Overview of tables

A table is made up of rows and columns of cells filled with text and graphics. Tables are used to organize and present information, but they have a variety of other uses as well. Use tables to align numbers in columns, and sort and perform calculations on them. Also use tables to create interesting page layouts and arrange text and graphics.

Borders and gridlines

Tables have a black ½-pt, single-line, solid-line border that will be printed. If you remove this border, gridlines will form cell boundaries. Gridlines are not printed.

End marks

End-of-cell and end-of-row marks are nonprinting characters that, like gridlines, appear only on the screen.

Cell spacing and margins

If you are using a table to arrange text and graphics - for example, on a Web page - you can add spacing between table cells. You can also add cell padding (spacing between the boundary of the cell and the text inside the cell) by changing the cell margin.

Nested tables

If you use a table to lay out a page, and you want to use another table to present information, you can insert a nested table - a table within a table.

Table move handle and resize handle

Use the table move handle to move the table to another place on a page, and use the table resize handle to change the size of a table.

Creating new tables

Create a simple table by using the Insert Table command, or use the Draw Table tool to create a more complex table - for example, one that contains cells of different heights or a varying number of columns per row. Using Draw Table is similar to drawing a rectangle on graph paper - first, draw a line from one corner of the table to the corner diagonally opposite in order to define the boundary of the entire table, and draw the column and row lines inside.

Creating tables inside other tables

Use Draw Table to create tables inside other tables, or nested tables. Nested tables are particularly useful when a table is used to lay out a page or to present information - for example, if you use a table to lay out the Web page for your company's sales department, you might want to insert a nested table illustrating the department's quarterly earnings.

Ø     626k109g      626k109g      626k109g      626k109g On the Tables and Borders toolbar, click Draw Table.

Ø     626k109g      626k109g      626k109g      626k109g The pointer changes to a pencil.

Ø     626k109g      626k109g      626k109g      626k109g Position the pencil in the cell where you want the nested table (table inside a table).

Ø     626k109g      626k109g      626k109g      626k109g Draw the new table. To define the table boundaries, draw a rectangle. Then draw the column and row lines inside the rectangle.

Ø     626k109g      626k109g      626k109g      626k109g When finished, click a cell, and start typing or insert a graphic.

Creating tables from existing information

You can convert existing paragraphs of text to a table. Or, create a table from an existing data source, such as a database or worksheet.

When you convert text to a table, use separator characters to indicate where a new column should begin. Word begins new rows at paragraph marks. If you choose paragraph marks as your separator characters, Word converts your text into a table with one column.

Ø     626k109g      626k109g      626k109g      626k109g Indicate where you want to divide text into columns by inserting the separator characters you want.

Ø     626k109g      626k109g      626k109g      626k109g Select the text to convert.

Ø     626k109g      626k109g      626k109g      626k109g On Table, point to Convert, and click Text to Table.

Ø     626k109g      626k109g      626k109g      626k109g Under Separate text at, click the option for the separator character you want.

Ø     626k109g      626k109g      626k109g      626k109g Select any other options you want.

Formatting tables

Enhance a table by adding borders and filling cells with colors, patterns, or shading. Use the Table AutoFormat command to quickly give a table a polished design.

Changing the orientation of text

Word aligns text horizontally in table cells, callouts, text boxes, or AutoShapes. You can change the text orientation so that the text is displayed vertically.

Changing the alignment of text in a table cell

Word aligns text in a table to the upper left of a cell. You can change the alignment of text in a cell - both the vertical alignment (top, center, or bottom) and the horizontal alignment (left, center, or right).

Working with long tables

When you work with a very long table, it must be divided wherever a page break occurs. You can make adjustments to the table to make sure that the information appears as you want it to when the table spans multiple pages.

Repeat a table heading on subsequent pages

If your table has a heading, you can make the heading appear at the top of each page.

Ø     626k109g      626k109g      626k109g      626k109g Select the row or rows to be used as a table heading. The selection must include the first row of the table.

Ø     626k109g      626k109g      626k109g      626k109g On Table, click Heading Rows Repeat.

Notes: Word repeats table headings on new pages that result from automatic page breaks. Word does not repeat a heading if you insert a manual page break within a table.

Repeated table headings are visible only in print layout view or when the document is printed.

Control where the table is divided

By default, if a page break occurs within a large row, Word allows a page break to divide the row between the two pages. You can prevent a table row from breaking across pages. You can also force the table to break across pages at a particular place.

Using tables as spreadsheets

You can use tables to perform some of the tasks you might use a spreadsheet for - for example, you can sort table entries in alphabetical, numeric, or date order. You can total a row or column of numbers in a table, as well as perform other calculations, such as averaging.

Using tables to create page layouts

Use tables to create page layouts, such as side-by-side paragraphs in a résumé, or to create text, graphics, and nested tables on a Web page.

Create a Simple Table

Ø     626k109g      626k109g      626k109g      626k109g Position the insertion point where you want to create a table.

