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Navigate documents with a map

If you use Word 2000 to maintain long documents, such as legal opinion memos or technical manuals, using the document map is a better way for getting around quickly than using [Page Down] or [Page Up].

To display the map, go to View | Document Map. Word adds a list of links to the major sections in your document to the left side of the document window. Click a section link to move instantly to any section in the document.

Within the document map you can also click a plus sign [+] or minus sign [-] to expand or collapse a section. Right-click the document map to display options for customizing how many levels appear.

By default, the document map looks for and displays text formatted with Word's heading styles, such as Heading 1, Heading 2, and Heading 3. If you would like to use a document map but don't want to use heading styles, you can make any existing style appear on the document map without changing its appearance in the document; just add a level to that style's definition.

Here's how:

Go to Format | Style, select the name in the Styles list, and click Modify.
Click Format and choose Paragraph.
On the Indents And Spacing tab, click the Outline Level drop-down list, and choose Level 1 or Level 2.
Click OK to save your changes.

Text formatted with the style you specified now appears on the document map.

Change selected printing orientation

Do you maintain financial reports or other documents that contain lots of tabular information? If so, you probably print the majority of the document in Portrait mode and use Landscape mode for information that spans more columns than will fit across a page in Portrait mode.

Rather than creating separate documents (one for printing in Portrait mode and the other for printing Landscape pages), insert section breaks before and after the pages you want to print in Landscape mode and change the orientation only for the pages within those sections. Here's how.

Put the cursor at the top of the section that you want to print in Landscape mode. Then, go to Insert | Break, click Next Page under Section Break Types, and click OK.
Move the cursor to the end of the section that you want to print in Landscape mode and repeat Step 1.
With the cursor in the new section, go to File | Page Setup, and click the Paper Size tab.
Under Orientation, click Landscape.
Click OK to change the orientation for this section.

When you want to switch back to Portrait mode, repeat these steps, but select Portrait in Step 4.

When you change page orientations in this manner, headers and footers follow the orientation. For instance, if you've set document headers in the first (Portrait) section to display the page number and date, the same information will, by default, appear in Landscape orientation on the pages formatted for Landscape printing, unless you create new headers and footers for each new section.

Tailor table columns

Word 2000's tables are powerful tools for managing and formatting information. Although you can manually adjust the width of any table, use these tips to fine-tune your tables.

Fit a single column to contents
When you're trying to squeeze as many table columns as you can onto a page, make a given column only as wide as it needs to be in order to display the text it contains. Mouse over the column's right-most vertical border and double-click when the cursor changes to a vertical line with left- and right-facing arrows. Word adjusts the width of the column based on its widest entry.

Fit all columns to contents
To tighten up all table columns in a single step, click anywhere in the table, and then go to Table | AutoFit | AutoFit To Contents.

Create equally wide columns
Word can adjust all of the columns so they're approximately the same width, regardless of individual cells' content. Click anywhere in the table and go to Table | AutoFit | Distribute Columns Evenly.

These table-formatting shortcuts can save you the headache of trying to manually adjust the width of your table columns.

Move paragraphs without cutting

Cutting and pasting text can cause headaches for inexperienced Word users. Consider what happens if you cut a block of text and then get distracted and forget to paste the text before closing the document. That text may be lost forever, unless you've saved a backup copy of your document.

To avoid the possibility of cutting and losing text, Word 2000 offers a "no-cut" method for moving text within a document: Go to View | Outline to display the Outlining toolbar. (It doesn't matter whether the document contains any heading-level styles.)

The Outline view lets you manipulate text without cutting and pasting. Just click anywhere in a given paragraph, then click the Outlining toolbar's Move Up or Move Down buttons. Word moves the current paragraph up or down within the document. To exit the Outline mode, go to View and choose Normal, Web Layout, or Print Layout.

Swap picture colors

Are you looking for a way to jazz up a color or black-and-white picture in your document? Word's Picture toolbar provides an easy way to replace one color with another. Here's how it works.

Go to Insert | Picture | From File, and insert an image into the current document.
Click the picture once to select it. If the Picture toolbar doesn't appear by default, go to View | Toolbars and select Picture.
Click the Set Transparent Color tool.
In the picture, click a section that contains a particular color. Word converts all occurrences of that color to transparent.
Click the Format Picture tool.
On the Format Picture dialog box's Colors And Lines tab, click the Color drop-down list in the Fill section.
Select a color from the palette, click OK, and Word will fill in the transparent sections of your image with the selected color.

Note: If you want to make sweeping changes to a picture, you'll need to use an application designed to edit images.

