Date: Sat, 2 Sep 1995 03:13:20 -0700 To: macgifts@sumex-aim.stanford.edu From: indro@earthlink.net (Indranil Mookherjee) Subject: word-mac-faq-v0.2.sit Archive-name: word-mac-faq/part1 Posting-Frequency: monthly Last-modified: 1995/08/31 Version: 0.2 ====================== Word for Macintosh FAQ ====================== Summary: The Word for Macintosh FAQ is a collection of frequently asked questions about Microsoft Word for Macintosh 6.0/6.0.1 (and future versions as they become available). Users of Word for Windows 6.0x will also find much of the information in the FAQ directly applicable (noting that the Macintosh Cmd and Opt keys often translate to the PC Ctrl and Alt keys, respectively). Maintained by: Indranil Mookherjee (indro@earthlink.net) and Celeste Dolan Mookherjee (celeste@earthlink.net) (Not affiliated with Microsoft Corporation) Copyright 1995 by Indranil Mookherjee and Celeste Dolan Mookherjee To view and use this document in Microsoft Word, set left and right margins at 1.25 inches and display in 9-point Monaco, 10-point Letter Gothic, or (if you must) 10-point Courier. Hello and welcome to the Word for Macintosh FAQ. We encourage your feedback, questions, and suggestions to help this FAQ grow and become ever more helpful to users of Microsoft Word for the Macintosh. The updated FAQ will be posted monthly to the Usenet newsgroups comp.sys.mac.apps, comp.sys.mac.misc, and comp.text.desktop. Please be aware that because the newsgroups news.answers and comp.news are moderated, it may take a while before this FAQ is approved for posting in those newsgroups. It is also available at the usual Info-Mac sites, archived as: /info-mac/info/sft/word-for-mac-faq-v0.2.hqx Who we are: Indranil Mookherjee is a marketing consultant and adjunct professor of marketing at Pepperdine University and California Lutheran University. Celeste Dolan Mookherjee is a technical editor for an environmental engineering firm and publisher/editor of The Underground Informer, a five-year-old online newsletter. Both have vast experience with Microsoft Word for Macintosh and for Windows. CONTENTS: 1.0 General Questions 1.01 Where does Word install which file? 1.02 How do I get rid of the Tip of the Day dialog box? How do I get it back? 1.03 How do I open multiple documents in Word? 1.04 How do I split a window, and what use is it? 1.05 Where can I download the upgrade patch from Word 6.0 to Word 6.0.1? 1.06 Where can I get the converter that lets Word 5.1 read Word 6.0 files? 1.07 How do I get a list of keyboard commands? 1.08 How do I get a set of files to print without having to baby-sit the process? 1.09 Does Automatic Save really work? 1.10 Should I use Fast Save? 1.11 Help! I'm running Word 6 on a PowerMac and I keep getting Type 11 errors. 1.12 What's up with this virus infecting Word 6 files on Macs and PCs? 1.13 Is there a Word mailing list? 2.0 Optimizing Word 2.01 How do I get to run Word on a 4 meg machine? 2.02 How do I speed up Word on my machine? 3.0 Customizing Word 3.01 What is the easiest way to get to the Toolbar selection in the View menu? 3.02 What are the shortcut keys that I can use to customize my toolbars and toolbar buttons? 3.03 How can I customize the Outline View toolbar when it doesn't show in the Normal view? 3.04 How do I add the Envelope button to a toolbar? 3.05 Sometimes I change my toolbars, macros, Word commands, or AutoText entries, but when I start a new document, all my changes are gone. How can I make changes show up in all my documents? 3.06 I made a template that I want to use every time I create a new Word document. How do I do that? 3.07 How do I get my Font menu back from Microsoft Word 5.1? 3.08 I need the Work menu. How do I get it? 3.09 How can I get fancy bullets with Word's Bullets toolbar button? 3.10 Sometimes I seem to be having trouble selecting parts of a word. What's going on? (How to disable Automatic Word Selection) 3.11 How do I add the Advanced Settings command to my Tools menu? 3.12 How do I get Word to start without a blank document? 4.0 Conversion and Cross-Platform Issues 4.01 When I bring a table from Word 6 into PageMaker using OLE, its left border is missing! What am I doing wrong? 4.02 I made a file with a simple PICT in it and gave it to a friend running Word 6 for Windows. Why does he get the text but no picture when he opens my file? 4.03 Can I get the Addresses feature from Tools/Envelope that I used to have in Word 5.1 back in Word 6? 5.0 Formatting Issues 5.01 How do I get information on the formatting of specific text quickly? 5.02 How can I save my Word 6 file in Word 5.1 format without getting the extra "save" dialog box when I close the file? 5.03 I want my document to have a cover page. How can I get Word to start page numbering with the second page as Page 1? 5.04 What does the Shrink to Fit command do in the Print Preview toolbar? 6.0 Editing Issues 6.01 Why are there no Glossaries like in Word 5.1? (Using AutoText) 6.02 I need to insert special characters. Why can't I find anything but Normal Text, Symbol and Wingdings in the font menu under Word's Insert Symbol command? 6.03 Is there an easier way to insert a single Greek character than going to the Insert menu and using the Symbol command? 6.04 Online text files have carriage returns at the end of every line. Is there an easy way to get rid of them? 6.05 Speaking of online text files, why do I sometimes get weird characters when I compose something in Word and then paste or upload it to e-mail or a newsgroup post? 6.06 What are the open box characters that I get in some text files I download? How can I get rid of them easily? 6.07 I saved a file under the name of another document. Can I undo this? 6.08 I used the Undo command on something I need. How do I get it back? 6.09 How is the Repeat command different from the Redo command? 7.0 Style Issues 7.01 Why should I bother learning about styles? 7.02 How can I force my custom template to appear at the top of the list of templates? 8.0 Field Issues 8.01 After making changes in my document, I notice that Word hasnÕt updated the table of contents or index in my document. WhatÕs going on? 8.02 How do I include the total number of pages in my document page numbering? For instance, how do I get the page number to read "Page 13 of 35," where 35 is the total number of pages in the document? 8.03 Is there a way to tell Word NOT to update some fields (dates, for example) in my document? 9.0 Table Issues 9.01 In a table with a column of dollar amounts, what's the best way to format the numbers? 9.02 I need to create a form that will be handed out for others to fill in. The form should have underlined blank spaces with nice neat edges. How do I do it? 9.03 How do I center a table between the page margins? 10.0 WordBasic Issues 10.01 Great References 10.02 Replacing two spaces with one 11.0 Additions and Improvements Offered by Third-Party Folks 11.01 TypeTamer 11.02 MacLinkPlus 11.03 Indexicon 12.0 Helpful Keyboard Commands 13.0 Acknowledgments 14.0 Changes since the last version 15.0 Legal Notices 15.01 Copyright, Distribution, and Credits 15.02 Trademark Notice 15.03 Notice of Liability 15.04 Contacting the Authors 1.0 General Questions 1.01 Where does Word install which file? After your Word installation is complete, a listing of where Word installs which files is available in two files: the Word Readme Help File (in Microsoft Help file format). and Word Readme, which is a Word document. Both are installed in the Microsoft Word folder, 1.02 How do I get rid of the Tip of the Day dialog box? How do I get it back? When the Tip of the Day appears, just deselect the Show Tips at Startup check box in the lower left corner, and this rather annoying dialog box will not show up again. However, if you want to be annoyed at a future date, go to the Help icon on the menu bar and choose Tip of the Day. Select the Show Tips at Startup check box, and you can expect to be annoyed again. 1.03 How do I open multiple documents in Word? At the Finder level, choose the icons of the documents that you want Word to open by shift-clicking or dragging with the mouse to highlight the desired files. Double-click or press Cmd + O. Word should launch and open all the documents. 1.04 How do I split a window, and what use is it? You split a window by going to the Windows menu and selecting Split. The keyboard command is Cmd + Opt + S. Another way to do this is to go to the little black rectangular hole above the top arrow in the vertical scroll bar. If you place the mouse pointer over this box, the pointer will change to the horizontal split pointer (an equalÐto sign with arrows on both sides of it). Click the mouse on the horizontal split pointer and hold it down, then drag the pointer downward to make a document split of the size you want and release the mouse button. This splits a document into two parts. For instance, when we were working on this FAQ, we used the split document command a lot. It helped us follow the editing changes and the general table of contents at the same time. If you are working with a reasonably long document and need to refer to a section of the document edited earlier, you are better off splitting the window and showing the previously edited section in one split and the new section in the other. It helps. Trust us on this one. To remove the split, press Cmd + Opt + S, or go to the Window menu and select Remove Split. 