Microsoft Word 2013. Step by Step-2010kaiser

SET UP  You need the Agenda document located in the Chapter16 practice file folder 16 to complete this exercise. Open the document, and then follow the steps.1 On the Home tab, in the Font group, right-click the Text Highlight Color arrow, and then click Add to Quick Access Toolbar to add the command and gallery to the toolbar.2 At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button. The list displays popular commands; check marks indicate those that are currently displayed. 3 On the Customize Quick Access Toolbar menu, click Spelling & Grammar to add that button to the toolbar. 4 On the Customize Quick Access Toolbar menu, click More Commands to display the Quick Access Toolbar page of the Word Options dialog box. Available commands are shown on the left, and the commands currently displayed on the Quick Access Toolbar are shown on the right. Customizing the Quick Access Toolbar    489

You can filter the available commands by choosing a category from the list on the left. 5 In the Choose commands from list, click File Tab. In the left list, click E-mail as PDF Attachment. Then click the Add button to add the command to the list on the right. 6 In the Choose commands from list, click View Tab. In the list on the left, double-click Open the Navigation Pane to add the command to the list on the right. 7 In the Choose commands from list, click Developer Tab. Scroll to the bottom of the list, and double-click Templates to add the command to the list on the right. TIP  The Developer tab isn’t displayed on the ribbon by default. If you use only one or two commands from that tab, you can add them to the Quick Access Toolbar rather than cluttering up the ribbon with an additional tab. Now we’ll organize the commands on the Quick Access Toolbar. 8 In the list on the right, click Redo. Then at the top of the list on the left, double-click <Separator> to insert a separator after the selected command. 9 In the list on the right, click Open the Navigation Pane. Click the up arrow to the right of the list three times to position the command just below the separator. Then in the list on the left, double-click Separator.490    Chapter 16  Work in Word more efficiently

16 The arrows to the right of the Text Highlight Color and Templates commands indicate that clicking these buttons on the Quick Access Toolbar will display additional options. TIP  To create a Quick Access Toolbar that is specific to the active document, click the arrow at the right end of the box below Customize Quick Access Toolbar, and then click For <name of document>. Then any command you select will be added to that specific toolbar instead of the toolbar for all documents. 10 Click OK to close the Word Options dialog box. The Quick Access Toolbar now includes the default buttons and the additional commands you’ve added. Now we’ll display the Quick Access Toolbar in a more convenient location. 11 On the Customize Quick Access Toolbar menu, click Show Below the Ribbon to move the Quick Access Toolbar close to the document content. The customized Quick Access Toolbar is at your service! Now let’s experience how much more efficient it is to work with commands on the Quick Access Toolbar rather than the ribbon. You can perform each of these actions from another area of the user interface, but you can perform them with fewer clicks from the Quick Access Toolbar. 12 On the Quick Access Toolbar, select the Navigation Pane check box. Customizing the Quick Access Toolbar    491

+ 13 In the Navigation pane, click Preliminaries. In the document, select the first high­ lighted paragraph, Proof of notice of meeting. On the Quick Access Toolbar, click the Text Highlight Color arrow, and then click No Color to remove the yellow high­ light from the selection. Notice that the No Color option becomes the default for the Text Highlight Color button. 14 Select the next highlighted paragraph, and on the Quick Access Toolbar, click the Text Highlight Color button to remove the yellow highlight from the selection. 15 On the Quick Access Toolbar, click the Spelling & Grammar button to proof the document; click OK in the message box that appears when the process completes. 16 Experiment with any other Quick Access Toolbar options you want to. Then display the Quick Access Toolbar page of the Word Options dialog box, click Reset, and click Reset only Quick Access Toolbar. 17 In the Reset Customizations message box, click Yes to return the Quick Access Toolbar to its default contents. Then click OK to close the Word Options dialog box. CLEAN UP  Close the Navigation pane and move the Quick Access Toolbar above the ribbon if you want to. Then close the Agenda document, saving your changes if you want to. Using add-ins Add-ins are utilities that add specialized functionality to a program (but aren’t full- fledged programs themselves). Word uses two primary types of add-ins: COM add-ins and Word add-ins. The first type uses the Component Object Model to create utilities that extend the functionality of Office programs. The second type includes templates that incorporate sophisticated functionality such as macros. There are several sources of add-ins: ▪▪You can purchase add-ins from third-party vendors—for example, you can pur- chase an add-in that augments the ability to work with numbers in tables. ▪▪You can download free add-ins from the Microsoft website or other websites. ▪▪When you install a third-party program, it might also install an add-in to allow it to communicate with Office programs. For example, certain non-Microsoft programs install add-ins that enable the program to send content as an email message attachment.492    Chapter 16  Work in Word more efficiently

You can view and manage installed add-ins from the Add-Ins page of the WordOptions dialog box. 16 Your Add-Ins page will likely contain different add-ins in the Active, Document Related, and Disabled categories. To unload an add-in, click the add-in category in the Manage list and then click Go to open the Add-Ins dialog box. In the dialog box, clear the check box of the add-in you want to unload. This removes the add-in from memory but keeps its name in the list. To permanently remove an add-in from the list, click the add-in name, and then click Remove. (This completely deletes the add-in, so be sure you want to do so before you click the button.) IMPORTANT  Be careful when downloading add-ins from websites other than those you trust. Add-ins are executable files that can easily be used to spread viruses and otherwise wreak havoc on your computer. For this reason, default settings in the Trust Center intervene when you attempt to download or run add-ins. Customizing the Quick Access Toolbar    493

Customizing the ribbon Even if Word 2013 is the first version of Word you have ever worked with, you will by now be accustomed to working with commands represented as buttons on the ribbon. The rib- bon was designed to make all the commonly used commands visible, so that people could more easily discover the full potential of the program. But many people use Word to per- form the same set of tasks all the time, and for them, the visibility of buttons (or even entire groups of buttons) that they never use is just another form of clutter. Would you prefer to display fewer commands, not more? Or would you prefer to display more specialized groups of commands? Well, you can. Clicking Customize Ribbon in the left pane of the Word Options dialog box displays the Customize Ribbon page. The Customize Ribbon page of the Word Options dialog box.494    Chapter 16  Work in Word more efficiently

On this page, you can customize the ribbon in the following ways: 16 ▪▪You can hide an entire tab. ▪▪You can remove a group of commands from a tab. (The group is not removed from the program, only from the tab.) ▪▪You can move or copy a group of commands to another tab. ▪▪You can create a custom group on any tab and then add commands to it. (You cannot add commands to a predefined group.) ▪▪You can create a custom tab. For example, you might want to do this if you use only a few commands from each tab and you find it inefficient to flip between them.Don’t be afraid to experiment with the ribbon to come up with the configuration that bestsuits the way you work. If at any point you find that your new ribbon is harder to work withrather than easier, you can easily reset everything back to the default configuration. IMPORTANT  Although customizing the default ribbon content might seem like a great way of making the program yours, we don’t recommend doing so. A great deal of research has been done about the way that people use the commands in each program, and the ribbon has been organized to reflect the results of that research. If you modify the default ribbon settings, you might end up inadvertently hiding or moving commands that you need. Instead, consider the Quick Access Toolbar to be the command area that you customize and make your own. If you add all the commands you use frequently to the Quick Access Toolbar, you can hide the ribbon and have extra vertical space for document display (this is most convenient when working on a smaller device). Or if you really want to customize the ribbon, do so by gathering your most frequently used commands on a custom tab, and leave the others alone.In this exercise, you’ll add a custom tab to the ribbon, add groups of commands to the tab,and change the position of the tab on the ribbon. You’ll move groups of commands fromone tab to another, and hide tabs. Then you’ll reset the ribbon to its default state. SET UP  You don’t need any practice files to complete this exercise. With a blank ­document open, follow the steps.1 With the Home tab active, display the Word Options dialog box, and then click the Customize Ribbon page tab. TIP  To quickly display the Customize Ribbon page of the Word Options dialog box, right-click anywhere on the ribbon other than in a gallery, and then click Customize The Ribbon. Customizing the ribbon    495