Ø     626k109g      626k109g      626k109g      626k109g On the Standard toolbar, click on Insert Table . A grid appears below the button. Drag over the grid until the number of rows and columns are selected and release the mouse button. Word positions the insertion point in the first cell of the table.

Specify the exact measurements for the width of columns when you insert a table by choosing Insert Table from Table.

Note: Use the Table AutoFormat command to give a table a polished look by using a variety of borders, fonts, and shading.

Create a complex table

Ø     626k109g      626k109g      626k109g      626k109g Click where you want to create the table.

Ø     626k109g      626k109g      626k109g      626k109g On the Tables and Borders toolbar, click Draw Table .

The pointer changes to a pencil.

Ø     626k109g      626k109g      626k109g      626k109g To define the outer table boundaries, draw a rectangle. Then draw the column and row lines inside the rectangle.

Ø     626k109g      626k109g      626k109g      626k109g To erase a line or block of lines, click Eraser , and drag over the line.

When finished creating the table, click a cell and start typing or insert a graphic.

Tip: Hold down Ctrl to apply text wrapping while you draw the table.

Create a table inside another table

Ø     626k109g      626k109g      626k109g      626k109g On the Tables and Borders toolbar, click Draw Table.

Ø     626k109g      626k109g      626k109g      626k109g The pointer changes to a pencil.

Ø     626k109g      626k109g      626k109g      626k109g Position the pencil in the cell where you want the nested table (or a table inside another table).

Ø     626k109g      626k109g      626k109g      626k109g Draw the new table. To define the table boundaries, draw a rectangle. Then draw the column and row lines inside the rectangle.

Ø     626k109g      626k109g      626k109g      626k109g When you finish creating the nested table, click a cell, and start typing or insert a graphic.

Convert existing text to a table

When you convert text to a table, you use separator characters to indicate where a new column should begin. Microsoft Word begins new rows at paragraph marks. If you also choose paragraph marks as your separator characters, Word converts your text into a table with one column.

Ø     626k109g      626k109g      626k109g      626k109g Indicate where you want to divide text into columns by inserting the separator characters you want.

Ø     626k109g      626k109g      626k109g      626k109g Select the text you want to convert.

Ø     626k109g      626k109g      626k109g      626k109g On the Table menu, point to Convert, and then click Text to Table.

Ø     626k109g      626k109g      626k109g      626k109g Under Separate text at, click the option for the separator character you want.

Insert information from a database or other data source into an existing Word document

By using a query to filter, sort, and select specific fields, you can get exactly the information you want from the data source. To keep the data in your document up to date, you can create a link to the data source. Whenever the data is changed in the source file, Word can automatically update it in your document.

1.     626k109g      626k109g      626k109g      626k109g   In the document, click where to insert the data.

2.     626k109g      626k109g      626k109g      626k109g   Display the Database toolbar, and click Insert Database

.

3.     626k109g      626k109g      626k109g      626k109g   Click Get Data.

4.     626k109g      626k109g      626k109g      626k109g   To use Word features to retrieve, sort, and filter the data: select a data source, click Open, and continue on to step 5.

5.     626k109g      626k109g      626k109g      626k109g   To use Microsoft Query to retrieve, sort, and filter the data: click MS Query, construct your query, and skip ahead to step 6.

6.     626k109g      626k109g      626k109g      626k109g   Click Query Options, select the criteria, and click OK.

7.     626k109g      626k109g      626k109g      626k109g   To customize the Word table formatting, click Table AutoFormat, select the options, and click OK.

8.     626k109g      626k109g      626k109g      626k109g   Click Insert Data.

9.     626k109g      626k109g      626k109g      626k109g   Under Insert Records, select the records to include in the Word table.

10.     626k109g      626k109g      626k109g To update the data in the Word table when the source data changes, select the Insert data as field check box.

Word inserts the data in the Word table as a DATABASE field, which is linked to the source data. To update the field, click in the table and press F9.

Add rows or columns to a table

Ø     626k109g      626k109g      626k109g      626k109g Select the same number of rows or columns as the number of rows or columns you want to insert.

Ø     626k109g      626k109g      626k109g      626k109g On the Tables and Borders toolbar, click the arrow next to Insert Table, and click the Insert command you want.

Notes:

Use the Draw Table tool to draw the row or column where you want.

To quickly add a row at the end of a table, click the last cell of the last row, and press TAB.

To add a column to the right of the last column in a table, click just outside the rightmost column. On Table, point to Insert, and click Insert Columns to the Right.

Break a table across pages

Ø     626k109g      626k109g      626k109g      626k109g Click the row you want to appear on the next page.

Ø     626k109g      626k109g      626k109g      626k109g Press Ctrl+Enter.

Delete a table or delete items from a table

You can delete individual or multiple cells, rows, or columns, or delete an entire table. Clear the contents of cells without deleting the cells themselves.

Delete a table and its contents

Ø     626k109g      626k109g      626k109g      626k109g Click the table.

Ø     626k109g      626k109g      626k109g      626k109g On Table, point to Delete, and click Table.

