Getting Started With

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Getting Started with

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Get Help from Microsoft Technical Support In the event you have a technical question about Microsoft Works, first look in the product help files. You can also find late-breaking updates and technical information in the Readme file that came with your product disks or compact disc. If you still have a question, Microsoft offers technical support and services ranging from no-cost and low-cost online information services to annual support plans with a Microsoft technical engineer. For information on the technical support offerings available in your country, contact the local Microsoft subsidiary in your area. For a listing of Microsoft subsidiaries worldwide connect to: http://support.microsoft.com/directory/ww.asp. For information about product support in countries where Microsoft does not have a local office, please contact the establishment from which you purchased your Microsoft product. Australia Microsoft Pty. Ltd. Technical Support Phone: 13 20 58 Technical Support Fax: (61) (2) 9023 5021 India Microsoft India Phone: MS – Bangalore (91) (80) 212 1212, MS – New Delhi (91) (11) 629-4600, 629-4601 MS – Mumbai (91) (22) 2844000 Fax: MS – Bangalore (91) (80) 212 1000, MS – New Delhi (91) (11) 629-2650, MS – Mumbai (91) (22) 2883040 Ireland See United Kingdom New Zealand Microsoft New Zealand Limited Phone: (64) (9) 357-5800 Fax: (64) (9) 357-0868 Technical Support: (64) (9) 357-5575 South Africa Microsoft South Africa Phone: (27) (11) 257 0000 or 0860225567 (inside South Africa) Technical Support Fax: (27) (11) 257-0424 United Kingdom Microsoft Limited Product Support: 0870 60 10 100 www.microsoft.com/uk/support Customers phoning from Ireland for product support should dial (01) 706 5353. Wales See United Kingdom

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Table of Contents Chapter 1: Welcome to Microsoft Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Chapter 2: Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Chapter 3: Starting a Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Chapter 4: Creating and Using Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Chapter 5: Creating a Travel Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Chapter 6: Creating a Household Inventory . . . . . . . . . . . . . . . . . . . . . . . . . 23 Chapter 7: Setting an Appointment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Chapter 8: Setting Up an Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Chapter 9: Collecting Pictures, Text, and Sounds . . . . . . . . . . . . . . . . . . . . . 37 Chapter 10: Saving and Retrieving Your Work . . . . . . . . . . . . . . . . . . . . . . . . 43 Chapter 11: Creating a Mail Merge Document . . . . . . . . . . . . . . . . . . . . . . . 49 Chapter 12: Sharing Information Among Programs . . . . . . . . . . . . . . . . . . . 53 Chapter 13: Synchronizing Data with Handheld Devices . . . . . . . . . . . . . . . 59 Chapter 14: Using Microsoft Money 2003 Standard . . . . . . . . . . . . . . . . . . 63

Chapter 15: Using Microsoft Encarta Encyclopedia Standard 2003 . . . . . . 73 blank Chapter 16: Using Microsoft AutoRoute . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Chapter 17: Using Microsoft Picture It! Photo 7.0 . . . . . . . . . . . . . . . . . . . . . 89 Chapter 18: Using Microsoft Word 2002 . . . . . . . . . . . . . . . . . . . . . . . . . . 101 Appendix: Accessibility for People with Disabilities . . . . . . . . . . . . . . . . . . . 155

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Welcome to Microsoft Works

Microsoft Works is like a handy all-in-one tool that has the right device for every task. Like the tool, Works provides a collection of programs to help you accomplish the tasks you bought your computer for.

Tips

With Works you can:

Starting Microsoft Works

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Write letters or create brochures and reports with professional style and flair by choosing from hundreds of templates and clip art images. Then use the Format Gallery to personalize the look and feel of your document. Send documents you create with Works in e-mail messages. Collect pictures and text from the Internet and other sources and keep them organized using the Works Portfolio. Manage big projects, like organizing a party or moving house, with the My Projects Organizer. Track appointments, special events, birthdays and anniversaries, and get reminders to be sure you don’t forget any of them. Track the performance of a sports team or of your car on a trip by choosing from spreadsheet templates or by creating your own templates. Manage inventories, from music collections to everything in your home, by starting with a database template or creating your own database from scratch. Take advantage of the Internet by adding Web links to documents you create in your word-processing program. Keep names, addresses, phone numbers, and e-mail addresses of family, friends, and mores by using the Address Book.

You can start Microsoft Works from Windows by clicking Start Start, pointing to All Programs Programs, pointing to Microsoft Works Works, and then clicking the program you want to start. In Windows 98 and Windows ME, click Start Start, point to Programs Programs, point to Microsoft Works , and then click the program you want.

In this chapter you will learn the basics of using Works.

Getting Started with Microsoft Works Suite 2003

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Chapter 1: Welcome to Microsoft Works

Getting assistance while you work If you want information on how to accomplish a task or use a program, you can use Works Help, take a Quick Tour Tour, or use the online version of this book. For more information, see Chapter 2 of this book or look at the Help & Ideas category in the Task tab of the Task Launcher.

Works Concepts You’ll get started working faster with Works if you understand these concepts: ■

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Task. Anything you do in Works. For example, creating personalized stationery, setting an appointment, going to an Internet site, and creating a household inventory are all tasks. Program. Software designed to help you accomplish a task. For example, the Works Spreadsheet is a program designed to help you work with numbers. The Works Calendar program helps you track appointments. Document. Anything that you create using a Works program and that you can save on your computer. A document might be a letter or flyer you create in your word processing program, a spreadsheet that tracks car repairs, or a database that lists and categorizes your music collection. A document you’ve saved is often referred to as a file. Template. A predesigned document that you can use as a starting point to create your own documents. Works includes a large number of professionally designed templates. Wizard. A guide that helps you create documents. When you choose a Works template, Works displays a wizard that asks you to answer a few simple questions and make choices about how your want your document to look.

Looking at the Works Task Launcher Home Page When you first start the Works Task Launcher, you are greeted by the Home page, which is shown in the following picture.

Getting Started with Microsoft Works Suite 2003

Chapter 1: Welcome to Microsoft Works

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1 Launcher tabs. Click a tab to start using Works by choosing a program, a task, a document you saved, to change the way the Task Launcher functions, or to get Help on the Task Launcher. 2 Tasks link. Click Tasks to display the Tasks page. Use this page to choose a specific task and have Works automatically choose the program to help you complete the task. 3 Programs link. Click bto display the Programs page. Use this page to go directly to a program and open a new blank document in that program. 4 History link. Click History to display the History page. Use this page to find and open documents you have previously worked on and saved using a Works program. 5 Customize link. Click Customize to change the way the Task Launcher looks.

Getting Started with Microsoft Works Suite 2003

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Chapter 1: Welcome to Microsoft Works

6 Help link. Click Help to find out more about Works, take a Works tour, and learn how to access the Getting Started manual. 7 Frequently used program links. Click an icon for one of the five programs displayed to start a blank document. 8 Appointments. Click a date in the calendar to view your appointments for that day. Choose the daily or weekly view. 9 Close. Click Close to close the Works Task Launcher. 10 Works Projects tab. Click Works Projects to display ready-made Works projects. 11 My Projects tab. Click My Projects to display ten of your most recently saved projects. 12 Works Quick Tour link. Click Works Quick Tour to display the Works Task Launcher Quick Tours home page. Quick tours use images and text to show you some of Works most useful features.

Getting Around in Works Task Launcher The Works Task Launcher makes it easy for you to get to the task or program you need. Just click the links on the Works Task Launcher Home page to get to the Tasks, Programs, and History pages. For example, click the Programs link to switch to the Programs page. For more information about getting around in Works, see Works Help. To open Help, press F1.

Getting Started with Microsoft Works Suite 2003

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Getting Help

You can get help that is specific to whatever part of Works you are working in, whether the Task Launcher, a Works program, or a button within a dialog box.

Tips

Help Concepts

Using the Answer Wizard

You can save time finding the Help topic you want by using the right Help tool.

For the best results, type a complete question, not just a word or two. For example, type “How do I set an appointment reminder?” rather than just “reminder.”

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Answer Wizard. Use this when you want to find a Help topic that tells you how to do a task in a Works program. Table of Contents. Use this when you want an overview of Help topics at a glance in a book-like display. Index. Use this when you know a specific word or two about your task or a program and want more information. Quick Tours. Use these for a look at specific areas of Works programs.

Click Search after typing your question, and then click a topic in the list.

Getting Help While You Work You can get help at any time while you are working with Works.

To get help on a task or program 1 On the Help menu in Works programs, click Works Help, and in the Task Launcher, click Microsoft Works Help. –or– Press F1 in the Task Launcher or in any Works program. 2 Click the button for the Answer Wizard, Contents, or Index at the top of the Help pane to search for a topic.

Using the Table of Contents You can move through the Table of Contents by clicking the book icons until you find the topic that you want. Click that topic to display help. In the Help pane, this tool is called Contents Contents.

Getting Started with Microsoft Works Suite 2003

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Chapter 2: Getting Help

Using the Index To find a Help topic using the Index Index, type a single word in the text box, and then click a topic in the Topics found list.

To get help within a dialog box ■

Click the question mark in the upper-right corner of a dialog box. Then move the question mark pointer to the button, text box, or other part of the dialog box, and then click. Works displays brief Help.

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Click Resize Help to increase or decrease the width of the Help pane.

To close Help Using Quick Tours You can start Quick Tours from the Home page of the Task Launcher, from the Help menus in the Task Launcher, Spreadsheet, and Portfolio. To take a Database Quick Tour, click Works Help on the Database Help menu, and then click Quick Tours: Database in the Start Using the Database Help topic.

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Click the X at the top of the Help pane to close the Help pane. Click anywhere outside the Help message to close brief Help.

Looking at Help When you display Help, the Help pane occupies one side of the window you are working in. The following picture shows the Works Help toolbar.

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1 Back. Click this arrow to return to the previous Help topic. This arrow is active only when you have displayed at least one topic. 2 Answer Wizard. Click to use the Answer Wizard. 3 Contents. Click to display the Table of Contents. 4 Index. Click to display the Index. 5 Print. Click to print the current Help topic. 6 Resize button. Click to make the Help window wider or narrower. 7 Close Help. Click to close the Help window.

Getting Started with Microsoft Works Suite 2003

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Starting a Task

The Works Task Launcher looks and acts like a Web site. But in place of Web pages, the Task Launcher has Works pages. Rather than take you only to sites on the Internet, the Task Launcher also takes you to tasks, templates, tours, and Works programs. Each page contains a series of links you can click to get information about tasks or to start a task directly. You can start a task by: ■ ■

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Opening an existing document associated with the task. Using the Search box to help find the task based on the description you type. Starting a program directly.

Some of the tasks and programs in Works require that your computer be connected to the Internet. For example, Internet Explorer and Outlook Express require an Internet connection. For information on obtaining an Internet service connection, contact an Internet Service Provider (ISP) in your area. In this chapter you will learn different ways to start a task.

Task Launcher Concepts You’ll get started working faster with the Task Launcher if you understand these concepts: ■

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Home page. Use this page as your starting point. The Home page is similar to the home page on a Web Site – one location that provides access to everything else. Tasks page. Use this page when you know what you want to do, but aren’t sure which program to use. Choose from lists of tasks and links, or use the Search box. Many tasks in the Works Task Launcher start wizards that use templates to help you set up your document the way you want. Programs page. Use this page when you know which program you want to use, and you want to start a new blank document. You can also choose tasks that are associated with each program. History page. Use this page when you want to find and open a document that you worked on and saved previously. Customize dialog box. Use this dialog box when you want to change how the Task Launcher works. Click this tab to display the Options dialog box.

Tips Starting the Task Launcher You can start the Works Task Launcher by double-clicking the Works icon on your desktop. You can also start the Task Launcher from Windows by clicking Start Start, pointing to All Programs Programs, pointing to Microsoft Works Works, and then clicking Microsoft Works Task Launcher Launcher. In Windows 98 and Windows ME, click Start Start, point to Programs Programs, point to Microsoft Works Works, and then click Microsoft Works Task Launcher Launcher.

Getting Started with Microsoft Works Suite 2003

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Chapter 3: Starting a Task

Looking at the Works Task Launcher The following picture shows the Tasks page after a task has been selected. The Programs page is similar to the Task page but is organized by programs rather than tasks. 1 2

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1 Task search box. Use this box to type a question about or description of what you want to do. 2 Task category list. Click one of the categories to see a list of tasks associated with that category. 3 Task list. Lists specific tasks for the category you chose in the task category list. 4 Task description. Provides a short description of the task and a picture associated with the task. For example, the Brochures task in the Newsletters & Flyers category shows a picture of a brochure.

Getting Started with Microsoft Works Suite 2003

Chapter 3: Starting a Task

Changing the Appearance of the Task Launcher Works displays tasks in two ways. List View shows each task in a list form. When you click a task, you see an icon and a description. Icon View displays tasks as icons. When you move your mouse over an icon, you can read a description of the task. To start a task, just click the icon.

To change the appearance of the Task Launcher 1 In the Task Launcher, click Customize, and then do one of the following: ■ To display tasks in Icon View, click Icon View. ■ To display tasks in List View, click List View. 2 Click OK.

Starting a Task from the Tasks Page The Tasks page contains a list of tasks organized by category, for example, Household Management. Each item in the task list displays a list of specific tasks based on task categories. For example, the Letters & Labels category displays a list that includes cover letters, envelopes, and stationery.

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Using the Search Box When you type a question in the Search box, you don’t need to type How do I make a greeting card? You can type, make a greeting card card. This Search box is different from the Search box for the Answer Wizard, which searches for Help topics. The Search box in the Task Launcher searches for programs and tasks. The number of choices you see is determined by how specific your question is. For example, if you type investment and click Search Search, you get more choices than if you type track investments.

Getting Started with Microsoft Works Suite 2003

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Chapter 3: Starting a Task

Starting Works programs In Windows, click Start Start, point to All Programs Programs, point to Microsoft Works , and then click the program you want to start. In Windows 98 and Windows ME, Start, point to click Start Microsoft Works , and then click the program you want to start.

To start a new task using a wizard from the Tasks page 1 In the Task Launcher, click the Tasks tab. 2 Click a task category in the task category list, or type a question describing your task in the Search box and click Search. 3 In the task list, click the task that describes what you want to do. 4 Click Start this task, or, if the task described is not what you want, you can click another item in the task list. 5 If the task starts a wizard, follow the instructions. Some tasks take you to a Web site, or to another program, such as the Calendar. When you have completed your work with the wizard, you can make any changes that you want to the new document.

Starting a Task from the Programs Page The Programs page contains a list of programs. Clicking a program in the list displays a list of specific tasks. For example, clicking the Works Spreadsheet item displays a list that includes fitness tracking and fundraising.

To start a task from the Programs page In the Task Launcher, click Programs. In the list of programs, click the name of the program you want to use. In the task list, click the task that describes what you want to do. Click Start this task, or, if the task described is not what you want, you can click another item in the task list. 5 If the task starts a wizard, follow the instructions in the wizard. 1 2 3 4

For help on blank documents, see Works Help for the program you are using.

Getting Started with Microsoft Works Suite 2003

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You play many roles in your life. Some days you’re a soccer coach, other days you’re birthday-party central, and at least once a year, you’re the household organizer. With your life as busy as it is, it can be hard to remember everything you have to do and still stay organized. Well, now there is help. Introducing My Projects organizer: the easy way to stay organized and up to date with all of the things you need to do to plan an event, organize a team, or perform any number of life’s little projects. Got a party to plan? With My Projects, you list all of the things you need to do—such as create invitations, order a cake, and find a gift—and the dates by which you need to do them. My Projects not only reminds you when each project To Do is due, but also helps you find ways to accomplish your task. Have party invitations to make? My Projects will suggest Works tasks that will help you create great-looking invitations. Have a gift to find? My Projects will help you find Web sites from which to search for that perfect gift. And the best part is that once you are done with your work—after you have created your document or found your Web site—My Projects creates an association to that work for the To Do. No more hunting around for missing documents and Web sites. Everything you need is accessible from one place: your project. My Projects integrates all of the Works applications you know and love into one, neat package. With My Projects, you can: ■ ■ ■ ■ ■

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Creating and Using Projects

Keep track of project tasks, or To Dos. Have the Calendar remind you when project To Dos are due. Associate a Works task, document, or Web site link with a project To Do. Keep notes about a project To Do. Mark a project To Do as complete.

Tips Starting My Projects You start My Projects from the Task Launcher Home page by choosing a Works Project, creating your own blank project, or selecting one of the projects you previously saved. Only the ten most recently saved projects are displayed in the Task Launcher Home page. If you want to access a project that you haven’t worked on in a while, click Open a project on the My Works Projects screen.

Getting Started with Microsoft Works Suite 2003

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Chapter 4: Creating and Using Projects

Deleting Calendar reminders Selecting a due date for a To Do creates a calendar reminder. When you delete a To Do, the calendar reminder is removed from the Calendar. However, if you delete the whole project, the calendar reminders remain. For best results, remove the calendar reminders for each To Do before you delete a project. To remove a calendar reminder, click Delete this To Do’s calendar reminder on the Work with To Dos sidebar.

My Projects Concepts You’ll get started working faster with My Projects if you understand these concepts: ■

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Works Project. A project template that comes with Works, prepopulated with To Dos and associated items. You access a Works project from the Works Projects tab on the Task Launcher Home page. My Projects. On the Task Launcher Home page, an access point for projects you most recently worked on and saved. Outside the Task Launcher Home page, My Projects is the interface with which you create and execute To Dos. To Do. A project task that must be accomplished to finish the project. This may involve doing work outside My Projects. To make that process easy, My Projects enables you to do work in other Works programs, and then associate that work with the To Do. That way, your work is never lost and can be accessed from one place: your project. Associated Item. A Works task, document, or Web site link that you have chosen to associate with a To Do. Note. An area belonging to each To Do where you can type and edit simple notes to yourself about the To Do.

Looking at My Projects The following picture shows a project as it looks in My Projects, complete with To Dos, due dates, and associated items.

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Have Works help you work on your To Do Using the tasks and templates that come with Works is the simplest and quickest way to create greatlooking documents. These same great tasks and templates can also be one of the best ways to help you with your project.

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1 Work with To Dos sidebar menu. Choose a task to perform on the To Do you’ve selected. 2 Complete To Do checkbox. Click to mark the To Do as complete. 3 Project Title. Click to type a name for the project. 4 To Do List. View the project tasks in the order in which you have added them. 5 To Do association. Click to choose the type of item you want to associate with the To Do. 6 To Do note. Click to add a note about the To Do. Click outside the note to save and close it.

Clicking Associate a Works task on the Work with To Dos sidebar prompts Works to find a task or template to help you with your To Do. The task you select is then associated with the To Do for easy access.

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Chapter 4: Creating and Using Projects

For example, for your Create Invitations To Do, Works might present you with the Invitations and Announcements task. Choosing this task associates it with the To Do. That way, when it is time to create invitations, all you have to do is click the association to create great-looking invitations.

7 Project Due Date. Click to choose a project end date from the calendar displayed. 8 Due Date. Click to choose an end date for the To Do from the calendar displayed. 9 Work with Associations sidebar menu. Choose a task to perform on the associated item of the To Do you’ve selected. 10 Save. Click to save the changes you’ve made to the project. 11 Save As. Click to save the project as a new file. 12 Close. Click to exit My Projects without saving the changes you’ve made to the project.

Start a Works Project Works provides several ready-made projects complete with To Dos and associated Works tasks that you can use to help you do everything from planning a party to organizing a sports team. Works will even help you find the project that is right for you

To search for a Works project 1 On the Task Launcher Home page, type a short description of what you want to do in the Project Search box, and then click the Search icon. For example, type Plan a party. 2 On the list of projects displayed, click the one you want. 3 Once the project has opened in the My Works Projects screen, you can add and change the To Dos, set project and To Do due dates, view and edit the associated items, and add notes about the To Dos. 4 To save the project, click Save, choose the location where you want to save the project, and then click Save.

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Start a Blank Project If your project isn’t covered by the ones Works provides, you can always start a blank project to create your own.

