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Word 2003 Bible
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Word 2003 Bible
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Word 2003 Bible
Brent Heslop, David Angell, and Peter Kent
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LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: WHILE THE PUBLISHER AND AUTHOR HAVE USED THEIR BEST
EFFORTS IN PREPARING THIS BOOK, THEY MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE
ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS BOOK AND SPECIFICALLY DISCLAIM ANY IMPLIED
WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED
OR EXTENDED BY SALES REPRESENTATIVES OR WRITTEN SALES MATERIALS. THE ADVICE AND STRATEGIES
CONTAINED HEREIN MAY NOT BE SUITABLE FOR YOUR SITUATION. YOU SHOULD CONSULT WITH A PRO-
FESSIONAL WHERE APPROPRIATE. NEITHER THE PUBLISHER NOR AUTHOR SHALL BE LIABLE FOR ANY LOSS OF
PROFIT OR ANY OTHER COMMERCIAL DAMAGES, INCLUDING BUT NOT LIMITED TO SPECIAL, INCIDENTAL,
CONSEQUENTIAL, OR OTHER DAMAGES.
Word 2003 Bible
Published by
Wiley Publishing, Inc.
10475 Crosspoint Boulevard
Indianapolis, IN 46256
www.wiley.com

Copyright © 2003 by Wiley Publishing, Inc., Indianapolis, Indiana
Published simultaneously in Canada
Library of Congress Card Number: 2003101910
ISBN: 0-7645-3971-X
Manufactured in the United States of America
10 9 8 7 6 5 4 3 2 1
1B/SV/QZ/QT/IN
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means,
electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of
the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through
payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923,
(978) 750-8400, fax (978) 646-8700. Requests to the Publisher for permission should be addressed to the Legal Department,
Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4447, E-Mail:

For general information on our other products and services or to obtain technical support, please contact our Customer
Care Department within the U.S. at (800) 762-2974, outside the U.S. at (317) 572-3993 or fax (317) 572-4002.
Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in
electronic books.
Trademarks: Wiley, the Wiley Publishing logo and related trade dress are trademarks or registered trademarks of Wiley
Publishing, Inc., in the United States and other countries, and may not be used without written permission. All other
trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or
vendor mentioned in this book.
is a trademark of Wiley Publishing, Inc.
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About the Authors
Brent Heslop is an avid Word user. He has coauthored more than 15 books and written
numerous magazine articles using Word. He also works as a consultant and teaches HTML
publishing and interactive programming classes. His books include Microsoft Word 2000 Bible
and Word 97 Bible (published by Wiley).

David Angell is a computer industry writer and consultant. He has used Word as his word
processing workbench since the early days of Word for MS-DOS. David has authored and
coauthored more than 14 books. His books include Word 2000 Bible, Word 97 Bible, and DSL
For Dummies (all published by Wiley). David is also a principal in angell.com, an Internet and
ISDN consulting and technical communications firm.
Peter Kent has used Microsoft Word for 14 years to write 50 books, scores of technical man-
uals, and literally thousands of magazine articles and corporate documents. He has worked
in the software development business for nearly 22 years, designing and testing software,
writing documentation, and training users. He is the author of the widely reviewed and
praised Poor Richard’s Web Site. Today, he is vice president of marketing for Indigio, an
e-services firm.
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Credits
Senior Acquisitions Editor
Jim Minatel
Senior Project Editor
Jodi Jensen
Development Editor
Kevin Kent
Technical Editor
Herb Tyson
Copy Editor
Kim Cofer
Editorial Manager
Mary Beth Wakefield
Vice President & Executive Group
Publisher
Richard Swadley
Vice President and Executive