Delete cells, rows, or columns from a table

Ø     626k109g      626k109g      626k109g      626k109g Select the cells, rows, or columns you want to delete.

Ø     626k109g      626k109g      626k109g      626k109g On Table, point to Delete, and click Columns, Rows, or Cells.

Ø     626k109g      626k109g      626k109g      626k109g If you are deleting cells, click the option you want.

Clear the contents of a table

Ø     626k109g      626k109g      626k109g      626k109g Select the items you want to clear.

Ø     626k109g      626k109g      626k109g      626k109g Press Delete on the keyboard.

Move or copy items in a table

Ø     626k109g      626k109g      626k109g      626k109g Select the cells, rows, or columns you want to move or copy.

Ø     626k109g      626k109g      626k109g      626k109g To move or copy text to a new location without changing the text that is already there, select only the text within a cell, and not the end-of-cell mark.

Ø     626k109g      626k109g      626k109g      626k109g To replace the existing text and formatting in the new location, select the text you want to move or copy and select the end-of-cell mark.

Do one of the following:

Ø     626k109g      626k109g      626k109g      626k109g To move the selection, select the item and drag it to the new location.

Ø     626k109g      626k109g      626k109g      626k109g To copy the selection, hold down Ctrl while you drag the selection to the new location.

Change the column width in a table

Ø     626k109g      626k109g      626k109g      626k109g Rest the pointer on the column boundary you want to move until it becomes and drag the boundary until the column is the width you want.

Notes: To change a column width to a specific measurement, click a cell in the column. On Table, click Table Properties, and click the Column tab. Choose the options you want.

To make the columns in a table automatically fit the contents, click a table, point to AutoFit on Table, and click AutoFit to Contents.

To display column width measurements, click a cell and hold down Alt as you drag the markers on the ruler.

Change the row height in a table

Ø     626k109g      626k109g      626k109g      626k109g Rest the pointer on the row boundary to be moved until it becomes and drag the boundary.

Notes: To change a row height to a specific measurement, click a cell in the row. On Table, click Table Properties, and click the Row tab. Select the options you want.

To display row height measurements, click a cell, hold down Alt as you drag the markers on the vertical ruler.

Make multiple rows or columns the same size

Ø     626k109g      626k109g      626k109g      626k109g Select the columns or rows you want to make the same size.

Ø     626k109g      626k109g      626k109g      626k109g On the Tables and Borders toolbar, click Distribute Columns Evenly or Distribute Rows Evenly .

Change the space between cells in a table

Ø     626k109g      626k109g      626k109g      626k109g Click the table.

Ø     626k109g      626k109g      626k109g      626k109g On Table, click Table Properties, and click the Table tab.

Ø     626k109g      626k109g      626k109g      626k109g Click Options.

Ø     626k109g      626k109g      626k109g      626k109g Under Default cell spacing, select the Allow spacing between cells check box and enter the measurement you want.

Split a table or insert text before a table

Ø     626k109g      626k109g      626k109g      626k109g To split a table in two, click the row that you want to be the first row of the second table.

Ø     626k109g      626k109g      626k109g      626k109g To insert text before a table, click the first row of the table.

Ø     626k109g      626k109g      626k109g      626k109g On Table, click Split Table.

Break a table across pages

Ø     626k109g      626k109g      626k109g      626k109g Click the row you want to appear on the next page.

Ø     626k109g      626k109g      626k109g      626k109g Press Ctrl+Enter.

Split a cell into multiple cells in a table

Ø     626k109g      626k109g      626k109g      626k109g On Tables and Borders, click Draw Table . The pointer changes to a pencil.

Ø     626k109g      626k109g      626k109g      626k109g Drag the pencil to create new cell partitions.

Tip: To split multiple cells, select them, and click Split Cells .

Automatically format a table

Ø     626k109g      626k109g      626k109g      626k109g Click the table.

Ø     626k109g      626k109g      626k109g      626k109g On Table, click Table AutoFormat.

Ø     626k109g      626k109g      626k109g      626k109g In the Format box, click a format. Select an option.

Add shading to a table, a paragraph, or selected text

You can use shading to fill in the background of a table, a paragraph, or selected text.

Ø     626k109g      626k109g      626k109g      626k109g To add shading to a table, click anywhere in the table.

Ø     626k109g      626k109g      626k109g      626k109g To add shading to specific cells, select the cells, including the end-of-cell marks.

Ø     626k109g      626k109g      626k109g      626k109g To add shading to a paragraph, click anywhere in the paragraph.

Ø     626k109g      626k109g      626k109g      626k109g To add shading to specific text, such as a word, select the text.

Ø     626k109g      626k109g      626k109g      626k109g On Format, click Borders and Shading, and click the Shading tab.

Ø     626k109g      626k109g      626k109g      626k109g Select the options you want.

Ø     626k109g      626k109g      626k109g      626k109g Under Apply to, click in the document where to apply shading. Otherwise, Word applies the shading to the entire table.