To start a blank project 1 On the Task Launcher Home page, select the Works Projects tab. 2 On the list displayed, click Start a Blank Project. 3 Once the project has opened on the My Works Projects screen, you can add a project title and due date, add To Dos and due dates, find and add associated items, and create notes about the To Dos. 4 To save the project, click Save, choose the location where you want to save the project, and then click Save. For more information about using My Projects, see online Help.

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Opening your saved projects There are two ways you can open projects that you have saved: 1. On the My Projects tab on the Task Launcher Home page. Use this method if you are working on a recently saved project and are already in the Task Launcher. 2. By clicking Open a project on the My Works Projects screen. Use this method if you want to work on a project you haven’t opened in a while, or if you are already in My Projects.

Add To Dos Fast To add a To Do more quickly, click Add a To Do Do, type the To Do description, and then press ENTER; a new To Do is automatically created without your having to click Add a To Do Do.

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Chapter 4: Creating and Using Projects

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Travel can be expensive. One way to ensure that you have the funds you need is to create a travel budget. The Works Spreadsheet contains a travel budget template to simplify your planning. Works provides spreadsheet templates for many tasks, from keeping medical records to home improvement. You can use spreadsheet templates for: ■

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Creating a Travel Budget

Tracking personal or business finances, tracking investments, or deciding whether to purchase or lease a vehicle. Planning and evaluating sports and fitness, including performance of an individual or a team, planning workouts, and scheduling events. Planning trips and tracking details such as mileage per day. Tracking medical and dental treatments and histories.

Tips When to use a spreadsheet Use a spreadsheet when you want to track anything that includes numbers, do calculations, and then evaluate and chart the results.

In this chapter you will learn to use a spreadsheet template, to calculate values based on data you select, and to create a chart.

Spreadsheet Concepts You’ll get started working faster with the Works Spreadsheet if you understand these concepts: ■

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Cell. The place where a row and a column intersect. A cell contains one specific piece of data. This is where you can type text, dates, time, numbers, or formulas. Column. A vertical group of cells. Each cell in a column usually contains the same type of data, such as currency or numbers. Row. A horizontal group of cells. Each cell in a row usually contains the same type of data as the column that cell is part of. Column heading. A location at the top of a column that identifies the column. Letters, such as A, B, or C identify column headings. Row heading. A location on the left side of a spreadsheet that identifies the row. Numbers, such as 1, 2, and 3 identify row headings.

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Chapter 5: Creating a Travel Budget

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Using conversion spreadsheets Works includes spreadsheet templates for common conversions, such as weights and measures, distances, and metric units to U.S. equivalents.

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Cell reference. A description of the location of a cell within a spreadsheet. For example, A1 refers to the cell in column A and row 1. Formula. A calculation that uses existing values to produce a new value. For example, miles per hour = distance in miles/time in hours. Function. A built-in formula. You can use functions for mathematical, financial, text, and other calculations. For example, the SQRT function finds the square root of a number.

Looking at Works Spreadsheet The following picture shows a spreadsheet based on a template.

To use templates, click Works Spreadsheet in the Programs tab of the Task Launcher, click Measurement conversions in the task list, and then click Start this task task.

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Chapter 5: Creating a Travel Budget

1 Active cell. The currently selected cell. What you type in the active cell also appears in the formula bar. 2 Formula bar. You can type text, numbers, or a formula into the formula bar instead of typing into the active cell. Note: When you select a cell that contains a formula, Works displays the result in the cell and the formula in the formula bar. If you have selected Formulas on the View menu, the formula is displayed in the cell instead of the result. 3 Toolbar. The buttons on the toolbar are shortcuts to commands for common tasks, such as saving or printing a file.

Creating a Travel Budget In this procedure, you will create a spreadsheet to budget travel expenses.

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Starting the Works Task Launcher To start the Works Task Launcher from Windows, click Start Start, point to All Programs Programs, and then click Microsoft Works Works. In Windows 98 and Windows ME, click Start Start, point to Programs Programs, and then click Microsoft Works Works.

To create a spreadsheet to track travel expenses: In the Works Task Launcher, click the Programs tab. In the programs list, click Works Spreadsheet. In the task list, click Travel Planning Tools. Click Start this task. Works starts the Spreadsheet and displays the Works Travel Planning Tools Wizard. 5 Click Travel Budget. 6 Click Finish. The wizard displays the Travel Budget spreadsheet. 7 Enter the information you want in each cell. Save the spreadsheet when you finish. 1 2 3 4

The Travel Budget spreadsheet contains all the cells and columns to create a budget. However, you might want to add a new column to keep track of the actual expenses compared to your budgeted expenses.

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Chapter 5: Creating a Travel Budget

To add and format a column to a spreadsheet In the Travel Budget spreadsheet, click cell F12. On the Insert menu, click Insert Column. Double-click cell F12, and then type, Actual. Click Bold on the toolbar. On the Format menu, click Alignment. Under Select horizontal position, click Right, and then click OK. Click cell F13 and hold down the mouse button as you drag to the bottom of the column. 8 On the Format menu, click Number. 9 Under Select format type, click Currency, and then click OK. 1 2 3 4 5 6 7

Using Easy Calc to Calculate Values The Works Spreadsheet makes it easy to insert calculations based on the cells that you select. In this example, you will use Easy Calc to add actual expenses. Easy Calc is like a wizard: it helps you make decisions. You don’t need to know how to write a formula – Easy Calc writes it for you. Now you can start adding actual expenses to compare with the amount of money that you budgeted. The following picture shows a portion of the worksheet with the new column and actual values entered.

Now you are ready to start using the calculating ability of the Works Spreadsheet.

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Chapter 5: Creating a Travel Budget

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To use Easy Calc to find the sum of a series of numbers Enter actual travel expenses in column F. On the Tools menu, click Easy Calc. Under Common functions, click Add, and then click Next. In your spreadsheet, select cells F13 through F23. You may need to move the Easy Calc dialog box out of the way to select the cells. To select cells, click the first cell, F13, and hold down the mouse button as you drag to cell F23. The selected cell range is displayed in the Range box. 5 Click Next. 6 Select cell F24, the cell in which you want to place the total. 7 Click Finish. Easy Calc computes the average value and places it cell F24.

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Easy Calc is helpful for many mathematical operations and functions, but if you require more complex calculations, you can either write your own or use a Works function, a ready-made formula you can insert. For more information, see Works Help in the Works Spreadsheet.

Creating a Chart A chart provides a pictorial representation of the numbers in a spreadsheet. Charts are particularly effective for showing relationships between numbers at a glance. In this procedure you will create a chart to compare budgeted expenses with actual expenses.

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Chapter 5: Creating a Travel Budget

To create a chart: 1 In the spreadsheet, select the range of cells you want chart: cells E12 through F19. 2 On the Tools menu, click Create New Chart. Works displays the New Chart dialog box. You can click each type of chart to see a preview. 3 Click the type of chart you want to create. 4 Under Specify a title and other display options, type a title in the Chart title box. You can click Show border and Show gridlines to add these features to your chart. Notice that the preview of the chart adds the finishing touches. 5 Click OK. Works displays the chart. 6 To close the chart and return to the spreadsheet, click Close on the File menu. The following picture shows the New Chart dialog box and the preview of the chart for the spreadsheet example in this chapter.

For more information on using spreadsheets, see Works Help and the Quick Tours in the Works Spreadsheet.

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When you look around your home, you might see many valuable things that you have purchased over the years. It would be just as valuable to have a complete list of each item for your own records, as well as for insurance purposes. The list could include all pertinent information such as the cost and date of each purchase, along with the serial number and warranty information. A database is the right program to use to create a household inventory. When you create an inventory, you can display all the data, or just selected data such as the purchase date for all items. With the Works Database, you can: ■ ■ ■ ■ ■

Create reports based on household and other inventories. Create forms to enter new information into inventories. Send database information in e-mail messages. Cut and paste information to and from the Works Spreadsheet. Start a blank database that you use to create your own database template.

In this chapter, you will learn how to create a household inventory based on a template in the Works Database. You will create a new database, enter data using a form, and create a report.

Database Concepts You’ll get started working with databases faster if you understand these concepts: ■

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Creating a Household Inventory

Data. Data is any specific piece of information, such as a serial number, a birthday, a movie character’s name, or the title of an opera. Field. A field is a single piece of information that you want to track for every item in your database. For example, a household inventory database might have a field called “Serial Number.” When you look at a database in List view, each field is shown as a column. Record. A record is all the information about a single entry in your database. For example, a record for your television would include all the fields for the television, such as model number, serial number, and purchase date. In List view, a record is displayed as a row. Format. Format determines the way the database displays and stores data. The Works Database lets you format data as text, number, date, time, fraction, and more.

Tips When to use a database Use the Works Database when you want to organize and keep track of items by recording specific details.

Using forms Use a form to enter data into a database on a field-by-field basis. The Works Database contains predefined forms as parts of templates for book, CD, and video collections.

Using reports Use a report to show and print all or part of your data, and to add summary information. A report is based on data you enter in a form or in List view of the database.

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Chapter 6: Creating a Household Inventory

Working with views You can look at a database in different views: List, Form, Form Design, and Report. You can enter data in List and Form views. In Form Design view, you can change or move field names, labels, and objects. In Report view, you can preview reports and print them.

Looking at the Works Database With the Works Database, you can choose how to enter information and also how to view it. The following picture shows a portion of the Home Inventory database in Form view created using the Works Home Inventory Wizard. The data you enter on this form is the data you later can look at as a report. 3

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1 First record. Click to display the first record in the database. 2 Previous record. Click to display the preceding record. 3 Field Label. This label is part of the form that this database wizard creates for you. The label tells you what kind of information to enter. 4 Record number. This shows the number of the current record. 5 Next record. Click to display the next record in the database. 6 Last record. Click to display the final record in the database. 7 Field data. This is the data that becomes part of your database.

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Chapter 6: Creating a Household Inventory

The following picture shows the same database in List view. Notice that the information in the fields in the preceding picture now appears as a table in List view. The field labels have become the column heads. When you work in List view, you can add, delete, or change information that you entered in the form. The changes you make to data will be changed in all views. 1

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Starting the Works Database In the Task Launcher, click the Programs tab and click Works Database in the program list. In the task list, click a task, and then click Start this task task. You can also click Start a blank database database.

1 Record. All the information in this row makes up one record. The data consists of everything you entered about an object or item in each field. 2 Field. All the data in this column are of the same type because each item in this column came from the Description field in the form.

Creating a Household Inventory The Works Database includes a wizard that helps you create your household inventory database by using a template. These templates include a book inventory database, a CD and tape database, and a video database. The following procedure describes how to create a household inventory.

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Chapter 6: Creating a Household Inventory

Entering data You can enter data in a database in Form view, which allows you to enter data for one record at a time; or in List view, which allows you to enter data into any field in any record at any time.

Moving through records in Form view You can move through records from first to last by clicking the Next record and Previous record arrows at the bottom of the window. When you have reached the last record, you can add a new record by clicking the Next record button.

To create a household inventory 1 On the Programs tab of the Task Launcher, click Works Database. 2 Click Home inventory worksheets. 3 Click Start this task. Works displays the Works Home Inventory Wizard. 4 Click Home Inventory, and then click Finish. Works displays the Home Inventory database form. Click a field and type the information you want to store in the database, such as descriptions of the household items, their categories, and so on. 5 On the Record menu, click Insert Record to insert a record before the current record. –or– Click the Next Record button to add a new record following the current record. You can click the Last Record button to move to the end of the database and then click Next Record to add a new record to the end of the database. The Home Inventory form is now clear and ready for you to enter information for a new object in your home. Continue entering data and clicking Insert Record for each item you put in the inventory. 6 On the File menu, click Save. Works displays the Save As dialog box. 7 In the Save in list, choose a folder. 8 In the File name box, type a file name, and then click Save.

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Chapter 6: Creating a Household Inventory

When you have completed your Home Inventory database, you can: ■ ■

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Insert, delete, or modify records and fields. Print the contents of the database in List view, print individual records in Form view, or print the whole database in Form view. Send the database as an attachment in an e-mail message. Create a report of all or part of the database. Save the database to a disk and keep the disk in a safe place. Save the database as a template to use for other databases.

Viewing a Database Report To see all or a selected part of your database, you can create a report. Works Database reports can include summary information such as subtotals for categories or for all items. When you create a report, you can specify how you want the report to be organized according to the information in the database. For example, for the Home Inventory database, you can specify a report by category list or by location list. When you create a report based on a database template, the reports are already designed for you.

To print a database report 1 On the View menu, click Report. 2 In the View Report dialog box, select the type of report you want from the Select a report list. 3 Click Preview to see what the report looks like. 4 If you are satisfied with the preview, click Print. If you are not satisfied, click Cancel. –or– Repeat steps 1 and 2, and then click Modify to return to your report and make changes to the report definition.

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Sorting data Sorting is a way to display records in a particular order based on the data in a particular field. For example, you can sort a book database alphabetically by author. To sort records, click Sort Records on the Record menu. Then choose the fields to sort by and the order in which to sort.

Printing a report When you finish a report, you might want to print it. It’s a good idea to set up a printer with the latest printer drivers from the printer manufacturer before you print.

For more information about the Works Database, see Works Help. To take a Database Quick Tour, click Works Help on the Database Help menu, and then click Quick Tours: Database in the Start Using the Database Help topic.

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Setting an Appointment

Wouldn’t it be great to remember every appointment you make, and all the family birthdays! When you use the Works Calendar, you can do all of that, and much more. You can: ■ ■

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Set appointments to occur once or on a regular basis. Organize similar appointments by categories, such as medical, sports, or anniversary. Look at the Calendar by the day, week, or month. Import information from other calendar programs. Export Calendar appointments to HTML to post to a Web site. Send Calendar information in an e-mail message. Set reminders to notify you when an appointment is coming up.

In this chapter you will learn how to set an appointment and a reminder.

Calendar Concepts You’ll get started faster with the Works Calendar if you understand these concepts: ■

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Appointment. A single commitment that has a specific starting and ending time. For example, a visit to the dentist on June 14 from 10 a.m. to 11 a.m. is an appointment. Recurring appointment. An appointment that repeats on a regular basis at the same time, such as a regularly scheduled soccer practice. Appointments can recur daily, weekly, monthly, or yearly. For example, taking a class that meets once a week is a recurring appointment. Event. An activity that lasts for one or more days, or is not limited to a specific time or day, such as a fishing trip. Reminder. A message displayed on your computer screen that informs you about an upcoming event. You can decide when and how often you want the reminder to appear. Category. A group of appointments or events that are related. Examples of categories include Anniversary, Birthday, and Business. You can also create your own categories.

Tips Starting the Calendar You can start the Works Calendar from Windows. Click Start Start, point to All Programs Programs, point to Microsoft Works , and then click Microsoft Works Calendar Calendar. In Windows 98 and Windows ME, Start, point to click Start Programs Programs, point to Microsoft Works , and then click Microsoft Works Calendar Calendar.

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Chapter 7: Setting an Appointment

Your default calendar When you start the Works Calendar, you see a message asking if you want to make the Works Calendar your default calendar.

Looking at Works Calendar One of the many useful features of the Calendar is the choice it offers in how you view it. You can choose to look at a day, a week, or a month at a time. The following picture shows the Month view.

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This means that any appointments you make on your computer are made in the Works Calendar. Other calendar programs on your computer might include Microsoft Outlook®.

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New Appointment. Click to add a new appointment to the Calendar. Find. Click to search for an appointment by keyword, time, or category. Go to Today. Click to change the view to today’s date. View Day. Click to change the view to one day. View Week. Click to change the view to one week. View Month. Click to change the view to one month (shown above). Category Filter. Click to display or hide the appointment categories list.

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Chapter 7: Setting an Appointment

Setting a New Appointment Setting appointments is one of the primary uses of the Works Calendar. When you set an appointment, you can add as much information as you like, such as the address of the person you will be seeing.

To set an appointment: 1 On the toolbar, click the New Appointment button, or on the File menu, click New Appointment. Works displays the New Appointment dialog box. 2 In the Title box, type a title for the appointment, and select Appointment starts and Appointment ends times. Type other details that are important to you. 3 Click OK. After you set an appointment, you can refer to it by opening the Works Calendar. Then you can move to the day that the appointment occurs and doubleclick that appointment. It doesn’t matter which view you are using, you can always open an appointment by double-clicking the appointment. After you create an appointment, you can assign it to a category. The advantages of using categories include being able to see all related appointments at one time. For example, if you assign a birthday to the Birthday category, you can then see all birthdays on your Calendar at the same time by using the Category filter.

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Adding appointments You can also add new appointments to your Calendar by selecting a day or hour and then typing directly into the selection.

Getting more information To get information about the New Appointment dialog box, click the question mark icon on the dialog’s title bar. Then move the pointer to a label, box, or other control and click. The information that Works displays will help you decide which boxes to fill in.

Setting a Reminder When you set an appointment, it is a good idea to set a reminder to help your memory, particularly if the date of the appointment is well into the future. You can set a reminder when you first create the appointment, or at any other time.

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Chapter 7: Setting an Appointment

Adding reminders to existing appointments You can add reminders to existing appointments by doubleclicking an appointment in the Calendar to display the Edit Appointment dialog box. In the Reminder list box, click the down arrow and then click the amount of time before the appointment that you want the reminder to be displayed. You can add comments to a reminder by typing in the Reminder text box.

A reminder is a short message that Works displays on your computer screen at a set time before the appointment begins. You can choose to have a reminder appear anywhere from one minute to several weeks before an appointment. When you set a reminder, you can add text to the message to help you recall something specific you might need to do before the appointment. To see that message, click the Open button on the View Reminders dialog box.

To set a reminder: 1 Select the appointment you want to set a reminder for. 2 On the File menu, click Open Appointment. Works displays the Edit Appointment dialog box. 3 In the Reminder box, select a time before the appointment at which you want the reminder to appear from the list; or enter a specific time, such as 17 days, 22 hours, or 5 weeks. 4 In the Reminder text box, click anywhere and then type the information you want the reminder to contain. 5 Click OK. When the View Reminders message appears on your computer screen, you can click one of the following buttons: ■

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Open, to open the appointment and see or change the details you typed in the Reminder text box. Dismiss Item, to cancel the currently selected reminder. Dismiss All, to cancel all reminders in your list. Note: Be very careful when you click the Dismiss All button; if you click this button, you can’t undo this action. Close, to close the View Reminders dialog box.

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Most people today have so many addresses and phone numbers that it can seem like a full-time job to keep track of them all. Think of all the people you know who have separate addresses, telephone numbers, pager numbers, fax numbers, and e-mail addresses for home and work. The Address Book can help you keep all the important addresses and numbers in one convenient place. You can use the Address Book to share information with Works programs, such as the Calendar, and with other Microsoft programs. You can also: ■ ■ ■

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Setting Up an Address Book

Have several people use one Address Book. Store personal information such as birthdays and anniversaries. Look at summary pages with all pertinent information available at a glance. Send an e-mail message to contacts in your Address Book.

Tips Starting the Address Book In Windows, click Start Start, point to Programs Programs, point to Microsoft Works , and then click Windows Address Book Book.

In this chapter you will learn how to set up contacts in the Address Book.

Address Book Concepts You’ll get started faster with the Address Book if you understand these concepts: ■

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Identity. An identity is a way to tell the Address Book who you are. Creating identities is a way for several people to use the Address Book on the same computer. If you create an identity, you can see your own contacts when you log on with your identity. You can create identities for each person who uses the Address Book. Contact. A person who is listed in the Address Book is a contact. Group. A group of people to whom you can send the same e-mail message at the same time. You can type the name of the group in the To box when you send a message.

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Chapter 8: Setting Up an Address Book

Viewing information in the Address Book To change the way that the Address Book presents information, you can click any of the following items on the View menu: Large Icon Icon, Small Icon Icon, List List, Details Details, and Sort By By.

Looking at the Address Book Like the other Works programs, you can look at the Address Book in different ways. You can look at information as a detailed list, as a series of address-card icons, and in other ways. The following picture shows the Address Book in Details view.

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Sorting information Sorting is a way to display information based on the content in a column. For example, if you select Sort By on the View menu and click Last Name Name, contact information is displayed in alphabetical order by last names. You can sort information in any view.