Publisher
Bob Ipsen
Vice President and Publisher
Joseph B. Wikert
Executive Editorial Director
Mary Bednarek
Project Coordinator
Erin Smith
Graphics and Production Specialists
Elizabeth Brooks
Amanda Carter
Jennifer Click
Sean Decker
LeAndra Johnson
Quality Control Technicians
Laura Albert
John Tyler Connoley
John Greenough
Andy Hollandbeck
Senior Permissions Editor
Carmen Krikorian
Media Development Specialist
Angela Denny
Proofreading
TECHBOOKS Production Services
Indexing
Sherry Massey
Cover Image
Murder By Design
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For Nick and Chris
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Preface
W
elcome to the Word 2003 Bible. As part of the Wiley Bible series, this book emphasizes
“handiness” by giving you complete coverage of Word 2003 in an easy-to-use format. In
this book, you find all the information that you need to successfully use Word, whether you’re
a new or experienced user. To make it as easy as possible to find, understand, and implement
information, throughout the text the major tasks are clearly delineated. This guide is
designed to facilitate your access to Word and get you quickly on your way to getting the
most out of this truly exciting and powerful new product.
Who Should Read This Book
The Word 2003 Bible is both a tutorial for beginners as well as a complete reference for
experienced Word users. If you’re upgrading to Word 2003, you will find that this book fully
integrates the new features with those that remain the same, so you can learn about new
features in the context of features with which you are already familiar.
How This Book Is Organized
This book matches the way you work with Word 2003. Organized into seven parts, it starts
with the fundamentals and builds on them as you progress through the book. Each chapter
can stand on its own or point you to any additional information you need.
Part I: The Fundamentals
Part I explains mastering the rich assortment of Word’s essential word-processing tasks. You
learn the basics of working in the Word 2003 environment, how to create and edit documents,
search and replace specific text or formatting, print documents, and manage document files.
Part II: Beyond the Basics
Part II covers working with Word’s features that, though still related to the manipulation of

text, are a little more advanced. You learn how to proof your work, check spelling and grammar,
and even how to use Word as a research tool. You find out how to place text into tables, how
to work with sections, columns, and page formatting. You can also find out about some
extremely useful “linking” tools—bookmarks, cross-references, footnotes, indexes, and tables
of various kinds.
Part III: Working More Effectively
In this part of the book you can find out how to use the tools that are intended to help you
“speed up the process.” This part looks at how styles and autoformatting can help you format
text very quickly by automating the process and how templates, wizards, and themes can
jumpstart new documents. We’ve also included a chapter that offers an understanding of
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document-layout principles—what looks good, what looks bad—and a chapter that explains
how you can speak and Word will understand (perhaps) and convert your words to text.
Part IV: Inserting Pictures and Other Content
Part IV delves into Word’s graphics capabilities to create dazzling documents as well as
integrating content from other Office applications into your Word documents. You learn
how to use Word’s powerful graphics features, including choosing the right image file format,
editing graphics, laying out your documents, and creating WordArt to add shaped text with
special effects. You learn how to bring information from other Office applications, including
Microsoft Access, Microsoft PowerPoint, and Microsoft Excel. This part also covers how to
use Microsoft Graph Chart and Microsoft Equation, which are included with Office.
Part V: Complex Documents: Mail Merge,
Forms, Outlines, and Web Pages
Part V covers creating more complex documents. By the time you finish this part of the book
you will know how to use Word’s mail merge tools to create and print form letters, envelopes,
labels, and lists by merging information from a database. You also learn how to create your
own interactive forms and tie them directly to a database, how to use outlines and master

documents to organize your thoughts and text, and how to work with Word’s HTML Web page
features.
Part VI: Distribution and Collaboration
Part VI explains how to work with Word’s workgroup collaboration tools. You may be sur-
prised at what you find in this section—even many users who have been working with Word
for a decade or more are unaware of some of the neat collaboration tools, and this version
of Word has made them even better. In this part, you see how to share documents among
colleagues—and even merge their changes back into the original. You find out how to fax and
e-mail documents and how to use SharePoint services to build document areas online that
incorporate document libraries with discussions, to-do lists, calendars, and more. And you
learn about Word’s comment and review features.
Part VII: Customizing and Troubleshooting Word
Part VII explains troubleshooting Word’s idiosyncrasies, customizing Word to fit the way you
work, and automating Word tasks. You learn how to overcome common and not-so-common
Word problems, and then go on to tailoring Word’s menus, toolbars, and shortcut keys to the
way you work. In addition, you delve into how to master field codes and macros to simplify
and automate Word tasks and learn how to secure your information so only approved people
can view or edit it.
Appendixes
In Appendix A, you get a detailed survey of the new and improved features in Word 2003, as
well as the changes that took place between Word 2000 and Word 2002 (for those of you who
may be upgrading from Word 2000). Appendix B provides information about the bounty of
software included on the book’s companion CD-ROM.
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How to Approach This Book
If you are starting out with Word for the first time, Chapters 1 through 12 lay out the word-
processing essentials of Word. Read these chapters, and you’ll know how to create attractive