Note: Use the Table AutoFormat command to add borders and shading to a table.

Add a border to a table

Do one of the following:

Ø     626k109g      626k109g      626k109g      626k109g To add a border to a table, click anywhere in the table.

Ø     626k109g      626k109g      626k109g      626k109g To add borders to specific cells, select the cells, including the end-of-cell mark.

1)     626k109g      626k109g      626k109g      626k109g On Format, click Borders and Shading, and click the Borders tab.

When you insert a table, it has a black ½-pt solid single-line border. Use the Style, Color, and Width options to add a different border.

2)     626k109g      626k109g      626k109g      626k109g Make sure the correct option - Table or Cell - is selected under Apply to. Select the other options you want.

3)     626k109g      626k109g      626k109g      626k109g To specify that only particular sides get borders, click Custom under Setting. Under Preview, click the diagram's sides, or use the buttons to apply and remove borders.

4)     626k109g      626k109g      626k109g      626k109g To specify the exact position of the border relative to the text, click Paragraph under Apply to, click Options, and select the options you want.

Tip: You can use the Table AutoFormat command to add borders and shading to a table automatically.

Sort lists or tables

You can sort text, numbers, or dates in ascending order (A to Z, zero to 9, or earliest to latest date). Or, you can sort in descending order (Z to A, 9 to zero, or latest to earliest date).

Ø     626k109g      626k109g      626k109g      626k109g Select the list or table you want to sort.

Ø     626k109g      626k109g      626k109g      626k109g On Table, click Sort. Select the sort options you want.

Sort a single column in a table

Ø     626k109g      626k109g      626k109g      626k109g Select the column or cells you want to sort.

Ø     626k109g      626k109g      626k109g      626k109g On Table, click Sort. Select sort options.

Ø     626k109g      626k109g      626k109g      626k109g Click Options.

Ø     626k109g      626k109g      626k109g      626k109g Select the Sort column only check box.

Tip: If you want to individually sort columns of information that aren't in a table, first convert the text to a table.

After sorting, number the rows or columns.

Ø     626k109g      626k109g      626k109g      626k109g Select the rows or list items to be sorted.

Ø     626k109g      626k109g      626k109g      626k109g From Table, choose Sort. If the selection is not in a table, the command is Sort Text.

Ø     626k109g      626k109g      626k109g      626k109g If you have a heading, under My List Has, select Header Row.

Ø     626k109g      626k109g      626k109g      626k109g Under Sort By, select a column number, field number, paragraph, or name.

Ø     626k109g      626k109g      626k109g      626k109g Under Type, select Text, Number, or Date and select Ascending or Descending.

Ø     626k109g      626k109g      626k109g      626k109g To use additional columns as a basis for sorting, repeat the last two steps, select options under Then By for each column. Choose OK.

Note: Use Options to perform a case-sensitive sort and sort a column without reordering other columns. If the text is not in a table, specify a separator character other than tab characters or commas.

Number the cells in a table

Ø     626k109g      626k109g      626k109g      626k109g Select the cells you want to number.

Ø     626k109g      626k109g      626k109g      626k109g To number the beginning of each row, select only the first column in the table.

Ø     626k109g      626k109g      626k109g      626k109g Click Numbering.

Perform calculations in a table

Ø     626k109g      626k109g      626k109g      626k109g Click the cell in which you want the result to appear.

Ø     626k109g      626k109g      626k109g      626k109g On Table, click Formula.

Ø     626k109g      626k109g      626k109g      626k109g If Word proposes a formula that you do not want to use, delete it from the Formula box.

Ø     626k109g      626k109g      626k109g      626k109g In the Paste function box, click a function. For instance, to add numbers, click SUM.

To reference the contents of a table cell, type the cell references in the parentheses in the formula. For instance, to add the numbers in cells A1 and B4, the formula would read =SUM(a1,b4).

Ø     626k109g      626k109g      626k109g      626k109g In the Number format box, enter a format for the numbers. For example, to display the numbers as a decimal percentage, click 0.00%.

Note: Word inserts the result of the calculation as a field in the cell you selected. If you change the referenced cells, you can update the calculation by selecting the field and pressing F9.

Forms

A form is a structured document with spaces reserved for entering information. Use Word to create the following types of forms:

A form distributed on the Web - Users view and complete the form in a browser. When users complete the form they submit their information to a database on an HTTP server. Web or HTML forms use ActiveX controls.

A form that users view and complete in Word - This form is distributed and collected by means of e-mail or a network share. Use fill-ins, check boxes, and drop-down lists. For additional flexibility and more powerful controls, you can use ActiveX controls on the Toolbox toolbar. Compile data from this form and analyze it in Access or Excel.

A form that is printed and filled in on paper - Insert blanks for users to complete and check boxes that list choices, such as Yes and No.

Create forms that users will view and complete in Word

You need to complete several tasks to create forms for users to view and complete in Word.

Create a document template

Do one of the following:

1.     626k109g      626k109g      626k109g      626k109g   To base a new template on an existing document, click Open on File, and open the document.