2 On the Customize Ribbon page, click the New Tab button to insert a new custom tab below the active Home tab in the right pane. TIP  You can clear the check box of any tab other than the File tab to hide that tab. (You can’t hide the File tab.) By default, a new custom tab includes an empty custom group. 3 Click New Tab (Custom) and then click the Rename button. In the Rename dialog box, replace New Tab with My Tab, and then click OK to rename the tab. 4 Click New Group (Custom) and then click the Rename button to open a Rename dialog box that includes icons.496    Chapter 16  Work in Word more efficiently

16 The icon you choose for your group is displayed on the group button when the ribbon is not wide enough to display the group. 5 In the Rename dialog box, click an icon that you like (naturally, we chose the happy face) and replace New Group with My Favorite Commands. Then click OK. Now we’ll add some commands to the custom group. 6 In the Choose commands from list, click Main Tabs. Then in the list, click the plus sign adjacent to Review to display the groups that are predefined for this tab, and click the plus sign adjacent to Proofing to display the commands in that group. In the Proofing group, click Word Count, and then click Add to add the command to your custom tab. 7 Expand the Tracking group, expand the Track Changes menu group, and then add the Track Changes command to your custom tab. Customizing the ribbon    497

8 Click the Comments group, and then click Add to add the entire group of commands after the custom group on the new tab. Repeat the process to add the Changes group to the custom tab. For the purposes of this exercise, imagine that you have added all the Review tab commands you will ever use to your custom tab, and you no longer need the Review tab. 9 In the right pane, clear the Review check box to remove the tab from the ribbon. Then click the plus sign adjacent to Page Layout to display the groups of commands on that tab. Now let’s modify the custom tab contents and position. 10 Drag the Page Setup group upward in the right pane and drop it on your custom tab, after the Changes group. (A thick black line indicates its progress.) Repeat this process to move the Paragraph and Arrange groups to follow the Page Setup group. Then clear the Page Layout check box to hide the now-empty tab. 11 In the right pane, click My Tab. Click the up arrow one time to move your custom tab above the Home tab in the list. The order from top to bottom in the pane determines the order from left to right on the ribbon.498    Chapter 16  Work in Word more efficiently

12 Click OK to close the Word Options dialog box and display the results. My Tab appears at the left end of the ribbon, immediately following the File tab. The Page Layout and Review tabs are missing from the ribbon.13 Click My Tab to display the contents of your custom tab. 16 The custom tab includes your custom group and the groups you added from other sources. 14 If the program window is maximized, restore it. Then drag the right edge of the window to the left, to narrow the window until the ribbon can no longer display the groups.+ The group icon you chose appears on the group button. 15 Display the Customize Ribbon page of the Word Options dialog box. In the lower- right corner, click the Reset button, and then click Reset all customizations. In the message box asking you to confirm that you want to delete all ribbon and Quick Access Toolbar customizations, click Yes. 16 Click OK to close the Word Options dialog box. CLEAN UP  Close the document without saving your changes. Customizing the ribbon    499

Customizing the status bar You can easily add or remove indicators from the status bar by right-clicking any blank area of the status bar and then, on the Customize Status Bar menu, clicking the indica- tor you want to add or remove. On the Customize Status Bar menu, a check mark indicates a control that is currently shown or will be shown when related information is available.500    Chapter 16  Work in Word more efficiently

Key points 16 ▪▪The Word environment is flexible and can be customized to meet your needs. ▪▪You can create styles and templates to speed up the work of formatting a document. Styles and templates ensure that formatting is consistent within a document and between documents. ▪▪You don’t have to enter and proof the same text over and over again. Instead, save the text as a building block and insert it with a few mouse clicks. ▪▪Most of the settings that control the working environment are available from the pages of the Word Options dialog box. ▪▪You can provide one-click access to any Word 2013 command by adding a button for it to the Quick Access Toolbar, either for all documents or for one document. ▪▪You can customize the ribbon to put precisely the document development tools you need at your fingertips. Key points    501



Glossary bookmark from the Go To page of the Find And Replace dialog box.accessible content  Content that is optimized forconsumers with disabilities and for assistive de- building block  Frequently used text saved in avices such as electronic readers. gallery, from which it can be inserted quickly into a document.add-in  A utility that adds specialized function-ality to a program but does not operate as an caption  Descriptive text associated with a figure,independent program. photo, illustration, or screen shot.aspect ratio  The ratio of the width of an image category axis  The axis used for plotting catego-to its height. ries of data in a chart. Also called the x-axis.attribute  An individual item of character for- cell  A box formed by the intersection of a rowmatting, such as size or color, that determines and column in a worksheet or a table, in whichhow text looks. you enter information.AutoCorrect  A feature that automatically cell address  The location of a cell, expressed asdetects and corrects misspelled words and its column letter and row number, as in A1.incorrect capitalization. You can add yourown AutoCorrect entries. character formatting  Formatting you can apply to selected typographical characters.AutoShape  One of a wide array of predrawnshapes provided by Word to assist you with character spacing  The distance between charac-­creating more complex pictures. ters in a line of text. Can be adjusted by pushing characters apart (expanding) or squeezing thembackground  The colors, shading, texture, and together (condensing).graphics, that appear behind the text and ob-jects in a document. character style  A combination of any character formatting options identified by a style name.balloon  In Print Layout view or Web Layoutview, a box that shows comments and tracked chart area  A region in a chart object that ischanges in the margins of a document, making used to position chart elements, render axes,it easy to review and respond to them. and plot data.bar chart  A chart with bars that compares the chevron  A small control or button that indicatesquantities of two or more items. that there are more items than can be displayed in the allotted space. You click the chevron to dis-blog  A frequently updated online journal or col- play the additional items. Also the « and » char-umn. Blogs are often used to publish personal or acters that surround each merge field in a maincompany information in an informal way. Short document; also known as guillemet characters.for web log. Click and Type  A feature that allows you tobookmark  A location or section of text that is d­ ouble-click a blank area of a document toelectronically marked so that it can be returned p­ osition the cursor in that location, with theto at a later time. Like a physical bookmark, a ­appropriate paragraph alignment already inWord bookmark marks a specific location in a place.document. You can quickly display a specific clip art  Pre-made images that are distributed without copyright. Usually cartoons, sketches, illustrations, or photographs. Glossary    503