documents quickly and relatively efficiently. From this base, you can move through the ranks of
more advanced topics as you need them. Even if you’re an experienced Word user, you’ll want to
check out Chapters 1 through 12 because of the many changes in Word’s basic word-processing
capabilities. You can use Appendix A as your guide to what’s new in this version of Word.
If you spend much time at all with Word, you’ll want to read Chapters 13 through 16 because
the information in those chapters can end up saving you many hours by helping you learn
how to work more effectively using several advanced tools. Of course, if you eventually want
to insert pictures and other content into your documents, you’ll want to read Chapters 17
and 18. But consider also spending some time with Chapters 19, 20, and 21. They offer
useful “secrets” that the average Word user may not know about.
Take a look at Chapters 22 through 24 if you need to create mail-merged labels, letters, and
envelopes, if you want to create fill-in forms, or if you want to exploit the power of Word’s
fields. And anyone who works with large documents really should read Chapter 25, where
you learn about Word’s outlining feature and master documents.
If you are planning to build Web pages, read Chapters 26 and 27 to find out how Word can
help you—and why you might not want to use Word! And if you work in conjunction with
others, in workgroups or some other kind of collaboration, take a look at the chapters in
Part VI, which offer information on tools that can save you a lot time in collaborative tasks.
One thing to keep in mind as you use this book is that you may notice some differences in
what you see depending on whether you’re running Windows 2000 or Windows XP. You may
also notice differences depending on whether you’ve kept the XP default settings or cus-
tomized them, or if you’re using the Windows XP Classic Windows settings, which lets you
make XP look like Windows 2000. Taking all of these things into consideration, what you see
on your screen may not be exactly what is described or shown here.
Using the companion CD-ROM and Web site
Wiley has provided so much add-on value to this book that we couldn’t fit it all on one CD!
With the purchase of this book, you not only get access to lots of bonus software programs
and demos, you also get an entire eBook—free!
Please take a few minutes to explore the bonus material included on the CD:
✦ Bonus software: A plethora of programs (shareware, freeware, GNU software, trials,

demos, and evaluation software) that work with Office. A ReadMe file on the CD
includes complete descriptions of each software item.
✦ Office 2003 Super Bible eBook: Wiley created this special eBook, consisting of over 500
pages of content about how Microsoft Office components work together and with other
products. The content has been pulled from select chapters of the individual Office
Bible titles. In addition, some original content has been created just for this Super Bible.
✦ PDF version of this title: As always, if you prefer your text in electronic format, the CD
offers a completely searchable PDF version of the book you hold in your hands.
After you familiarize yourself with all that we have packed onto the CD, be sure to visit the
companion Web site at:
www.wiley.com/compbooks/officebibles2003/. Here’s what you’ll
find on the Web site:
Note
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✦ Links to all the software that wouldn’t fit on the CD
✦ Links to all the software found on the CD
✦ Complete, detailed tables of contents for all the Wiley Office 2003 Bibles: Access 2003
Bible, Excel 2003 Bible, FrontPage 2003 Bible, Office 2003 Bible, Outlook 2003 Bible,
PowerPoint 2003 Bible, and Word 2003 Bible
✦ Links to other Wiley Office titles
Conventions Used in This Book
To make this book as easy as possible to use, icons in the margins alert you to special or
important information. Look for the following icons:
Marks a warning about a particular procedure to which you should pay particular attention.
Points you to another place where additional information on the current topic can be found.
Marks a special point or supplementary information about a feature or task.
Marks a tip that saves you time and helps you work more efficiently.