1.05 Where can I download the upgrade patch from Word 6.0 to Word 6.0.1? You can't. There is no patch, but rather a full set of new installation disks. The upgrade is free from Microsoft. Call them at 1-800-315-5081. 1.06 Where can I get the converter that lets Word 5.1 read Word 6.0 files? Get it from Microsoft at: ftp://ftp.microsoft.com//Softlib/MSLFILES/MSWRD6.HQX Or at any Info-Mac mirror site in the Text directory: /info-mac/text/msword-v6-to-v5-converter.hqx 1.07 How do I get a list of keyboard commands? Step 1: Choose Macro from the Tools menu Step 2: Select Word Commands under Macros Available In. Choose ListCommands from the list. Click Run. Step 3: Word gives you a choice between generating the current keyboard and menu settings or all Word commands. Choose the option you want and click OK. The problem with this approach is that it does not do a complete listing. For instance, in Word there are several keyboard commands to perform the same action. This is especially relevant for those without extended keyboards. We are trying to provide a better listing in Section 12.0 of the FAQ, but as you can see, it still needs work. 1.08 How do I get a set of files to print without having to baby-sit the process? This was a stumper. The best solution we have found, and we do not make any claims as to its elegance, is the following: Step 1: Choose Find File from the File menu; click the Search button, if necessary, to bring up the Search dialog box. Step 2: Leave the File Name box blank; choose OK. This generates a list of all files of the type you wanted (Word documents). Step 3: This gives you a weird Windows File Manager kind of listing. Choose the files you want (non-contiguous selection is not permitted). Step 4: Choose Print from the Commands pull-down box. Step 5: You will have to go through the first print dialog box. All the files listed will print, one after the other. To work around some of the limitations of this approach, do the following: Step 1: Save the documents you want to print in a particular folder. Step 2: Use the File Find command to list all the files in that particular disk. Step 3: Select the folder and then select all the files in the folder. Step 4: Choose Print from the Commands pull-down box. Step 5: Go to sleep. Wake up and find files printed. (Remember to never run out of paper!) 1.09 Does Automatic Save really work? Firstly, it doesnÕt do what you probably think it should do. It doesnÕt automatically save your document (at least, not all of it). You have to do that yourself. In fact, do save your work--frequently. The Cmd + S keyboard command is there and you should use it as often as possible. Incidentally, while we are on the topic of saving documents, let us give you a primer on life. There are some universal truths in this world. You are going to die; write a will. Your hard drive is going to die; prepare for it. Your cat is going to snuggle up to you in summer; get used to it. The only way to change the way government works in a democracy is to get out and vote, so get out and vote. Now back to the hard-drive-dying-part. Your hard drive is going to go kaput on you. It will. Maybe not today, not tomorrow, but it will. Make backups of all your important documents. In fact, make multiple backups. Keep a copy in the bank. Keep a copy at your Aunt MarthaÕs house. Make backups of all your floppies (they die too). And get very familiar with the keystroke combination Cmd + S. The Automatic Save feature in Word is not always as useful as you might hope. It saves the document to a temporary file while you are working on it. If you quit Word without saving the document, it deletes the temporary file. If the computer crashes, Word moves the temporary file to the trash with a weird long name (stored in a "Rescued Items" folder). If, after a restart, you relaunch Word, it tries (sometimes) to open the documents you were working on when the program crashed. If you open Word by double-clicking on the document you last worked on, it might open two versions: one, the version saved by you and the other the version saved by the Automatic Save function. You have to decide which one you want to use. To help you make this decision, use the "go back" command (Shift + F5 or Cmd + Opt + Z) in each document to find the position of the last edit made before the manual or Automatic Save. For most purposes, the Automatic Save function is of very little use. Your mileage might vary. You can turn off/on, or configure Auto-Save by choosing the Options command in the Tools menu and then choosing the Save tab in the resulting dialog box. 1.10 Should I use Fast Save? We have Word's Fast Save permanently disabled on our Mac for two reasons: it makes files larger than conventionally saved files, and Fast Saved files are notorious for creating problems when you try to convert them for use by another application. With each Fast Save, Word saves only the changes to your document. This is why the file can get very large with repeated Fast Saves. Word's own online Help suggests doing a full save (not a Fast Save) before doing any of the following: > Saving a document for the last time > Beginning a task that uses a lot of memory, such as searching for text or compiling an index > Transferring the document text to another application > Converting the document to a different file format Since the time savings with Fast Saves are minimal, we prefer not to switch back and forth between allowing Fast Saves and not allowing them. To enable or disable Fast Saves, choose Options from the Tools menu, then the Save tab, and activate or clear the Allow Fast Saves check box. 1.11 Help! I'm running Word 6 on a PowerMac and I keep getting Type 11 errors. There is a Microsoft Word 6.0/6.0.1 and Office 4.2x update which solves the Type 11 error problem for most Power Mac users. The update is available at: ftp://ftp.microsoft.com/Softlib/MSLFILES/mc1164.hqx Note that you must download this file as binary, not as text. 1.12 What's up with this virus infecting Word 6 files on Macs and PCs? The virus, which goes under many names (Word Macro 9508, Word Macro Virus, WinWord.Concept, Prank Macro [Microsoft's name],WW6, WW6 Macro), can affect both PC and Mac versions of Word 6. Since it is a macro virus created in WordBasic, users of Word 5.1 for Mac (and earlier versions) need not be concerned about it. The virus is noted as the first of its kind, changing macros and altering file types across platforms (Macintosh, Windows, OS/2, and DOS). Symptoms: Appearance of a dialog box with nothing but the numeral "1" in it; inability to save documents as anything but templates; appearance of the following macros in the window brought up by accessing the Macro command in the Tools menu: AAAZA0 AAAZFS Payload FileSaveAs The virus is activated in an infected file when you choose the Save As command from the File menu and the virus macro is run. The altered macros are then saved with the file and may be saved in the global template file as well. Microsoft has released a file to detect the virus and remove it: http://www.microsoft.com/kb/softlib/mslfiles/mw1222.hqx ftp://ftp.microsoft.com/softlib/mslfiles/mw1222.hqx Note that Microsoft's file must be downloaded as binary, not as text. Another virus fix (WVFIX.SIT.HQX) is available from Command Software Systems, Inc. at the following World Wide Web site: http://www-tec.open.ac.uk/virusnews/virwin.html The following list is quoted from the comp.sys.mac.announce article by Gene Spafford (spaf@cs.purdue.edu) of the Department of Computer Science, Purdue University: Tool: Virex Status: Commercial software Revision to be released: Virex 5.6.1 Virex Virus Update 5.6.1, for all versions of Virex 5.5 or later. Where to find: Datawatch Corporation, (508) 988-9700 AOL: Keyword DATAWATCH Compuserve: Go: NCSA/NCSA Anti-Virus Vendor Forum/ Browse Libraries/General Info/Utils AppleLink: Third Parties/3rd Party Demos/Updates/ Software Updates/Companies A-D/ Datawatch Corporation Internet: ftp://gateway.datawatch.com/pub/ Datawatch BBS: (508) 988-6373 [8,N,1] When available: Immediately Comments: Virex Virus Update 5.6.1 is available on the listed online services. Subscribers will automatically receive updates by mail. Contact Datawatch for additional information on update and subscription services. Other antivirals: CPAV (Central Point Anti-virus): no update at this time Disinfectant does not deal with non-machine code viruses, so no update is needed. Gatekeeper is no longer actively supported. However, its design is such that no update would be needed (this