Clipboard  A storage area shared by all Microsoft desktop publishing  A process that creates pagesOffice programs where cut or copied items are by combining text and objects, such as tablesstored. and graphics, in a visually appealing way.column  Either the vertical arrangement of text destination file  The file into which a linked orinto one or more side-by-side sections or the embedded object or mail merge data is inserted.vertical arrangement of cells in a table. When you change information in a destination file, the information is not updated in the sourcecolumn break  A break inserted in the text of a file. See also source file.column to force the text below it to move to thenext column. diagram  A graphic in which shapes, text, and pictures are used to illustrate a process, cycle, orcolumn chart  A chart that displays data in verti- relationship.cal bars to facilitate data comparison. dialog box launcher  On the ribbon, a button atcomment  A note or annotation that an author the bottom of some groups that opens a dialogor reviewer adds to a document. Word displays box with features related to the group.the comment in a balloon in the margin of thedocument or in the Reviewing pane. digital signature  Data that binds a sender’s identity to the information being sent. A digitalcontextual tab  See tool tab. signature may be bundled with any message, file, or other digitally encoded information, or trans-cross-reference entry  An entry in an index that mitted separately. Digital signatures are used inrefers readers to a related entry. public key environments and provide authentica- tion and integrity services.cursor  A representation on the screen of the­input device pointer location. Document Inspector  A tool that automates the process of detecting and removing all ex-cycle diagram  A diagram that shows a continu- traneous and confidential information from aous process. document.data marker  A customizable symbol or shape Draft view  A document view that displays thethat identifies a data point on a chart. Data content of a document with a simplified layout.markers can be bars, columns, pie or doughnutslices, dots, and various other shapes and can be drag-and-drop editing  A way of moving orvarious sizes and colors. copying selected text by dragging it from one location to another.data point  An individual value plotted in a chart. dragging  A way of moving objects by selectingdata series  Related data points that are plotted them and then, while the selection device is ac-in a chart. One or more data series in a chart can tive (for example, while you are holding downbe plotted. A pie chart has just one data series. the mouse button), moving the selection to the new location.data source  A file containing variable infor-mation, such as names and addresses, that is drawing canvas  A work area for creating pic-merged with a main document containing static tures in Word. The drawing canvas keeps theinformation. parts of the picture together, helps you position the picture, and provides a framelike boundarydemoting  In an outline, changing a heading to between your picture and the text on the page.body text or to a lower heading level; for exam-ple, changing from Heading 5 to Heading 6. Seealso promoting.504    Glossary

drawing object  Any graphic you draw or insert the view so that you display only the files thatthat can be changed and enhanced. Drawing meet your criteria.objects include AutoShapes, curves, lines, andWordArt. font  A graphic design applied to a collection of numbers, symbols, and characters. A fontdrop cap  An enlarged, decorative capital letter d­ escribes a certain typeface, which can havethat appears at the beginning of a paragraph. qualities such as size, spacing, and pitch.embedded object  An object that is wholly font effect  An attribute, such as superscript,inserted into a file. Embedding the object, small capital letters, or shadow, that can berather than simply inserting or pasting its con- ­applied to a font.tents, ensures that the object retains its orig­inal format. If you open the embedded object, font size  The height (in points) of a collection ofyou can edit it with the toolbars and menus characters, where one point is equal to approxi-from the program used to create it. mately 1/72 of an inch.endnote  A note that appears at the end of a font style  The emphasis placed on a font bysection or document and that is referenced by u­­ sing formatting such as bold, italic, underline,text in the main body of the document. An end- or color.note consists of two linked parts, a referencemark within the main body of text and the corre- footer  One or more lines of text in the bottomsponding text of the note. See also footnote. margin area of a page in a document, typically containing elements such as the page numberExtensible Markup Language (XML)  A format and the name of the file. See also header.for delivering rich, structured data in a standard,consistent way. XML tags describe the content footnote  A note that appears at the end of aof a document, whereas HTML tags describe page that explains, comments on, or provideshow the document looks. XML is extensible references for text in the main body of a docu-because it allows designers to create their own ment. A footnote consists of two linked parts,customized tags. a reference mark within the main body of the document and the corresponding text of thefield  A placeholder that tells Word to supply note. See also endnote.the specified information in the specified way.Also, the set of information of a specific type formatting  See character formatting and para-in a data source, such as all the last names in graph formatting.a contacts list. formula  A sequence of values, cell references,field name  A first-row cell in a data source that names, functions, or operators in a cell of a tableidentifies data in the column below. or worksheet that together produce a new value. A formula always begins with an equal sign (=).file format  The structure or organization of datain a file. The file format of a document is usually gallery  A grouping of thumbnails that displayindicated by the file name extension. options visually.filtering  Displaying files or records in a data graphic  Any piece of art used to illustrate orsource that meet certain criteria; for example, fil- convey information or to add visual interest to atering a data source so that you display only the document.records for people who live in a particular state.Filtering does not delete files, it simply changes grayscale  The spectrum (range) of shades of black in an image. Glossary    505

gridlines  In a table, thin lines that indicate the index  A list of the words and phrases that arecell boundaries. Table gridlines do not print discussed in a printed document, along with thewhen you print a document. In a chart, lines page numbers they appear on.that visually carry the y-axis values across theplot area. index entry  A field code that marks specific text for inclusion in an index. When you mark text asgroup  On a ribbon tab, an area containing but- an index entry, Word inserts an XE (Index Entry)tons related to a specific document element or field formatted as hidden text.function. index entry field  The XE field, including thegrouping  Assembling several objects, such as braces ( { } ), that defines an index entry.shapes, into a single unit so that they act as oneobject. Grouped objects can easily be moved, justifying  Making all lines of text in a paragraphsized, and formatted. or column fit the width of the document or col- umn, with even margins on each side.header  A line, or lines, of content in the topmargin area of a page in a document, typically keyboard shortcut  Any combination of key-containing elements such as the title, page num- strokes that can be used to perform a task thatber, or name of the author. See also footer. would otherwise require a mouse or other point- ing device.hierarchy diagram  A diagram that illustrates thestructure of an organization or entity. landscape  The orientation of a picture or page where the width is greater than the height.hyperlink  A connection from a hyperlink anchorsuch as text or a graphic that you can follow to legend  A key in a chart that identifies the colorsdisplay a link target such as a file, a location in a and names of the data series or categories thatfile, or a website. Text hyperlinks are usually for- are used in the chart.matted as colored or underlined text, but some-times the only indication is that when you point line break  A manual break that forces the textto them, the pointer changes to a hand. that follows it to the next line. Also called a text wrapping break.Hypertext Markup Language (HTML)  A markuplanguage that uses tags to mark elements in a line graph or line chart  A type of chart in whichdocument to indicate how web browsers should data points in a series are connected by a line.display these elements to the user and how theyshould respond to user actions. link  See hyperlink; linked object.hyphenating  Splitting a word that would linked object  An object that is inserted into ao­ therwise extend beyond the right margin document but that still exists in the source file.of the page. When information is linked, the document can be updated automatically if the information inicon  A small picture or symbol representing a the original document changes.command, file type, function, program, or tool. list diagram  A diagram in which lists of re-indent marker  A marker on the horizontal ruler lated or independent information are visuallythat controls the indentation of text from the left represented.or right margin of a document. Live Preview  A feature that temporarily displays the effect of applying a specific format to the selected document element.506    Glossary