2.     626k109g      626k109g      626k109g      626k109g   To base a new template on an existing template, click New on File. Click a template similar to the one to be created, click Template under Create New and click OK.

Ø     626k109g      626k109g      626k109g      626k109g On File, click Save As.

Ø     626k109g      626k109g      626k109g      626k109g In the Save as type box, click Document Template. This file type will be selected if you are saving a file created as a template.

Ø     626k109g      626k109g      626k109g      626k109g The default folder is the Templates folder in the Save in box. To save the template so that it will appear on a tab other than General, switch to the corresponding subfolder within the Templates folder.

Ø     626k109g      626k109g      626k109g      626k109g In the File name box, type a name for the new template, and click Save.

Ø     626k109g      626k109g      626k109g      626k109g In the new template, add the text and graphics you want to appear in all new documents that you base on the template, and delete any items you don't want to appear.

Ø     626k109g      626k109g      626k109g      626k109g Make the changes you want to the margin settings, page size and orientation, styles, and other formats.

Ø     626k109g      626k109g      626k109g      626k109g Click Save, and click Close on File.

Notes: To make AutoText entries and macros available only to documents based on this template, store them in this template, not in the Normal template.

If you save a template in the Templates folder, the template appears on the General tab when you click New on File. In Windows 95 or 98, the Templates folder is located by default in either the 'C:\Windows\Application Data\Microsoft\Templates' folder. If you want to create custom tabs for your templates in the New dialog box, create a new folder in the Templates folder and save your templates in that folder. The name you give that folder will appear on the new tab. The tab will not show unless there is an actual template in the folder.

Designing a form for print or for viewing in Word

To create a form, sketch a layout for the form first, or use an existing form as a guide for designing the new form. Decide whether you want a form that will be completed on screen using Word or on paper. Some advantages to using forms that users complete in Word are that Word can automatically verify user input (such as an employee number), update other fields based on the input in an associated field (such as the city and region associated with a particular postal code), and offer Help messages to make the form easier to fill out.

Many forms, such as contracts, consist solely of text, with form fields inserted throughout the document so users can provide specific information. Other forms are based on a grid, in which you can combine features such as tables to align text, borders to designate text areas to be filled in, and shading to emphasize headings and other special elements that make the form more attractive and easier to use.

When you have a rough sketch of how you want your form to look, you can use the following Word features to help you lay out and build the form:

Ø     626k109g      626k109g      626k109g      626k109g To create a form with a simple layout, click Insert Table on the Forms toolbar. If the layout is more complex, insert several tables and separate them with blank paragraphs.

Ø     626k109g      626k109g      626k109g      626k109g Another way to lay out a complex form is to click Draw Table on the Forms toolbar and draw individual rows and columns. If you make a mistake, click Eraser on the Tables and Borders toolbar, and drag to erase the lines.

Ø     626k109g      626k109g      626k109g      626k109g To add a box, or frame, around a specific area of the form so that you can precisely position a block of text, a graphic, or a chart, click Text Box on the Drawing toolbar. You can use drawing options to format the text box borders, background color, text color, and so on.

Ø     626k109g      626k109g      626k109g      626k109g To make the form visually attractive and easy to follow, add borders and shading to key elements in the form. To add lines (borders) that Word can print between table cells or around tables and shading, select the item you want to emphasize, click Borders and Shading (Format menu), and click options on the Borders tab and on the Shading tab. Word prints table gridlines by default.

Form fields in forms

Use the Forms toolbar to insert form fields in a form that users will view and complete in Word or in print.

In the document, click where to insert the form field.

Note: Before you make a form available to users, protect it by clicking Protect Form on the Forms toolbar. Protection allows users to fill in the form but prevents them from changing the form's layout and its standard elements. When you want to go back to writing or modifying the form, click Protect Form again to unprotect the form

Use a Regular Text form field when the form requires an entry of any type - text, numbers, or symbols. In the Default Text box, you can specify the entry that appears in that field by default.

For example, if a form has a question that is usually answered Single, type the word Single in the Default Text box. The field displays the word Single so those users who fill in the form do not have to type an entry unless they want to change the response. If you leave the Default Text box blank, the field is blank.

Use a Number form field when the form requires a numeric entry.

In the Default Number box, specify the number that appears in the field by default. When the form is filled in, Word checks to see if the entry is a number. If not, an error message appears, the entry is selected, and the insertion point remains in that field until a number is entered. Formats that Word can apply and characters that are permitted in a Number form field are displayed in the Number Format box in the Text Form Field Options dialog box. Word applies the selected format when the insertion point leaves the field.

Use a Date form field when the form requires a date entry.

You can specify a default date in the Default Date box. When the form is filled in, Word checks to see if the entry is a valid date. If not, an error message appears, the entry is selected, and the insertion point remains in that field until a valid date is entered. Formats that Word can apply to a Date Form field are displayed in the Date Format box in the Text Form Field Options dialog box. Word applied the selected format when the insertion point leaves the field.