1 List area. Shows all the contacts currently in your Address Book. Groups are listed in bold. The contact list in this picture is sorted by Last Name. 2 Selected contact. The contact you click is highlighted. 3 Text box. Where you type the name of the contact you want to find. 4 Quick Summary. Displays detailed information for the selected contact. To see a summary, click a contact and move your mouse pointer over it.

Getting Started with Microsoft Works Suite 2003

Chapter 8: Setting Up an Address Book

Adding Contacts to the Address Book A frequent task done in the Address Book is setting up contacts. You set up a contacts list by adding new names.

To add contacts to the Address Book 1 On the File menu, click New Contact. 2 In the Properties dialog box, if it’s not already selected, click the Name tab. Type the information about the contact you are adding to the Address Book. You do not have to fill in every box, but it is a good idea to type the first and last name and an e-mail address. 3 Click each of the remaining tabs and type the information that you want to keep in the Address Book. For example, click the Home tab and type information in the Street Address, City, State/Province, Zip Code, Country/Region, and Phone boxes.

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Adding contact information You can add more information than just phone numbers or email addresses for a contact, such as addresses, birthdays, or anniversaries. Double-click the contact and then you can click tabs in the Properties dialog box, such as Personal or Other Other, and enter other information.

After you add a contact to the Address Book, you can add to or change any information by double-clicking the row containing the contact in List view. Then you can make the changes on the appropriate tabs in the Properties dialog box for that contact. For more information, see Help in the Address Book.

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Chapter 8: Setting Up an Address Book

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Collecting Pictures, Text, and Sounds

With your computer, the world is literally at your fingertips. As you surf the Internet and correspond with other people, you’ll find pictures, articles, quotes, and sounds that you want to keep and use in e-mail messages, on Web sites, in photo albums, for documents, and for comparison shopping. Just as you need a way to cut pictures or articles from magazines and store them, you need a way to clip computer pictures, text, and other items and store them. The Works Portfolio is a great way to collect text, images, and other information and then organize and store everything in Portfolio collections. When you copy items from the Portfolio to other destinations such as documents or e-mail messages, the original copy remains in the Portfolio so you can use it again. You can keep the Portfolio visible at all times as a small icon on your desktop. Then when you come across something you like, just copy and paste it, or drag and drop it onto the Portfolio. You can create as many collections as you want to help organize the items you find. With the Works Portfolio you can: ■

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Copy pictures, text, and animations from the Web, e-mail messages, other documents, other computers, and more. Copy sounds (audio clips). Organize items by moving them within a collection, creating a new collection for another group of items, or moving items from one collection to another collection. Put the items you collect into a new document, an e-mail message, a Works template, or into a folder on your computer’s hard disk.

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Tips Using the Portfolio The Portfolio runs whenever you start Windows. You can choose not to run it each time you start Windows by clearing the Start the Works Portfolio every time I start Windows box in the Options dialog box. You can close the Portfolio by clicking Tasks Tasks, and then clicking Close Close. To restart the Portfolio, start the Works Task Launcher, click the Programs tab, click Works Portfolio Portfolio, then click Start Works Portfolio.

When you add items to a Portfolio collection, Works displays a small picture of the item. For example, if you copy a picture into a collection, Works displays a small version of the picture. If you copy text, Works displays a picture that represents text. If you copy sounds, you see an icon that represents sounds.

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Chapter 9: Collecting Pictures, Text, and Sounds

Using drag and drop to copy pictures to the Portfolio Select the picture that you want to copy by clicking it. Hold down the mouse button and drag the mouse pointer to the new location where you want to copy the picture. Then release the mouse button.

Portfolio Concepts You’ll get started working faster with the Works Portfolio if you understand these concepts: ■

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Collection. A group of items such as text, images, and sounds. You can copy selected items or an entire collection into other documents or e-mail messages. You can also send selected items or an entire collection to other programs, documents, e-mail messages, or a file, and then print them. Drag and Drop. A process for copying items from a source, such as a Web page, to a destination, such as a Portfolio collection; or from a Portfolio collection to another destination, such as a Web page or a word processing document. You use your mouse to drag and drop. Copy and Paste. A process for copying items from a source to a destination using menus. Item. A single piece of information in a collection. An item can be an excerpt of text, a file, a picture, an audio clip, or animation. Comments. Notes you add to an item as you copy it into the Portfolio. You also can add comments to items already in the Portfolio by doubleclicking the item. Thumbnail. A small representation of an item. You can double-click a thumbnail of a picture to display a larger version of the picture and to get more information about the picture. Details. A description of an item that includes comments, the original location of the item, and a representation of the item. You can see the details of an item by double-clicking an item in a collection. Source Location. The place from which you copied an item.

Looking at the Works Portfolio The Works Portfolio can be open whether or not Works is running, so you can always copy items into a Portfolio collection. The following picture shows a Portfolio collection as it looks when you drag it to a corner of your computer screen (Docked view) and move the mouse pointer over an item.

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1 Compact view button. Click to minimize the Portfolio. You can drag the Portfolio around your computer screen. If you move it to any corner of your computer screen, Works automatically switches the Portfolio to Docked view where it remains until you move it. 2 Tasks menu. Click to choose actions that affect the entire collection. Click Tasks to create a new collection, send a collection to a different destination such as a blank document, set Portfolio options, and more. 3 Docked view button. Click to automatically move the Portfolio to a corner of your computer screen and display it as either a horizontal or vertical bar. Note: When you work with the Portfolio in Docked view, it reserves space on your desktop. As a result, some of your other windows may appear smaller. To regain this space, click the Compact view button located on the Portfolio toolbar. 4 Gallery view button. Click to expand the Portfolio to its largest size. As in the other views, you can add comments to an item, add new items, and send items to various destinations. You can resize the Portfolio in Gallery view by dragging a corner resize arrow. 5 Current collection menu. The name of the collection currently displayed. Click the current collection menu to display a list of collections. The menu name changes to reflect the name of the collection currently displayed. Only one collection is displayed at a time. 6 Item. An icon that represents an item in the current collection. This example represents a picture. 7 Selected item. Click to select an item. The currently selected item is enclosed within a box with the Actions menu displayed below it. Click this menu to display options for common actions such as Copy and Print Item.

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Chapter 9: Collecting Pictures, Text, and Sounds

Adding pictures that appear as thumbnails on a Web site Some pictures on Web sites are displayed as reduced-size images called thumbnails. You might have to click the thumbnail to open it. Then drag or copy the full-size picture into your collection.

8 Actions menu. Click to choose actions that affect only the item or items you select. To display the Actions menu, click one or more items. Choose Actions to copy, cut, delete, or send an item to another document. 9 Item description. A description Works displays when you move your mouse pointer over an item. An item does not have to be selected for its description to be displayed. The description includes any comments you added and a description of where you got the item.

Adding a Picture to a Collection You can add pictures to a Portfolio from a variety of sources, including from your computer, other computers, clip art sources, e-mail messages, or the Internet. Important Note: Some pictures, sounds, and text on the Internet are protected by copyrights. Be sure to observe all copyright laws before using any copyrighted material.

To copy a picture from the Internet into an open collection Click to select the picture you want to copy. With the right mouse button, click the picture to display a shortcut menu. On the shortcut menu, click Copy. With the right mouse button, click the Portfolio. On the shortcut menu, click Paste. Works displays the Item Details dialog box. You can type comments, such as the date on which you copied the picture, in the Comments box. Note: This dialog box appears only if you have the Add comments to items when copying them into a collection check box selected in the Options dialog box. 6 Click OK. 1 2 3 4 5

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Adding a Text Item to a Collection A picture might be worth a thousand words, but there will be times when you need the thousand words.

To copy text into a collection 1 Switch to the document from which you want to copy text. 2 To select the text, click at the beginning of the text, and then hold down the mouse button as you drag to the end of the text. 3 With the mouse button, click the text and hold down the mouse button as you drag the text on top of the Portfolio. Works displays an icon of the text you copied into the collection.

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Deleting an item from a collection With the right mouse button, click the item you want to delete, and then click Delete on the Actions menu. You can also delete an entire collection by clicking Tasks Tasks, and then clicking Delete Current Collection Collection.

Sending Collection Items to Other Documents After creating a collection of interesting material, you can move one, multiple, or all items in a collection into other documents. Note If the document you want to insert items into is open, you can copy and paste or drag and drop information from a collection into the document.

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Chapter 9: Collecting Pictures, Text, and Sounds

Managing collections To free up space on your computer’s hard disk, it is a good idea to go through your Portfolio collections periodically and delete unwanted items or move them to a floppy disk.

To send an item to another destination 1 In the Portfolio, open the collection containing the item you want to copy. 2 Click the item you want to copy. 3 Click Actions, point to Send Item To, and then click the destination to which you want to copy the item: ■ If you choose A Blank Document, Works starts your word processing program and you can copy the item into a blank document. ■ If you choose A Works task, Works displays the Pick a task dialog box so you can copy the item into one of Works’ many templates. ■ If you choose E-mail, Works starts your e-mail program, opens a new message, inserts the item or items into the message, and fills in the Subject line. All you have to do is type the recipient’s e-mail address and a short note, and send the message. ■ If you choose A Directory, Works displays the Browse for Folder dialog box. Locate the folder in which you want to save the item. If you want to copy an item from one collection to another, select the item and make a copy by using the Copy command on the Actions menu. Then open the collection into which you want to copy the item by clicking the current collection menu (under the Tasks menu), and then clicking the collection name. To copy the item into the current collection, click with the right mouse button in the display area, and then click Paste. Remember that when you send copies of the items in your collection to other destinations, the original copy remains in your collection so you can use it again, or you can choose to delete it. For more information about using the Portfolio, see online Help. You can also click Using the Works Portfolio or Organizing Portfolio Information on the Help menu for Portfolio Quick Tours.

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Saving and Retrieving Your Work

One of the advantages in using a computer is the ability to save your work, and then come back to work on it later. It’s important to organize the documents you save so that you can find them later. If you think of your Works documents as pieces of paper you want to keep, then you can think of your computer as a filing cabinet.

When you write an important letter, you follow a series of steps like these: ■ ■ ■

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Tips Opening the Desktop When you start your computer, Windows displays the Desktop. You can use the Desktop to get to many things that are available on your computer, such as programs and files. The Desktop is like a big drawer in a file cabinet.

Type the letter on a piece of paper. Put the piece of paper in a folder. Put the folder into a drawer in a file cabinet.

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Type the letter on your computer and save it as a file. Put the file in a folder such as My Documents. The folder is stored on your computer’s hard disk.

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Protecting your documents from accidents while you work, for example, accidentally deleting something important. Making sure you have a version of the document for your records. Having a document that you can use now and change in the future. Organizing your work so you can find it again later.

In this chapter you will learn how to save your work in a file, and then open the file.

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Chapter 10: Saving and Retrieving Your Work

When to use Save, and when to use Save As The first time you save a document as a file, you see the Save As dialog box, regardless of whether you clicked Save or Save As on the File menu. You can save the file in the My Documents folder or choose a different folder. Once you’ve saved the file, you can click Save any time you are working on it to save it.

File Saving Concepts You’ll get started faster if you understand these concepts: ■

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File name. Every file must have a unique name. A file name should be meaningful so that you’ll know what is in the file when you or others open the file in the future. File type. Every file has a type, or format, such as text or graphics. Each file format has a three-character file type associated with it that identifies the program you used to create the file. For example, the file type and extension for the Works Database is .wdb. In most cases, you don’t have to type a file type when you save a file because the program you are using does it for you automatically. Template. A type of file that is used as a model for other files. A template usually includes formatting and layout. Folder. A container in which you save documents or create subfolders. My Documents. A folder on your computer’s hard drive that is also displayed as an icon on the Windows desktop. This folder provides a convenient place to store documents, graphics, or other files that you want to locate quickly. Works stores your documents in My Documents unless you choose a different folder. You can move files from My Documents into other folders you create.

Looking at the Save As Dialog Box When you save your work for the first time, you use the Save As dialog box, shown in the following picture. Works and many other Microsoft products use the Save As dialog box.

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1 File list. A list of all the files and subfolders currently in the folder you selected in the Save in box. 2 Save in list. Use this box to choose a folder in which to save your work. You can click the down arrow and select a location from the list, like the list shown in this picture. 3 File name. Use this box to type a name for a file. Be sure that each file has a unique name that describes the file. 4 Save as type. Use this box to choose a file type. Most of the time you don’t have to choose the file type – Works does this for you. 5 Template. Click this button to save the document as a template that you can use as a basis for similar documents.

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Chapter 10: Saving and Retrieving Your Work

Starting the Task Launcher Click Start in Windows, point to All Programs, point to Microsoft Works Works, and then click Microsoft Works Task Launcher Launcher. In Windows 98 and Windows ME, point to Start Start, point to Programs Programs, point to Microsoft Works Works, and then click Microsoft Works Task Launcher Launcher.

Saving a File It’s a good practice to save your document often as you work. You can print your document or send it to someone in an e-mail message, but you won’t have a version of the document on your computer unless you save it.

To save a document 1 On the File menu of the program you’re using, click Save As. Works displays the Save As dialog box. 2 In the Save in box, select a folder to save the file in. Works saves your documents in the My Documents folder unless you choose a different folder. Click the down arrow in the Save in box to display of list of other folders. You can double-click the folders in the list, such as My Computer, to see the files and other folders that each folder contains. 3 In the File name box, type a unique name that has meaning to you. You don’t have to type or select anything in the Save as type box. Works automatically includes the file type. If you want to use the document in a different program, save the file as a different type by clicking the down arrow and selecting a type from the list. 4 Click Save. Works saves the file on your computer’s hard disk in the folder you chose. After you save a document for the first time, you can save changes you make by clicking Save on the toolbar.

Opening a File from the Task Launcher You can open files from the Works Task Launcher by using the: ■

Tasks page to locate and open a file created with the help of a wizard. When you click a task name and category, Works displays a list of files created with that wizard.

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Programs page to locate and open a file created with the help of a wizard. When you click the program and task you used to create the file, Works displays a list of files created with that wizard. History page to locate and open any file created using a Works program, such as the Works Spreadsheet or Database.

Using the History tab is the fastest way to locate and open your document.

To open a document from the History tab 1 In the Task Launcher, click the History tab. 2 In the document list, click the name of the document that you want to open. If you know the name of the program that was used and the name of the task that was used to create a file, but you don’t know the name of the file, using the Programs tab will help you find the file.

To open a file from the Programs tab 1 In the Task Launcher, click the Programs tab. 2 In the program list, click the program that created the file. 3 In the task list, click the task on which the document is based. Works displays a list of files based on that task. 4 In the file list, click the name of the document that you want to open. Opening a document from the Tasks page is nearly the same as opening a document from the Programs page, except that you start by clicking a category, and then a task name.

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Chapter 10: Saving and Retrieving Your Work

Opening a File from within a Program You can open a file when you’re working in a Works program.

To open a document as you work in a program 1 On the File menu, click Open. Works displays the Open dialog box. 2 In the Look in box, click the down arrow, and then double-click a folder or computer drive that contains the file you want to open. Works displays a list of files and folders. 3 Click a file in the file list or type the filename in the File name box. 4 Click Open. After you work on the document, be sure to save it.

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Creating a Mail Merge Document

Your investment club is so successful that you are ready to add new members. You have the names and addresses of prospective members in your Address Book, and you want to send letters inviting them to your next meeting. However, you don’t want to type everyone’s name and address into a separate letter. With Microsoft Works Suite, you can use mail merge to add names and addresses automatically. The term mail merge means combining information from one source, such as an address book, into a document, such as a form letter, that is set up to use merge information. For your investment club letter, this means merging names and addresses in the Address Book into a form letter that you create in Microsoft Word. The result is a separate version of the form letter for each person in the mailing list. After you create the mail merge document, you can: ■ ■

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Print a separate letter for every name on the mailing list. Save the mail merge document to a new document that you can use as the basis for other mail merge documents. Send the letters in e-mail messages.

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Tips When to use a mail merge document Use a mail merge document when you have a list of people or businesses that you want to mail information to. By using a mail merge document, you avoid having to write or type each individual name and address.

In this chapter, you will learn how to create a form letter in Word and how to merge address information from the Address Book into the form letter.

Mail Merge Concepts You’ll get started creating mail merge documents faster if you understand these concepts. ■

Main document. A document, such as a Word document, that contains blank fields into which information from a data source can be merged. The main document often contains information that you want to repeat in each copy of the final, or merge, document. For example, in a form letter, the main document might contain text and directions to a meeting.

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Chapter 11: Creating a Mail Merge Document

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Data source. A program (such as the Address Book), document, or file that contains the names and addresses that you use in the merge document. Merge document. The final document into which the name and address from a data source have been inserted. This is the document you send to each recipient. The merge document often contains text that is the same in every version of the document (such as the content of the letter) and information that is different in every version (such as a person’s name and address). Examples of merge documents are form letters and mailing labels. Mail merge. The process of combining information from a data source into the main document to produce a merge document for each person you choose from the data source. Merge fields. Locations in a main document into which specific items of information, such as a name and address, from a data source are placed.

Looking at a Mail Merge Document The following example shows a mail merge document in Word after merge fields are added from the Address Book. 1 2

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1 Recipient’s name. This line contains two fields from the data source: the recipient’s first name and the recipient’s last name, separated by a space. 2 Recipient’s address. This group of fields comes from the address information in the Address Book. 3 Salutation and recipient’s first name. This line in the form letter contains the recipient’s first name and the salutation, which can also come from the Address Book. 4 Text of form letter. This is the text you type in the form letter. It is part of each merge document you create.

Creating a Mail Merge Document You can create a mail merge document in Word that includes everything you need: the text that appears in each version of the document (although names and addresses change) and the names and addresses from a data source. Important To create a mail merge document, you must have a data source, such as the Address Book, with the names and addresses you want to include in the mail merge already entered.

To create a main document 1 2 3 4 5

Click Start, point to Programs, and then click Microsoft Works. In the Works Task Launcher, click the Programs tab. In the program list, click Word. Click Start a blank Word document. Type the text of the letter, and leave room for the information that you will merge into the letter, such as the name and address of each recipient.

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Chapter 11: Creating a Mail Merge Document

Punctuating your mail merge document When you merge information, Works does not add punctuation or formatting. In your mail merge document, be sure to add spaces between fields, commas, and other punctuation you want. You can also format the fields in the same way that you format other text in a document.

To create a mail merge document 1 In your main document, point to Works Address Book Mail Merge on the Tools menu, and then click Document type. 2 In the Document Type dialog box, click Form Letter, and then click OK. 3 In the Open Data Source dialog box, click Merge from the Address Book. 4 Position the insertion point where you want to insert the first merge field by clicking your mouse button at the location. 5 On the Mail Merge toolbar, click Insert Merge Field. If the Mail Merge toolbar is not displayed, click View, point to Toolbars, and then click Mail Merge. 6 In the Insert Merge Field list, click the first field you want to include. To add one field at a time, click Insert Merge Field on the toolbar for each field you want to add. In the Insert Merge Field list, you can click Address Block to include the address information on the Home page in your Address Book. Continue adding the fields you want. 7 On the Mail Merge toolbar, click Merge to New Document . 8 Under Records to be merged, click All to include all of the contacts in your Address Book, or select addresses. 9 Click OK. Word creates a letter for each person you selected from your Address Book. You can review the letters and make any changes you want before printing. 10 On the File menu, click Print. Word prints a separate letter for each person you selected from your data source.

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Sharing Information Among Programs

One of the best things about Microsoft Works Suite is its ability to easily share information among programs. You can do all of the following and more: ■

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Create a list in Microsoft Word of items for a fund-raising auction, copy the list into the Works Spreadsheet, perform calculations on it, and then copy the information into the Works Database as an inventory. Copy items from any Works Suite program or the Internet into the Works Portfolio, then drag them into Word, or into the Spreadsheet, or to a form in the Database. Create a meeting agenda for your club in Word, and then copy it into Works Calendar for the time period for the meeting. Copy pictures and maps from Encarta into a school report you are writing using Word. Copy driving instructions from your road map program into Word for the invitations you are creating with the Invitations Wizard. Take contact information in your Address Book and copy it to your Windows® CE based device or Palm™ compatible device, or to your cell phone.