mail merge  The process of merging information palette  A collection of color swatches that youinto a main document from a data source, such can click to apply a color to selected text or anas an email address book or database, to create object.customized documents, such as form letters ormailing labels. paragraph  In word processing, a block of text that ends when you press the Enter key.main document  In a mail merge operation inWord, the document that contains the text and paragraph formatting  Formatting that controlsgraphics that are the same for each version of the appearance of a paragraph. Examples in-the merged document. clude indentation, alignment, line spacing, and pagination.manual page break  A page break inserted toforce subsequent information to appear on the paragraph style  A combination of character for-next page. matting and paragraph formatting that is named and stored as a set. Applying the style to a para-margin  The blank space outside the printing graph applies all the formatting characteristics atarea on a page. one time.matrix diagram  A diagram that shows the rela- path  A sequence of folders (directories) thattionship of components to a whole. leads to a specific file or folder. A backslash is used to separate each folder in a Windows path,merge field  A placeholder in a document that is and a forward slash is used to separate eachreplaced with variable information from a data d­ irectory in an Internet path.source during the merge process. PDF  Portable Document Format, a fixed-layoutMicrosoft Office Clipboard  See Clipboard. file format in which the formatting of the docu- ment appears the same regardless of the com-Navigation pane  A pane that displays an outline puter on which it is displayed.of a document’s headings, or thumbnails of adocument’s pages, and allows you to jump to a picture  A photograph, clip art image, illustra-heading or page in the document by clicking it. tion, or another type of image created with aAlso provides content search capabilities. program other than Word.nested table  A table inserted into a cell of a picture diagram  A diagram that uses picturestable that is being used to arrange information to convey information, rather than or in additionon a page. to text.object  An item, such as a graphic, video pie chart  A round chart that shows the size ofclip, sound file, or worksheet, that can be in- items in a single data series, proportional to theserted into a document and then selected and sum of the items.modified. plot area  In a two-dimensional chart, the areaorientation  The direction—horizontal or bounded by the axes, including all data series.vertical—in which a page is laid out. In a three-dimensional chart, the area bounded by the axes, including the data series, categoryorphan  The first line of a paragraph printed by names, tick-mark labels, and axis titles.itself at the bottom of a page. point  The unit of measure for expressing theOutline view  A view that shows the headings of size of characters in a font, where 72 pointsa document indented to represent their level in equals 1 inch.the document’s structure. Glossary    507

pointing to  Pausing the mouse pointer or other documents on a computer screen. Previously re-pointing device over an on-screen element. ferred to as Full Screen Reading view or Reading Layout view.Portable Document Format  See PDF. read-only  A setting that allows a file to beportrait  The orientation of a picture or page read or copied, but not changed or saved. Ifwhere the page is taller than it is wide. you change a read-only file, you can save your changes only if you give the document a newpost  A message published on a blog, discussion name.board, or message board. record  A collection of data about a person, aPrint Layout view  A view of a document as it place, an event, or some other item. Records arewill appear when printed; for example, items the logical equivalents of rows in a table.such as headers, footnotes, columns, and textboxes appear in their actual positions. reference mark  The number or symbol dis- played in the body of document when youprocess diagram  A diagram that visually repre- insert a footnote or endnote.sents the ordered set of steps required to com-plete a task. relationship diagram  A diagram that shows convergent, divergent, overlapping, merging, orpromoting  In an outline, changing body text to containment elements.a heading, or changing a heading to a higher-level heading. See also demoting. revision  A change in a document.pull quote  Text taken from the body of a docu- ribbon  A user interface design that organizesment and showcased in a text box to create commands into logical groups that appear onv­ isual interest. separate tabs.pyramid diagram  A diagram that shows saturation  In color management, the purity of afoundation-based relationships. color’s hue, moving from gray to the pure color.query  Selection criteria for extracting informa- screen clipping  An image of all or part of thetion from a data source. content displayed on a computer screen. Screen clippings can be captured by using a graphicsQuick Access Toolbar  A small, customizable capture tool such as the Screen Clipping tool in-toolbar that displays frequently used commands. cluded with Office 2013 programs.Quick Style  A collection of character and para- ScreenTip  A note that appears on the screengraph formatting that makes formatting docu- to provide information about the program in-ments and objects easier. Quick Styles appear in terface or certain types of document content,the Quick Styles gallery and are organized into such as proofing marks and hyperlinks within aready-made Quick Style sets that are designed document.to work together to create an attractive andprofessional-looking document. section break  A mark you insert to show the end of a section. A section break stores the sectionQuick Table  A table with sample data that you formatting elements, such as the margins, pagecan customize. orientation, headers and footers, and sequence of page numbers.Read Mode   A document view that displays adocument in a simplified window with minimalcontrols, at a size that is optimized for reading508    Glossary

selecting  Highlighting text or activating an subentry  An index entry that falls under a moreo­ bject so that you can manipulate or edit it in general heading; for example, Mars and Venussome way. might be subentries of the index entry planets.selection area  An area in a document’s left switch  In a field, a setting that refines the resultsmargin in which you can click and drag to of the field; for example, by formatting it in aselect blocks of text. particular way.series axis  The optical axis that is perpendicular tab  A tabbed page on the ribbon that containsto the x-axis and y-axis, usually the “floor.” Also buttons organized in groups.called the z-axis. tab leader  A repeating character (usually a dotsizing handle  A small circle, square, or set of or dash) that separates text before the tab fromdots that appears at the corner or on the side text or a number after it.of a selected object. You drag these handles tochange the size of the object horizontally, verti- tab stop  A location on the horizontal ruler thatcally, or proportionally. indicates how far to indent text or where to be- gin a column of text.SmartArt graphic  A predefined set of shapesand text used as a basis for creating a diagram. tabbed list  A list that arranges text in simple columns separated by left, right, centered, orsoft page break  A page break that Word decimal tab stops.inserts when the text reaches the bottommargin of a page. table  One or more rows of cells commonly used to display numbers and other items forsource file  A file that contains information that quick reference and analysis. Items in a tableis linked, embedded, or merged into a desti- are organized in rows and columns.nation file. Updates to source file content arereflected in the destination file when the data table of authorities  A list of the references in aconnection is refreshed. legal document, such as references to cases, stat- utes, and rules, along with the numbers of thestack  A set of graphics that overlap each other. pages on which the references appear.status bar  A program window element, located table of contents  A list of the headings in aat the bottom of the program window, that dis- document, along with the numbers of theplays indicators and controls. pages on which the headings appear.status bar indicator  A notification on the status table of figures  A list of the captions for pic-bar that displays information related to the cur- tures, charts, graphs, slides, or other illustrationsrent program. in a document, along with the numbers of the pages on which the captions appear.style  Any kind of formatting that is named andstored as a set. See also character style, para- table style  A set of formatting options, such asgraph style, Quick Style, and table style. font, border style, and row banding, that are ap- plied to a table. The regions of a table, such asstyle area pane  A pane that can be displayed the header row, header column, and data area,along the left side of a document on the screen can be variously formatted.in Draft or Outline view and that displaysthe assigned paragraph style of the adjacent target  A file, location, object, or webpage that isparagraph. displayed from a link or hyperlink. Glossary    509