virus would likely not be stopped by Gatekeeper) No information is available at this time about the "Rival" antivirus program and this virus. SAM (Virus Clinic and Intercept) no update at this time* VirusDetective: no updated planned *Authors' Note: Since the publication of Gene Spafford's article, instructions for creating a User Definition to allow Symantec Antivirus for Macintosh (SAM and SAM Intercept) to detect the Word Macro 9508 virus are now available at the following locations: Internet: ftp://ftp.symantec.com/public/mac/sam/ AOL: Keyword SYMANTEC AppleLink: Third Parties/3rd Party Demos/Updates/Software Updates/ Companies S-Z/Symantec Compuserve: Go SYMVIRUS Symantec BBS: - (503) 484-6669 28.8k baud - (503) 984-5366 14.4k baud - Type /go SAM at any prompt to bring you to the SAM area Comments: This definition is compatible with SAM versions 4.0 and later. Note that this definition allows detection of the virus only; please refer to the information on repairing infected files from Microsoft Corp. at the following locations: On the WWW from http://www.microsoft.com/kb/softlib/mslfiles/mw1222.hqx and via ftp from ftp://ftp.microsoft.com/softlib/mslfiles/mw1222.hqx 1.13 Is there a Word mailing list? Yes. To subscribe to the moderated WORD-MAC Mailing List, send e-mail to: listproc@scu.edu.au The body of your message should read: subscribe word-mac firstname lastname 2.0 Optimizing Word 2.01 How do I get Word to run on a 4 meg machine? Very S-L-O-W-L-Y. Sorry, we couldn't help that. Jokes aside, please add more RAM. The new version of Word does plenty of things, and consequently needs mucho RAM. The best upgrade that you can give your Macintosh is more RAM. Before you get that extra RAM, you can also do the following to speed up Word in 4 meg machines: a) Memory Control Panel: Minimize the Disk Cache setting to 32K and turn the RAM Cache setting OFF. b) Get rid of all the extensions and control panels you do not absolutely need. Go back and get rid of some more. (If you don't have something like Apple's Extension Manager or Now Software's Startup Manager [part of Now Utilities], you can make new folders named "Control Panels-disabled" and Extensions-disabled" in your System folder to stash the non-essentials temporarily.) c) Go to the Fonts folder in your System folder and get rid of as many fonts as you can. Go back and get rid of some more. (You can create a "Fonts-disabled" folder to hold the extras.) d) You can also change the Monitors depth setting in your Macintosh. Sure, this sounds like a crazy solution, but for the purposes of running Word, turn your Mac into a b/w machine. Screen redraws are significantly faster in b/w mode. Remember, this is only temporary. You are buying more RAM, right? e) Keep your hard drive optimized/unfragmented. There are several utilities like Disk Express II (AlSoft), Norton Utilities for Macintosh, and MacTools Pro (both, Symantec) which do this job quite well. An unfragmented hard drive speeds access time to your documents. f) Allocate as much memory as you can to Word. e) Change the BitMapMemory setting (see 2.02). f) Change the CacheSize setting (see 2.02). (Part of the above information taken from Microsoft Application Note MW1052, which can be found in the Microsoft Knowledge Base.) 2.02 How do I speed up Word on my machine? Some of the suggestions in 2.01 will help in your quest for speed, even if you have more RAM than 4 megs. Here are some other things you can do: Modifying BitMapMemory: If your documents contain a lot of bitmapped graphics, then you are well advised to ignore this section, or even increase BitMapMemory (maximum 2048K). However, if you very rarely use graphics or the graphics are small, you can reduce the memory that Word sets aside for graphics by doing the following: Step 1: Choose Advanced Settings from the Tools menu. (See Section 3.11 if you don't have this command in your Tools menu.) Step 2: a) Choose Microsoft Word in the Categories box. b) Type BitMapMemory in the Option box. c) Type 512 in the Setting box. Step 3: Click Set and then OK. If Word doesn't seem to run faster, or you need to increase the memory allocated to bitmapped graphics in certain documents, you can get rid of this modification by doing the following: Step 1: Choose Advanced Settings from the Tools menu. Step 2: a) Choose Microsoft Word in the Categories box. b) Choose BitMapMemory setting in the Options box. Step 3: Click Delete and then OK. Remember that this setting does not affect the speed of displaying vector graphics formats like PICT, EPS, and so on. Modifying CacheSize: The CacheSize setting determines how often Word accesses your hard drive to retrieve parts of your document. If you have a 4 meg machine, you are better off setting it to 128K. If you have RAM to spare, you can assign more memory to the cachesize (maximum 1024K). The default setting is 64K. This is how you change the CacheSize setting: Step 1: Choose Advanced Settings from the Tools menu. (See Section 3.11 if you don't have this command in your Tools menu.) Step 2: a) Choose Microsoft Word in the Categories box. b) Type CacheSize in the Option box. c) Type the number you want to assign in the Setting box. Step 3: Click Set and then OK. (Much of the above information taken from Microsoft Application Note MW1052, which can be found in the Microsoft Knowledge Base.) John T. Chapman (jtc1@cornell.edu) has a few more suggestions: a) In Options, turn off Background Repagination and 3D Buttons. b) In View/Toolbars, turn off Color buttons. c) In AutoCorrect, turn off Replace Text as You Type, or at least keep the list of replacements fairly small and simple. d) Use the Tools/Macro/Organizer to add the Macro NormalViewHeaderFooter to the Normal template from the Word 6 Macros template in the Macros folder. Add this as a menu item or Toolbar icon. It is _much_ quicker than working in Layout view and looks similar to 5.1a header/footers. e) You might wish to turn on the Draft Font and Picture Placeholders options in Options/View. f) Don't use Suitcase over remote volumes. Make sure you are using latest Suitcase (2.1.4p1) if you are using Suitcase. g) Make sure you are using the latest ATM (3.8.2). h) Check to see that none of your fonts are corrupted. 3.0 Customizing Word 3.01 What is the easiest way to get to the Toolbar selection in the View menu? While holding down the Ctrl key, click on a toolbar and you will get a drop-down list of all the toolbars that are available. You can select or deselect any of the toolbars by choosing from this drop-down list. Toolbars which are selected have a check mark alongside them. 3.02 What are the shortcut keys that I can use to customize my toolbars and toolbar buttons? a) To move a toolbar button to a new location on the same toolbar or a different toolbar: Hold down the Cmd key and drag the toolbar button to the new location. b) To copy a toolbar button to a new location on the same toolbar or a different toolbar: Hold down the Opt key and drag the toolbar to the new location. c) To hide or display a toolbar: Hold down the Ctrl key and click and hold down the mouse button on any toolbar. A menu appears, and you can choose which toolbar(s) you want to display or hide. d) To remove a toolbar button from the toolbar: Hold down the Cmd key and drag the button off the toolbar. e) To change the entire toolbar to/from a floating palette position: Hold down the Shift key and double-click on the toolbar. (Contributed by Vince Verbeke (vince_verbeke@agcs.cas.psu.edu) 3.03 How can I customize the Outline View toolbar when it doesn't show in the Normal view? Word displays certain toolbars only when you use certain features. For instance, the Outlining toolbar is displayed only when you are in Outline View. To modify a view-dependent toolbar, switch to that view from the View menu (or press Cmd + Opt + O for the Outline View, Cmd + Opt + N for the Normal View, or Cmd + Opt + P for the Page Layout View). Then choose Customize from the Tools menu. For instance, if you want to customize the Headers and Footers Toolbar, you have to first select the Header and Footer View from the View Menu and then customize the toolbar by choosing Customize from the Tools Menu. 3.04 How do I add the Envelope button to a toolbar? You need to decide which toolbar you want to add the button to. First display the toolbar you want to add the button to by using the Toolbars command on the View menu or by holding down the Ctrl key while clicking on a toolbar to activate the Toolbar drop-down menu. Then use the following steps to add the Create Envelope button to the toolbar: Step 1: Choose Customize from the Tools menu. Click on the Toolbars tab. a) In the Categories list, select Tools. b) Under Buttons, click the Create Envelope button (itÕs the one with the envelope on it!), and drag it to the position on the toolbar where you want to add the button. Step 2: Choose the Close button. 