Use a Current Date or Current Time form field when you want Word to supply the current date or time

The Default Date or Default Time box is unavailable and appears dimmed. Formats that Word can apply to the field are displayed in the Date Format or Time Format box. Current Date and Current Time form fields cannot be edited while the form is being filled in. You can have Word update all fields when the document is printed by choosing Options from Tools, select the Print tab, and select the Update Fields check box.

Use a Calculation form field when you want to add a column or row of numbers or complete another calculation

Word uses an = (Formula) field to perform calculations. Type the expression for the calculation in the Expression box. A calculation form field cannot be edited while the form is being filled in. Word updates all fields when the document is printed by if you choose Options from Tools; select the Print tab; and select the Update Fields check box.

Ø     626k109g      626k109g      626k109g      626k109g To modify a text form field, make sure that the document is not protected.

Ø     626k109g      626k109g      626k109g      626k109g Double-click the text form field you want to change.

Ø     626k109g      626k109g      626k109g      626k109g Specify the options you want.

Ø     626k109g      626k109g      626k109g      626k109g Choose OK.

Ø     626k109g      626k109g      626k109g      626k109g To apply character formatting to a text form field, make sure that the document is not protected.

Ø     626k109g      626k109g      626k109g      626k109g Select the text form field you want to format.

Ø     626k109g      626k109g      626k109g      626k109g From Format, choose Font.

Ø     626k109g      626k109g      626k109g      626k109g In the Font dialog box, type or select any character formatting and spacing you want, and choose OK.

Text entered into the field will use the formatting you specified.

Using Check Box Form Fields

Ø     626k109g      626k109g      626k109g      626k109g Check box form fields prompt users to provide a yes or no response. Type a label for the check box in the form, and insert a check box form field beside the label. To set options for the check box, display the Check Box Form Field Options dialog box by doing one of the following:

Ø     626k109g      626k109g      626k109g      626k109g Choose Options in the Form Field dialog box, when you initially insert the check box form field.

Ø     626k109g      626k109g      626k109g      626k109g Double-click the form field.

Ø     626k109g      626k109g      626k109g      626k109g Select the field in the document, and click Form Field Options on the Forms toolbar.

Ø     626k109g      626k109g      626k109g      626k109g Choose Form Field Options from the shortcut menu. To display the shortcut menu, click the field by using the right mouse button and click the field. Display the shortcut menu by positioning the insertion point in the field, and pressing Shift+F10.

Use the Check Box Size box to set the size of the check box in a form

If you select the auto option button, the check box is the same size as the surrounding text. Use Exactly to specify an exact size for the check box. The Default Value options determine whether the check box is initially selected or cleared.

Use a check box form field to create check boxes in a form, even if the form will be printed and filled in on paper.

Ø     626k109g      626k109g      626k109g      626k109g To print the check box as an empty box, select Not Checked under Default Value.

Ø     626k109g      626k109g      626k109g      626k109g To modify a check box form field, double-click the check box form field to be changed.

Ø     626k109g      626k109g      626k109g      626k109g Specify the options you want.

Ø     626k109g      626k109g      626k109g      626k109g Choose OK.

Using Drop-Down Form Fields

Use drop-down form fields in online forms to present the user with a list of items to select from. Selecting from a list rather than typing entries makes it easier for users to fill in the form correctly. You may want to add None to the list of choices.

The top item in the list is the default selection - that is, the top item is entered unless another item is selected from the list. When you print the form, the currently selected item is printed.

Ø     626k109g      626k109g      626k109g      626k109g To add an item to a drop-down list, double-click the drop-down form field to which you want to add an item.

Ø     626k109g      626k109g      626k109g      626k109g In the Drop Down Item box, type the text you want to add to the list. Each item in the drop-down list can consist of up to 50 characters.

Ø     626k109g      626k109g      626k109g      626k109g Choose Add.

Ø     626k109g      626k109g      626k109g      626k109g To remove an item from a drop-down list, double-click the drop-down form field.

Ø     626k109g      626k109g      626k109g      626k109g Under Items In Drop Down List, select the item you want to remove.

Ø     626k109g      626k109g      626k109g      626k109g Choose Remove.

Ø     626k109g      626k109g      626k109g      626k109g Repeat the last two steps to remove other items, and choose OK.

Ø     626k109g      626k109g      626k109g      626k109g To change the order of items, double-click the drop-down form field to be modified.

Ø     626k109g      626k109g      626k109g      626k109g Under Items In Drop-Down List, select the item you want to move.

Ø     626k109g      626k109g      626k109g      626k109g To move the item up in the list, click the Up Arrow.

Ø     626k109g      626k109g      626k109g      626k109g To move the item down in the list, click the Down Arrow. Choose OK.

Protecting a Form from Changes

To activate form fields and to ensure that users do not accidentally change a form as they fill it in on line, you must lock the template for the form by choosing the Protect Document command from Tools. When a document is protected, form fields are available for fill-in, and users can type only in form fields or unprotected sections.