template  A file that can contain predefined for- can follow hyperlinks, respond to requests tomatting, layout, text, or graphics, and that serves download files, and play sound or video files thatas the basis for new documents with a similar are embedded in webpages.design or purpose. Web Layout view  A view of a document astext box  A container that contains text sepa- it will appear in a web browser. In this view, arately from other document content. document appears as one page (without page breaks); text and tables wrap to fit the window.text wrapping  The way text wraps around anobject on the page. webpage  A World Wide Web document. A webpage typically consists of an HTML file, withtext wrapping break  A manual break that associated files for graphics and scripts, in a par-forces the text that follows it to the next line. ticular folder on a particular computer. It is iden-Also known as a line break. tified by a Uniform Resource Locator (URL).theme  A set of unified design elements that widow  The last line of a paragraph printed bycombine color, fonts, and effects to provide a itself at the top of a page.professional look for a document. wildcard character  A keyboard character thatthumbnail  A small representation of an item, can be used to represent one or many characterssuch as an image, a page of content, or a set of when conducting a search. The question mark (?)formatting, usually obtained by scaling a snap- represents a single character, and the asterisk (*)shot of it. Thumbnails are typically used to pro- represents one or more characters.vide visual identifiers for related items. word processing  The writing, editing, and for-tick-mark  A small line of measurement, similar matting of documents in a program designed forto a division line on a ruler, that intersects an axis working primarily with text.in a chart. Word Web App  An app that you can use totool tab  A tab containing groups of commands review and edit a document stored in a sharedthat are pertinent only to a specific type of location in your web browser.document element such as a picture, table, ortext box. Tool tabs appear only when relevant word wrap  The process of breaking lines of textcontent is selected. automatically to stay within the page margins of a document or within window boundaries.value axis  The axis used for plotting values in achart. Also called the y-axis. WordArt object  A text object you create with ready-made effects and to which you can applyView Shortcuts toolbar  A toolbar located at the additional formatting options.right end of the status bar that contains tools forswitching between views of document content x-axis  The axis used for plotting categories ofand changing the display magnification. data in a chart. Also called the category axis.watermark  A text or graphic image on the page y-axis  The axis used for plotting values in abehind the main content of a document. chart. Also called the value axis.Web App  See Word Web App. z-axis  The optical axis that is perpendicular to the x-axis and y-axis, usually the “floor.” Alsoweb browser  Software that interprets HTML called the series axis.files, formats them into webpages, and displaysthem. A web browser, such as Internet Explorer,510    Glossary

Keyboard shortcuts Throughout this book, we provide information about how to perform tasks quickly and ­efficiently by using keyboard shortcuts. This section presents information about keyboard shortcuts that are built in to Microsoft Word 2013 and Microsoft Office 2013, and about custom keyboard shortcuts. TIP  In the following lists, keys you press at the same time are separated by a plus sign (+), and keys you press sequentially are separated by a comma (,).Word 2013 keyboard shortcuts This section provides a comprehensive list of keyboard shortcuts built into Word 2013. The list has been excerpted from Word Help and formatted in tables for convenient lookup.Perform common tasks Keyboard shortcut Ctrl+Shift+Spacebar Action Ctrl+Shift+Hyphen Create a nonbreaking space Ctrl+B Create a nonbreaking hyphen Ctrl+I Make letters bold Ctrl+U Make letters italic Ctrl+Shift+< Make letters underlined Ctrl+Shift+> Decrease font size one value Ctrl+[ Increase font size one value Ctrl+] Decrease font size 1 point Ctrl+Spacebar Increase font size 1 point Ctrl+C Remove paragraph or character formatting Ctrl+X Copy the selected text or object Ctrl+V Cut the selected text or object Ctrl+Alt+V Paste text or an object Ctrl+Shift+V Refine paste action (Paste Special) Paste formatting only Keyboard shortcuts    511

Action Keyboard shortcutUndo the last action Ctrl+ZRedo the last action Ctrl+YOpen the Word Count dialog box Ctrl+Shift+GWork with documents and webpages Create, view, and save documents Action Keyboard shortcut Create a new document Ctrl+N Open a document Ctrl+O Close a document Ctrl+W Split the document window Alt+Ctrl+S Remove the document window split Alt+Shift+C or Alt+Ctrl+S Save a document Ctrl+SFind, replace, and browse through textAction Keyboard shortcutOpen the Navigation pane (to search the document) Ctrl+FRepeat a Find action (after closing the Find And Replace Alt+Ctrl+Ydialog box)Replace text, specific formatting, and special items Ctrl+H Ctrl+GGo to a page, bookmark, footnote, table, comment, graphic,or other location Alt+Ctrl+ZSwitch between the last four places that you have edited Alt+Ctrl+Home Ctrl+Page UpOpen a list of browse options Ctrl+Page DownMove to the previous browse object (set in browse options)Move to the next browse object (set in browse options)Switch to another viewAction Keyboard shortcutSwitch to Print Layout view Alt+Ctrl+PSwitch to Outline view Alt+Ctrl+OSwitch to Draft view Alt+Ctrl+N512    Keyboard shortcuts

Work in Outline view Keyboard shortcut Alt+Shift+Left Arrow Action Alt+Shift+Right Arrow Promote a paragraph Ctrl+Shift+N Demote a paragraph Alt+Shift+Up Arrow Demote to body text Alt+Shift+Down Arrow Move selected paragraphs up Alt+Shift+Plus sign Move selected paragraphs down Alt+Shift+Minus sign Expand text under a heading Alt+Shift+A Collapse text under a heading The slash (/) key on the numeric Expand or collapse all text or headings keypad Hide or display character formatting Alt+Shift+L Alt+Shift+1 Show the first line of body text or all body text Alt+Shift+9 Show all headings with the Heading 1 style Ctrl+Tab Show all headings up to the Heading n style Insert a tab character Keyboard shortcut Home Work in Read Mode End n, Enter Action Esc Go to the beginning of the document Go to the end of the document Keyboard shortcut Go to page n Ctrl+P Exit Read Mode Alt+Ctrl+I Arrow keys Print and preview documents Page Up or Page Down Ctrl+Home Action Ctrl+End Print a document Display the Print page of the Backstage view Keyboard shortcuts    513 Move around the preview page when zoomed in Move by one preview page when zoomed out Move to the first preview page when zoomed out Move to the last preview page when zoomed out

Review documentsAction Keyboard shortcutInsert a comment Alt+Ctrl+MTurn change tracking on or off Ctrl+Shift+EClose the Reviewing pane if it is open Alt+Shift+CWork with references, footnotes, and endnotesAction Keyboard shortcutMark a table of contents entry Alt+Shift+OMark a table of authorities entry (citation) Alt+Shift+IMark an index entry Alt+Shift+XInsert a footnote Alt+Ctrl+FInsert an endnote Alt+Ctrl+DWork with webpagesAction Keyboard shortcutInsert a hyperlink Ctrl+KGo back one page Alt+Left ArrowGo forward one page Alt+Right ArrowRefresh F9Edit and move text and graphics Keyboard shortcut Backspace Delete text and graphics Ctrl+Backspace Delete Action Ctrl+Delete Delete one character to the left Ctrl+X Delete one word to the left Ctrl+Z Delete one character to the right Ctrl+F3 Delete one word to the right Cut selected content to the Microsoft Office Clipboard Undo the last action Cut selected content to the Spike514    Keyboard shortcuts

Copy and move text and graphicsAction Keyboard shortcutOpen the Clipboard Press Alt+H to move to the Home tab, and then press F,OCopy selected text or graphics to the Clipboard Ctrl+CCut selected text or graphics to the Clipboard Ctrl+XPaste the most recent addition or pasted item from the Ctrl+VClipboardMove text or graphics once F2 (then move the cursor and press Enter)Copy text or graphics once Shift+F2 (then move the cursor and press Enter)When text or an object is selected, open the Create New Alt+F3Building Block dialog boxWhen a building block—for example, a SmartArt graphic—is Shift+F10selected, display the shortcut menu that is associated with itCopy the header or footer used in the previous section of the Alt+Shift+RdocumentInsert special charactersAction Keyboard shortcutA field Ctrl+F9A line break Shift+EnterA page break Ctrl+EnterA column break Ctrl+Shift+EnterAn em dash Alt+Ctrl+Minus signAn en dash Ctrl+Minus signAn optional hyphen Ctrl+HyphenA nonbreaking hyphen Ctrl+Shift+HyphenA nonbreaking space Ctrl+Shift+SpacebarThe copyright symbol Alt+Ctrl+CThe registered trademark symbol Alt+Ctrl+RThe trademark symbol Alt+Ctrl+TAn ellipsis Alt+Ctrl+PeriodAn AutoText entry Enter (after the ScreenTip appears) Keyboard shortcuts    515