Points you to helpful software provided on the accompanying CD.
To further assist you in reading and learning the material in this book, the following formatting
conventions are used throughout:
✦ Text you are asked to type appears in bold.
✦ New words and phrases that may require definition and explanation appear in italics.
Text that carries emphasis and single characters that may be easy to lose in the text
also appear in italics.
✦ Menu commands are indicated in sequential order by using the command arrow. File ➪
Open, for example, indicates that you should click the File menu and then choose the
Open command.
✦ Keyboard shortcut keys look like this: Alt+Tab.
✦ When instructed to click an item, press the left mouse button unless otherwise speci-
fied. When you should use the right mouse button instead, you are asked to right-click.
Of course, this will be different for left-handed users.
On the
CD-ROM
Tip
Note
Cross-
Reference
Caution
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Acknowledgments
W
e owe a debt of gratitude to numerous people who helped us make this book a reality.
First, we want to thank Jim Minatel, our acquisitions editor at Wiley Publishing, who
gave us the opportunity to work on this Bible.
We would like to thank our project editor, Jodi Jensen, who was instrumental in keeping the
traffic moving. One person who carries a tremendous load in getting a book to press is the

development editor. We are very grateful to have had Kevin Kent as our DE. Kevin did a great
job encouraging us and sharing ideas to help us better organize and improve the text. We
would also like to thank Herb Tyson, technical editor, who provided a great deal of
information and expertise about a plethora of little details, and Kim Cofer, copy editor, for
the essential clean-up work she did.
We also want to thank the companies that gave us permission to include their material on the
CD-ROM that accompanies this book.
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Contents at a Glance
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix
Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiii
Part I: The Fundamentals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Chapter 1: Getting Started with Word 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Chapter 2: Navigating and Editing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Chapter 3: Finding and Replacing Text and Formats . . . . . . . . . . . . . . . . . . . . . . . 77
Chapter 4: Character Formatting and Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Chapter 5: Paragraph Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Chapter 6: Printing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Chapter 7: Managing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Part II: Beyond the Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Chapter 8: Proofing and Researching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Chapter 9: Working with Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
Chapter 10: Sections, Columns, and Page Formatting . . . . . . . . . . . . . . . . . . . . . 283
Chapter 11: Using Bookmarks, Cross-References, Footnotes, and Links . . . . . . . . . . . 317
Chapter 12: Creating Indexes and Tables of Contents . . . . . . . . . . . . . . . . . . . . . 337
Part III: Working More Effectively . . . . . . . . . . . . . . . . . . . . . . . . 365
Chapter 13: Styles and AutoFormatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367
Chapter 14: Using Templates, Wizards, and Themes . . . . . . . . . . . . . . . . . . . . . . 389
Chapter 15: What Looks Good? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411

Chapter 16: Creating Documents Using Speech Recognition . . . . . . . . . . . . . . . . . 425
Part IV: Inserting Pictures and Other Content . . . . . . . . . . . . . . . . . 435
Chapter 17: Illustrating Your Documents with Graphics . . . . . . . . . . . . . . . . . . . . 437
Chapter 18: More Object Types—Drawings, Text Boxes, and More . . . . . . . . . . . . . 465
Chapter 19: Advanced Graphics and Multimedia . . . . . . . . . . . . . . . . . . . . . . . . 505
Chapter 20: Linking Information from Other Applications . . . . . . . . . . . . . . . . . . . 519
Chapter 21: Working with Microsoft Graph Chart and Microsoft Equation . . . . . . . . . 539
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Part V: Complex Documents: Mail Merge, Forms, Outlines,
and Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555
Chapter 22: Creating Form Letters, Envelopes, Labels, and Catalogs . . . . . . . . . . . . 557
Chapter 23: Creating Dynamic Documents Using Field Codes . . . . . . . . . . . . . . . . . 585
Chapter 24: Creating Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 609
Chapter 25: Getting Organized with Outlines and Master Documents . . . . . . . . . . . . 625
Chapter 26: Creating Basic Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 643
Chapter 27: Advanced HTML and XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 663
Part VI: Distribution and Collaboration . . . . . . . . . . . . . . . . . . . . . 683
Chapter 28: Faxing and E-mailing with Word . . . . . . . . . . . . . . . . . . . . . . . . . . . 685
Chapter 29: Comments and Reviewing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 697
Chapter 30: Online Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 717
Part VII: Customizing and Troubleshooting Word . . . . . . . . . . . . . . . 733
Chapter 31: Troubleshooting and Overcoming Word’s Idiosyncrasies . . . . . . . . . . . . 735
Chapter 32: Customizing Menus, Options, Toolbars, and Keys . . . . . . . . . . . . . . . . 749
Chapter 33: Making the Most of Word Macros and VBA . . . . . . . . . . . . . . . . . . . . 785
Chapter 34: Securing Your Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 801
Appendix A: What’s New in Word 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 813
Appendix B: What’s on the CD-ROM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 821
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 827
End-User License Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 873