Each time a user creates a form based on the protected template, a new, untitled document is created with the same protection as the template.

When you protect a document, Word changes it in the following ways:

Ø     626k109g      626k109g      626k109g      626k109g Form fields are activated.

Ø     626k109g      626k109g      626k109g      626k109g Field results are displayed instead of field codes.

Ø     626k109g      626k109g      626k109g      626k109g The insertion point can move only to form fields and unprotected sections.

Ø     626k109g      626k109g      626k109g      626k109g The entire document cannot be selected.

Ø     626k109g      626k109g      626k109g      626k109g Table column width is fixed.

Ø     626k109g      626k109g      626k109g      626k109g Some commands, such as Find Replace and Go To, are usable only in form fields and in sections from which protection has been removed.

Ø     626k109g      626k109g      626k109g      626k109g Some menu commands are unavailable.

Ø     626k109g      626k109g      626k109g      626k109g Entry macros, exit macros and form field Help are activated.

Passwords can be specified when a form is protected. Only users who know the password can remove the protection and change the form.

Ø     626k109g      626k109g      626k109g      626k109g To protect a form, from Tools, choose Protect Document.

Ø     626k109g      626k109g      626k109g      626k109g Under Protect Document For, select the Forms option button.

Ø     626k109g      626k109g      626k109g      626k109g To assign a password to the form, type a password in the Password box. A password can contain up to 15 characters and can include letters, numbers, symbols and spaces. As you type the password, Word displays an asterisk ( ) or bullet (l) for each character you type. If you assign a password, you must use the same password to remove protection from the document. Passwords are case sensitive. Each time you type the password you must use the same combination of uppercase and lowercase letters.

Ø     626k109g      626k109g      626k109g      626k109g Choose OK.

If you assigned a password, retype the password in the Confirm Password dialog box, and choose OK.

When the document is protected, Protect Document changes to Unprotect Document.

Tip: When designing a form, turn protection on/off by clicking Protect Form on Forms or by choose Protect Document or Unprotect Document from Tools.

Ø     626k109g      626k109g      626k109g      626k109g To prevent a section from being protected, from Tools choose Protect Document.

Ø     626k109g      626k109g      626k109g      626k109g Select the Forms option button and choose Sections. If the Sections button is dimmed, there is only one section.

Ø     626k109g      626k109g      626k109g      626k109g Under Protected Sections, select the check boxes to the left of the sections that you want to protect. Clear the check boxes next to the sections you want to leave unprotected, and choose OK.

Ø     626k109g      626k109g      626k109g      626k109g Choose OK to protect the document.

Note: Some commands (such as Form Field Options) are unavailable in unprotected sections of a protected document. For full access to all word commands, remove protection from the document.

Users can print a form as they print any document. When the user chooses Print from File, Word prints the form, including the user's entries. If you use preprinted forms, you can have Word print the form data only, maintaining the relative position of the user's entries so that they print in the correct location on the preprinted form.

Ø     626k109g      626k109g      626k109g      626k109g Similarly, users can save a form as they save any document, or they can save only the data as a text file. In the text file, Word separates each data item with a delimiter and encloses each item in quotation marks. Specify these options by using Options on Tools.

Ø     626k109g      626k109g      626k109g      626k109g To print online form data only, from Tools, choose Options.

Ø     626k109g      626k109g      626k109g      626k109g Select the Print tab.

Ø     626k109g      626k109g      626k109g      626k109g Under Options For Current Document Only, select the Print Data Only For Forms check box, and choose OK.

Ø     626k109g      626k109g      626k109g      626k109g To save online form data only, from Tools, choose Options.

Ø     626k109g      626k109g      626k109g      626k109g Select the Save tab.

Ø     626k109g      626k109g      626k109g      626k109g Select the Save Data Only For Forms check box, and choose OK.

Overview of footnotes and endnotes

Why use footnotes and endnotes?

Typically, footnotes and endnotes are used in printed documents to explain, comment on, or provide references for text in a document. You can include both footnotes and endnotes in the same document - for example, you might use footnotes for detailed comments and endnotes for citation of sources. Footnotes appear at the end of each page in a document. Endnotes typically appear at the end of a document.

Description of a footnote or endnote

A footnote or an endnote consists of two linked parts - the note reference mark and the corresponding note text. You can automatically number marks or create your own custom marks. When you add, delete, or move notes that are automatically numbered, Word renumbers the note reference marks.

You can add note text of any length and format note text just as you would any other text. You can customize note separators, the lines that separate the document text from the note text.

Viewing and printing footnotes and endnotes

If you're viewing the printed document on-screen, you can view notes by resting the pointer on the note reference mark in the document. The note text appears above the mark. To display the note text in a note pane at the bottom of the screen, double-click the note reference mark. When you print the document, footnotes appear where you specified: either at the end of each page or directly below the text. In the printed document, endnotes also appear where you specified: either at the end of the document or at the end of each section.

What happens to footnotes and endnotes when I save the Word document as a Web page?