3.05 Sometimes I change my toolbars, macros, Word commands, or AutoText entries, but when I start a new document, all my changes are gone. How can I make changes show up in all my documents? The modifications you made were stored in a document template other than the Normal Document Template. What this translates to is that all the changes you made are available only when you work on a document based on this other template. If you want the modifications you make to toolbars, macros, AutoText entries, or Word Commands to be available to all your documents, either make these modifications in the Normal Document Template, or load the modified document as a global template. To load a document as a global template, choose the Templates command in the file menu. Click on Add and choose the template you want loaded as a global template. 3.06 I made a template that I want to use every time I create a new Word document. How do I do that? Select the Templates command on the File menu to load a template as a global template. This ensures that the global templateÕs macros, AutoText entries, toolbars, and customized Word commands, as well as those included in the Normal Document Template, are available to you in all documents. Another way to launch a template as a global template is to make an alias of the global template and drop it into the Word Startup folder in the Preferences folder of your System folder. Now every time you launch Word, all AutoText entries, menus, custom toolbars and macros included in the global template will be available to you. However, styles are not added from a global template to all your documents. To make the styles from a template available to all your new documents, you need to copy these styles to your Normal Document Template. You can use the Organizer to copy styles from one template to another or one document to another. To get to the Organizer, choose Style from the Format menu and then click the Organizer button. IsnÕt this cool? If you want to load Word WITHOUT any of your global templates, hold the Shift key down during launch. Do not release the Shift key until the first document appears. 3.07 How do I get my Font menu back from Microsoft Word 5.1? These are the steps you need to follow to get back the Font menu: Step 1: Choose Customize from the Tools menu. Click on Menus tab. Click on Menu Bar button. Step 2: a) In the Position on Menu Bar box, select F&ormat. b) In the Name on Menu Bar box type "Font" (donÕt include the quotation marks). c) Choose the Add After button and then choose the Close button. Step 3: You have now returned to the Tools Customize dialog box. In the Categories box, select Fonts. Choose the Add All button. Alternatively, you can select specific fonts from the Font box and choose Add. This step can be repeated for each font you want added to the new Font menu. Step 4: Choose the Close button. 3.08 I need the Work menu. How do I get it? We will list two procedures here: a) If you are upgrading from Word 5.x and you want to use your Word 5.x work menu, do the following: Step 1: Choose Open from the File menu and select the Word Settings (5) file (located in the Preferences subfolder of the System folder), then choose OK. Step 2: When Word displays the message "Would you prefer to merge the settings and styles...," choose the Merge to Current Document button. Step 3: Choose Open from the File menu and select your Standard Glossary (or other user-defined glossary). This is located in the Word 5.x program folder. Choose OK. Step 4: Choose OK when Word displays the "...user-defined glossary entries..." message. The Work menu should now appear in Word 6.0/6.0.1. b) If you want a new Work menu containing your frequently used documents, follow these steps: Step 1: Choose Customize from the Tools menu. Select the Menus tab, and choose the Menu Bar button. Step 2: Type the name of the menu you want to add. (For example, Work. If you find that boring, may we respectfully suggest the word "Stuph"!) Select the position on the menu bar where you would like the menu to appear (the default position is the last position). Choose the Add button. Choose the Close button. Now that you have a Work menu (by whatever name you prefer to call it), you can add documents to it by following these steps: Step 1: Open the document you want to add to the custom menu. Choose Customize from the Tools menu. Select the Menus tab. a) From the Categories list, select File. b) From the Commands list, select FileOpenFile. c) From the Change What list, select your custom menu name (for example, Work or Stuph). d) From the FileOpenFile list (it is under the Menu Bar button), select the name of the open document that you want to add to your custom menu. e) From the Save Changes In list, select the template you would like this change saved in. (If you want the custom menu to be available in all your documents, choose the Normal template.) Step 2: Choose the Add button. Choose the Close button. 3.09 How can I get fancy bullets with Word's Bullets toolbar button? Start by highlighting the lines you want to accent with bullets, then click on the Bullets button in the toolbar (or go to the Bullets and Numbering command in the Format menu). This gives you the default black dots. Leaving the lines (now bulleted) highlighted, bring up the Bullets and Numbering command dialog box and see if one of the six panes shows a bullet character you prefer to the default. If so, click on the pane of your choice, and the bullet characters in your highlighted lines will change. Not fancy enough for you? Fine; click on the Modify button to bring up a second dialog box, where you will see a button marked "Bullet...." Pressing it reveals a grid of symbols and above it, a pull- down font menu limited to Normal Text (your current font), Symbol, and Microsoft's Wingdings. You can mouse around this grid to find a better bullet in one of these fonts. What about using a font other than these three, such as Zapf Dingbats? No problem! Highlight the font name showing in the window of the pull- down, type in the name of the font you want, and press TAB. The grid will change to show the characters in this non-default font, giving you all the choices you could possibly want for a fancy bullet character. 3.10 Sometimes I seem to be having trouble selecting parts of a word. What's going on? (How to disable Automatic Word Selection) The default settings ensure that whenever you are dragging over more than one word of text, Word selects complete words. To put it very mildly, this can be quite annoying. If you want to turn this feature off, select Options from the Tools menu, click on the Edit tab and click on the box next to Automatic Word Selection (deselect the box). That is it; now you can select exactly what you want, from a single character to an entire word. 3.11 How do I add the Advanced Settings command to my Tools menu? Adding the Advanced Settings command to the Tools menu turns out to be one of the best things you can do. It allows you access to all kinds of stuff. The next question is going to talk about changing the default settings through the Advanced Settings command, so we thought it a good idea to bring it up here. Step 1: Choose Customize from the Tools menu. Click on the Menus tab. a) From the Categories list, select Tools. b) From the Commands list, select ToolsAdvanced Settings. Step 2: Click the Add button. Click the Close button. You now have the Advanced Settings command in your Tools menu. 3.12 How do I get Word to start without a blank document? Assuming you have the Advanced Settings command in your Tools menu (see Section 3.11), choose Advanced Settings from the Tools menu. a) In the Options box, type WordSwitches. b) In the Setting box, type /n. c) Choose the Set button. Next time you start Word, the blank document will not appear. If you don't have the Advanced Settings command in your Tools menu and have decided that you don't really want it, you can perform the following steps: Step 1: Choose Macro from the Tools menu. Step 2: In the Macros Available In pull-down list, choose Word Commands. Step 3: In the Macro Name box, select ToolsAdvancedSettings and click on Run. You will now get the Advanced Settings dialog box. Step 4: a) In the Options box, type WordSwitches. b) In the Setting box, type /n. c) Choose the Set button. Next time you start Word, the blank document will not appear. 