the one that is giving you problems. 2. Right-click on the Task Bar (not on an individual task). 3. Choose Cascade, Tile Horizontally, or Tile Vertically (it doesn't matter which one). 4. Close the application you loaded in step 1. 5. Resize your remaining application window as desired. ~*~ USING SEARCH TEXT IN THE REPLACEMENT Word for Windows has a very powerful search-and-replace function. There may be times when you want to simply add something to your document, for instance, you may want to replace all occurrences of Betty Boop with Ms. Betty Boop, Esq. To do this, follow these steps: 1. Choose Replace from the Edit menu. You will see the Replace dialog box. (In Word 97 and Word 2000, you see the Find and Replace dialog box.) 2. In the Find What box, enter Betty Boop. 3. In the Replace With box, enter Ms. ^&, Esq. (Word will use the text in the Find What box in place of the ^& characters.) 4. Click on Find Next. 5. Make replacements as desired. ~*~ SEEING WHERE BOOKMARKS ARE The bookmarking feature in Word has many uses. As you start to learn those uses and create more and more bookmarks, it can be difficult to remember where bookmarks are in your documents. While you can easily jump from one bookmark to another, sometimes it is easier to just see where your bookmarks are at a glance. Word makes this easy by following these steps: 1. Choose Options from the Tools menu. This displays the Options dialog box. 2. Make sure the View tab is selected. 3. Make sure the Bookmarks check box is selected. 4. Click on OK. Now you will see small, gray brackets around words or phrases that are bookmarked. If you see a small gray I-beam in your text, it means there is a bookmark set at that single location, rather than a word or phrase specified. These marks appear only on the screen; they do not print out with the document. If you reverse the above steps, the bookmark indicators are removed from the screen. ~*~ A CLOSE BUTTON FOR WORD In the Word toolbar, you'll see buttons for New, Open, and Save. But, there is no button for Close. If you would like to add a Close button to Word, right-click the toolbar and choose Customize. When the Customize dialog box opens, click the Commands tab. Now, scroll down through the commands (the right side of the dialog box) and locate the Close icon. Use your mouse to drag the icon to your toolbar next to the Open button. Click Close to close the dialog box and save your new selection. ~*~ LOCKING A FIELD There may be times, after you have inserted a field, when you want to make sure it does not get updated. You can accomplish this by locking the field. Locking prevents a field from being updated; the last result is kept until you unlock the field and then update it. To lock a field, perform these steps: 1. Select the field you want to lock. 2. Update the field, if desired, by pressing Shift+F9. 3. Press Ctrl+F11. If you later want to unlock the field, you can follow these steps: 1. Select the field you want to unlock. 2. Press Ctrl+Shift+F11. ~*~ Auto Correcting Partial Words In Word Here's a little-used Word 2000 feature for you--you can use AutoCorrect to correct partial words. For example, if you commonly type the ending 'tion' as 'toin,' you could configure AutoCorrect to correct just the ending. To do this, choose Tools/AutoCorrect. When AutoCorrect opens, type toin into the 'Replace' entry box. Now, type tion into the 'With' entry box. Click Add, then click OK. If you now type in 'natoin' AutoCorrect will turn it into 'nation'. Note that you must be very careful about correcting partial words. You could end up incorrectly correcting correct words, turning them into incorrect words. ~*~ Smaller PowerPoint Files When you create a PowerPoint presentation to go on the road, you'll want to have the smallest files possible. One way to achieve this goal is to avoid using BMP files and use JPG instead. JPG files are usually highly compressed, and you really can't tell the difference between the qualities of the two images when shown on a screen. ~*~ Viewing Special Files In Word Let's imagine that you have a large number of files in your Word data folder. These files are not all DOC files--some are RTF, some are TXT, etc. So, you choose File/Open and then click the arrow at the right side of the 'File of type' list box and select 'All Files (*.*). Now click Cancel. The next time you choose File/Open, you will see all the files in your data folder. What if you want to see only RTF files right now, but, you don't want to change 'Files of type' each time you need a new file? What you do is choose File/Open and type in the 'File name' entry box '*.rtf'. Now, only the RTF files will appear and you can make your selection.