In this chapter, you will learn how to share information between Microsoft Word and the Works Spreadsheet. To learn about sharing information between Word and Address Book, see the chapter, “Creating a Mail Merge Document.”

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Tips Sharing information from the Internet There are a number of tasks in Microsoft Works Suite that involve working with Web sites. For example if you choose the Vehicle Payment Calculator task, you can paste the information you get from the Internet into the Car Loan worksheet in the Works Spreadsheet.

Sharing Information in Works Concepts You’ll get started sharing information faster if you understand the following concepts: ■

Selection. A way to identify the text, images, or other information that you want to act upon. For example, to select text in a Word document, click before the first letter, then hold down your mouse button and move it to the end of the text. Then release the mouse button.

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Using Paste Special Paste Special is available in the Spreadsheet and Word. Using Paste Special is similar to using Paste Paste. You first select the item you want to copy, exactly as if you were doing a paste. When you paste the selection into its new location, click Paste Special in the Edit menu in Word or the Spreadsheet.

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Drag and drop. A way to move or copy information from one location to another within the same or in a different program. To drag and drop, first select the item or text that you want to copy, hold down the mouse button as you drag the text to its new location, and then release the mouse button. Copy and paste. A method of copying information from one location to another that preserves the information in its original location. Cut and paste. A method of moving information from one location to another that removes the information from its original location. Paste special. A method of moving or copying information with special options for the information being pasted. Import. A method of bringing information into a document or program from another source, for example a handheld device. Export. A method of sending information from a document or a program to another program or document. Tab-separated file. A file in which one field is separated from another field by a tab character. Tab-separated files are useful in sharing information among different programs.

Looking at Shared Documents When you share information among Works documents, you usually begin by creating the information in one Works program, and then copying it to another program. The following example shows a price list created in Word in which the TAB key was pressed to separate the items in each row. Click the Show/ Hide ¶ button on the toolbar in Word to see the tab arrows. Item1 Item2 Item3 Item4 Item5

→ → → → →

4.88 18.55 77.44 14.76 10.00

→ → → → →

green blue yellow red white

The following picture shows the price list after it has been moved into a spreadsheet using drag and drop. Notice that the items in each row of the price list are in separate columns of this spreadsheet. This is because the list items in the

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Word document were separated by tab stops. You can easily perform calculations on the numbers in Column B because the prices are in the same column. 1

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1 Text list column. This column contains only text, and appears in this spreadsheet with the items aligned to the left, which is the default alignment for text in a spreadsheet. 2 Numerical column. This column contains only numbers that are aligned to the right, which is the default for numbers. The Spreadsheet recognizes the items in this column as numbers, so you can perform calculations on them. 3 Selected cell. A cell, or group of cells, that has been clicked, or “selected.” In this example, it contains the result of a calculation on the numbers in this column. 4 Formula bar. This bar shows either text contained in a cell or the formula used to calculate numbers in cells. In this example, the formula bar contains the sum of cells in the range B1 to B5, shown in cell B7.

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Using the TAB key when creating lists When you create lists in Word to use in the Spreadsheet, press the TAB key after each item in the list. You can also create lists in Word by using a table. The Spreadsheet puts the item after the tab stop into a new column. This means that you can put different kinds of information in each row of the list and perform calculations and other operations on them in the Spreadsheet.

Sharing a Price List between Word and the Spreadsheet You can share information between Word and the Spreadsheet in a number of ways. You can: ■ ■

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Select data in Word and drag and drop it into the Spreadsheet. Select data in Word and use Copy and Paste to put the information into the Spreadsheet. Select a range of cells in the Spreadsheet and use Copy and Paste or Paste Special to put the information into Word as a table.

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Creating a price list in Word to track items by name, price, and color. Moving the price information into the Spreadsheet.

Creating a price list specifically for sharing 1 Click Start, point to Programs, and then click Microsoft Word. Word opens with a new blank document. 2 Type the name of the first item, and then press the TAB key. Type the price of the item, press the TAB key, and then type the color of the item. Repeat this step for each item in the list. 3 To select the entire price list, click before the first letter of the first item in the list, hold down the mouse button, drag the pointer to the end of the list, and then release the mouse button. 4 On the Edit menu, click Copy. You can leave Word open while you work with other programs.

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Copying information from Word and pasting it into the Spreadsheet 1 To start the Works Spreadsheet, click Start, point to Programs, point to Microsoft Works , and then click Microsoft Works Spreadsheet. Works opens a new blank spreadsheet. 2 Click the cell where you want the list to begin. 3 On the Edit menu, click Paste. Works pastes the list you copied from Word into the new spreadsheet. You can leave the Spreadsheet open while you work with Word. The information in the Spreadsheet and in Word can also be included in an email message, placed on a Web site, and used with other Microsoft programs. The techniques you used in this chapter, copying and pasting, and dragging and dropping, can also be used to move information within a program. For example, you can use these techniques to move information within a Word document or within a spreadsheet.

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Switching between programs You can have more than one Works program or another program open at the same time. The taskbar at the bottom of your screen contains icons for all open programs. To switch between programs, click the icon for the program you want in the taskbar.

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Synchronizing Data with Handheld Devices

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You can use Works as the centralized location for your Works Calendar and Address Book data, even if you also store that data on a handheld device. You can synchronize names and addresses in your Address Book with Windows® CE based devices and Palm™ compatible devices.

Synchronization Concepts You’ll get started working faster with synchronization between Works and your hand-held device after you understand these concepts. ■

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Synchronization. The process of making sure that when information changes in one place, such as your Address Book, those changes also appear in another place, such as your hand-held device. Microsoft® ActiveSync®. The synchronization program that you use with Windows CE based devices. HotSync®. The synchronization program that you use with Palm™ compatible devices. Cradle. A device that holds your handheld device and allows it to connect to your computer. Partnership. A relationship between a Windows CE based device and your computer describing the information they are sharing and how it is shared. You must have at least one partnership to synchronize Works information with your Windows CE based device.

Setting Up Synchronization To synchronize your Works Calendar and Address Book information with your hand-held device, you must first set up the synchronization program for your device.

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To set up synchronization with Windows® CE based devices 1 Install ActiveSync on your computer if you have not already done so. 2 Connect your Windows CE based device to your computer following the instructions that came with the device. 3 Start the Works Task Launcher. 4 Click the Tasks tab. 5 In the Tasks list, click Synchronization. 6 In the task category, click Windows CE device synchronization. 7 Click Start this task. 8 In the Works Synchronization Setup message, click OK. 9 In the Install Application message, click Yes to continue, or click Cancel to cancel the installation. 10 In the Application Download Complete message, click OK. 11 Turn off your Windows® CE based device, and then turn it back on.

To set up synchronization with Palm™ compatible devices 1 Install HotSync on your computer if you have not already done so. 2 Connect your Palm™ compatible device to your computer following the instructions that came with the device. 3 Start the Works Task Launcher. 4 Click the Tasks tab. 5 In the tasks list, click Synchronization. 6 In the tasks category, click Palm™-compatible device synchronization.

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7 Click Start this task. 8 In the Microsoft Works message asking if you want to make Works the default application to synchronize Calendar and Address Book information with your Palm™ compatible device, click OK. 9 In the Microsoft Works message informing you that HotSync synchronization with Works is complete, click OK.

Synchronizing and Transferring Data After you have set up the synchronization program for your hand-held device, you can easily synchronize the information on your computer and on your hand-held device.

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Tip The synchronization program that you need for your hand-held device is included on the CD that came with the device. Insert the CD in your computer and follow the setup instructions.

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Connect your Windows CE based device to your computer by using the cable and the cradle that came with the device.

All synchronization between Works on your computer and your Windows CE based device is completely automatic. Even if Works is not running when you connect your Windows CE based device to your computer, all changes and new data in your Works Calendar and Address Book will be updated.

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Chapter 13: Synchronizing Data with Handheld Devices

To synchronize data between Works and Palm™ compatible devices 1 Connect your Palm™ compatible device to your computer by using the cable and cradle that came with your device. 2 Place your Palm™ compatible device in its cradle. 3 Press the synchronization button in the cradle each time you want to synchronize data.

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Using Microsoft Money 2003 Standard

Staying on top of your personal finances is a challenge. You have to track your bills and pay them on time. You may need to organise your income and expenses to complete a self-assessment tax return. Maybe you want to focus on paying off debts. You might have some savings or investments, but you’re not always sure how well they’re performing. Microsoft Money is your centralised personal finance resource for helping you do all of these things. With Money, you can: ■ ■ ■ ■

Keep track of your bills, income, and spending. Plan to get out of debt. Create a workable budget. Track your savings and investments.

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Tips Set your priorities Enter your financial priorities as part of your initial setup. Money will point you to features and resources that can help you achieve your goals.

Microsoft Money helps you get organised, provides tools to help you plan, and gives you solid information to help you successfully manage your personal finances.

Understand Money Concepts Personal finance activities include maintaining accounts and bills, tracking savings and investments, and planning. Money has several areas that correspond to these activities: ■

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Accounts & Bills Accounts in Money help you keep track of activity involving your bank accounts, credit cards, investments, and assets that have changing values. Bills refer to recurring transactions you can schedule in Money to track regularly occurring payments for loans, utility services, regular investment purchases, and so on. Investing Investments include unit trusts, ISAs, TESSAs, and other securities for making your money grow. With Money’s investing tools, you can organise your investment accounts and analyse the performance of your holdings. Planner Two important aspects of financial planning are getting out of debt and spending according to a budget that makes sense. Money offers tools that help you tailor a debt reduction plan you can afford and a budget you can live with.

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Enter your information Enter as much or as little of your personal finance information in the Money Setup Assistant as you’re prepared for. You can always update this information later.

Start Money The first time you start Money, use the Money Setup Assistant to set up your personal finance information. Tell Money about your bank accounts, bills, income, and special financial priorities. Money can then build your customised file.

To set up your information in Money 1 On the taskbar, click Start. 2 Point to Programs, and then click Microsoft Money. 3 Follow the steps to work through the Money Setup Assistant, clicking Next after each page. 4 Click Done. When you’re finished, the Money Home page appears.

Navigate in Money The Money Home page is the centre for all of your Money activities. You can customize your Home page so it displays the content you’d like to see most often. You can set your Home page to show information relating to your accounts and upcoming bills, as well as reminders and status information relating to your top personal finance priorities.

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The following picture shows the default settings for the Money Home page. 1

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Use Money with the Internet You can enable Money to automatically retrieve your latest financial informationsuch as exchange rates and investment quotes-anytime you’re connected to the Internet. If you haven’t gone online yet, contact a local Internet service provider (ISP).

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1 Navigation buttons Use the Forward and Back buttons to navigate through Money pages you’ve already seen. The Home button takes you to the Money Home page. Other buttons provide shortcuts to frequently visited areas such as the accounts list and the portfolio. 2 Menu bar Menus contain links to the main areas in Money as well as to Money tools and commands. 3 Money Help button Click the question mark to open the Help pane, where you can read additional procedural and conceptual information about personal finance as well as about using Money. 4 Left pane Most Money pages contain a list of common tasks and commands relating to the current page.

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Use categories If you assign categories to each of your transactions, Money can provide you with summarised information for taxes and budgeting.

Schedule your bills and deposits Scheduling recurring transactions in the Bills & Deposits area may not only save you time and help you pay your bills on time, but it may help you plan your cash flow for the coming months. On the Accounts & Bills menu, click Bills & Deposits Deposits.

Track Your Income and Expenses You can easily organise and summarise your income and expense information by tracking your account activities in Money. Typical accounts for a household might include current, savings, credit card, and possibly an investment account.

To create an account 1 2 3 4 5

Have your most recent bank account statement handy. On the Accounts & Bills menu, click Account Setup. Click Add a new account. Follow the instructions in the wizard, clicking Next after each page. Click Finish.

If you record transactions in the accounts you set up, you build all of the information you need to analyse your spending patterns, budget your expenses, plan your cash flow, help with self-assessment, and more. Transactions can be withdrawals, deposits, and transfers. You make a withdrawal transaction, for example, when you write a cheque from your current account. The automatic or manual deposit of your paycheque is a deposit transaction. And moving funds from your current account to your savings account is a transfer transaction. When recording transactions, you can: ■

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Enter transactions from your chequebook, savings passbook, credit card bill, or investment statement. Write cheques in Money and print them. Record automatic deposits.

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Balance your accounts You can easily balance your accounts with Money’s assistance. Open the account, click Balance this account in the left pane, and then work through the steps.

To enter a withdrawal transaction Have your chequebook, ATM slip, or switch slip handy. On the Accounts & Bills menu, click Account List. Click the name of the account for the withdrawal. Click New. In the appropriate boxes, enter the cheque number, date (if necessary), payee, amount, category, and memo. 6 Click Enter. 1 2 3 4 5

When you maintain your accounts and transactions in Money, you create an electronic chequebook that helps you organise your personal finance activities.

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Get a better return If you apply extra money toward paying off your high-interest debts rather than toward savings or investments, you may earn a better return on your money.

Get Out of Debt If you have high-interest credit card debt, it may be that most of your cash is going toward payments, leaving little for yourself, savings, or investments. You can use the Debt Reduction Planner to set up your personalised debt plan. Based on your choices, Money sets up a payment schedule, where the bulk of your debt reduction payments go toward the highest-interest debt until it’s paid off. Then, you’re scheduled to pay off the next debt with the highest interest rate, and so on, until all of the debts in your plan are paid off.

To create your debt reduction plan 1 On the Planner menu, click Debt Reduction Planner, and then click Start creating. 2 Click the name of a debt account you want to include in your plan, and then click Move into Plan. Do this for all the debt accounts you want to include. 3 Once all of the debt accounts you want to include are listed under Accounts in Debt Plan, click Next. 4 At the top of the page, click what I want to pay each month or the date I want to be out of debt. 5 Depending on your choice in step 4, enter the amount you want to pay or the date you want to be out of debt. The results are shown at the bottom of the page. 6 Click Next to view your payment schedule. 7 Click View near the top of the page to choose a different view of your payment schedule. Click Next. 8 Select the accounts for which you want to schedule payments. 9 Click Yes when asked if you want to replace the current bills with the bills that the debt reduction plan will manage, and then click Finish.

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Use Expert Assistant Expert Assistant messages occasionally appear in Money. Expert Assistant provides you with reminders, status, and links for more information to help you keep working successfully toward your goals.

Create a Budget Use the Budget Planner in Money to set up a budget and take control of your spending. In the Budget Planner, you provide information about your income, expenses, and savings goals. If you have been entering transactions in your accounts and categorising them, the process is even simpler. Money suggests your historical averages for budget categories such as food, petrol, and bills. Adjust those figures to create a budget that makes sense for your lifestyle.

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Live with a budget With Money’s flexible budget, you can adjust your month-to-month spending limits to accommodate natural fluctuations in your finances.

To create your budget 1 On the Planner menu, click Budget Planner. 2 Click Create a budget. 3 Select whether you want Money to pre-fill your budget with amounts and categories from your file or start your budget with only recurring transactions and default categories. Click Next. 4 Enter your income information, and then click Next. 5 Enter the limits that you want to set for your expenses, and then click Next. 6 Select whether you want to spend or save any leftover income. If you decide to save it, set savings goals if you want, and then click Next. 7 Review your budget summary, and then click Previous to edit your budget if necessary. 8 When you’re satisfied with your budget, click Finish.

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Track Investments

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Analyse holdings

Suppose you have investments you want to track more closely. Use Money to organise your investment accounts, track performance and growth, and learn more about investing. You might have an account with a broker who helps you manage several investments, including stocks or Unit Trusts. In Money, create one account per broker, and enter each investment as a transaction.

To set up an investment account Have the latest statement from your broker handy. On the Accounts & Bills menu, click Account Setup. Click Add a new account. Follow the instructions to enter information about the investment account, including the total amount in investments and cash accounts with this broker. Enter individual investments now or later. Click Next after each step. 5 After the last step, click Finish. 1 2 3 4

Learn More About Microsoft Money

Analyse investment performance by reviewing the account summary. You can also generate various investment reports to review investments in different ways.

Create reports Use reports in Money to analyse your financial situation and see how you are progressing toward your financial goals. To see a list of available reports, click Reports Gallery on the Reports menu.

If you find you need more in-depth information about a concept in Money, a stepby-step procedure, or even a definition of a financial term, use Money Help.

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To find information in Help 1 Click the question mark icon in the upper-right corner of any Money page. The Help pane opens on the right side of the screen, showing topics relevant to the current Money page. 2 If you want to review a full list of topics organised as a table of contents in a book, click Contents at the top of the Help pane. 3 If you want to search for a specific word, click Find at the top of the Help pane, and then type the word you want to search for. Topics that match your word appear in the Topics found area. 4 Click a topic title to display the topic in the pane. 5 To widen the Help pane, click the Resize Money Help icon at the top of the Help pane.

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Using Microsoft Encarta Encyclopedia Standard 2003

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Get Started with Encarta Encarta Encyclopedia’s search tools make it easy to find many different types of information on the topic you’re looking for.

To start Encarta Encyclopedia 1 On the taskbar, click Start, point to Programs, and then click Microsoft Works Task Launcher. 2 Click the Programs tab. 3 Click Encarta Encyclopedia. 4 Click Start Encarta Encyclopedia 2003.

Find Information You can find specific information in Encarta Encyclopedia with the Pinpointer. Use it to quickly find articles and multimedia items about people, places, and topics that are in the encyclopedia. Many entries in the Pinpointer expand when you click them to show a detailed list of related articles and media.

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Tips Correct your spelling If you have misspelled a word in the Find box, a list of possible correct spellings appears below the text you typed. Highlight the correct spelling, then press ENTER.

Symbols in the Pinpointer The following table explains the symbols that appear next to items in the Pinpointer list. Symbol Represents 360-Degree Views Charts, Tables, Quick Facts

To search for an article or multimedia item 1 Type your search words in Pinpointer’s Find text box. 2 Click Go. Your search results will appear in a list below the Find text box. 3 Click an entry, and the article, piece of multimedia, or media feature opens.

Entries with Subentries Interactivities Animations Sounds Pictures Maps Videos

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Keep Encarta Up-to-Date When you register your product by joining Club Encarta, you can use Update Encarta to download the latest Encarta articles and Web links. Note Update Encarta is only available for a limited time.

To join Club Encarta 1 Make sure that you are connected to the Internet. 2 On the Help menu, click Join Club Encarta. The Club Encarta sign-up page on Encarta.msn.com appears in your Web browser. 3 Follow the instructions on the sign-up pages.

To update Encarta 1 Make sure that you are connected to the Internet. 2 On the Tools menu, click Update Encarta. Each time you update your Encyclopedia, a list of highlights helps you quickly navigate to the updated articles. You’ll know when articles were last updated by the date tag that appears in the article header. The Web Center will also indicate the date Web links were last updated.

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Chapter 15: Using Microsoft Encarta Encyclopedia Standard 2003

Find text in an article You can search for words or phrases within an article. On the Edit menu, click Find in this Article Article.

Explore Articles Every article in Encarta Encyclopedia has a Contents page that contains a preview of all the information in that article.

Save a Favorite Make it easy to find your favorite articles and media by adding a link to them in your Favorites list. On the Favorites menu, click Add to Favorites Favorites. Later, you can click Favorites Favorites, and then click the title of the article to open it.

The Media bar at the top of the screen contains samples of the available multimedia related to a particular article. Use the left and right arrows to scroll through the Media bar. When you click a picture on the Media bar, the multimedia item opens either in the article (if the article doesn’t have an outline) or within an article outline. Article outlines show you the information available in the article. Click the name of the topic you want to see.

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Enjoy Interactive Learning Encarta provides plenty of fun along with learning. Use the Interactivities to research facts and statistics in a new way.

To open an Interactivity 1 On the menu bar, click Find, and then click Advanced Search. 2 Select Interactivities, and then click OK. A list of interactivities appears in Pinpointer’s search results list. 3 Click the Interactivity you want to use.