4.0 Conversion and Cross-Platform Issues 4.01 When I bring a table from Word 6 into PageMaker using OLE, its left border is missing! What am I doing wrong? Lars Hoej (larshoej@INET.UNI-C.DK) responds: Look at your table in Word 6; then you will realize that the View Ruler Button is placed *inside* the table (to make sure there's some space between table and text). All you have to do is to move the View Ruler Button. It's crazy - but apparently Microsoft never figured people would export the tables. Authors' note: What Lars refers to as the "View Ruler Button" inside the table cell is actually the end-of-cell mark, and it does look a little like a button. If your table cell looks completely clear or empty (except for any text or numbers you might have entered), simply click the Show/Hide paragraph-mark button on the standard toolbar to make the end-of-cell marks show. With your cursor in an empty table cell, you can now see that while the cursor lines up with the left margin and left indent markers on the ruler, the left border of the cell is positioned to the left of these ruler markers. To "move the View Ruler Button" as Lars suggests: Step 1: Select the leftmost column of your table, either by positioning your cursor above the column until it turns into a down-pointing arrow and clicking, or by choosing Select Column from the Table menu. Step 2: Drag the ruler's left margin and left indent markers (the two triangles, which can be moved in unison by dragging the square at their base) until they are aligned to the left of the table's left border. To complete the operation: Step 3: Choose Select Table from the Table menu. Step 4: Copy your table to the Clipboard as a graphic with the keyboard command, Opt + Cmd + D. Step 5: In PageMaker, choose Paste Special from the Edit menu. A dialog box will inform you that the Paste Special operation will place a PICT. Choose OK. Your Word Table will appear in your PageMaker document with all formatting, including borders, intact. If you are still missing vertical table borders on the left or right at this point, you have probably pasted a table which is wider than the area between the margins of your PageMaker document. 4.02 I made a file with a simple PICT in it and gave it to a friend running Word 6 for Windows. Why does he get the text but no picture when he opens my file? This is a case of version incompatibility. PICTs in files created in Microsoft Word for Macintosh 6.0 come through intact when the files are opened in Microsoft Word for Windows 6.0, 6.0a, or 6.0c, but PICTs in a Word for Macintosh 6.0.1 file do NOT translate to the PC in Word 6.0 or 6.0a. (In place of the PICT is a box with a big "X" in it.) Since PICTs in Word for Macintosh 6.0.1 files DO come through intact in Word for Windows 6.0c, the solution is a $10 upgrade to Word 6.0c on the PC side. (This upgrade is not available for download because it is a complete set of installation disks; call Microsoft at 1-800-315-5081 to order.) 4.03 Can I get the Addresses feature from Tools/Envelope that I used to have in Word 5.1 in Word 6? Some Word 5.1 users miss the stored addresses they became accustomed to in the older version when they bring up the Envelopes and Labels command under the Tools menu in Word 6. The addresses in Word 5.1 were stored in a special kind of Glossary, and Glossaries have become AutoText in Word 6. Word 5.1 users will benefit from running the Word 5.1 Upgrade template, which includes a macro to convert the address file entries from 5.1 into AutoText entries in Word 6, after they install Word 6.0/6.0.1. (Complete instructions are provided in the Word ReadMe Help file that is installed in the Word folder. This can be opened without opening Word--just double-click, do a search for "upgrade," and choose "Using the Word 5.1 Upgrade template.") An alternative (especially if you are upgrading from a version earlier than Word 5.1) is to create a single Word file with all your address entries, each separated from the others by a carriage return or two. It's easy to add to this file by copying and pasting from new correspondence, and Word's Find command (Edit menu) should help you locate any needed address quickly. Then it's just a matter of highlighting the address and using the Copy and Paste commands (Edit menu) to get the address into the address window of the Envelopes and Labels command in the Tools menu. It's even easier if you have installed an Envelope button in one of your toolbars (see Section 3.04). 5.0 Formatting Issues 5.01 How do I get information on the formatting of specific text quickly? With a portion of the text highlighted, you can go to the format menu and click on either font or paragraph to give you details. However, a quick and easy way is to click on the arrow/question mark icon (also known as the help icon) on the standard toolbar, and then click on the text you are interested in. You will get details on the paragraph and font formatting for the text you clicked on. Press the ESC key to end this mode. 5.02 How can I save my Word 6 file in Word 5.1 format without getting the extra "save" dialog box when I close the file? Kazys Varnelis (jb28@cornell.edu) answers: Write the following WordBasic macro: Sub Main FileSaveAs .Format =18 End Sub Install the command on your menu and toolbars, even assign command-s with it. When executed, the macro will save in Word 5.1 format without complaining. The only hassle is it will not prompt you to rename a default file ³Document1,² etc. Authors' Note: Remember that the original file gets overwritten in this macro. We have not yet found an elegant work-around for this problem. There is always the alternative of saving a copy of the file first under a new name or in a different folder, and then running the macro. 5.03 I want my document to have a cover page. How can I get Word to start page numbering with the second page as Page 1? You need to create two sections in your document, with the first (your cover page) in a section by itself with no page numbering. The second section (the body of the document) will have page numbers in the footer, beginning with Page 1. Here's how to do it: Step 1: With your cursor at the beginning of the first line of your "second" page (the one you want to be numbered as Page 1), choose Break from the Insert menu. In the resulting dialog box, select Next Page under Section Breaks. This is a forced break somewhat like the manually inserted page break, but with special characteristics that allow you to format the sections differently. Step 2: With your cursor anywhere in the second section, choose Header and Footer from the View menu. Click the leftmost button in the Header and Footer Toolbar (Switch Between Header and Footer) to move to the footer pane. Step 3: Choose Page Numbers from the Insert menu. In the resulting dialog box, be sure the position and alignment of the page number are set up the way you want them, and be sure that "Show Number on First Page" is checked. Now click the Format button to bring up another dialog box. The default numbering format is probably what you want (standard Arabic numerals), but notice the two choices under Page Numbering. The default is "Continue from Previous Section," which is NOT what you want. Click "Start at," and the number selector to the right will become active, defaulting to "1", which is what you want. Choose OK twice, then Close to return to normal document view. Your document's pages will be numbered exactly the way you want them. 5.04 What does the Shrink to Fit command do in the Print Preview toolbar? We thought you would never ask. Sometimes your document spills into an extra page which contains just a few lines. Your heart bleeds at the waste of paper and the consequent loss of trees. Finally, Word has a solution. Choose Print Preview from the File menu or press Cmd + Opt + I to bring up Print Preview. In the toolbar at the top is an icon showing two pages and an arrow pointing to one page. If you hold your cursor over the icon, a little message will pop out saying "shrink to fit." This is the icon you need. Click on it. Word will try to fit your document into one less page. If it doesnÕt succeed in doing that, Word will tell you that it couldn't. If it does succeed, you have managed to be environmentally aware and look smart, both at the click of a button. Isn't Word cool? 6.0 Editing Issues 6.01 Why are there no Glossaries like in Word 5.1? (Using AutoText) They're in Word 6.0/6.0.1, but the new name for them is "AutoText" (found in the Edit menu). They are more powerful than ever, and you can create and save them in custom templates as well as the Normal template. Consider using AutoText for anything you type repeatedly, such as the closing of a letter with your name and title, a letterhead or memo head, paragraphs of boilerplate text, or even tables. You will find an AutoText button in the Standard Toolbar, or choose AutoText from the Edit menu. Either way, you can access the AutoText feature to insert an existing AutoText entry or to create a new one from a selection in your current document. 