Table Of ContentWORKING WITH
WORD 5.1
THIRD EDITION
THE DEFINITIVE GUIDE TO
MICROSOF'r WORD FOR THE
APPLE®M ACINTOSH®
CHRIS KINATA
GORDON McCOMB
"You can easily learn enough about Word to produce well-formatted and
well-designed documents. However, to reach the outer limits of the effects
you can create, you'll need to become familiar with some publishing con
cepts and terms. In this book, we .try to give you the complete range of
experience you'll need to push Word to its limits."
From the Introduction
Critical acclaim for
WORKING WITH WORD
"A highly readable, enlightening book .... WORKING WITH WORD wins [the
Word. book competition] with a KO in the first round."
Macworld
"The best book we have seen so far for getting inside Microsoft's complex and
sometimes frustrating word processor."
MacW EEK
"Other books ... are task oriented, with projects that teach you everything from
outlining to indexing. WORKING WITH WORD edges out the others with its
clarity and useful power tips."
Macworld
"If you are serious about using Microsoft Word for desktop publishing applica
tions, we suggest you take a look at WORKING WITH WORD."
Desktop Publishing
& Office Automation
"If you're one of those people who need to unleash the full power of Microsoft
Word for the Macintosh (or if you just need a quick answer to a simple question),
wrrn
check out WORKING WORD. This book is my primary reference work
for Microsoft Word, and I have yet to run into a problem Kinata and McComb
William Harwood
Philadelphia Enquirer
WORKING WITH
WORD 5.1
THIRD EDITION
WORKING WITH
WORD 5.1
THIRD EDITION
THE DEFINITIVE GUIDE TO
MICROSOFr WORD FOR THE
APPLr MACINTOSH•
CHRIS KINATA
GORDON McCOMB
PUBLISHED BY
Microsoft Press
A Division of Microsoft Corporation
One Microsoft Way
Redmond, Washington 98052-6399
Copyright© 1988,1989,1993 by Gordon McComb.
All rights reserved. No part of the contents of this book may be reproduced or transmitted in any
form or by any means without the written permission of the publisher.
Library of Congress Cataloging in Publication Data
Kinata, Chris.
Working with Word 5.1, 3rd Edition I authors, Chris Kinata, Gordon McComb.
p. an
Includes index.
ISBN 1-55615-451-8
1. Microsoft Word (Computer program) 2. Word processing-Computer
programs. I. McComb, Gordon. II. Title.
Z52.5.M52K54 1993
652.5'536--dc20 91-42588
CIP
Printed and bound in the United States of America.
1 2 3 4 5 6 7 8 9 AG-F 8 7 6 5 4 3
Distibuted to the book trade in Canada by Macmillan of Canada, a division of Canada Publishing
Corporation.
Distributed to the book trad~ outside the United States and Canada by Penguin Books Ltd.
Penguin Books Ltd., Harmondsworth, Middlesex, England
Penguin Books Australia Ltd., Ringwood, Victoria, Australia
Penguin Books N.Z. Ltd., 182-190 Wairau Road, Auckland 10, New Zealand
British Cataloging-in-Publication Data available.
Adobe illustrator and PostScript are registered trademarks of Adobe Systems, Inc. FreeHand, Page
Maker, and SuperPaint are registered trademarks of Aldus Corp. Fontographer is a registered trade
mark of AltSys Corp. Apple, AppleTalk, ImageWriter, LaserWriter, Mac, Macintosh, and MacTer
minal are registered trademarks and QuickDraw, QuickTime, and Switcher are trademarks of Apple
Computer, Inc. MacDraw, MacPaint, and Mac Write are registered trademarks of Claris Corp.
CompuServe is a registered trademark of CompuServe, Inc. Cricket Draw is a registered trademark of
Cricket Software Co. Canvas 2.0 is a trademark of Deneba Systems, Inc. MacRecorder is a registered
trademark of Farallon Computing, Inc. lTC Zapf Dingbats is a registered trademark of International
Typeface Corp. Helvetica, Palatino, and Times are registered trademarks and Linotronic is a trade
mark of Linotype AG and its subsidiaries. MCI MAIL is a registered service mark of MCI Communi
cations Corp. Microsoft, M5-DOS, and XENIX are registered trademarks of Microsoft Corp. Clipper
is a trademark of Nantucket Corp. Glue and SmartScrap are trademarks of Solutions, Inc. TOPS is a
registered trademark of TOPS, a Sun Microsystems company. ThunderScan is a registered trademark
of Thunderware, Inc. UNIX is a registered trademark of UNIX Systems Laboratories. WordPerfect is
a registered trademark of WordPerfect Corp. WordStar is a registered trademark of WordStar
\.