Insert characters by using character codesAction Keyboard shortcut The character code, Alt+XInsert the Unicode character for the specified Unicode(hexadecimal) character code. For example, to insert the euro Alt+Xcurrency symbol (€), enter 20AC, and then hold down Alt and Alt+ the character code (on thepress X numeric keypad)Find out the Unicode character code for the selectedcharacterInsert the ANSI character for the specified ANSI (decimal)character code For example, to insert the euro currencysymbol, hold down Alt and press 0128 on the numerickeypadSelect text and graphicsAction Keyboard shortcutSelect text and graphics Hold down Shift and use the arrow keys to move the cursorExtend a selectionAction Keyboard shortcutTurn extend mode on F8Select the nearest character F8+Left Arrow or Right ArrowIncrease the size of a selection F8 (press once to select a word, twice to select a sentence, andReduce the size of a selection so on)Turn extend mode off Shift+F8Extend a selection one character to the right EscExtend a selection one character to the left Shift+Right ArrowExtend a selection to the end of a word Shift+Left ArrowExtend a selection to the beginning of a word Ctrl+Shift+Right ArrowExtend a selection to the end of a line Ctrl+Shift+Left ArrowExtend a selection to the beginning of a line Shift+EndExtend a selection one line down Shift+HomeExtend a selection one line up Shift+Down ArrowExtend a selection to the end of a paragraph Shift+Up Arrow Ctrl+Shift+Down Arrow516    Keyboard shortcuts

Extend a selection to the beginning of a paragraph Ctrl+Shift+Up ArrowExtend a selection one screen down Shift+Page DownExtend a selection one screen up Shift+Page UpExtend a selection to the beginning of a document Ctrl+Shift+HomeExtend a selection to the end of a document Ctrl+Shift+EndExtend a selection to the end of a window Alt+Ctrl+Shift+Page DownExtend a selection to include the entire document Ctrl+ASelect a vertical block of text Ctrl+Shift+F8, and then use the arrow keys; press Esc to cancelExtend a selection to a specific location in a document F8+arrow keys; press Esc to cancelSelect text and graphics in a tableAction Keyboard shortcutSelect the next cell’s contents TabSelect the preceding cell’s contents Shift+TabExtend a selection to adjacent cells Hold down Shift and press an arrow key repeatedlySelect a column Use the arrow keys to move to the column’s top orExtend a selection (or block) bottom cell, and then do one of the following:Select an entire table ▪▪Press Shift+Alt+Page Down to select the column from top to bottom ▪▪Press Shift+Alt+Page Up to select the column from bottom to top Ctrl+Shift+F8, and then use the arrow keys; press Esc to cancel selection mode Alt+5 on the numeric keypad (with Num Lock off)Move through documents Action Keyboard shortcut One character to the left Left Arrow One character to the right Right Arrow One word to the left Ctrl+Left Arrow One word to the right Ctrl+Right Arrow One paragraph up Ctrl+Up Arrow One paragraph down Ctrl+Down Arrow One cell to the left (in a table) Shift+Tab One cell to the right (in a table) Tab Keyboard shortcuts    517

Action Keyboard shortcutUp one line Up ArrowDown one line Down ArrowTo the end of a line EndTo the beginning of a line HomeTo the top of the window Alt+Ctrl+Page UpTo the end of the window Alt+Ctrl+Page DownUp one screen (scrolling) Page UpDown one screen (scrolling) Page DownTo the top of the next page Ctrl+Page DownTo the top of the previous page Ctrl+Page UpTo the end of a document Ctrl+EndTo the beginning of a document Ctrl+HomeTo a previous revision Shift+F5Immediately after opening a document, to the location you Shift+F5were working in when the document was last closedMove around in a tableAction Keyboard shortcutTo the next cell in a row TabTo the previous cell in a row Shift+TabTo the first cell in a row Alt+HomeTo the last cell in a row Alt+EndTo the first cell in a column Alt+Page UpTo the last cell in a column Alt+Page DownTo the previous row Up ArrowTo the next row Down ArrowInsert characters and move content in tablesAction Keyboard shortcutNew paragraphs in a cell EnterTab characters in a cell Ctrl+TabMove content up one row Alt+Shift+Up ArrowMove content down one row Alt+Shift+Down Arrow518    Keyboard shortcuts

Apply character and paragraph formatting Copy formattingAction Keyboard shortcutCopy formatting from text Ctrl+Shift+CApply copied formatting to text Ctrl+Shift+VChange or resize the fontTIP  The following keyboard shortcuts do not work in Read Mode. Action Keyboard shortcut Open the Font dialog box to change the font Ctrl+Shift+F Increase the font size Ctrl+Shift+> Decrease the font size Ctrl+Shift+< Increase the font size by 1 point Ctrl+] Decrease the font size by 1 point Ctrl+[Apply character formats Keyboard shortcut Ctrl+D Action Open the Font dialog box to change the formatting of Shift+F3 characters Ctrl+Shift+A Change the case of letters Ctrl+B Format all letters as capitals Ctrl+U Apply bold formatting Ctrl+Shift+W Apply an underline Ctrl+Shift+D Underline words but not spaces Ctrl+Shift+H Double-underline text Ctrl+I Apply hidden text formatting Ctrl+Shift+K Apply italic formatting Ctrl+Equal sign Format letters as small capitals Ctrl+Shift+Plus sign Apply subscript formatting (automatic spacing) Ctrl+Spacebar Apply superscript formatting (automatic spacing) Ctrl+Shift+Q Remove manual character formatting Change the selection to the Symbol font Keyboard shortcuts    519

View and copy text formatsAction Keyboard shortcutDisplay nonprinting characters Ctrl+Shift+8Review text formatting Shift+F1 (then click the text with the formatting you want to review)Copy formats Ctrl+Shift+CPaste formats Ctrl+Shift+VSet the line spacingAction Keyboard shortcutSingle-space lines Ctrl+1Double-space lines Ctrl+2Set 1.5-line spacing Ctrl+5Add or remove one line space preceding a paragraph Ctrl+0 (zero)Align paragraphsAction Keyboard shortcutSwitch a paragraph between centered and left-aligned Ctrl+ESwitch a paragraph between justified and left-aligned Ctrl+JSwitch a paragraph between right-aligned and left-aligned Ctrl+RLeft align a paragraph Ctrl+LIndent a paragraph from the left Ctrl+MRemove a paragraph indent from the left Ctrl+Shift+MCreate a hanging indent Ctrl+TReduce a hanging indent Ctrl+Shift+TRemove paragraph formatting Ctrl+QApply paragraph stylesAction Keyboard shortcutOpen the Apply Styles pane Ctrl+Shift+SOpen the Styles pane Alt+Ctrl+Shift+SStart AutoFormat Alt+Ctrl+KApply the Normal style Ctrl+Shift+N520    Keyboard shortcuts