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Contents
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix
Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiii
Part I: The Fundamentals 1
Chapter 1: Getting Started with Word 2003 . . . . . . . . . . . . . . . . . . . . 3
Starting Word and Opening Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Starting Word from the Programs menu . . . . . . . . . . . . . . . . . . . . . . . 3
Starting Word from a shortcut . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Starting Word with Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Opening a document from Word . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Opening documents automatically with Word . . . . . . . . . . . . . . . . . . . 6
Controlling Word using startup switches . . . . . . . . . . . . . . . . . . . . . . 6
Opening the last document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Touring the Word Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
The text area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
The menu bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
The Task Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
The ruler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
The scroll bars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
The status bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Office Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Dialog boxes and control settings . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Using the Mouse and the Keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Using the mouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Using the keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Right-click for shortcut menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Undo and Repeat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Working with Document Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Changing views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Normal view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Web Layout view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Print Layout view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Reading Layout view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Outline view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Document Map view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Full Screen view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Zoom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Print Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Adding Thumbnails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
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Contents
Creating a New Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Starting a new document with a template . . . . . . . . . . . . . . . . . . . . . 30
Using wizards to create a document . . . . . . . . . . . . . . . . . . . . . . . . 30
Saving a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Saving a document as a Web page . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Getting Help in Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Using the Office Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Using the Microsoft Word Help task pane . . . . . . . . . . . . . . . . . . . . . 35
Accessing Microsoft Office Help on the Web . . . . . . . . . . . . . . . . . . . . 36
Helping WordPerfect users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Closing a Word Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Exiting Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Chapter 2: Navigating and Editing Documents . . . . . . . . . . . . . . . . . 41
Editing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Displaying nonprinting characters . . . . . . . . . . . . . . . . . . . . . . . . . 42
Inserting and overtyping text . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Beginning a new paragraph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Adding a new line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Aligning text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Inserting the date and time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Splitting a document window for easier editing . . . . . . . . . . . . . . . . . . 45
Navigating Through a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Scroll bars move the insertion point . . . . . . . . . . . . . . . . . . . . . . . . 47
Moving the insertion point with the scroll bar . . . . . . . . . . . . . . . . . . . 47
Using the keyboard to move the insertion point . . . . . . . . . . . . . . . . . 48
Returning to the location of your last edit . . . . . . . . . . . . . . . . . . . . . 49
Navigating using the Go To tab . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Selecting Text and Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Selecting text and graphics using the mouse . . . . . . . . . . . . . . . . . . . 51
Selecting text and graphics using the keyboard . . . . . . . . . . . . . . . . . . 52
Making multiple selections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Using the Extend Selection mode . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Deleting Text and Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Undoing Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Moving and Copying Text and Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Using the Clipboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Using the Cut, Copy, and Paste buttons . . . . . . . . . . . . . . . . . . . . . . . 55
Paste Options and Paste Special . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Moving and copying with commands and keyboard shortcuts . . . . . . . . . 56
Moving and copying with the shortcut menu . . . . . . . . . . . . . . . . . . . 57
Using the Office Clipboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Cut and Paste options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Drag-and-drop editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Document scraps and shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Using the Spike for multiple cut-and-paste operations . . . . . . . . . . . . . . 61
Pasting text into other documents . . . . . . . . . . . . . . . . . . . . . . . . . 62
Inserting Symbols and Special Characters . . . . . . . . . . . . . . . . . . . . . . . . . 63
Using the Symbol command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Entering a character code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Using the Symbol dialog box and shortcut keys . . . . . . . . . . . . . . . . . . 65
Using shortcut keys to insert a symbol . . . . . . . . . . . . . . . . . . . . . . . 65
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AutoCorrect and AutoText . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Working with AutoCorrect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Saving time with AutoText . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Chapter 3: Finding and Replacing Text and Formats . . . . . . . . . . . . . . 77
Finding Text Using the Find Command . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Adding Find to the Standard toolbar . . . . . . . . . . . . . . . . . . . . . . . . 79
Find options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
The act of searching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Refining Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Using wildcards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Sounds Like searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
The Search Browse Object Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Finding and Replacing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Finding and replacing word forms . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Replacing special characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Automatically adding text to replacement text . . . . . . . . . . . . . . . . . . 87
Replacing with images and large text blocks using the Clipboard . . . . . . . . 87
Finding and replacing formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Chapter 4: Character Formatting and Fonts . . . . . . . . . . . . . . . . . . . 93
Applying Character Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Boldfacing text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Italicizing text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Underlining text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Using superscripts and subscripts . . . . . . . . . . . . . . . . . . . . . . . . . 97
Using All Caps and Small Caps . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Adding a drop cap . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Adding color to your text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Striking through text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Using other special effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Text animation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Word’s Handy Character Formatting Tools . . . . . . . . . . . . . . . . . . . . . . . . 102
Displaying character formatting . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Repeating character formatting . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Copying character formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Undoing character formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Highlighting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Changing Character Spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Expanding and condensing character spacing . . . . . . . . . . . . . . . . . . 106
Adjusting spacing in character pairs . . . . . . . . . . . . . . . . . . . . . . . 107
Changing the Case of Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Changing Fonts and Font Sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Fonts in the Font list box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Displaying font names in their font . . . . . . . . . . . . . . . . . . . . . . . . 110
About font styles listed in the Font dialog box . . . . . . . . . . . . . . . . . . 110