International Inc.
To Lydia, Jonah, and Cedar-stars, pearls, pebbles, and coals
Chris Kinata
To Eli Hollander and Jim Bierman
Gordon McComb
Contents
Acknowledgments xix
Introduction xxi
SECTION 1 Laying ttj~~-unetat·ion
1 Word-Processing Concepts 3
Entering 6
Outlines
Boilerplate Text and Graphics
Other Ways to Create Text and Graphics
Editing 8
Find and Replace
Spelling Checker
Thesaurus
Grammar Checking
Formatting 9
WYSIWYG User Interface
Character Formats
Paragraph Formats
Table Formats
Section Formats
Document Formats
Saving 16
Printing 17
Print Preview and Page Layout View
Pagination
Hyphenation
Merge Printing
Concepts into Action: Creating a Letter 20
Setting Up
Entering the Text
Editing the Text
Formatting the Text
Saving Your Work
Previewing and Printing the Letter
Summary 33
2 Word Fundamentals: Creating a Two-Page Document 39
Entering the Text 39
Making an Outline
Editing the Outline
Using Styles
Entering the Body Text
Editing the Text 49
Creating a Personal Dictionary
Formatting the Text 51
Establishing a Design Through Styles
Making Final Formatting Adjustments
Adding a Footer and Page Numbers
Previewing and Printing the Document 56
Summary 61
S·E0iliiON 2-~. Building the Framework
3 The Word Environment 67
Navigating in Word 67
Word's Views on a Document
Window Management
Other Ways to Find Your Way
Navigating by Keystroke
Getting Help
Customizing Word 81
The Control Panel
Changing Word's Defaults
Using the Toolbar
Plug-In Modules
Working with Documents 96
Using Summary Info
Finding Documents
Saving Your Work
Summary 105
4 Organizing Through Outlining 121
Creating and Manipulating Outline Text 121
Setting Levels and Promoting and Demoting Headings
Moving Headings Up and Down
Demoting a Heading to Body Text
Collapsing and Expanding Subtext
Showing Specific Levels
Showing All Text
Showing Body Text
Displaying the Character Formats of Headings
Numbering 129
Using Outlining as an Editing Tool 132
Navigating with Outline View
Moving Paragraphs
Summary 134
5 Writing and Editing Techniques 139
Discovering Word's True Characters 139
Special Font Characters
Basic Editing 145
Creating Paragraphs
Backspacing over Text
Selecting Text
Copying and Moving Text 148
Using the Cut, Copy, and Paste Commands
Using the Move To and Copy To Keyboard Commands
Using Word's Drag-and-Drop Feature
Finding and Changing Text 152
Finding Text
Replacing Text
Wildcard Searches
Searching for and Replacing Special Characters
Finding and Replacing Formats
The Undo and Repeat Commands 158
Counting.Words in a Document 159
Annotating a Document 160
Summary 163
6 Automatic Text Entry with Glossaries 175
Anatomy of a Glossary 176
Creating a Glossary Entry 177
Inserting a Glossary Entry 178
Choosing the Glossary Command
Using the Keyboard
Using the Work Menu
Formats Within Glossary Entries
Modifying a Glossary Entry 183
Editing an Entry
Changing the Name of an Entry
Deleting an Entry
Working with Glossary Files 184
Clearing the Current Glossary
Opening a Glossary
Combining and Extracting Glossary Entries
Printing the Current Glossary
Summary 190
7 Using the Proofing Tools 195
Using the Spelling Checker 196
Setting Spelling Preferences
Doing a Spelling Check
Working with Dictionary Files
Using the Thesaurus 208
Using the Grammar Checker 209
Setting Grammar Preferences
Checking Grammar
Summary 213
S·Eeilii'0N ~.'::. Refining the Appearance
8 Character Formatting 223
An Overview of Document Design 224
The Five Format Domains
Working with Character Formats 227
Changing the Font
Changing the Font Size
Changing Character Styles
Changing the Position of Text
Changing the Spacing of Text
Changing the Color of Text on the Screen
Removing Character Formats
Testing New Character Formats
Summary 245
9 Paragraph Formatting 253
Working with Paragraphs 254
Changing Paragraph Formats 255
The Ruler
The Paragraph Command
Adding Paragraph Formats to Menus and the Toolbar
Working with Paragraph Formats 259
Indents
Paragraph Alignment
Line Spacing
Paragraph Spacing
Tabs
Borders and Shading
Options for Paragraph Layout