Search on the Web To help you broaden your search for information, most Encarta Encyclopedia articles contain Web Center preview boxes that link to relevant Web sites selected by Encarta editors. You can browse titles and descriptions of Web Center links for many topics in the encyclopedia, or search for specific words. Web Center links are updated monthly.

To expand your search to the Internet using Web Center ■

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On the Features menu, point to Online, and then click Web Center. –or– On a Contents or Article page, click Web Center.

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Change your speed

See the World with 360-Degree Views

To rotate faster, move the mouse pointer closer to the edge of the view.

You can travel to distant countries without ever leaving your chair by exploring 360-degree views. These wrap-around views help you visualize interesting and faraway places by providing you the ability to look in all directions.

To rotate slower, move the mouse pointer toward the middle of the view.

To move around in a 360-degree view 1 On the Features menu, click Multimedia, and then click 360-degree Views. 2 Select a place to view from the list. 3 Click and hold down the mouse button anywhere on the 360-degree view. Move the mouse in any direction to rotate.

Enjoy Award-Winning Multimedia Encarta Encyclopedia contains award-winning multimedia content for you to enjoy. Enhance your studies and your browsing with: ■ ■ ■ ■ ■ ■

Photos Illustrations Interactive globes and maps Animations Audio clips Maps of places relevant to historical events

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Introducing AutoRoute

Tips

AutoRoute makes travel planning a snap by providing detailed street-level maps, fast routing, complete directions, and information on thousands of places to visit along the way. Whether you want to plan vacations or pinpoint a street address in England, Scotland, Wales, Austria, Belgium, Denmark, France, Germany, Italy, Luxembourg, Italy, The Netherlands, Spain, or Switzerland, AutoRoute will get you there. You can even include maps in flyers or invitations, or publish them on your Web site. Here are some of the different features you’ll find in AutoRoute: ■

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Using Microsoft AutoRoute

Routing AutoRoute can help you plan a route based on settings you define, including your average or preferred driving schedule, driving speeds for different road types, and other route parameters. Finding places and addresses You can use AutoRoute to locate literally hundreds of thousands of places and addresses across Europe. Once you find the place or address, you can display it on the map, add it to a route, or mark it for future reference. Working with the map Customise the AutoRoute map and your route to suit your preferences. Change the map view, measure distances, undo and redo actions, change the map style, set miles or kilometres as the unit of measuring distances, and create map templates. Using AutoRoute with other programs You can import address data stored in other programs, such as Microsoft Excel and Word, to display on the AutoRoute map. You can also export maps from AutoRoute to display in other programs. GPS receivers With a Global Positioning System (GPS) receiver connected to your computer, you can see your current location on the map. Pocket Streets With Pocket Streets you can use AutoRoute with PC Companions, including Handheld and Palm-size PCs. You can also download the parts of the maps you need when you travel. Printing AutoRoute gives you flexibility in designing your printed documents. Print maps, driving directions, maps with driving directions, and faxable maps.

To start AutoRoute On the taskbar, click Start Start, point to Programs Programs, and then click Microsoft Works Works. Click the Programs tab. Click AutoRoute AutoRoute, and then click Start AutoRoute AutoRoute.

Learn more about AutoRoute features On the Help menu in AutoRoute, click Microsoft AutoRoute Help Help. The online Help system describes all the different tasks you can perform with AutoRoute.

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Becoming familiar with AutoRoute 1

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The AutoRoute window includes the following parts: 1 Toolbars AutoRoute displays the Standard and Navigation toolbars at the top of the window, the Drawing toolbar at the bottom of the window, and the Location and Scale toolbar at the top of the map pane. 2 Directions After a route has been calculated, the driving directions appear in the upper right portion of the AutoRoute window. 3 Task pane The Task pane appears in the left portion of the AutoRoute window, and displays the Legend and Overview, Route Planner, or Find Nearby Places pane, depending on your selection. 4 Map The map pane appears in the right portion of the AutoRoute window. AutoRoute includes three different styles of maps: road, terrain, and political.

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Move the map To change the portion of the map displayed in the map pane, you can move the map, zoom in on a specific area, or find a specific place or address, which appears in the centre of the map pane.

To move the map 1 On the Navigation toolbar, click Pan. The insertion point changes to the Pan tool and appears as a hand. 2 Drag the hand in the direction you want to shift the map. 3 To stop moving the map, release the mouse button.

Zoom in on a specific area

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Quickly move the map You can navigate the map faster by moving the mouse pointer to the edge of the map pane until the pointer changes to an arrow. Click and hold the mouse button to scroll the map in the direction of the arrow.

Change your selection

To zoom in on a specific area 1 On the Navigation toolbar, click Select. 2 On the map, position your mouse pointer at the upper-left corner of the area you want to zoom in on. 3 Drag the pointer diagonally until you’ve drawn a box around the area you want to enlarge. 4 To quit drawing, release the mouse button. 5 Click inside the box.

If the box you’ve drawn isn’t quite where you want it, click outside the box to make it disappear, and then redraw it.

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Find an intersection Type two street names, separated by an ampersand (&), in the Address 1 box. For example, to find the intersection of Cottenham Rd and Glebe Way, type Cottenham Rd & Glebe Way Way. To speed up your search, add the city name, county, or postcode in the appropriate boxes.

Find an address Finding an address is easy, even if you don’t have all the details. AutoRoute provides detailed street-level maps for England, Scotland, Wales, Belgium, Luxembourg, and The Netherlands, and for major urban areas in Austria, Denmark, France, Germany, Italy, Spain, and Switzerland. You can find nearly all street addresses within these areas. When you enter a partial address, AutoRoute gives you a list of best matches from which to choose. And for every address you find, AutoRoute creates a Pushpin – just like the pins you stick in a paper map – and stores it so that you can quickly find it again later.

To find an address 1 On the Edit menu, click Find, and then click the Address tab. 2 In the Country box, select the country in which you want to find an address. 3 In the Address 1, Address 2, City, County, and Postcode boxes, type as much information as you can. You can use abbreviations, such as St. for Street and Ave. for Avenue. 4 Click Find. 5 In the list of choices that appears, select the address or intersection you’re searching for. 6 Click OK.

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Find an Ordnance Survey grid reference You can find an Ordnance Survey grid reference for any place in mainland Great Britain.

To find an Ordnance Survey grid reference On the Edit menu, click Find, and then click the OS Grid tab. Type the OS grid reference. Click Find. In the results list, select the place you want. The selected place appears on the map. 5 Click OK. 1 2 3 4

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Customise your route Click More Options on the Route Planner Planner. Make selections on the Profile Profile, Driving speeds speeds, Fuel Costs, and Fuel, Costs Segments tabs to enter your average driving day, average speed, fuel consumption, fuel price, and road preferences.

Get directions Planning a trip across country, or need the fastest route to that great new restaurant across town? Use AutoRoute to get directions for the fastest or shortest way to get there. You can use any address or place – even Pushpins – as a stop on your route, and adding them is as easy as finding them on the map.

To get directions for a route 1 On the Route menu, click Route Planner. 2 Type the name of a place (for example, Paris) in the Type place or address box of the Route Planner pane, click Add to Route, and then click OK. 3 Repeat step 2 for each place you want to add to your route. 4 Click Get Directions to establish your route on the map and calculate driving directions.

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Print a faxable map Select the Print faxable map check box on the Print dialog box.

Customise your printout Click More Options in the Print dialog box.

Places are added to the route list in the order that you enter them. The first place you enter is added to the route list as the start point, designated by a numbered green box. The place you entered most recently, or last, to the route list becomes the end point, designated by a numbered red box. If your route list contains three or more places, numbered yellow boxes designate all intermediate stops.

Print your map and directions Now that you’ve planned your route, you’ll want to take the maps and directions with you on the road. Use the Print options to choose exactly what you want to see on paper.

To print your map and directions 1 On the File menu, click Print, and then click Current map view, Driving directions only, Turn-by-turn maps, or Strip maps. 2 If you want an overview map of your entire route, select the Include Overview Map check box. 3 Give your map a name by entering it in the Title box (optional), and then click OK.

Find places near a point on the map AutoRoute has information on thousands of things to see and do in Europe. Just click the Find Nearby Places icon on the toolbar to see a list of attractions around the last place you selected on the map.

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To find places near a point on the map 1 Use the Find option on the toolbar to locate the point or place you want to search around. 2 On the toolbar, click Find Nearby Places. 3 Click Show or Hide Places. 4 Check the box next to each type of attraction you’d like to see on the map, and then click OK. To remove a check from a box, click the box again. 5 In the Search box, indicate the radius in which you want to search. 6 Click Search to display a list of nearby places.

Add a place to your route Often you plan a trip and then see a place you wish you’d added to your route. With AutoRoute, you can add just about any attraction you like – such as a city or museum – and update your route with just a few clicks.

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Find places all along your route In the Around box on the Find Nearby Places pane, select Entire route route.

Change the order of the stops in your route In the Route Planner pane, select the stop you want to move, and then click the Move up or Move down button.

To add a place to your route 1 On the map, click the place you want to add to your trip. 2 On the Route menu, click Add as Stop. 3 On the Route menu, click Get Directions to recalculate your route.

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Create a link from a Pushpin to a Web site In the note portion of the Pushpin balloon, type the Internet address (URL) of the Web site. You can also import hyperlinks or have AutoRoute create them automatically for you. See the online Help topic “About using hyperlinks in AutoRoute” for more information.

Work with Pushpins Personalise your map by adding Pushpins to mark the locations of your home or office, favourite restaurants, or any other place on the map. You can include text with your Pushpin, or add a link to the World Wide Web or to a file on your computer or a shared network. You can even copy the information contained in a Pushpin to another document. Each Pushpin you create is automatically added to the Pushpin set called My Pushpins, and saved with your map. A Pushpin contains the following parts: ■

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A symbol You can change the way Pushpins appear on the map by choosing from the more than 200 symbols provided by AutoRoute. A name You can give your Pushpin any name that’s up to 128 characters long. You can use this name to find your Pushpin on the map. A text balloon Include text to record useful information about a place, or include a link to a Web site, intranet site, or another file. Location information When you use a Pushpin to denote an address on the map, that address is stored with the Pushpin and cannot be edited.

Create a Pushpin To create a Pushpin 1 On the Drawing toolbar, click Create Pushpin. 2 Click the exact location on the map where you want to place the Pushpin. 3 To name your Pushpin, click in the grey bar of the text balloon, type the name, and then press ENTER. You can use up to 128 characters in the name. 4 To add text to the Pushpin note, click in the white body of the balloon, and then type your text. 5 Click the Close button on the text balloon to close it. 6 To save your changes, save your map by clicking Save on the File menu.

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Copy a map to another document You can copy a map and paste it into another document, such as an e-mail message or a Microsoft Word file.

To copy a map to another document 1 On the Edit menu, click Copy Map. Your map is copied to the Clipboard. 2 Open the other document and click where you want to paste the map. 3 Paste the map into the other document. In many Windows-based programs, you can press CTRL+V to paste, or click Paste on the Edit menu.

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Change the size of the copied map in the document Resize the map pane before copying it into the other document.

The Copy Map procedure does not copy the legend and overview portions of the map. To copy a map with the legend and overview, first make sure that you do not have a place name, Pushpin, or any mapped data selected on the map. Then, on the Edit menu, click Copy. Remember that copyright rules apply to maps. For more information, see the Help topic “About copyrighted material.”

Save a map as a Web page You can create custom Web pages from your map file, and then manage those Web pages using AutoRoute. For example, create Web pages of different map views, include driving directions for a route on your map, control the size of the map, set the Web page heading, create a thumbnail image map that opens your Web page, include hyperlinks associated with Pushpins on your map, and create a separate copy of a map file and have your Web page link to that map file.

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Change a saved Web page Make the changes you want to the map file, and then on the File menu, click Manage Saved Web Pages Pages. Select the Web page that you want to update with the changes you made, click Save Selected Selected, and then click Close Close.

To save a map as a Web page 1 On the File menu, click Save as Web Page. 2 In the Title box, type the title you want to appear as the heading. 3 In the Items to Save section, select the check boxes next to the items that you want included on your Web page. 4 To make the map larger or smaller than the current map view, type new dimensions in the Width and Height boxes. 5 In the File name box, type the location and file name you want for your Web page. 6 To automatically update your Web page with any changes you make to your map every time changes are saved to the map file (.axe), click AutoSave as Web page every time this map is saved. 7 To automatically open your new Web page after you’ve finished creating it, click Open saved Web page in browser now. 8 Click OK. When you save the Web page, a collection of graphics (.gif) files is saved along with the Web page (.htm file) in folder layout. For example, if you save a map as a Web page with the file name MyMap.htm in a folder named My Documents, then a subfolder named MyMap_files, containing the collection of graphics files, is created under the My Documents folder. For more detailed information on creating Web pages from maps, see the online Help topic “Save a map as a Web page.”

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Using Microsoft Picture It! Photo 7.0

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Microsoft Picture It! Photo is the easiest way to improve and enhance pictures. While easy to use, Picture It! offers powerful imaging technology that helps you improve your photos.

Collect ■

Get pictures from your computer, a CD, a scanner, a digital camera, or the Web.

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Use image-editing tools to enhance your pictures. Personalize your pictures with stamps, paint strokes, and edge and text effects. Use the Mini Lab to perform common editing tasks on several pictures at the same time.

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Go to MSN Photos to share pictures with friends. Print copies of your pictures on your color printer to give to family members. Send your pictures or projects by e-mail.

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Go online to order professional-quality prints of your pictures. Go online to order gifts, like T-shirts, mugs, or mouse pads, that are customized with your pictures.

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Chapter 17: Using Microsoft Picture It! Photo 7.0

Tip Start installation If Picture It! installation does not start automatically, you can start it manually. Click Start Start, Run, and then click Run type D:\Setup.exe D:\Setup.exe. If your disk drive has a letter other than D, be sure to replace the letter D in the path with the correct letter.

Get Started To start Picture It! Photo ■

On the taskbar, click Start, point to Programs, and then click Microsoft Picture It! Photo 7.0.

Help at Your Fingertips There are several ways for you to learn more about using Picture It!. ■

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Online Help For step-by-step instructions about using all of the program’s features and projects, check out the online Help system, available from the Startup Window or the Help menu. Instructional Videos View these to see animated demonstrations of some key Picture It! features, and print corresponding written tutorials.

Exploring Picture It! When you open Picture It! and close the Startup Window, you see the main Picture It! work area. The picture below identifies the key elements of the Picture It! work area.

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Minimizing the Common Tasks list By clicking the arrow at the top of the Common Tasks list, you can change the width of the list to take up more or less of the workspace.

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1 Common Tasks list The Common Task list provides convenient access to some of the most common Picture It! tasks, as well as single-click access to the Mini Lab, the project selector, and the Startup Window. 2 Workspace The gray area represents the workspace, the area that the canvas sits within. You can use the zoom controls to magnify or reduce the canvas so that it covers more or less of the workspace. 3 Canvas The canvas represents the printable area of the page. When you open a photo, the canvas is often not visible, since it is covered entirely by the photo. 4 Menus Menus provide access to all of the Picture It! features. The Help menu gives you access to online Help, the Picture It! tour, and the Instructional Videos. 5 Toolbar The toolbar contains shortcut buttons for single-click access to some of the most common commands.

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File formats compatible with Picture It! Picture It! can open photo files in any of the following formats: Adobe Photoshop (.psd) AutoCAD (.dxf) CorelDraw (.cdr) Enhanced Metafile (.emf) EPS (.eps) FlashPix (.fpx) GIF (.gif)

6 Stack The Stack displays a thumbnail of each layer in your photo. You can rearrange the order of the layers by dragging a thumbnail up or down. 7 Tray The Tray displays a thumbnail of each currently open project. You can switch your active project by clicking a thumbnail in the Tray. You can also add a project to the current project by dragging the thumbnail from the Tray to the canvas. 8 Zoom controls The zoom controls magnify or reduce your photo so that you can see it in more or less detail. 9 Pan control The pan control displays a thumbnail of your active project. Drag the box on top of the thumbnail to change the viewing area of the picture. This is useful when you have zoomed in on your photo.

Get the Picture The file browser provides a quick view of the photos on your compatible camera or card reader, and allows you to open the photos directly without using additional programs.

Home Publishing (.php) JPEG (.jpg) Kodak Photo CD (.pcd)

To open the file browser ■

On the File menu, click Open.

Macintosh PICT (.pct) Micrografx Designer (.drw) PC Paintbrush (.pcx)

In most cases, you can use the file browser to locate and open your photos. The file browser can be used to open photos from: ■

Picture It! (.php, .mix, .fpx) PNG (.png) TIFF (.tif)

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Targa (.tga)

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Windows Bitmap (.bmp)

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A digital camera that is a USB Mass Storage Class device. (A USB Mass Storage Class device works as a “virtual drive,” letting you browse and open photos from the device as you would from a hard disk or floppy disk.) A digital photo card reader. The hard disk on a computer. A CD or DVD. A floppy disk.

Windows Metafile (.wmf)

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This picture identifies the main features of the file browser: 1

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1 Folders tab Click the Folders tab to see the folder structure on your computer. Click a folder to display its contents and subfolders. The folder structure includes internal and external drives on your computer, including disk drives, card readers, and USB Mass Storage Class digital cameras. 2 Tasks tab Click the Tasks tab to perform batch-editing tasks, such as rotating and renaming. 3 Look in box This box displays the name of the current folder selected on the Folders tab. 4 View menu Use this menu to change the way the image files are displayed.

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About TWAIN and WIA TWAIN is interface software that allows communication between a camera and your computer. Many digital cameras come with a TWAIN driver. WIA is a newer interface that works similarly to TWAIN, but often provides more control over the device. WIA is compatible with TWAIN, but is only available on some computer operating systems.

Using your camera’s software Some digital cameras— especially older models—may not function as a virtual drive or be TWAIN or WIA compliant. For these, use the software provided by the camera to download the photos to a folder on your computer, and then open them in Picture It!.

5 Thumbnail size slider Move the slider to change the size of the thumbnails. 6 File name box This box displays the file name of a selected thumbnail. 7 Files of type menu Use this menu to change the types of image files to be displayed. 8 Thumbnails These are small versions of your photos stored in the current folder. 9 Open Click this to open the selected thumbnails. 10 Cancel Click this to close the file browser without opening any photos.

Opening Photos from a TWAIN or WIA Supported Digital Camera If your camera does not show up as a drive in the file browser, it is probably designed to work using TWAIN or WIA support. Picture It! works with TWAIN and WIA and your camera’s software so that you can open photos in Picture It!.

To open photos from a camera that uses TWAIN or WIA support 1 Read your camera’s documentation and make sure that you have installed the camera’s software and drivers properly. 2 Make sure your camera is turned on and connected to your computer. 3 On the Picture It! File menu, point to Get Picture From, and then click Digital Camera. 4 Under Click a camera or drive, click your camera or card reader. 5 Click Download. The software that works with your camera opens, displaying the photos on the camera. 6 Select a photo. To select more than one photo, hold down the CTRL key while you click the photos. 7 Click Open.

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Touch Up Pictures Almost all photos can be improved with basic touchup tools. Picture It! touchup tools can be used to correct common photo problems, such as red eye, lighting problems, and similar distractions that can ruin a photo. In many cases, Picture It! helps you eliminate basic problems with just a few clicks. Touchup tools can, in many cases, help compensate for problems with exposure, lighting, or composition. Touchup tools can even hide flaws such as distracting blemishes or stains on clothing.

Adjust Brightness and Contrast When you take a photo with an automatic camera, the camera’s automatic exposure feature measures the available light and determines how much light is required to take the photo. Sometimes, the exposure meter’s measurement is slightly too low or too high, creating problems with brightness and contrast in the photo. Picture It! provides tools to fix the levels of brightness and contrast.

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Making a copy to touch up Never edit one of your original photos. Always make a copy and only edit the copy. Then if you later decide that you don’t like how the edits turned out, you can always start again by making another copy from the original.

To correct brightness and contrast 1 On the Touchup menu, click Brightness and Contrast. 2 Click Levels auto fix. 3 If you are not satisfied with the result of the levels auto fix, click Contrast auto fix. 4 If you are not satisfied with the results, fine tune the settings with the Brightness and Contrast sliders. 5 Click Done.