Generate dummy text

When you're experimenting with different fonts, margins, and layouts for a Word document, don't waste time typing dummy text. If you need some sample text on the page while you fiddle with formatting, you can use a manual method such as typing a series of words and pressing [Ctrl]Y to repeat those keystrokes or typing a couple of sentences and using [Ctrl]V to replicate that text in your document.

You can generate dummy text even faster with Word 2000's RAND function:

=RAND(<paragraphs>,<sentences>)

Replace <paragraphs> with the number of dummy paragraphs you want. Replace <sentences> with the number of sentences you want in each paragraph.

For example, if you want to generate 10 paragraphs of five sentences each, type =RAND(10,5) and press [Enter]. Word immediately enters into your document the appropriate number of paragraphs and sentences. Each sentence is the old typing test saw, "The quick brown fox jumped over the lazy dog."

Note: You must enter the RAND expression at the left margin of your document.

Use colors to clarify team editing

Sometimes documents require review by multiple editors, each of whom may add, delete, or replace text. While the document is bounced back and forth between editors, you need a clear-cut way to identify who's suggesting what changes.

In Word 2000, you can go to Tools | Track Changes | Highlight Changes and activate the Track Changes While Editing option. Word then uses a different color font to display each editor's changes. However, because an editor's font color often changes from document to document, you must mouse over a highlighted change to find out who made what change.

If multiple editors are making changes to a document, you might find it easier to use a low-tech method, such as simply assigning a specific font color for each editor. When editors add new text, everyone can tell at a glance who added what text.

Before the document is published, you can easily put all the text back to the same color. Simply select the whole document, go to Format | Font, and choose Automatic from the Font Color drop-down list.

Set the table

Word 2000 offers better tools for manipulating and formatting tables than previous versions. If you haven't yet acquainted yourself with Word 2000's table options, here are two enhancements that will make editing tables easier than ever.

Relative insertions
To add new columns or rows to an existing table, just click your table and go to Table | Insert. The options on the resulting submenu include Columns To The Left, Columns To The Right, Rows Above, and Rows Below.

These options insert rows or columns relative to the cursor's location within the table. For example, if you need to add a new column to the end of your table, click anywhere in the last column and go to Table | Insert | Columns To The Right.

Targeted formatting
To center a cell entry vertically or to control row height or column width, select the table cell or cells you want to format, go to Table | Table Properties to access the Table Properties dialog box, and click the Cell tab. In the Vertical Alignment section, choose Top, Center, or Bottom to control how cell entries appear within the cell.

If using the mouse to adjust column width or row height frustrates you, manually set row height and width values through the Column or Row tabs in the Table Properties dialog box.

The Table tab gives you one-stop access to tools for formatting the table as whole. Most important, with a click of the mouse, you can easily define how text in your document wraps around the table.

Scraps

One of the most under-appreciated things you can do in Windows is "Scraps." Just select a section of a document in Word or WordPerfect and drag and drop it onto your desktop. It's great when you need to rearrange parts of a large document and don't want to risk losing them in the Clipboard. It's also good if you want only want to email part of a document.

FIND SYNONYMS EASILY

In Word 9x, users searching for synonyms were limited to using the Thesaurus, which could often be confusing and didn't work very well for phrases. Word 2000 introduced a simpler way to find synonyms. So now when you know what you want to say but can't think of the word, you can let Word find it for you.

3. If none of the words are acceptable, select Thesaurus to perform a manual search.

You can also find synonyms for phrases. For example, to find a substitute for "state of mind," select the phrase, right-click the selection, and follow Steps 2 and 3.

Be aware that if the word you wish to replace is flagged for a spelling or grammatical error, you must resolve that error before the Synonyms option will appear in the shortcut menu.

You can't access all of Word's built-in buttons from the default toolbars. To use some built-in buttons, you'll have to add them to a toolbar.

For example, suppose you regularly use the Tools menu to check a document's word count, but you'd rather use a button. Follow these steps

2. On the Commands tab, select Tools from the Categories box. 3. Drag Word Count from the Commands box to the Formatting toolbar.

To apply this change to all documents, click Close. To apply this change only to the current document, select the name of the document in the Save In box, and click Close.

If the change is saved in Normal, then the changed toolbar becomes the default. If you save the change in the current document, the change will appear only when that document is opened.

To delete a button from a toolbar, press [Alt] while clicking and dragging the button off the toolbar.

Before Word 2002, if you wanted to change the format of 10 chapter headings scattered throughout your document, you would have to find and

change each one individually. Using Word 2002's Select Text With Similar Formatting feature, you can select and change them all at once.

For example, to change all chapter headings in Heading 1 style to blue, follow these steps:

3. On the Formatting toolbar, click the Font Color drop-down list and select blue.

To change headings from Heading 1 style to another style, follow the procedure above, but in Step 3 hold down [Shift] and click the Formatting toolbar's Style drop-down list and choose a new style.