Action Keyboard shortcutApply the Heading 1 style Alt+Ctrl+1Apply the Heading 2 style Alt+Ctrl+2Apply the Heading 3 style Alt+Ctrl+3Close the active Styles pane Ctrl+Spacebar, CWork with mail merge and fields Perform mail mergesAction Keyboard shortcutPreview a mail merge Alt+Shift+KMerge a document Alt+Shift+NPrint the merged document Alt+Shift+MEdit a mail-merge data document Alt+Shift+EInsert a merge field Alt+Shift+FWork with fieldsAction Keyboard shortcutInsert a Date field Alt+Shift+DInsert a LIstNum field Alt+Ctrl+LInsert a Page field Alt+Shift+PInsert a Time field Alt+Shift+TInsert an empty field Ctrl+F9Update linked information in a Word source document Ctrl+Shift+F7Update selected fields F9Unlink a field Ctrl+Shift+F9Switch between a selected field code and its result Shift+F9Switch between all field codes and their results Alt+F9Run GoToButton or MacroButton from the field that displays Alt+Shift+F9the field resultsGo to the next field F11Go to the previous field Shift+F11Lock a field Ctrl+F11Unlock a field Ctrl+Shift+F11 Keyboard shortcuts    521

Use the Language barAction Keyboard shortcutSwitch between languages or keyboard layouts Left Alt+ShiftDisplay a list of correction alternatives Windows logo key+CTurn handwriting on or off Windows logo key +HTurn Japanese Input Method Editor (IME) on 101 keyboard Alt+~on or offTurn Korean IME on 101 keyboard on or off Right AltTurn Chinese IME on 101 keyboard on or off Ctrl+SpacebarTIP  The Windows logo key is available on the bottom row of keys on most keyboards.Perform function key tasks Keyboard shortcut F1 Function keys F2 F4 Action F5 Get Help or visit Office.com F6 Move text or graphics F7 Repeat the last action F8 Choose the Go To command (Home tab) F9 Go to the next pane or frame F10 Choose the Spelling command (Review tab) F11 Extend a selection F12 Update the selected fields Show KeyTips Keyboard shortcut Go to the next field Shift+F1 Choose the Save As command Shift+F2 Shift+function key Action Start context-sensitive Help or reveal formatting Copy text522    Keyboard shortcuts

Change the case of letters Shift+F3 Repeat a Find or Go To action Shift+F4 Move to the last change Shift+F5 Go to the previous pane or frame (after pressing F6) Shift+F6 Choose the Thesaurus command (Review tab, Proofing Shift+F7 group) Reduce the size of a selection Shift+F8 Switch between a field code and its result Shift+F9 Display a shortcut menu Shift+F10 Go to the previous field Shift+F11 Choose the Save command Shift+F12 Ctrl+function key Keyboard shortcut Ctrl+F1 Action Ctrl+F2 Expand or collapse the ribbon Ctrl+F4 Choose the Print Preview command Ctrl+F6 Close the window Ctrl+F9 Go to the next window Ctrl+F10 Insert an empty field Ctrl+F11 Maximize the document window Ctrl+F12 Lock a field Choose the Open command Keyboard shortcut Ctrl+Shift+F3 Ctrl+Shift+function key Ctrl+Shift+F5 Ctrl+Shift+F6 Action Ctrl+Shift+F7 Insert the contents of the Spike Ctrl+Shift+F8, and then press an Edit a bookmark arrow key Go to the previous window Ctrl+Shift+F9 Update linked information in a Word source document Ctrl+Shift+F11 Extend a selection or block Ctrl+Shift+F12 Unlink a field Keyboard shortcuts    523 Unlock a field Choose the Print command

Alt+function keyAction Keyboard shortcutGo to the next field Alt+F1Create a new building block Alt+F3Exit Word Alt+F4Restore the program window size Alt+F5Move from an open dialog box back to the document, for Alt+F6dialog boxes that support this behaviorFind the next misspelling or grammatical error Alt+F7Run a macro Alt+F8Switch between all field codes and their results Alt+F9Display the Selection And Visibility pane Alt+F10Display Microsoft Visual Basic code Alt+F11Alt+Shift+function keyAction Keyboard shortcutGo to the previous field Alt+Shift+F1Choose the Save command Alt+Shift+F2 Alt+Shift+F7Display the Research pane Alt+Shift+F9Run GoToButton or MacroButton from the field that displays Alt+Shift+F10the field results Alt+Shift+F12Display a menu or message for an available actionSelect the Table Of Contents button when the Table OfContents is activeCtrl+Alt+function keyAction Keyboard shortcutDisplay Microsoft System Information Ctrl+Alt+F1Choose the Open command Ctrl+Alt+F2524    Keyboard shortcuts

Office 2013 keyboard shortcuts This section provides a comprehensive list of keyboard shortcuts available in all Office 2013 programs, including Word.Display and use windowsAction Keyboard shortcutSwitch to the next window Alt+TabSwitch to the previous window Alt+Shift+TabClose the active window Ctrl+W or Ctrl+F4 Alt+F5Restore the size of the active window after you maximize it F6 or Shift+F6Move to a pane from another pane in the program window Ctrl+F6(clockwise direction) Ctrl+Shift+F6If pressing F6 does not display the pane that you want, press Ctrl+F10Alt to put the focus on the ribbon, and then press Ctrl+Tab Print Screento move to the pane Alt+Print ScreenSwitch to the next open windowSwitch to the previous windowMaximize or restore a selected windowCopy a picture of the screen to the ClipboardCopy a picture of the selected window to the ClipboardUse dialog boxes Keyboard shortcut Tab Action Shift+Tab Move to the next option or option group Ctrl+Tab Move to the previous option or option group Ctrl+Shift+Tab Switch to the next tab in a dialog box Arrow keys Switch to the previous tab in a dialog box Move between options in an open drop-down list, Spacebar or between options in a group of options Perform the action assigned to the selected button; Alt+ the underlined letter select or clear the selected check box Select an option; select or clear a check box Keyboard shortcuts    525

Open a selected drop-down list Alt+Down Arrow First letter of the list optionSelect an option from a drop-down list EscClose a selected drop-down list; cancel a command and Enterclose a dialog boxRun the selected commandUse edit boxes within dialog boxesAn edit box is a blank box in which you enter or paste an entry.Action Keyboard shortcutMove to the beginning of the entry HomeMove to the end of the entry EndMove one character to the left or right Left Arrow or Right ArrowMove one word to the left Ctrl+Left ArrowMove one word to the right Ctrl+Right ArrowSelect or unselect one character to the left Shift+Left ArrowSelect or unselect one character to the right Shift+Right ArrowSelect or unselect one word to the left Ctrl+Shift+Left ArrowSelect or unselect one word to the right Ctrl+Shift+Right ArrowSelect from the insertion point to the beginning of the entry Shift+HomeSelect from the insertion point to the end of the entry Shift+EndUse the Open and Save As dialog boxesAction Keyboard shortcutOpen the Open dialog box Ctrl+F12 or Ctrl+OOpen the Save As dialog box F12Open the selected folder or file EnterOpen the folder one level above the selected folder BackspaceDelete the selected folder or file DeleteDisplay a shortcut menu for a selected item such as a folder Shift+F10or fileMove forward through options TabMove back through options Shift+TabOpen the Look In list F4 or Alt+IRefresh the file list F5526    Keyboard shortcuts