6.02 I need to insert special characters. Why can't I find anything but Normal Text, Symbol and Wingdings in the font menu under Word's Insert Symbol command? Those are the default listings when you go to the Insert menu and choose the Symbol command, but you are not limited to those fonts. For example, you may have Zapf Dingbats installed in your system. Make it show up in the Insert Symbol font menu and give you a table of characters by swiping the highlighted font name (usually Normal Text) with your mouse and typing enough of the font name to identify it. Then press TAB (not Return, or you will insert a symbol prematurely), and the rest of the font name will appear, along with a table of the characters available in the font. 6.03 Is there an easier way to insert a single Greek character than going to the Insert menu and using the Symbol command? Tom Saxton (tomsax@halcyon.com) of Microsoft responds: Actually the feature I was referring to in my original post is the "Symbol Font" command, not the "Insert Symbol" command. The "Symbol Font" command, which has the obscure keyboard short-cut "Command-Shift- Q", does two things. If the current selection is a range of text, it changes the font of that text to the Symbol font. Its real purpose in life, however, is for when the current selection is an insertion point. In that case, it changes the font temporarily to the Symbol font until you type the next character, then it changes back to the original font. So, suppose you are typing a math paper and need to make reference to a variable denoted by the Greek character alpha. You hit Command-Shift-Q, then an "a", which gets inserted as an alpha, then continue typing in whatever font you were using before the alpha. It's a totally obscure feature, invented completely for those who mix in lots of single Greek characters into Roman text (mostly math/physics/ engineering people). It takes only a few lines of code to implement, and it cuts in half the time needed to create such a document, even with the Insert Symbol command. 6.04 Online text files have carriage returns at the end of every line. Is there an easy way to get rid of them? Method 1: If you prefer the intuitive approach, this is a job for Word's Replace command, found in the Edit menu: Step 1: Since such files typically have an extra carriage return between paragraphs, begin by typing "^p^p" (without the quotes--Word's symbol for the paragraph return character, twice) into the "Find What" box. Press tab to go to the "Replace With" box and type some nonsense string not likely to appear in the text file (### or @@@ will work). Click Replace All. Step 2: Now type "^p" in the "Find What" box and tap the spacebar once in the "Replace With" box. Click Replace All. Step 3: Type your nonsense string (### or @@@) in the "Find What" box and "^p^p" in the "Replace With" box. Click Replace All. Step 4: For final cleanup, you might want to replace any double spaces with single spaces. Tap the spacebar twice in the "Find What" box and once in the "Replace With" box. Click Replace All, then click OK, and finally click Close (or press Esc). Done! Method 2: Although less intuitive, this method takes fewer steps. Step 1: Go to Options in the Tools menu and choose the AutoFormat tab. In the Adjust box, deselect Tabs and Spaces and Empty Paragraphs, leaving Paragraph Marks selected. Choose OK and return to your document. Step 2: Click the AutoFormat button (the one that looks like a document page with a starburst at its upper left corner) and wait a few seconds while Word gets rid of all the extraneous paragraph returns at the ends of lines. Step 3: Now go back to the AutoFormat tab under Options in the Tools menu and return everything in the Adjust box to the original settings. One caveat for Method 2: Word may treat some single-paragraph lines in your document in ways that look odd to you--applying heading styles to them, for example. (A signature on a piece of e-mail was changed to Heading 1 style in one of our tests, so it appeared in Arial bold.) You can override these changes by applying Normal or some other style to any of these lines 6.05 Speaking of online text files, why do I sometimes get weird characters when I compose something in Word and then paste or upload it to e-mail or a newsgroup post? The usual culprit here is Word's Smart Quotes feature, which gives you curled typographer's single and double quotation marks and apostrophes instead of the straight ones you would get on a typewriter. The typographer's punctuation marks do not exist within the range of ASCII characters used online, thus the "weird characters" in their place. There are two work-arounds, since you probably prefer to use Smart Quotes in most of your day-to-day word processing. Method 1: Change AutoFormat Options temporarily. Step 1: Before composing text for pasting or uploading online, go to Options in the Tools menu and choose the AutoFormat tab. Deselect "Replace Straight Quotes with Smart Quotes" and proceed with your writing for online posting or e-mail. Step 2: Don't forget to reselect Smart Quotes when you have finished. Method 2: Add a Smart Quote on/off toggle button to a toolbar of your choice, preferably in the Normal template so that the button is always available. Step 1: Choose Customize from the Tools menu and click on the Toolbars tab. Step 2: In the Categories list, select All Commands, which brings up a Commands list. Step 3: Scroll down the Commands list to find the command ToolsAutoTextSmartQuotes; highlight this command. Step 4: Holding down the mouse button, drag this command into your desired destination on the toolbar of your choice, which will bring up yet another dialog box, Custom Button. Step 5: Either accept the default button name, ToolsAutoTextSmartQuotes (which will make your button VERY big), edit the name to something shorter (like "Quote"), or pick one of the displayed icons. (We have a yellow smiley face on ours.) Step 6: Click the Close button and you're done. When writing text that will appear online, you should also avoid other special characters, such as accented letters, symbols for copyright and trademark, bullets. etc. 6.06 What are the open box characters that I get in some text files I download? How can I get rid of them easily? The mysterious boxes you sometimes see marching down the left margin of a text document you have downloaded are a giveaway that the file was created on a PC. These boxes are linefeed characters (actually Control- J), used in many DOS programs as a signal to move to the next line of text. If you are using StuffIt or ZipIt to decompress files, you can configure these programs to strip the linefeeds automatically (read the documentation for specifics). The alternative is to let Word strip them for you with the Replace command in the Edit menu: Step 1: Highlight and Copy one of the box characters (Copy command, Edit menu or Cmd + C) then choose Replace from the Edit menu. Use the Paste command in the Edit menu (or Cmd + V) to paste the box character into the "Find What" box. Step 2: Ignore the "Replace With" box because you want to replace the box characters with "nothing" (i.e., delete them). Click Replace All, then click OK, and finally click Close (or press Esc). Done! 6.07 I saved a file under the name of another document. Can I undo this? Although the Word Undo command is much improved over previous versions, there are some things you cannot undo. For example, saving a file is one of them, and changing the document view to a different one is another. You also cannot undo something you did several steps ago without undoing all the steps that led to it. You have to undo actions in order. 6.08 I used the Undo command on something I need. How do I get it back? There are several ways to reach the Redo command, which reverses the action of your last Undo command. For example, if you just applied bold formatting to a word, you can use the Undo command to return the word to plain text. If, on second thought, you decide you like the bold version better after all, immediately using the Redo command will make the word bold again. Think of Undo and Redo as a pair of "oops" commands. Word keeps track of your last 100 actions, so it's possible to undo this many edits. Let's take a look at the three ways you can access the Undo/Redo combination of commands. Method 1 (Menu): Both the Undo and Redo commands are found in the Edit menu. You don't see the Redo command? Ah, that's because you haven't undone anything yet! Redo is a triggered command, appearing only after use of the Undo command and disappearing as soon as you enter so much as a single keystroke after using the Undo command. Undo is the first command listed in the Edit menu, and Redo is the temporary second command. When you have not just issued an Undo command, the second command in the Edit menu is Repeat (see Section 6.09). Both commands are context-sensitive, meaning that the description in the Edit menu will change, depending on what you last did. The Undo command might read "Undo Typing" or "Undo Paragraph Formatting," for example. Method 2 (Toolbar): The Standard toolbar contains Undo and Redo buttons. You can recognize them as a pair of buttons with curved arrows pointing to the left (Undo) and to the right (Redo). Clicking on either button performs the same action as the menu commands discussed in Method 1. However, the Undo and Redo buttons offer an extra in the form of a pull-down menu (accessible by pressing the downward-pointing black triangle next to the arrow). From the pull-downs, you can select an entire group of actions to Undo or Redo. Just remember that you must Undo or Redo actions in sequence. For example, you cannot pull out just one action performed many steps ago and Undo or Redo just that one. Also remember that Redo is available ONLY after you have just undone an action (or group of actions). Method 3 (Keyboard): The keyboard equivalents of the Undo (F1 or Cmd + Z) and Redo (Cmd + Y) behave exactly as the menu commands do. Remember that Cmd + Y only acts as the Redo command immediately after you have undone an action. At all other times, Cmd + Y activates the Repeat command (see 6.09). You may want to use some combination of menu, toolbar button, and keyboard commands for Undo and Redo. The toolbar buttons are the way to go if you want to Undo or Redo a whole range of actions. The authors generally prefer keyboard commands over menu commands for speed, but you can use either to Undo or Redo a single action. However you choose to access these commands, do learn to use them because they are very powerful and useful. 