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For good results sharpening photos Be careful to use the sharpen tool in moderation. Especially when printing, a photo that has been oversharpened has an unnatural, wooden look. Don’t use the sharpen tool on a photo taken in low light that shows noise (from a digital camera) or graininess (from a film camera). The sharpen tool will accentuate the noise or grain in the photo.

Fix Red Eye Using your flash indoors in low-light situations can give your subjects red, unnatural-looking eyes. The Fix Red Eye tool darkens the red spots in the eyes to reduce or eliminate the redness.

To fix red eye 1 On the Touchup menu, click Fix Red Eye. 2 Use the pan and zoom tool to magnify your photo and focus on the red eyes in the photo. 3 Click the red (or other discolored) part of the eyes. You can click two eyes to fix at the same time. 4 Click Autofix. The redness in the eyes is removed. 5 Repeat steps 3 and 4 as necessary. 6 Click Done.

Sharpen Your Photos There are several ways that photos can become out of focus: while taking the picture, during printing, and during scanning. While excessively blurry photos cannot be saved, the sharpen tool can improve the focus of slightly blurry or moderately blurry photos. The sharpen tool increases the contrast around the edges of objects in your photo. For the best results, sharpen the focus of your photo last, after you finish all other enhancements.

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To sharpen a photo: 1 On the Touchup menu, click Sharpen or Blur. 2 Drag the slider to the right until the photo is adequately sharpened. 3 Click Done.

Using Special Effects After you have touched up your photos, you can transform these images using the many tools that Picture It! provides. Some special effects, such as the Film Grain filter, mimic effects from traditional film photography. Other special effects, like the Chrome and Glowing Edges filters, give you access to the creative possibilities unique to digital imaging.

Creating Cutouts Compared to working with just one layer, creating cutouts gives you more control and more options for editing images. You can use cutouts to edit with more precision, fixing problems that only exist in part of the photo. Or use your imagination to make cutouts into funny or fantastic scenes. You can create cutouts from any part of a larger picture, which enables you to: ■ ■ ■

Apply filters or other effects to a limited area of a photo. Duplicate part of an image within a photo. Combine parts from two or more photos.

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Cutting a hole in a photo You can use the Trim task if you want to remove just a part of a photo, such as cutting a hole. The Trim task is located on the Format menu.

To create a cutout: 1 On the Format menu, click Create a Cutout. 2 Click one of the following: ■ With the Edge Finder ■ By tracing an area on my own ■ By color selection ■ With a cookie cutter shape 3 Follow the instructions on the screen.

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Filters Filters create a whole new look for your photos. Many filters make an image look less like a photograph and more like a drawing, painting, mosaic, or other hand-created artwork. Filter-enhanced photos can become an attractive focal point of projects such as greeting cards and calendars.

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Waiting for filters to be applied Some filters require your computer to make many calculations, so on a slower computer they may take a couple of minutes to be applied.

To apply a filter ■

On the Effects menu, point to Filters, and then click a filter.

Visit MSN Photos Click MSN Photos to visit the MSN Photos Web site. You can browse and shop for great personalized gift values. Also, take advantage of Picture It! Photo’s design tips, product updates, and much more!

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Share Albums Create an online album. Add pictures to the album, customize it with the design of your choice, and then invite friends and family to view your online album.

Learn More Read informative articles that help you get the most from your pictures and Picture It! Photo.

Get the Latest Find out about special offers on Picture It! Photo software, photo services, and new product releases.

Shop Order professional-quality prints of your pictures. Order framed pictures or other fun, personalized photo gifts, such as T-shirts, mugs, and mouse pads. Friends and family can order prints or gifts using any of the pictures that you share with them online.

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If you have used Microsoft Word before, you may want to get started by taking a look around to see what’s changed and what’s the same. As with previous versions of Word, you can easily find most of the tools and commands that you need on the Standard and Formatting toolbars and on the menus.

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Task panes – perform common tasks more easily. Ask a Question – access Help topics without opening the Answer Wizard or the Office Assistant. Smart tags – control paste and AutoCorrect options with in-place buttons. Office Template Gallery – access the Web for hundreds of professionally designed templates. To access the Template Gallery, go to http://www.Office.microsoft.com, and then click Template Gallery. Document recovery – recover your working files after an error occurs.

Find answers quickly If you are new to Word, use this section of the book to get acquainted with basic tasks involved in creating documents in Word. As you work, get quick answers to your questions using the new Ask a Question feature. Just type a question into the Ask a Question box at the top of the window to get Help on your particular question.

Start Word and find a Help topic 1 On the taskbar, click Start, point to All Programs, and then click Microsoft Word. 2 In the Ask a Question box at the top of the window, type your question, and then press ENTER. The Answer Wizard displays a list of possible Help topics. 3 Click the topic you want. –or– Click the See More arrow to display more topics, and then click the topic you want. Word displays the topic you selected.

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4 If the topic isn’t what you want, repeat step 2, but rephrase your question. –or– Click None of the above, search for more on the Web at the bottom of the list of topics. You will get suggestions on how to phrase a question to the Office Assistant or how to narrow your search by using keywords. To go to the Web for more information, click Send and go to the Web. Another way to get help with your tasks is by using the Office Assistant, the animated image that helps you find the Help topic you need. In Word 2002, the Office Assistant is hidden by default.

Activate the Office Assistant ■

To activate the Office Assistant, click Show the Office Assistant on the Help menu.

The Office Assistant automatically provides Help topics and tips on tasks as you work. For example, when you write a letter, the Office Assistant displays topics to help you create and format a letter. The Office Assistant also displays tips on using Office programs more effectively. When the Office Assistant has a tip for you, it displays a light bulb. To see the tip, just click the light bulb next to the Office Assistant.

Turn off the Office Assistant If you no longer want to use the Office Assistant, you can hide it and still access Help.

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Hide the Office Assistant ■

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Tips

To temporarily hide the Office Assistant, click Hide the Office Assistant on the Help menu. –or– To hide the Office Assistant for the entire work session, right-click the Office Assistant, and then click Hide.

Use the Help menu when the Office Assistant is turned off 1 On the Help menu, click Microsoft Word Help. 2 If the Contents tab, Answer Wizard tab, and Index tab aren’t visible, click Show. 3 Click the Contents tab to find a topic using the Help table of contents. –or– Click the Answer Wizard tab to type your question about Word. –or– Click the Index tab to search for topics by typing specific words or phrases, or to choose from a list of keywords.

Customize the Office Assistant Click Options in the Balloon to change to another Office Assistant. To animate the Office Assistant, right-click the Assistant, and then click Animate Animate.

What’s on the Word screen? What you see on the Word screen depends on whether you started with a blank document or with a template or a wizard. If you started with a blank document, the workspace is empty. If you started with a template or a wizard, text and graphics may be in the workspace.

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In either case, the screen also displays the menus and toolbars that enable you to edit and format the text, add pictures, and print and save your document. 1

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Insertion point Toolbars Menu bar Ask a Question box Browse by page Task Pane

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Using Word menus and toolbars When you first start Word, the menus and toolbars display only basic commands and buttons. As you work, Word adds the commands and buttons that you use most often to menus and toolbars. If you can’t find a command, click the bottom of the menu. The menu expands to show more commands. You can also expand the menu by double-clicking the menu name in the menu bar. When you expand one menu and then browse other menus without selecting a command, all of the menus expand fully until you choose a command or perform another action. Any command you click on the expanded menu is added to the short version of the menu. If you don’t use a command for a while, Word removes it from the short version of the menu.

Show full menus If you prefer, you can have Word always show all commands for each menu. 1 On the Tools menu, click Customize, and then click the Options tab. 2 Select the Always show full menus check box.

See more toolbar buttons Toolbar buttons work similarly to menu commands. If you use one of the buttons, Word adds it to the toolbar and moves one you haven’t used to the More Buttons list. ■

Click Toolbar Options at the end of the toolbar, click Add or Remove Buttons, and then select the button you want to see.

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Display shortcut menus Shortcut menus are available when you right-click text, objects, or other items.

Position the toolbar A floating toolbar can be repositioned wherever you want in the window.

Show all toolbar buttons You can also set Word to always show all the buttons on a toolbar instead of basic or frequently used buttons. ■

Move the mouse pointer to the move handle on the toolbar, and then drag the toolbar down slightly in the area above the ruler to create a row for the toolbar. –or– Create a floating toolbar by dragging the toolbar to a location other than the top or edge of the program window.

Move around in a document In addition to using the keyboard or the mouse to move within your document, you can use the keyboard or mouse to go directly to a specific page, table, or other item such as a heading, graphic, or footnote. You can use the Document Map to return to the last three places you edited. The Document Map also provides easy access to different parts of your document. To view the Document Map, click Document Map on the View menu.

Go to a page, table, or other item 1 On the Edit menu, click Go To. 2 In the Go to what box, click the type of item you want. 3 To go to a specific item, type the name or number of the item in the Enter box, and then click Go To. –or– To go to another item of the same type, click Next or Previous.

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Go to your last editing place

See outlines

You can go to any of the last three locations where you typed or edited text.

To see your document as an outline, click Outline on the View menu.

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To go to the most recent placed you worked, press SHIFT+F5 once. Repeat this procedure once or twice to go to the second and third most recent places you typed or edited.

Type, select, and insert text When you open a Word document, you can begin typing at the insertion point. The insertion point is the blinking vertical bar on the screen. You can also double-click anywhere within the workspace and begin typing. When you reach the end of a line, Word automatically moves text to the next line. Press ENTER only when you want to begin a new paragraph. Or press ENTER twice to leave a line of blank space between paragraphs.

Note You will only see an outline if headings are formatted with one of the built-in heading styles that come with Word, or if paragraphs are formatted with outline levels.

Delete mistakes ■

If you make a mistake, press BACKSPACE to delete the text to the left of the insertion point. A quick way to delete mistakes is to click Undo Typing on the Edit menu, or to press CTRL+Z.

Select and delete text ■

When you want to replace larger blocks of text, you can select the text you want to change, press DELETE, and then replace it with new text.

Select and replace text 1 Click and hold down the mouse button as you drag across all text you want to change, and then release the mouse button. 2 Type new text to replace the selected text.

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Here are a few quick ways to select text. ■ ■

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To select a single word, double-click the word. To select an entire line, move the mouse pointer to the left of the line until it changes to a right-pointing arrow, and then click to the left of the line. To select multiple lines, move the mouse pointer to the left of the line until it changes to a right-pointing arrow, and then click to the left of the line and drag up or down. To select a paragraph, move the mouse pointer to the left of the line until it changes to a right-pointing arrow, and then double-click to the left of it. To select large areas of text, click where you want to begin the selection, scroll to where you want the selection to end, and then hold down the SHIFT key as you click. To select the entire document, move the mouse pointer to the left of any line until it changes to a right-pointing arrow, and then click three times.

Turn off automatic word selection If you want to select part of a word only, you may need to turn off automatic word selection first. 1 On the Tools menu, click Options. 2 Click the Edit tab. 3 If the When selecting, automatically select entire word check box is selected, clear the check box, and then click OK.

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Insert text If you decide you want to add text, it’s easy to insert it within text you’ve already typed. ■

Click where you want to insert the text, and then begin typing.

Note You can intentionally or accidentally set Word to Overtype mode by pressing the INS key. In Overtype mode, new text you type removes existing text at the insertion point and the letters OVR appear in the bar at the bottom of the Word window. To switch in or out of this mode, press the INS key.

Automatic typing corrections Word automatically corrects many common misspellings and typos as you type. You can turn off automatic corrections, or you can add your own common misspellings and typos for Word to correct.

AutoCorrect Options button The AutoCorrect Options button is one of the smart tag buttons you will find in Word 2002. It first appears as a small, blue box when you rest the mouse pointer near text that was automatically corrected, and it changes to a button icon when you point to it. If you find on occasion that you don’t want text to be corrected, you can undo a correction or turn AutoCorrect options on or off by clicking the button and making a selection.

Change AutoCorrect options and add entries 1 On the Tools menu, click AutoCorrect Options. 2 Click the AutoCorrect tab. 3 To turn off options, clear the check marks next to the options you don’t want. 4 To add text that you want Word to correct, type a word or phrase you often mistype in the Replace box, and then type the correct text in the With box. 5 Click Add.

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Enter frequently used text automatically You also can save typing time by creating AutoText entries from text or graphics you use frequently.

Create an AutoText entry 1 Select the text or graphic you want to store as an AutoText entry. To store paragraph formatting with the entry, include the paragraph mark in the selection. 2 On the Insert menu, click AutoText, and then click New. 3 Click the AutoText tab. 4 When Word proposes a name for the AutoText entry, accept the name or type a new one. If you plan on using AutoComplete to insert the entry, make sure the name contains at least four characters. 5 Click OK.

Insert an AutoText entry 1 Click the place in the document where you want to insert the AutoText entry. 2 On the Insert menu, point to AutoText. 3 Click the AutoText category, and then click the AutoText entry you want. –or– Click AutoText to see all the AutoText entries, and then click the AutoText entry you want.

Insert text, graphics, and tables anywhere on the page With Word 2002, you can use Click and Type to quickly insert and position text, graphics, tables, or other items anywhere in a blank area of a document. Just double-click in a blank area, and Word automatically applies the formatting necessary to position the item where you double-clicked.

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For example, to create a title page, double-click the middle of a blank page and type a centered title. Then double-click the lower-right margin of the page and type an author’s name that is placed to the right.

Use Click and Type 1 On the View menu, click Print Layout or Web Layout. 2 Click a blank area in the document where you want to insert text, a graphic, or a table. The pointer shape indicates how the item will be formatted. For example, if you point to the center of the page, the pointer shape indicates that the item will be centered. 3 Double-click, and then start typing text or insert an item as usual.

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Use Click and Type Click and Type is not available in normal and outline views, or in print preview.

If Click and Type doesn’t work 1 On the Tools menu, click Options. 2 Click the Edit tab. 3 Select the Enable click and type check box, and then click OK.

Insert the date and time Instead of typing the date and time, you can have Word insert the information so that the date is updated each time you open or print the document. 1 Click the place where you want to insert the date or time. 2 On the Insert menu, click Date and Time. If you want to insert the date or time in a different language format, click the language you want in the Language box. 3 In the Available formats box, click a date or time format. 4 To have Word automatically update the date and time when you open or print the document, select the Update automatically check box. –or– To maintain the original date and time as text that does not change, clear the Update automatically check box. 5 Click OK.

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Organize your document For legal and technical documents, create an outline numbered list.

Insert symbols or special characters Word provides symbols, such as the registered trademark and copyright symbols, which you can include in your document to provide a polished, professional look. 1 2 3 4 5

Click the place where you want to insert the symbol. On the Insert menu, click Symbol, and then click the Symbols tab. In the Font box, click the font you want. Double-click the symbol you want. Click Close.

Create bulleted and numbered lists When you want to present information so that it can be scanned quickly, you can create a bulleted list. If you want to present information in a sequence, you have the option of creating a numbered list. You can quickly add bullets or numbers to existing text, or you can automatically create bulleted and numbered lists as you type. If you create bulleted lists for Web pages, you can use any image or picture as a bullet.

Add bullets or numbering to text 1 On the View menu, point to Toolbars, and then click Formatting if it does not already have a check mark beside it. 2 In your document, select the text to which you want to add bullets or numbering. 3 To add bullets, click Bullets on the Formatting toolbar. –or– To add numbering, click Numbering on the Formatting toolbar.

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You can change the level of items by pressing TAB or SHIFT+TAB, or by clicking Increase Indent or Decrease Indent on the Formatting toolbar. If you change your mind about the formatting, immediately click Undo Bullet Default or Undo Number Default on the Edit menu. If you begin a paragraph by typing a hyphen (-) or an asterisk (*), followed by a space or tab and some text, or a 1, followed by a tab and some text, Word automatically converts the paragraph to a bulleted or numbered item when you press ENTER. To stop automatic bulleting or numbering, press ENTER twice.

Change the look of bullets and numbers 1 Select the bulleted or numbered list you want to change. 2 On the Format menu, click Bullets and Numbering. 3 To change bullet formatting, click the Bulleted tab. –or– To change number formatting, click the Numbered tab. 4 Click the format you want, and then click OK.

Organize information in a table A table is a great way to organize information in a side-by-side format. Use tables to create simple lists or interesting page layouts and to arrange text and graphics. You can also align numbers in columns, and then sort and perform calculations on the text and numbers. In Word 2002, you can put a table within a table—these are called “nested” tables. Tables can be dragged into any position you want on the page, and you can even have text wrap around them. You can also place tables side by side on the page.

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The anatomy of a table A table is made up of rows and columns that create cells. 1

3 4 1 2 3 4 5 6 7

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Merged cell End-of-row mark Row End-of-cell mark Table move handle Column Nested table

You can type text or insert graphics into the cells and change the appearance and position of text and graphics in a table.

Create a simple table 1 On the View menu, point to Toolbars, and then click Standard if there isn’t already a check mark beside it. 2 Click the place in the document where you want to create a table. 3 Click Insert Table on the Standard toolbar. 4 Drag to select the number of rows and columns you want. 5 Click any cell and start typing. 6 To move to the next cell, press TAB.

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Quickly format a table 1 Click anywhere within the table. 2 On the Table menu, click Table AutoFormat. 3 Under Table Styles, click the style you want. To see more styles, click the scroll bar on the right of the Table styles list. 4 Click Apply.

Change text orientation 1 Click the table cell that contains the text you want to change. 2 On the Format menu, click Text Direction. 3 Click the orientation you want, and then click OK.

Insert a table within another table 1 Click the place within the table where you want to insert the new table. 2 On the View menu, point to Toolbars, and then click Tables and Borders. 3 On the Tables and Borders toolbar, click Draw Table. The mouse pointer changes to a pencil. 4 Position the mouse pointer in the cell where you want the new table. 5 Draw the new table: draw a rectangle to define the table’s boundaries, and then draw column and row lines in the rectangle. 6 To turn off the pencil, click Draw Table on the Tables and Borders toolbar.

Move a table 1 In print layout view, rest the pointer on the table until the table move handle appears on the upper-left corner of the table. 2 Rest the pointer on the table move handle until a four-headed arrow appears. 3 Drag the table to the new location.

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Copy a table 1 In print layout view, rest the pointer on the table until the table move handle appears on the upper-left corner of the table. 2 Rest the pointer on the table move handle until a four-headed arrow appears. 3 Press CTRL and drag the copy to its location.

Check spelling and grammar Half the work of creating a clear document is ensuring that there are no misspellings and that the grammar is correct. Word checks both spelling and grammar for you, either as you write or after you finish. While it’s great to have your spelling and grammar checked automatically, Word cannot tell whether words are used correctly. For example, if you use the word “right,” Word cannot tell whether you really meant to use the word “write.” In short, there is no substitute for carefully proofreading your document.

Correcting errors When you start Word, it is set to automatically check your spelling and grammar as you type. Misspellings and grammatical suggestions are marked with wavy underlines.

Correct spelling and grammar mistakes ■

Right-click the word or phrase with the wavy underline, and then click the correct spelling or grammar suggestion from the list.

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You can click Spelling or Grammar in the list to get more spelling suggestions or an explanation of the grammatical error. You can also double-click the Spelling and Grammar Status icon in the status bar at the bottom right of the Word window to go to the next mistake and get suggested corrections.

Correct recurring spelling mistakes When you decide to check spelling all at once, you can correct every instance of a misspelled word. 1 On the Tools menu, click Spelling and Grammar. 2 In the Spelling and Grammar dialog box, click the correct word, and then click Change All to correct every occurrence of a misspelled word. 3 When you finish reviewing what you wrote, click Close.

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Customize the dictionary If a word appears with a wavy underline but isn’t misspelled, add it to a custom dictionary by clicking it with the right mouse button, and then clicking Add to Dictionary on the shortcut menu. Word will then recognize the word or term as correctly spelled.

Customizing spelling and grammar checking If you prefer to check spelling and grammar after you finish writing, you can turn off spelling and grammar checking as you type to turn off the wavy underlines. You can also set your own grammar and writing style rules.