Choosing a font . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Changing fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Changing font sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
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Changing Default Character Formatting . . . . . . . . . . . . . . . . . . . . . . . . . 113
Hiding Text in Your Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Using Fonts with Shared Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Print/preview font embedding . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Editable font embedding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Installable font embedding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Substituting unavailable fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Managing Fonts in Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Chapter 5: Paragraph Formatting . . . . . . . . . . . . . . . . . . . . . . . . . 121
Applying Paragraph Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Checking paragraph formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Duplicating paragraph formats . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Removing paragraph formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Using line breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Aligning Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Click and Type: Inserting Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Adjusting Line and Paragraph Spacing . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Adjusting paragraph spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Adjusting line spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Setting Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Setting tabs using the ruler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Changing or clearing a tab stop using the ruler . . . . . . . . . . . . . . . . . 133

Setting tabs using the Tabs dialog box . . . . . . . . . . . . . . . . . . . . . . 133
Changing and clearing tabs using the Tabs dialog box . . . . . . . . . . . . . 134
Changing the default tab stops . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Setting Indents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Setting indents using the Formatting toolbar . . . . . . . . . . . . . . . . . . . 136
Setting indents using the ruler . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Setting indents using keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . 138
Setting indents using the Paragraph dialog box . . . . . . . . . . . . . . . . . 138
Bordering and Shading Paragraphs and Pages . . . . . . . . . . . . . . . . . . . . . . 139
Adding borders using the Borders toolbar . . . . . . . . . . . . . . . . . . . . 140
Adding borders using the Borders and Shading dialog box . . . . . . . . . . . 141
Spacing between text and border . . . . . . . . . . . . . . . . . . . . . . . . . 143
Placing borders around individual lines . . . . . . . . . . . . . . . . . . . . . . 143
Fitting a border within margins . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Removing or changing borders . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Adding shading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Adding horizontal lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Creating Bulleted or Numbered Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Creating bulleted lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Customizing a bulleted list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Creating numbered lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Customizing numbered lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Restarting and continuing numbering . . . . . . . . . . . . . . . . . . . . . . . 153
Adding unbulleted or unnumbered paragraphs to a list . . . . . . . . . . . . 154
Ending bulleted or numbered lists . . . . . . . . . . . . . . . . . . . . . . . . . 154
Creating outline numbered lists . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Customizing outline numbered lists . . . . . . . . . . . . . . . . . . . . . . . . 155
Creating list styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
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Paragraphs and Pagination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Hyphenation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Using automatic hyphenation . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Using manual hyphenation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Using nonbreaking and optional hyphens . . . . . . . . . . . . . . . . . . . . . 161
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Chapter 6: Printing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Printing Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Printing selected text or pages . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Printing more than one document at a time . . . . . . . . . . . . . . . . . . . 165
Printing multiple, collated copies . . . . . . . . . . . . . . . . . . . . . . . . . 165
Printing in reverse order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Printing other document information . . . . . . . . . . . . . . . . . . . . . . . 166
Drag-and-drop printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Printing a document using different printers . . . . . . . . . . . . . . . . . . . 166
Printing in Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Previewing Documents Before Printing . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Changing the Print Preview appearance . . . . . . . . . . . . . . . . . . . . . . 170
Editing in Print Preview mode . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Adjusting margins in Print Preview . . . . . . . . . . . . . . . . . . . . . . . . 171
Automatic pagination adjustment . . . . . . . . . . . . . . . . . . . . . . . . . 171
Changing Your Printing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Printing to a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Document Image Writer Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Printing to a Fax Modem . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Printing Envelopes and Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Printing envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Including barcodes with addresses . . . . . . . . . . . . . . . . . . . . . . . . 180