6.09 How is the Repeat command different from the Redo command? Confusion sometimes arises between the Repeat and Redo commands because they share the same keyboard command (Cmd + Y) and the same menu position (second in the Edit menu). Redo is a special kind of command, one we like to think of as "triggered" because it becomes available only after some action is reversed through use of the Undo command see Section 6.08). At all other times, activating Cmd + Y or the second command listed in the Edit menu gives you the Repeat command. (Note that the Standard toolbar's Redo button is the exception and never issues a Repeat command; it always activates the Redo command, providing something has just been undone. However, there is a separate Repeat button on the Standard toolbar. It shows a circle, open at the top, with a leftward-pointing arrow at its right terminus.) The Repeat command simply repeats the same action you just performed. For instance, if you change the character formatting of a certain word to bold, and you need to do the same to other words in your document, you can use the Repeat command for all the subsequent changes. Use it for repetitive application of a paragraph style, and you will begin to see what a time-saver this command can be. Obviously, you can only repeat what you have just done. You cannot repeat some action that you performed several steps ago. This is another of Word's most powerful and useful commands, and learning the keyboard command gives the fastest results. 7.0 Style Issues 7.01 Why should I bother learning about styles? Would you buy a Porsche and keep it in the garage except for a five-mile round trip to the grocery store once a week? Not likely! Learning how to use styles lets you tap the power of Word to work faster and more efficiently. We won't lie to you. There is a learning curve involved, but it's not as steep as you might fear. Begin with small, easy tasks, such as creating a personal letter template with styles for your return address, the date, addressee, salutation, body text, closing, and your signature. Study some of the templates that come with Word for ideas. Click on the question mark button in the tool bar and then click on a line of styled text in a template to see the paragraph and font formatting built into a style. Experiment and explore. Notice how easy it is to change related text blocks or headings in consistent ways by changing some aspect of formatting in the style definitions. Once you learn the basics of using styles, you'll never go back to hand- formatting an entire document again. 7.02 How can I force my custom template to appear at the top of the the list of templates? In newsgroup discussions on the Net, a lot of heat and very little light has been shed on this issue because Mac users are accustomed to adding spaces to the beginning of a name as a simple way to force it to the top of a list. Doing this in Word to a custom template name results in a "not found" error when you attempt to create a new document based on your custom template. Complaints that Microsoft's core code SHOULD recognize the space, which is an illegal character in DOS but a perfectly legal one in the Mac OS, can and should be directed to Microsoft if you feel really strongly about the issue. In the meantime, however, there's a perfectly simple solution: add one or more "a" characters to the beginning of your custom template name. For example, one of the FAQ authors publishes an online newsletter, the Underground Informer, whose custom template would fall near the bottom of the template list if given the obvious name, "UI." Renaming the template "aaUI" puts it at the top of the list. Elegant and Mac-like? No, but undeniably pragmatic. 8.0 Field Issues 8.01 After making changes in my document, I notice that Word hasnÕt updated the table of contents or index in my document. WhatÕs going on? The index and the table of contents are fields (or field codes) in your Word document. You have to update the fields to show the current results. You update the field by clicking anywhere in the table of contents or index and then pressing F9. For the table of contents, Word displays the Update Table of Contents dialog box. To update only the page numbers and retain any direct formatting you applied to the table of contents, select the Update Page Numbers Only option. To completely recompile the table of contents, select the Update Entire Table option. 8.02 How do I include the total number of pages in my document page numbering? For instance, how do I get the page number to read "Page 13 of 35," where 35 is the total number of pages in the document? Assuming you want your page numbering to appear in the footer of your document, do the following: Step 1: Choose Header and Footer from the View menu. Click the leftmost button in the Header and Footer Toolbar (Switch Between Header and Footer) to move to the footer pane. Type the word "Page" followed by a space. Click the Page Numbers button (the one with # on it) in the toolbar, and tap the spacebar again. Step 2: From the Insert menu, choose Field, which brings up a dialog box with an awful lot of choices. (Don't be intimidated. This is programming, but Word does all the work for you.) From the Categories window on the left, choose Numbering. From the Field Names window on the right, choose SectionPages. Choose OK. Step 3: You are now back in the footer pane and should see the results of the codes. The page number is generated by the field you entered directly by clicking the Page Numbers button, and the total number of pages in the section (or the document, if your document consists of only one section) is generated by the SectionPages field code from the Field dialog box. Word will dynamically update both numbers as your document grows without any further input from you. Note: There is a bug in the SectionPages field code in Word for Macintosh 6.0 (also in Word for Windows 6.0 and 6.0a and ported intact to Word for Macintosh!). You won't notice the bug until you print, because everything looks perfect on the screen, but your print will show "Page 2 of 1, Page 3 of 1," etc. The bug has been fixed in Word 6.0.1 (and Word for Windows 6.0c). If you need to work around this bug because you haven't upgraded yet, create a bookmark near the end of your document. (Highlight a word or two, choose Bookmark from the Edit menu, assign a name to your Bookmark, and choose Add.) Instead of the SectionPages field in your footer, choose the PageRef field from the Category Links and References. Click in the box where Word just inserted the PageRef field code, and type in the name of the Bookmark you created. Choose OK. (Information about the SectionPages bug taken from Microsoft articles, "Page Numbering in 'Page of Total Pages in Section' Format" (dated 3/31/94) and "Using Section and SectionPages Fields in Headers or Footers" (dated 4/20/94), which can be found in the Microsoft Knowledge Base. Microsoft states in both articles that they apply only to Word for Windows 1.0 through 6.0a, but the FAQ authors have verified that the information applies equally to Word for Macintosh 6.0, which was not released at the time the Microsoft Knowledge Base articles were written.) 8.03 Is there a way to tell Word NOT to update some fields (dates, for example) in my document? If it's a date you're concerned about, you may want to simply use the Date and Time selection from the Insert menu, making sure that the Insert As Field box in the resulting dialog box is NOT checked. This way, the date will be entered as text. If, however, you do have a field code (in a template, perhaps), you can lock the results of the field with either Cmd + F11 or Cmd + 3 (entered while your cursor is in the field you wish to lock.) A locked field can be unlocked with Cmd + Shift + F11 or Cmd + 4. Unfortunately, there is no way to tell whether a field is locked or unlocked just by looking at it. You will know only when you attempt to update the field, which may strike you as just a little too late to be learning this information. In case you have just updated a field you thought was locked and turned out not to be, remember the Undo command (Cmd + Z). If you would rather not play the word-processing version of a shell game with your field codes (which one is locked and which one isn't?), you might prefer to unlink a field whose results you do not want updated. When you unlink a field, the code disappears, leaving behind just the text results. To unlink a field, first place your cursor in the field and then press Cmd + Shift + F9 or Cmd + 6. 