Turn automatic spelling and grammar checking off or on 1 On the Tools menu, click Options, and then click the Spelling & Grammar tab. 2 To turn off automatic spelling checking, clear the Check spelling as you type check box. –or– To turn on automatic grammar checking, select the Check grammar as you type check box. 3 Click OK.

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When you turn on automatic spelling and grammar checking, Word clears the Hide spelling errors in this document and Hide grammatical errors in this document check boxes. This enables the spelling and grammar checkers to mark possible errors with wavy underlines. If the wavy underlines are distracting, select these check boxes to turn off the wavy underlines.

Skipping text If you have a section of text with specialized language or text, you can have Word skip the text during a spelling and grammar check.

Skip text during a spelling and grammar check 1 Select the text that you don’t want to check. 2 On the Tools menu, point to Language, and then click Set Language. 3 Select the Do not check spelling or grammar check box, and then click OK.

Move and copy text and pictures One of the best ways to reorganize a document and avoid retyping is to move and copy text, pictures, tables, and other information within a document or between documents.

Moving and copying – the difference Moving and copying are two very different actions. When you move text or a picture, the text or picture you select is removed from its original location and inserted where you paste it. For example, if you’re using a picture of a flower for visual effect, you can move it to another place in your document. When you copy, the item you select stays in the original location, and a copy is placed where you paste it. For example, you can copy a picture of a flower and paste it in the same place on each page to create a consistent look for all pages.

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The way you move or copy information depends in part on how far you want to move or copy the information.

Move or copy an item a short distance 1 2 3 4

On the Tools menu, click Options, and then click the Edit tab. Select the Drag-and-drop text editing check box, and then click OK. In your document, select the item you want to move or copy. To move the item, drag it to the place where you want it. –or– To copy the item, hold down the CTRL key as you drag the selection.

Move or copy an item a long distance 1 Select the item you want to move or copy. 2 To move the item, click Cut on the Edit menu. –or– To copy the item, click Copy on the Edit menu. 3 Click the place you want the item to appear. 4 On the Edit menu, click Paste.

Move or copy an item to another document 1 Open the document you want to move or copy to. 2 In the document you’re moving or copying from, select the item you want to move or copy. 3 To move the item, click Cut on the Edit menu. –or– To copy the item, click Copy on the Edit menu. 4 Switch to the other document, and then click where you want the item to appear. 5 On the Edit menu, click Paste.

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Move or copy items in a table If you’ve created a table in your document, you can move and copy text and keep its formatting by dragging the text. 1 Select the cells, rows, or columns you want to move or copy. To move or copy text in a single cell to a new location without changing the text, select only the text within the cell and not the end-of-cell mark. –or– To replace the existing text and formatting in the new location, select the text you want to move or copy and select the end-of-cell mark. You may need to triple-click the cell to make the selection. 2 To move the selection, drag it to the new location. –or– To copy the selection, hold down the CTRL key while you drag the selection to the new location.

Automatically correct spacing When you move or copy text, Word can automatically adjust the spacing around the text. For example, Word can remove an extra space before a period or add a space between two words. 1 On the Tools menu, click Options, and then click the Edit tab. 2 Select the Smart cut and paste check box, and then click OK.

Pasting multiple items In Word 2002, you can collect and paste up to 24 items on the Office Clipboard, a storage area that holds text, pictures, and other items you place on it. For example, you can copy a picture from one program and text from another document, and then paste them into your Word document.

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Empty the Clipboard To empty the Office Clipboard, click Clear All in the Clipboard task pane.

While you can use the Office Clipboard to cut, copy, and paste a single item or group of items between any programs supporting copy and cut functionality, the Office Clipboard task pane is available for cutting, copying, and pasting single items, single groups of items, or multiple groups of items between Microsoft Office XP programs only.

Collect and paste more than one item at a time 1 2 3 4 5

Open the documents and programs from which you want to copy items. Select the item or group of items you want to copy. On the Edit menu, click Copy. Repeat steps 2 and 3 until you have copied all the items you want. Switch to the document into which you want to paste items. You can switch to your document by clicking the document’s icon on the taskbar at the bottom of the screen.

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6 If the Clipboard task pane is not displayed, click Office Clipboard on the Edit menu. 7 Click where you want to place the item or group of items. 8 To paste all the items, click Paste All in the Clipboard task pane. –or– To paste a single item or single group of items, or if Paste All is unavailable, in the Clipboard task pane, click the item or group of items you want to paste.

Paste Options After you paste an item, you can choose formatting options for the item by clicking the Paste Options button that appears next to the item. The Paste Options button is one of the smart tag buttons in Word 2002. The Paste Options button appears just below your pasted selection after you paste text. When you click the button, a list appears that lets you determine how the information is pasted into your document. The available options depend on the type of content you are pasting, the program you are pasting from, and the format of the text where you are pasting.

Drag-and-drop editing You can move or copy information from one document or program to another by using the mouse to select and drag the text. This is called drag-and-drop editing. You can use drag-and-drop editing between two Word documents or other programs to create a shortcut (a desktop icon that points to another program or file) or a hyperlink (text or a graphic you click to go to another file, or a place on the Internet or an intranet). You can also use drag-and-drop editing between programs that support OLE, a technology that allows you to share information by linking and embedding between programs. For detailed instructions on linking and embedding objects, look up “Ways to share information in Word” in online Help.

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Change the appearance of text After you finish writing, the next step is to make your document look good. Changing the way text and numbers look is called formatting, and formatting is easy to do in Word. When you format text, you can select and change a single character or word, or a large block of text. You can also select and change all the text in a document at the same time. To format text, choose the font (the design of a set of characters) and the size of the font you want. In addition, you can change the color of text and add effects such as underlining, shadows, strike-through, and embossing. For example, this text uses the Times New Roman font. The font size is 10 point.

This text uses the Franklin Gothic font. The font size is 12 point, and it is formatted as bold. Select and change the appearance of text 1 Select the text you want to change. 2 On the Format menu, click Font. 3 In the Font box, click the font you want. To see more fonts, click the vertical scroll bar in the Font box. 4 Select the other options you want. For example, if you want the selected text to be bold, click Bold in the Font Style box. To make the text larger, click a larger number in the Size box. 5 Click OK.

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Get fancy To add a large capital letter to the beginning of a paragraph, select the paragraph and then click Drop Cap on the Format menu.

To quickly format selected text, use the formatting buttons on the toolbar. To see if the Formatting toolbar is already displayed on your screen, click View, and then point to Toolbars. If the Formatting toolbar has a check mark next to it, it is already displayed. If there is no check mark, click Formatting to display the toolbar.

Changing the look of new documents If you have a favorite font, or if you want a consistent look for all the documents you create, you can have Word automatically use the font and formatting setting you prefer for all new documents. The settings you choose apply to new, blank documents you create. The settings do not apply to documents you create using templates and wizards. Templates and wizards have their own settings.

Change font and formatting 1 Type and format text using the font and styles you want for all new documents. 2 On the Format menu, click Font. 3 Select any additional formatting options you want to apply to all new documents you create. 4 Click Default. 5 When Word asks if you want to use these settings for all new documents, click Yes. New documents will use the font settings you selected.

Making text fit You can make text fit within a line or other space by adjusting the spacing between characters. Increasing or decreasing character spacing can also create attractive design effects. You can also stretch text horizontally.

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Change spacing between characters 1 Select the text you want to change. 2 On the Format menu, click Font, and then click the Character Spacing tab. 3 To expand or condense space evenly between all the selected characters, click Expanded or Condensed in the Spacing box, and then type or select the amount of spacing you want in the By box. Watch the Preview area to see the effect of different spacing amounts. 4 Click OK.

Change the appearance of paragraphs Another part of making your document look great is formatting paragraphs. Paragraph formatting, including indents, line spacing, and spacing between paragraphs, improves the look of your document, helps you organize information, and improves readability. It is helpful to understand what a paragraph is in Word. A paragraph is everything you type until you press the ENTER key. You can see where paragraphs begin and end by clicking the Show/Hide button on the Standard toolbar. A paragraph contains its own formatting settings, such as alignment, spacing, and styles. If you type text within a formatted paragraph, the text you type takes on the formatting of the paragraph. If you press the ENTER key following a formatted paragraph, the new paragraph has the same formatting as the previous paragraph unless you change it. Also, if you select and copy a paragraph including the paragraph mark, the paragraph will keep its formatting when you paste it in another part of your document with different formatting.

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Get help indenting If you don’t see the horizontal ruler, click Ruler on the View menu. To change the space between preset Word tab stops, click Tabs on the Format menu, and then readjust the amount in the Default tab stops box.

Setting paragraph indents Margins determine the overall width of the main text area: the space between the text and the edge of the page. Indents determine the distance of the paragraph from the left or right margins. Indenting a paragraph means you change the distance of the paragraph from either the left or right page margins. Common indenting styles include first-line indents, hanging indents, and negative indents.

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1 First-line indent 2 Hanging indent 3 Negative indent

Set a first-line indent 1 Select the paragraph you want to indent. 2 On the horizontal ruler, drag the First Line Indent marker to where you want the text to start.

Set a hanging indent 1 Select the paragraph in which you want to create a hanging indent. 2 On the horizontal ruler, drag the Hanging Indent marker to where you want the indent.

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Set a negative indent 1 Select the paragraph that you want to outdent, or extend into the left margin. 2 On the horizontal ruler, drag the Left Indent marker to where you want the paragraph to start. If your indents don’t have to be precise and you want to indent the entire paragraph, you can quickly change indents by selecting one or more paragraphs, and then clicking the Increase Indent and Decrease Indent buttons on the Formatting toolbar.

Indenting text using tab stops You can also indent text by setting tab stops, and then pressing TAB to insert the tab stop. It’s best to use tab stops for formatting single lines of text, especially when you want to set tab stops with leader characters. Leader characters are solid, dotted, or dashed lines that fill the space of the tab stop. When you want to create a more complex element with columns or tables, it’s best not to use tab stops, but instead to insert a table or column.

Set tab stops 1 Select the paragraph in which you want to set a tab stop. 2 Click the Left Tab button at the far left of the horizontal ruler until it changes to the type of tab you want. 3 Click the horizontal ruler where you want to set a tab stop. Note To set a specific tab measurement, click Tabs on the Format menu.

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Set tab stops with leader characters 1 Select the paragraph in which you want to insert leader characters before a tab stop. 2 On the Format menu, click Tabs. 3 In the Tab stop position box, type the position for a new tab, or select an existing tab stop where you want to add leader characters. 4 Under Alignment, select the alignment for text typed at the tab stop. 5 Under Leader, click the leader option you want, click Set, and then click OK.

Clear or move tab stops 1 Select the paragraph in which you want to clear or move a tab stop. 2 To clear a tab stop, drag the tab marker down from the horizontal ruler. –or– To move a tab stop, drag the tab marker to the right or left on the horizontal ruler.

Additional paragraph formatting In addition to indents, you can change other paragraph formats. If you don’t want single-spaced text, you can add more space between lines of text. If you want to set off a paragraph from other paragraphs on a page, or change the spacing between multiple paragraphs, you can increase the amount of space before them, after them, or both. You can also prevent lines of text or paragraphs from being broken to another line or to another page.

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Set several formatting options at once 1 2 3 4 5 6

Select the paragraphs, or click within the paragraph you want to format. On the Format menu, click Paragraph. Click the Indents and Spacing tab. Select or type the settings you want. Click the Line and Page Breaks tab. Select the options you want, and then click OK.

Change the appearance of a page The way you set up pages is an important part of getting your document ready for final printing or display. For example, you can set up your document so it can be printed as a booklet with left and right facing pages and with extra space for binding pages together. Some options you choose in Word affect all the pages and sections in your document. Page options include margin sizes, page size and orientation, section breaks, page numbers, headers, footers, document background, theme, and watermark.

Page margins Page margins are the blank space around the edges of the page. In general, you insert text and graphics in the printable area inside the margins. However, you can position some items in the margins—for example, headers, footers, and page numbers. You can reduce page margins to fit more text on the page or expand them to create a custom design for letterhead or a publication. If you print a document as a booklet, create mirror margins so that margins on the left page are a mirror image of the margins on the right page, and then add extra space for binding, called a “gutter.”

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2 1 Mirror margins 2 Gutter margins

Change page margins 1 On the View menu, click Print Layout. 2 Point to a margin boundary on the horizontal ruler or vertical ruler. 3 When the pointer changes to a double-headed arrow, drag the margin boundary. To specify exact margin measurements, hold down ALT as you drag the margin boundary; the ruler displays the measurements of the margins.

Set mirror margins 1 On the File menu, click Page Setup, and then click the Margins tab. 2 In the Multiple pages list, select Mirror margins. 3 In the Inside and Outside boxes, type the values you want for mirror margins.

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Set gutter margins 1 On the File menu, click Page Setup, and then click the Margins tab. 2 In the Gutter box, type the value you want for the gutter margin. 3 In the Gutter position box, click Left or Top.

Paper size and page orientation If you want your document printed on a nonstandard-size paper, you can change the paper size. You can also change the page orientation, which determines whether your document is printed with the short edge of the paper at the top, or with the side of the page. When you start Word, the orientation is set to portrait. If you’re printing your document as a brochure, you may want to change the page orientation to landscape.

Portrait Landscape

Select paper size 1 On the File menu, click Page Setup, and then click the Paper tab. 2 Click a paper size, and then click OK.

Select page orientation 1 On the File menu, click Page Setup, and then click the Margins tab. 2 Under Orientation, click Portrait or Landscape, and then click OK.

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Add page numbers, headers, and footers Headers and footers are often used in printed documents. You can create headers and footers that include text and graphics—for example, page numbers, the date, and a company logo—at the top or bottom of each page in a document. A header is printed in the top margin. A footer is printed in the bottom margin. You can use the same header and footer throughout a document or change the header and footer for part of the document. For example, you may want to use a unique header or footer on the first page, or leave the header or footer off the first page. You can also use different headers and footers on odd and even pages.

Create a header or footer 1 On the View menu, click Header and Footer to open the header or footer area on a page. 2 To create a header, enter text or graphics in the header area. –or– To create a footer, click Switch Between Header and Footer on the Header and Footer toolbar to move to the footer area, and then enter text or graphics in the footer area. You can also click the Header and Footer toolbar buttons to automatically insert information such as page numbers and the date. Rest the mouse pointer over each button to read what information is inserted when you click that button. 3 To align an item in the center of the header or footer, press TAB once. –or– To align an item at the right edge of the header or footer, press TAB twice. 4 Click Close.

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Notes If the item already exists in the header/footer, the insertion point must first be placed in the header/footer before the text, graphics, and so on. When you add page numbers, dates, times, and other information to a header or footer, Word inserts field codes for these items. Field codes ensure that page numbers are automatically updated as you change the document, and that dates, times, and other items are updated when you print the document. If you see field codes such as {PAGE} or {DATE} instead of the actual page numbers, dates, times, and so on, press ALT+F9 to view the current information instead of the field codes.

Delete a header or footer When you delete a header or footer, it is deleted on every page of your document. 1 On the View menu, click Header and Footer. 2 If necessary, click Show Previous or Show Next on the Header and Footer toolbar to move to the header or footer you want to delete. 3 In the header or footer area, select the text or graphics you want to delete, and then press DELETE.

Insert page numbers You can insert page numbers so that they print in a header or footer. 1 On the Insert menu, click Page Numbers. 2 In the Position box, specify whether to place page numbers in the header or in the footer. 3 In the Alignment box, select how you want the page numbers positioned. 4 If you do not want a page number to appear on the first page, clear the Show number on first page check box. 5 To change the way the page numbers appear, click Format, select the options you want, and then click OK. 6 Click OK.

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Remove page numbers 1 On the View menu, click Header and Footer. 2 If you positioned the page numbers at the bottom of the page, click Switch Between Header and Footer on the Header and Footer toolbar, and then select the page number. –or– If you inserted page numbers by using the Page Numbers command on the Insert menu, click the frame around the page number. 3 Press DELETE.

Using section breaks to vary layout You can use sections to vary the layout of a document within a page or across multiple pages. When you insert a section break, you can format each section differently. For example, you can format one section as a single column for the introduction of a document, and then format the following section as two columns for the body text. Within each section, you can change the settings such as margins, paper size or orientation, page borders, headers and footers, columns, page numbering, line numbering, footnotes, and endnotes. A section break sets the formatting of the text before the break. For example, if you delete a section break, the preceding text becomes part of the following section and takes on its formatting.

Insert a section break 1 Click where you want to insert a section break. 2 On the Insert menu, click Break.

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3 If you want to start the new section on the next page, click Next page under Section break types. –or– If you want to start the new section on the same page, click Continuous. –or– If you want to start the new section on the next odd- or even-numbered page, click Odd page or Even page. 4 Click OK.

Delete a section break 1 Select the section break you want to delete. If you’re in Print Layout or Outline view and don’t see the section break, display hidden text by clicking Show/Hide ¶ on the Standard toolbar. 2 Press DELETE.

Format using styles A style is a collection of several different formatting options that you apply to text or paragraphs in a single step. Using styles is a great way to save time formatting your document and give your document a consistent look. You can use different styles for different parts of your document. For example, you may want to format the title of a report to emphasize it. Instead of taking three separate steps to format your title as 16-point, Arial, and center-aligned, you can apply all three formats in one step by applying the Title style. You can either create your own styles or use the styles that come with Word. When you start a new blank document, the document opens using the Word Normal template, and the text you type uses the Normal style. This means that when you type, Word uses the font, font size, line spacing, text alignment, and other formats that are set for the Normal style.

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The Normal style is the “base style,” or the building block for other styles in the Normal template. There are a number of other styles besides Normal available in the Normal template. A few basic styles are shown in the Style list on the Formatting toolbar.

Using Word template styles The Style Gallery displays styles from different templates. Use the Style Gallery to see how your entire document would look if you applied styles from one of the templates. You also can apply the styles directly from the Style Gallery.

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View or apply styles from the Style Gallery On the Format menu, click Theme. Click Style Gallery. In the Template box, select the template you want. To preview your document with different styles, click Document. –or– To see a sample document with styles from the selected template, click Example. –or– To see a list of the styles used in the selected template, click Style samples. 5 Click OK.

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Styles from the template you select are copied to your document. Note The Style Gallery does not change the template attached to your document. To attach a different template to your document, click Templates and Add-Ins on the Tools menu.

Working with styles You can create both character (text) and paragraph styles. A character style determines how text looks. Character styles usually include the font and size of text and formats such as bold or italic. When you apply a character style, it affects only text within a paragraph, not overall paragraph formatting such as text alignment, line spacing, and borders. A paragraph style determines how a paragraph looks. Paragraph styles usually include text alignment, tab stops, line spacing, and borders.

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Create a new text or paragraph style 1 If the Styles and Formatting task pane is not open, click Styles and Formatting on the Formatting toolbar. 2 In the Styles and Formatting task pane, click New Style. 3 In the Name box, type a name for the style. 4 In the Style type box, click Character, Paragraph, Table, or List. 5 Select the options you want, or click Format to see more options. 6 Click OK. Word applies the style to the text you selected or to text in the paragraph that contains the insertion point.

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Apply a different style 1 To apply a character style, select the word or words you want to change. –or– To apply a paragraph style, click within the paragraph or select the group of paragraphs you want to change. 2 If the Styles and Formatting task pane is not open, click Styles and Formatting on the Formatting toolbar. 3 In the Styles and Formatting task pane, click the style you want to apply. 4 If the style you want is not listed, select another group of styles in the Show box. The quickest way to apply a different style as you’re working is to select from the Style box on the Formatting toolbar.

Change a style When a style isn’t just as you want it, you can change all or part of the formatting. 1 In the Styles and Formatting task pane, using the right mouse button, select the style you want to change. 2 Click Modify Style. 3 Select the options you want, or click Format to see more options. 4 Click the attribute you want to change, such as Font or Numbering. 5 Select the options you want, and then click OK. 6 To change other attributes of the style, repeat steps 4 and 5. 7 Click OK. If you want Word to automatically update a style when you manually change the format of a character or paragraph style, select the Automatically update check box after completing step 5.

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Quickly copy character and paragraph formats 1 To copy character formatting, select the text that has the formatting you want to copy. –or– To copy paragraph formatting, select the paragraph—including the paragraph mark—that has the formatting you want to copy. 2 On the Standard toolbar, click Format Painter, and then select the paragraph or text to which you want to apply the formatting.