Use the Backstage viewAction Keyboard shortcutDisplay the Open page of the Backstage view Ctrl+O Ctrl+SDisplay the Save As page of the Backstage view (whensaving a file for the first time) Ctrl+SContinue saving an Office file (after giving the file a name Alt+F+Sand location) EscDisplay the Save As page of the Backstage view (afterinitially saving a file)Close the Backstage viewTIP  You can use dialog boxes instead of Backstage view pages by selecting the Don’t ShowThe Backstage When Opening Or Saving Files check box on the Save page of the WordOptions dialog box. Set this option in any Office program to enable it in all Office programs.Navigate the ribbon 1 Press Alt to display the KeyTips over each feature in the current view. 2 Press the letter shown in the KeyTip over the feature that you want to use. TIP  To cancel the action and hide the KeyTips, press Alt.Change the keyboard focus without using the mouse Action Keyboard shortcut Select the active tab of the ribbon and activate the Alt or F10. Press either of these keys access keys again to move back to the document and cancel the access keys Move to another tab of the ribbon F10 to select the active tab, and then Left Arrow or Right Arrow Expand or collapse the ribbon Ctrl+F1 Display the shortcut menu for the selected item Shift+F10 Move the focus to select each of the following areas F6 of the window: Keyboard shortcuts    527 ▪▪Active tab of the ribbon ▪▪Any open panes ▪▪Status bar at the bottom of the window ▪▪Your document

Action Keyboard shortcutMove the focus to each command on the ribbon, forward Tab or Shift+Tabor backward, respectivelyMove among the items on the ribbon arrow keysActivate the selected command or control on the ribbon Spacebar or EnterDisplay the selected menu or gallery on the ribbon Spacebar or EnterActivate a command or control on the ribbon so that you Entercan modify a valueFinish modifying a value in a control on the ribbon, and Entermove focus back to the documentGet help on the selected command or control on the ribbon F1Undo and redo actions Keyboard shortcut Esc Action Ctrl+Z Cancel an action Ctrl+Y Undo an action Redo or repeat an actionChange or resize the font TIP  The cursor must be inside a text box when you use these shortcuts.Action Keyboard shortcutChange the font Ctrl+Shift+FChange the font size Ctrl+Shift+PIncrease the font size of the selected text Ctrl+Shift+>Decrease the font size of the selected text Ctrl+Shift+<Change the font Ctrl+Shift+FMove around in text or cells Keyboard shortcut Left Arrow Action Right Arrow Move one character to the left Move one character to the right528    Keyboard shortcuts

Action Keyboard shortcutMove one line up Up ArrowMove one line down Down ArrowMove one word to the left Ctrl+Left ArrowMove one word to the right Ctrl+Right ArrowMove to the end of a line EndMove to the beginning of a line HomeMove up one paragraph Ctrl+Up ArrowMove down one paragraph Ctrl+Down ArrowMove to the end of a text box Ctrl+EndMove to the beginning of a text box Ctrl+HomeRepeat the last Find action Shift+F4Move around in and work in tables Keyboard shortcut Tab Action Shift+Tab Move to the next cell Down Arrow Move to the preceding cell Up Arrow Move to the next row Ctrl+Tab Move to the preceding row Enter Insert a tab in a cell Tab at the end of the last row Start a new paragraph Add a new row at the bottom of the tableAccess and use panes and galleriesAction Keyboard shortcutMove to a pane from another pane in the program window F6When a menu is active, move to a pane Ctrl+TabWhen a pane is active, select the next or previous option in Tab or Shift+Tabthe paneDisplay the full set of commands on the pane menu Ctrl+SpacebarPerform the action assigned to the selected button Spacebar or EnterOpen a drop-down menu for the selected gallery item Shift+F10Select the first or last item in a gallery Home or End Keyboard shortcuts    529

Action Keyboard shortcutScroll up or down in the selected gallery list Page Up or Page DownClose a pane Ctrl+Spacebar, COpen the Clipboard Alt+H, F, OAccess and use available actionsAction Keyboard shortcutDisplay the shortcut menu for the selected item Shift+F10Display the menu or message for an available action or for Alt+Shift+F10the AutoCorrect Options button or the Paste options buttonMove between options in a menu of available actions Arrow keys EnterPerform the action for the selected item on a menu ofavailable actions EscClose the available actions menu or messageFind and replace content Keyboard shortcut Ctrl+F Action Ctrl+H Open the Find dialog box Shift+F4 Open the Replace dialog box Repeat the last Find actionUse the Help windowAction Keyboard shortcutOpen the Help window F1Close the Help window Alt+F4Switch between the Help window and the active program Alt+TabReturn to the Help table of contents Alt+HomeSelect the next item in the Help window TabSelect the previous item in the Help window Shift+TabPerform the action for the selected item EnterSelect the next hidden text or hyperlink, including Show All Tabor Hide All at the top of a Help topic530    Keyboard shortcuts

Action Keyboard shortcut Shift+TabSelect the previous hidden text or hyperlink EnterPerform the action for the selected Show All, Hide All, Alt+Left Arrow or Backspacehidden text, or hyperlink Alt+Right Arrow Up Arrow, Down ArrowMove back to the previous Help topic (Back button) Page Up, Page DownMove forward to the next Help topic (Forward button) Shift+F10Scroll small amounts up or down, respectively, within thecurrently displayed Help topic Esc Ctrl+PScroll larger amounts up or down, respectively, within thecurrently displayed Help topic Up Arrow, Down ArrowDisplay a menu of commands for the Help window. This Left Arrow, Right Arrowrequires that the Help window have the active focus (clickin the Help window)Stop the last action (Stop button)Print the current Help topicIf the cursor is not in the current Help topic, press F6 andthen press Ctrl+PIn a Table of Contents in tree view, select the next orprevious item, respectivelyIn a Table of Contents in tree view, expand or collapse theselected item, respectivelyCreating custom keyboard shortcuts If a command you use frequently doesn’t have a built-in keyboard shortcut, or if you don’t like the keyboard shortcut that is assigned to the command, you can create one either in a specific document or in a template. You can also modify the built-in keyboard shortcuts. To manage keyboard shortcuts: 1 Display the Customize Ribbon page of the Word Options dialog box. 2 Below the Choose commands from pane, to the right of Keyboard shortcuts, click the Customize button. 3 In the Customize Keyboard dialog box, select the category containing the command for which you want to create a keyboard shortcut, and then select the command. The Current Keys box displays any keyboard shortcut already assigned to the command. Keyboard shortcuts    531

4 Click to position the cursor in the Press new shortcut key box, and then press the key combination you want to use as a keyboard shortcut for the selected command. In the area below the Current Keys box, Word tells you whether the keyboard short- cut is currently assigned to a command or unassigned. 5 To delete an existing keyboard shortcut to make it available for reassignment, select it in the Current keys box, and then click the Remove button. 6 To assign an available keyboard shortcut to the selected command, do one of the following: ▪▪To save the keyboard shortcut in all documents based on the current template, verify that the template name is selected in the Save changes in list, and then click Assign. ▪▪To save the keyboard shortcut only in the current document, click the document name in the Save changes in list, and then click Assign. 7 To delete all custom keyboard shortcuts, click Reset All. The ribbon tabs are listed in the Categories pane on the left, and the commands in the selected category are listed in the Commands pane on the right. 8 Close the Customize Keyboard dialog box and the Word Options dialog box.532    Keyboard shortcuts