9.0 Table Issues 9.01 In a table with a column of dollar amounts, what's the best way to format the numbers? Step 1: Highlight your column of dollar amounts. Check to be sure the column is left-aligned, not centered, right-aligned, or justified. a) At the left end of the ruler, click on the tab marker until you get the one that looks like an upside-down "T" with a dot on its right; that's the decimal tab. (If your ruler is not visible, go to the View menu and choose Ruler: this is an on/off toggle.) b) Now simply click on the ruler where you want your decimal points to line up in the column, and the entire column will align itself properly--even if your amounts are whole dollars with no cents. (Note that while you could do this with a right tab in the column, using the decimal tab creates automatic alignment without your having to manually enter a control-tab in each cell of the column.) Step 2: To make your table look really professional, do the following: a) Use a dollar sign on the first amount in the column and the last (total) only. b) If your table has no gridlines, add an underline to the cell above the total. c) For the finishing touch, be sure that your two dollar signs line up vertically. How? Add as many leading zeroes and commas as needed to stand the dollar sign off from the first amount in the column, just enough to match the position of the bottom dollar sign. (For example, if your total is $105,000 and the first amount in the column is $500, add two leading zeroes and a comma between the 500 and its dollar sign.) Now highlight your leading zeroes and commas, go to the Format menu, choose Font, and then choose White from the pull-down Color menu. Like magic, your leading zeroes and commas have disappeared, leaving the dollar sign perfectly aligned with its mate at the bottom of the column. 9.02 I need to create a form that will be handed out for others to fill in. The form should have an underlined blank space with nice neat edges something like my example. How do I do it? * Other Items: _________________ Open a Help window: Press Help, or, press Cmd + / > Getting rid of any dialog box: hit Esc > Shortcut keys in dialog boxes: Press Enter or Return to select the default button (highlighted button) Press Esc to choose the Cancel button Any other button: Hold down the Cmd key until underlines appear beneath a single letter in each command word; press the key corresponding to the underlined letter in the command you want. > Moving between folder tabs in dialog boxes: Ctrl + Tab will move you among the folder tabs in the new dialog boxes with tabs (For example, the Options dialog box in the Tools menu). > Toggle between show/hide non-printing characters (like paragraph marks and tab arrows): Cmd + 8 > Selecting a vertical box of text: Hold down the Opt key and drag the mouse over the desired text. > Selection bar shortcuts To move to the beginning of the current line: Press Home To move to the end of the current line: Press End To move one word to the right: Cmd + rt. arrow To move one word to the left: Cmd + lt. arrow To move to the beginning of the current paragraph: Cmd + Up arrow To move to the beginning of the next paragraph: Cmd + Dn arrow To move to the beginning of the document: Cmd + Home To move to the end of the document: Cmd + End > To switch between open documents: Cmd + F6 > To switch to the last place edited, either in the current or a revisited document: Shift + F5 or Cmd + Opt + Z. (Word keeps track of the last three places where edits have been made and lets you toggle among them with this keyboard command. Be aware that if you have multiple document windows open and have made edits in more than one document, you may find yourself switching windows with this command.) Many Word users are not aware that this "go back" command can be entered immediately after opening a saved document to return to the final edit made when you last worked on the document. If you are opening more than one document, use the command on each document before opening another; Word's internal pointer to the last place edited in a reopened document disappears as soon as a new document is opened. > Getting to the Go To Command dialog box: F5 or Cmd + G. > If you want to access the menu bar without going to your mouse: F10 and then the underlined letter (or Cmd + Tab, unless you are running Microsoft Office Manager and already using this command to switch between open applications) > To get access to an abbreviated combination editing/formatting shortcut menu: Hold down the Ctrl key and click and hold down the mouse button, or press Shift + F10 13.0 Acknowledgments Microsoft Knowledge Base articles Keith Amodt (KeithA823@aol.com): General help and encouragement John T. Chapman (jtc1@cornell.edu): Section 2.02 (Speeding up Word) Jean-Daniel Gousenberg (jean-daniel.gousenberg@sic.adm.epfl.ch): Many helpful suggestions to clarify some of the instructions (some implemented in this version, some to be added in future versions) and to ensure that question text is identical in table of contents and body of FAQ Lars Hoej (larshoej@INET.UNI-C.DK): Section 4.01 (Word tables in PageMaker) Tom Saxton (tomsax@halcyon.com): Section 6.03 (Symbol Font command) Gene Spafford, Department of Computer Sciences, Purdue University (spaf@cs.purdue.edu): Section 1.12 (Word Macro 9508 Virus) Kazys Varnelis (jb28@cornell.edu): Section 5.02 (SaveAs 5.1 Macro) Vince Verbeke (vince_verbeke@agcs.cas.psu.edu): Section 3.02e (floating toolbar) 14.0 Changes since the last version Changes since Version 0.1: E-mail addresses for the authors changed Minor edits throughout Additions since Version 0.1: 1.09 Does Automatic Save really work? 1.10 Should I use Fast Save? 1.11 Help! I'm running Word 6 on a PowerMac and I keep getting Type 11 errors. 1.12 What's up with this virus infecting Word 6 files on Macs and PCs? 1.13 Is there a Word mailing list? 3.02 (Added subsection (e) Floating Toolbars by Vince Verbeke (vince_verbeke@agcs.cas.psu.edu)) 4.03 Can I get the Addresses feature from Tools/Envelope that I used to have in Word 5.1 back in Word 6? 5.04 What does the Shrink to Fit command do in the Print Preview toolbar? 6.01 (Addition to explanation) 6.06 What are the open box characters that I get in some text files I download? How can I get rid of them easily? 6.07 I saved a file under the name of another document. Can I undo this? 6.08 I used the Undo command on something I need. How do I get it back? 6.09 How is the Repeat command different from the Redo command? 9.03 How do I center a table between the page margins? 12.0 (Added information about "go back" command to Shift + F5/Cmd + Opt + Z) 15.0 Legal Notices 15.01 Copyright, Distribution, and Credits The Word for Macintosh FAQ is copyright 1995 by Indranil Mookherjee and Celeste Dolan Mookherjee. All rights reserved. In addition to any newsgroups to which it is posted by its authors, this publication may be distributed in UNMODIFIED FORM ONLY to private or commercial computer bulletin board systems, local file servers, online services, or other electronic communications providers with the sole requirement that no charge in addition to the minimum system access fee be levied for downloading the file. The file may not be distributed on any physical media (including, but not limited to, floppy diskette, paper, and CD- ROM) without the written permission of the authors. (No prohibition is intended for individuals making single copies for friends or personal use.) Permission is hereby granted to quote from portions of this document, subject to appropriate credit of the source and its authors. 15.02 Trademark Notice This publication cites the names of products bearing trademarks that are the property of their respective owners. These trademarks are used in an editorial capacity only. 15.03 Notice of Liability This publication is distributed "as is," without warranty, either intended or implied. The authors have made every attempt to ensure accuracy in providing this information, but neither the authors nor the contributors shall have any liability for actions resulting from use of the information in this publication. 15.04 Contacting the Authors Indranil Mookherjee: indro@earthlink.net Celeste Dolan Mookherjee: celeste@earthlink.net END of Word for Macintosh FAQ, v. 0.2, August 1995 32