Delete a style 1 In the Styles and Formatting task pane, using the right mouse button, select the style you want to delete. 2 Click Delete. 3 Click Yes to confirm that you want to delete the style.

Add clip art, pictures, and drawings Adding pictures and drawings to your document can help illustrate and enhance your message. To add artwork in Word, you can insert ready-to-use clip art, import pictures from almost any source (including most scanners and digital cameras), or create your own pictures using the drawing tools in Word. You can also jazz up text with WordArt.

Enhancing a document with clip art Microsoft Word 2002 comes with its own set of pictures in the Clip Organizer. The Clip Organizer includes a wide variety of clip art that ranges from scenic backgrounds to maps, buildings, and people. The Clip Organizer also has sound and motion clips for online documents.

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Insert a picture or clip art from the Clip Organizer 1 In your document, click the place where you want to insert a picture or clip art. 2 On the Insert menu, point to Picture, and then click Clip Art. 3 In the Insert Clip Art task pane, in the Search text box, type a word or phrase that describes the clip you want, or type in all or some of the file name of the clip. 4 Click Search. 5 In the Results box, click the clip to insert it.

Inserting a picture from a scanner or digital camera or another file You can insert pictures you scan or pictures from a digital camera into your document. Word supports most devices that are compatible with TWAIN and Windows Image Acquisition (WIA). TWAIN is the standard interface that enables scanners and cameras to connect with Word and other software programs. WIA is both an Application Programming Interface (API) and a Device Driver Interface (DDI) for Microsoft Windows XP and Windows Millenium Edition (Windows Me) and future versions of Windows operating systems. If you have a picture from another file, you can also insert it into your document. Word supports numerous graphic formats. In some cases you must have a graphics filter installed. See online Help for details on graphic filters.

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Troubleshoot scanners The Insert button might be unavailable with some scanners because the scanner software doesn’t support an automatic scan. Use the Custom Insert button instead.

Insert a picture from a scanner or a digital camera To insert a picture from a scanner or a digital camera, your device must be connected to your computer and be TWAIN- or WIA-compatible. Make sure that you’ve installed the device software that supports TWAIN or WIA. 1 On the Insert menu in Word, point to Picture, and then click From Scanner or Camera. If you have more than one device connected to your computer, under Device, select the one you want to use. 2 Do one of the following: ■ If the selected device is a scanner, and you want to use default settings for scanning the image, click Web Quality (if you are going to show your picture on the screen) or Print Quality (if you are going to print your picture), and then click Insert to scan your picture. ■ If the selected device is not a scanner (for example, if it’s a digital camera), or you want to customize any settings before you scan the picture, click Custom Insert. Follow the instructions that came with the device you’re using. 3 When the image appears in the document, you can use the tools on the Picture toolbar to make changes such as cropping and adjusting brightness, contrast, and color.

Insert a picture from another file 1 In your document, click the place where you want to insert the picture. To insert the picture on a drawing canvas, select the canvas. 2 On the Insert menu, point to Picture, and then click From File. 3 Click the arrow to the right of the Look in box, and then select the drive and folder that contain the picture you want to insert. 4 Double-click the picture you want to insert.

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Add lines, boxes, and shaded backgrounds to text and tables Lines, borders, and shaded backgrounds can improve the design of your document and help organize and emphasize information. Borders come in many line styles and colors, as well as graphical styles. You can also use borders to make paragraphs or text stand out from the rest of the document. Or you can highlight text with shading.

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Draw a line Quickly draw a line at the start of a paragraph by typing three dashes, and then Enter. pressing Enter

If you have a table in your document, use borders to distinguish individual table cells and shading to fill in the background of a table.

Add a border to a page On the Format menu, click Borders and Shading. Click the Page Border tab. Select the options you want. To apply the border to only a particular side of a page, under Setting, click Custom, and then, under Preview, click where you want the border to appear. –or– To apply the border to a particular page or section, click the option you want under Apply to. 5 To specify the exact position of the border on the page, click Options, select the options you want, and then click OK. 1 2 3 4

Add a border to selected text 1 2 3 4 5

Select the text or paragraphs to which you want the border applied. On the Format menu, click Borders and Shading. Click the Borders tab. Under Apply to, click Text or Paragraph. Select the options you want, and then click OK. To apply the border on a particular side of the text or paragraph, under Setting, click Custom, and then, under Preview, click where you want the border to appear.

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Add a border To add a border to text or an object, select the item, and then click Borders and Shading on the Format menu.

Add a border to a table 1 To add a border to the entire table, click within the table. –or– To add borders to specific cells, select the cells, including the end-of-cell mark. 2 On the Format menu, click Borders and Shading. 3 Click the Borders tab. When you insert a table, it has a black 1/2-point solid single-line border by default. Use the Style, Color, and Width options to add a different border. 4 Under Apply to, select Table or Cell. 5 Select the other options you want. To apply the border to only particular sides of the cell or table, under Setting, click Custom, and then, under Preview, click where you want the border to appear.

Add shading 1 To add shading to text or a paragraph, select the text or paragraph. –or– To add shading to an entire table, click within the table. –or– To shade one or more cells, select the cells and the end-of-cell marks. 2 On the Format menu, click Borders and Shading. 3 Click the Shading tab. 4 Select the options you want. 5 Under Apply to, click the part of the document to which you want to apply shading. For example, if in step 1 you clicked a cell without selecting it, click Cell now. Otherwise, Word applies the shading to the entire table. Note You can also use the Table AutoFormat command on the Table menu to add predesigned borders and shading to a table automatically.

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Remove borders or shading 1 Select the text, paragraph, table, or table cells from which you want to remove borders or shading. 2 On the Format menu, click Borders and Shading. 3 To remove borders around text or tables, click the Borders tab. –or– To remove page borders, click the Page Border tab. –or– To remove shading, click the Shading tab. 4 To remove borders, click None under Setting. –or– To remove shading, click No Fill under Fill. 5 Click OK.

Create multiple columns If you decide to produce a newsletter or brochure in Word, you can use column formatting. For example, you can format the text to flow from one column to the next on the same page or in side-by-side columns from page to page. You can even begin text on one page in a document and continue it several pages further on.

Basic newspaper columns Text in newspaper columns flows continuously from the bottom of one column to the top of the next. A banner headline can span one, two, or all columns of a newspaper page. With Word you can format columns and banner headlines. When you add columns to your Word document, you determine the number of columns and various formatting elements. If you change your mind about the format you’ve chosen, you can change the column formatting.

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Create column breaks To make a column end where you want, click where you want to start the new column, click Break on the Insert menu, and then click Column Column.

Insert columns to continue text in the next column on the same page 1 On the View menu, click Print Layout. 2 To format the entire document in columns, on the Edit menu, click Select All. –or– To format part of the document in columns, select the text. –or– To format existing sections in columns, click within a section or select multiple sections. 3 On the Standard toolbar, click Columns. 4 Drag to select the number of columns you want. 5 To adjust column widths and spacing, drag the column markers on the horizontal ruler. Note To set exact column widths and spacing, follow steps 1 and 2. Then click Columns on the Format menu and select the options you want.

Change the number of columns 1 On the View menu, click Print Layout. 2 To change the number of columns for the entire document, click Select All on the Edit menu. –or– To change the number of columns for part of the document, select the text. –or– To change the number of columns for existing sections, click within a section or select multiple sections. 3 On the Standard toolbar, click Columns, and then drag to select the number of columns you want.

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Create a headline that spans multiple columns 1 On the View menu, click Print Layout. 2 At the beginning of the leftmost column, type your headline, press ENTER, and then select the headline text. –or– If headline text already exists, select the headline. 3 On the Standard toolbar, click Columns, and then drag to select a single column.

Remove columns 1 On the View menu, click Print Layout. 2 To remove columns from the entire document, click Select All on the Edit menu. –or– If your document is divided into sections, click in a section, or select the multiple sections you want to change. 3 On the Standard toolbar, click Columns, and then drag to select a single column.

Change the way you view a document In Word, you can work with your document in several different views. In addition, you can preview your document before you print it or publish it to the Web. The following are guidelines for using each view. On the View menu: ■

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Normal view Work in Normal view for typing, editing, and formatting text. Normal view shows text formatting but simplifies the layout of the page so that you can type and edit quickly. Web Layout view Work in Web Layout view when you are creating a Web page or a document that is viewed on the screen.

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View documents To view as much of your document as possible, click Full Screen on the View menu.

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Print Layout view Work in Print Layout view to see how text, graphics, and other elements will be positioned on the printed page. Outline view Work in Outline view to look at the structure of a document and to move, copy, and reorganize text by dragging headings. Document Map view The Document Map is a separate pane that displays a list of headings in the document. Use the Document Map to quickly navigate through the document and keep track of your location in it. Full Screen view To display as much of your document as possible on the screen, switch to Full Screen view.

On the File menu: ■

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Print preview In Print preview, you can display multiple pages of a document in a reduced size. Web Page preview In Web Page preview, you can see how your document will look in a Web browser. If your Web browser is not already running, Word starts it automatically. You can return to your document in Word at any time.

Change views On the View menu, click the view you want. –or– ■ On the File menu, click Web Page Preview or Print Preview. ■

Zoom in on or out of a document You can “zoom in” to get a close-up view of your document, or “zoom out” to see more of the page at a reduced size. 1 On the Standard toolbar, click the arrow next to the Zoom box. 2 Click the zoom setting you want.

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View two parts of your document simultaneously 1 Point to the split box at the top of the vertical scroll bar. 2 When the pointer changes shape, drag the split bar to the position you want.

Print a Word document In Word, you can preview a document before printing. In addition, you can edit text and print from Print Preview.

Preparing to print To ensure that the document on your screen matches the printed document, view your document at 100 percent. You can also work in Print Layout view, which lets you see how each element of your document, including headers, footers, and pictures, will be positioned and printed.

View a document at 100 percent 1 On the View menu, click Zoom. 2 Click 100%, and then click OK.

Switch to Print Layout view ■

On the View menu, click Print Layout.

Preview a document before printing ■

On the File menu, click Print Preview.

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Make last-minute changes and print from Print Preview If you notice something you need to fix, you can make the changes in Print Preview, and then print your document. On the File menu, click Print Preview. Click the text you want to edit. Microsoft Word zooms in on the area. Click the Magnifier button. When the pointer changes to an I-beam, make the changes you want. To return to the original magnification, click the Magnifier button, and then click the document. 6 Click Print. 7 To exit Print Preview, click Close. 1 2 3 4 5

Preventing a document from flowing onto a new page If you want to prevent a few lines of text from spilling over onto the last page, use Shrink to Fit to make the text fit without printing the additional page. When you use Shrink to Fit, Word automatically decreases the font size in your document. If you save your document after using Shrink to Fit, there is no quick way to restore the original font size.

Make text fit 1 On the File menu, click Print Preview. 2 Click Shrink to Fit.

Print a document without previewing 1 On the File menu, click Print. 2 Choose the options you want, and then click OK.

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Use shortcuts

Saving a document places your document permanently on your hard disk, diskette or network drive so that you can use the document again. Saving frequently as you work helps ensure that your latest changes will not be lost if there is a power failure or your computer shuts down for any reason. The first time you save a document, you name the document and choose where to save it. Word automatically displays the My Documents folder as the default folder in which to save your document. The My Documents folder is a handy place to save documents, but you can choose any folder you want.

To quickly save a document, press CTRL+S. To quickly close a document, press ALT+F+C.

1

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3

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1 2 3 4 5

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Select a drive and folder A drive A folder Type a name here Click to save

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Name and save a document for the first time 1 On the File menu, click Save As. 2 To change the folder in which you save your document, click the arrow on the Save in box, click the drive you want, and then double-click the folder you want. 3 In the File name box, type a name for your document. 4 Click Save.

Make a copy of your document 1 On the File menu, click Save As. 2 In the File name box, type a different name for the document. 3 Click Save.

Save as you work After you’ve named and saved a document for the first time, you can quickly save as you work on the document. ■

Click Save on the Standard toolbar.

Switching between open documents When you create or open more than one document in Word 2002, the second and subsequent documents open in a separate window. You can switch from one document to another by clicking a on the taskbar, or by clicking the Window menu, and then clicking the name of the document

Closing a document and exiting Word When you want to close the current document and open another one in the same window, you can close the document you’re working on without closing Word. When you want to close the current document and quit using Word, you can exit Word.

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Close one or more open documents without exiting Word ■

On the File menu, click Close. –or– To close all open documents without exiting Word, hold down SHIFT and click Close All on the File menu.

Close the current document and exit Word ■

On the File menu, click Exit.

If you’ve made changes that you haven’t saved, Word asks if you want to save changes before you close the document or exit Word. Click Yes to save changes or No to discard them.

About document recovery If a Microsoft Office program encounters a problem and stops responding, you can close the program in a controlled manner. The files you were working on are analyzed for errors, and information in them is recovered if possible. In some cases, however, no information can be recovered. The Document Recovery task pane lists all the files that were recovered when the program stopped responding.

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Following the name of the file is a status indicator, which shows what was done to the file during recovery. Status Indicator

Description

[Original]

Original file based on last manual save

[Recovered]

File recovered during recovery process or file saved during an AutoRecover save process

The Document Recovery task pane allows you to open the files, view what repairs were made, and compare the recovered versions. You can then save the best version and delete the other versions, or save all of the open files to review later.

Additional file protection You can further protect your work by using the AutoRecover feature to periodically save a temporary copy of the file you’re working on. To recover work after a power failure or similar problem, you must have turned on the AutoRecover feature before the problem occurred. You can set the AutoRecover save interval to occur more frequently than every 10 minutes (its default setting). For example, if you set it to save every 5 minutes, you’ll recover more information than if you set it to save every 10 minutes. AutoRecover should not be used as a substitute for manually saving or backing up your files.

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Microsoft is committed to making its products and services easier for everyone to use. This document provides information on the following features, products, and services that make Microsoft® Windows®and Microsoft Works more accessible for people with disabilities: ■ ■ ■ ■ ■

Features and hints for customizing Windows Microsoft services for people who are deaf or hard-of-hearing Microsoft software documentation online, or on audiocassette, floppy disk, or CD Third-party utilities that enhance accessibility Other products and services for people with disabilities

Customizing Windows There are many ways you can customize Windows to make your computer more accessible. ■

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Accessibility features have been built into Windows since the introduction of Windows 95. These features are useful for individuals who have difficulty typing or using a mouse, have moderately impaired vision, or who are deaf or hard-of-hearing. You can install these features during setup, or you can add them later from your Windows installation disks. For information about installing and using these features, look up “accessibility” in the Windows Help Index. You can add some of the accessibility features built into Windows to earlier versions of those products, and to MS-DOS, through Access Pack files. You can download these files or you can order them on disks from Microsoft. (See details in “Accessibility Notes and Utilities to Download” later in this appendix.) You also can use Control Panel and other built-in features to adjust the appearance and behavior of Windows to suit varying vision and motor abilities. These include adjusting colors and sizes, sound volume, and the behavior of the mouse and keyboard. In Windows 98, Windows ME,, and Windows XP, the majority of accessibility settings can be set through the Accessibility Wizard or Control Panel. The Accessibility Wizard presents features sorted by disability, making it easy to customize Windows to individual needs. The Accessibility Wizard also enables you to save your settings to a file that can be used on another computer. Dvorak keyboard layouts make the most frequently typed characters on a keyboard more accessible if you have difficulty using the standard QWERTY layout. There are three Dvorak layouts: one if you type using two hands, one if you type with your left hand only, and one if you type with your right hand only. You do not need to purchase any special equipment to use these features.

The specific features available, and whether they are built-in or must be obtained separately, depend on which operating system you are using. For full documentation on the accessibility features available in the operating system you are using, obtain the documents listed below.

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Accessibility Notes and Utilities to Download The following documents explain how to customize Microsoft Windows for users with disabilities. Specific instructions for downloading the files immediately follow this list. For

You Need

Customizing Windows for Individuals with Disabilities (describes all accessibility documents and includes links to download them; this article will be updated when new versions of Microsoft operating systems are released)

Microsoft Knowledge Base article Q165486.

Dvorak keyboard layouts for people who type with one hand

GA0650.EXE

To Download the Files If you have a modem or another type of network connection, you can download the accessibility files from the following network services: ■ ■

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The Microsoft Accessibility and Disabilities Web site on the Internet, http://microsoft.com/enable. Support Online from Microsoft Technical Support at http://support.microsoft.com. Choose the appropriate application from the list labeled “My search is about” (or choose “All Microsoft Products) and enter “Q165486” in the text box labeled “For solutions containing.” The search results will display a link to the Knowledge Base article, “Customizing Windows for Individuals with Disabilities,” which includes links to all of the documents listed above. For other accessibility articles, choose the appropriate application from the list labeled “Search” and enter “kbenable” in the text box labeled “For solutions containing.” Microsoft Internet server at ftp.microsoft.com, in /softlib/mslfiles.

Microsoft Services for People Who Are Deaf or Hard-of-Hearing If you are deaf or hard-of-hearing, complete access to Microsoft product and customer services is available through a text telephone (TTY/TDD) service.

Customer Service You can contact the Microsoft Sales Information Center on a text telephone by dialing (800) 892-5234 between 6:30 A.M. and 5:30 P.M. Pacific time.

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Technical Assistance For technical assistance in the United States, you can contact Microsoft Technical Support on a text telephone at (800) 892-5234 between 6:00 A.M. and 6:00 P.M. Pacific time, Monday through Friday, excluding holidays. In Canada, dial (905) 568-9641 between 8:00 A.M. and 8:00 P.M. eastern time, Monday through Friday, excluding holidays. Microsoft support services are subject to the prices, terms, and conditions in place at the time the service is used.

Microsoft Documentation in Alternative Formats In addition to the standard forms of documentation, many Microsoft products are available in other formats to make them more accessible. Many of the Microsoft Works documents are also available as online Help, and the online Getting Started manual, included with the package. If you have difficulty reading or handling printed documentation, you can obtain many Microsoft publications from Recording for the Blind & Dyslexic, Inc. RFB&D distributes these documents to registered, eligible members of their distribution service, either on audio cassettes or on floppy disks. The RFB&D collection contains more than 80,000 titles, including Microsoft product documentation and books from Microsoft Press. You can download many of these books from the Microsoft Web site at http://microsoft.com/enable/. For more information, contact Recording for the Blind & Dyslexic at the following Web address: Recording for the Blind & Dyslexic, Inc. 20 Roszel Road Princeton, NJ 08540

World Wide Web: http://www.rfbd.org/

Utilities to Enhance Accessibility A wide variety of hardware and software products are available to make personal computers easier to use for people with disabilities. Among the different types of products available for the MS-DOS and Windows operating systems are: ■ ■

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Programs that enlarge or alter the color of information on the screen for people with visual impairments Programs that describe information on the screen in Braille or synthesized speech for people who are blind or have difficulty reading Hardware and software utilities that modify the behavior of the mouse and keyboard Programs that enable people to “type” by using a mouse or their voice Word or phrase prediction software that allow users to type more quickly and with fewer keystrokes Alternative input devices, such as single switch or puff-and-sip devices, for people who cannot use a mouse or a keyboard

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Getting More Accessibility Information In addition to the features and resources already described, other products, services, and resources for people with disabilities are available from Microsoft and other organizations.

Microsoft Microsoft provides a catalog of accessibility aids that can be used with the Windows operating systems. You can obtain this catalog from our Web site: Microsoft Sales Information Center One Microsoft Way Redmond, WA 98052-6393

World Wide Web: http://microsoft.com/enable/

Trace R&D Center The Trace R&D Center at the University of Wisconsin-Madison publishes a database of more than 18,000 products and other information for people with disabilities. The database is available on their site on the World Wide Web. The Trace R&D Center also publishes a book, titled Trace ResourceBook, which provides descriptions and photographs of about 2,000 products. To obtain these materials, contact: Trace R&D Center University of Wisconsin-Madison 5901 Research Park Boulevard Madison, WI 53719-1252

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World Wide Web: http://trace.wisc.edu/

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