Adding graphics and logos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Adding postage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Printing labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Customizing labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Printing Data from a Form in Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Changing Printer Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Printing Documents on a Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Chapter 7: Managing Documents . . . . . . . . . . . . . . . . . . . . . . . . . 189
Managing Documents in Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Opening Document Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Opening a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Opening recently used documents . . . . . . . . . . . . . . . . . . . . . . . . . 191
Using My Recent Documents to open documents . . . . . . . . . . . . . . . . 192
Using Windows documents lists . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Adding a document to the desktop . . . . . . . . . . . . . . . . . . . . . . . . 192
Thumbnails, Previews, and Properties . . . . . . . . . . . . . . . . . . . . . . 193
Managing documents using the Open dialog box . . . . . . . . . . . . . . . . 194
Managing Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Creating new folders with Word . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Changing the default folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Creating a new folder and making it the default folder . . . . . . . . . . . . . 198
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Saving Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Saving a document with a new name . . . . . . . . . . . . . . . . . . . . . . . 200
Saving a document in a different format . . . . . . . . . . . . . . . . . . . . . . 201
Using Batch Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

Saving documents as Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Saving different versions of a document . . . . . . . . . . . . . . . . . . . . . 204
Sharing documents across different versions of Word . . . . . . . . . . . . . 206
Using Fast Save . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Backing Up and Recovering Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Using AutoRecover . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Recovering from a crash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Creating backup files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Creating Document Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Using Word Count . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Using AutoSummarize . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Finding Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Using File Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Using file indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Advanced searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Searching through the File Open dialog box . . . . . . . . . . . . . . . . . . . 218
Using wildcards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Part II: Beyond the Basics 221
Chapter 8: Proofing and Researching . . . . . . . . . . . . . . . . . . . . . . 223
Correcting Spelling and Grammar While Working . . . . . . . . . . . . . . . . . . . . 223
Correcting Spelling and Grammar After Working . . . . . . . . . . . . . . . . . . . . 224
Skipping selected text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Checking spelling in other languages . . . . . . . . . . . . . . . . . . . . . . . 227
Spelling options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Using Custom Dictionaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Managing custom dictionaries . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Creating a new custom dictionary . . . . . . . . . . . . . . . . . . . . . . . . . 230
Adding new words to a dictionary . . . . . . . . . . . . . . . . . . . . . . . . . 231
Selecting dictionaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

Creating exclude dictionaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Using the Word Grammar Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Changing grammar options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Changing grammar and writing style rules . . . . . . . . . . . . . . . . . . . . 234
Viewing document and readability statistics . . . . . . . . . . . . . . . . . . . 235
Rechecking Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Proofing with AutoCorrect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Working with AutoCorrect entries . . . . . . . . . . . . . . . . . . . . . . . . . 236
AutoCorrect options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Adding AutoCorrect entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Editing and deleting AutoCorrect entries . . . . . . . . . . . . . . . . . . . . . 238
Adding AutoCorrect exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Correcting AutoCorrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
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