Word automatically changes the footnotes and endnotes to hyperlinks and moves the footnotes to the end of the Web page. If the document also contains endnotes, Word places them directly after the footnotes. Word inserts short horizontal lines called note separators to separate the main text from the footnotes and the footnotes from the endnotes. In the browser, custom note separators appear as short horizontal lines.

To view notes on a Web page, click the note reference mark to follow a hyperlink to the note text. Footnotes and endnotes appear at the end of the Web page.

Insert a footnote or an endnote

Ø     626k109g      626k109g      626k109g      626k109g In Print Layout view, click where you want to insert the note reference mark.

Ø     626k109g      626k109g      626k109g      626k109g

On Insert, click Footnote.

Ø     626k109g      626k109g      626k109g      626k109g Click Footnote or Endnote.

Ø     626k109g      626k109g      626k109g      626k109g Under Numbering, click an option.

Ø     626k109g      626k109g      626k109g      626k109g Click OK.

Word inserts the note number and places the insertion point next to the note number.

Ø     626k109g      626k109g      626k109g      626k109g Type the note text.

Ø     626k109g      626k109g      626k109g      626k109g Scroll to your place in the document and continue typing.

Note: In printed and online documents, Word places footnotes at the end of each page and endnotes at the end of the document. You can change the placement of footnotes so that they appear directly below the text. Similarly, you can change the placement of endnotes so that they appear at the end of each section.

Delete a footnote or an endnote

When you want to delete a note, you work with the note reference mark in the document window, not the text in the note pane.

In the document, select the note reference mark of the note to be deleted, and press Delete.

If you delete an automatically numbered note reference mark, Word renumbers the notes in the new order.

Deleting and Moving Footnotes and Endnotes

Ø     626k109g      626k109g      626k109g      626k109g To delete a note, select its reference mark in the text and press Backspace or Delete.

Ø     626k109g      626k109g      626k109g      626k109g To move a note, select its reference mark and drag it to a new location.

If notes are automatically numbered (such as 1, 2, 3), Word updates the numbers for you.

Note: To delete all automatically numbered footnotes or endnotes, click Replace on Edit. On the Replace tab, click More, click Special, and click Endnote mark or Footnote mark. Make sure the Replace with box is empty, and click Replace All. You cannot delete all custom footnote reference marks at one time.

Footnote and endnote options

Ø     626k109g      626k109g      626k109g      626k109g Open FilmWatch Business Report.doc. We will insert two footnotes and create an endnotes page for the same two footnotes.

Ø     626k109g      626k109g      626k109g      626k109g On line 15 of the first page, a paragraph begins. FilmWatch has already gained high visibility... and ends with. with several major film production companies. The second to the last sentence ends with the word. press.

Ø     626k109g      626k109g      626k109g      626k109g In Page Layout view, click on Footnote on Insert to insert a footnote number after the word press.

Ø     626k109g      626k109g      626k109g      626k109g Click on OK in the Footnote and Endnote dialog box.

Ø     626k109g      626k109g      626k109g      626k109g Type the following footnote in the note text area at the bottom of the page.

For reprints, see Dave Newell.

Ø     626k109g      626k109g      626k109g      626k109g Repeat the last three steps for the next footnote to be placed at the end of the paragraph that reads. actor's home town.

Ø     626k109g      626k109g      626k109g      626k109g Type this footnote text:

Carl Simpson, as described in "The Last Take."

Customizing Footnotes and Endnotes

Ø     626k109g      626k109g      626k109g      626k109g To set custom options for notes, choose Footnote from Insert.

Ø     626k109g      626k109g      626k109g      626k109g Choose Options, and select either the All Footnotes or All Endnotes tab.

Ø     626k109g      626k109g      626k109g      626k109g Select the options you want.

Ø     626k109g      626k109g      626k109g      626k109g When you finish, choose OK and choose Close.

Overview of creating an index

What is an index?

An index lists the terms and topics discussed in a printed document, along with the pages they appear on. You can create an index entry:

Ø     626k109g      626k109g      626k109g      626k109g For an individual word, phrase, or symbol.

Ø     626k109g      626k109g      626k109g      626k109g For a topic that spans a range of pages.

Ø     626k109g      626k109g      626k109g      626k109g That refers to another entry, such as Transportation. See Bicycles.

If you create numerous index entries for a specific topic area, you might want to create multilevel index entries.

For example, create the main index entry "Transportation," and then group the subentries "Bicycle" and "Automobile" under it.

Creating Index Entries

Ø     626k109g      626k109g      626k109g      626k109g To create an index, you must first mark the index entries in your document.

Ø     626k109g      626k109g      626k109g      626k109g To mark an entry, just select the text, assign it an index entry name, and watch Word insert a special XE (Index Entry) field:

Ø     626k109g      626k109g      626k109g      626k109g You can manually mark each index entry, or you can automatically mark each occurrence of the index entry.

Ø     626k109g      626k109g      626k109g      626k109g To speed up indexing, you can also use a concordance file to automatically mark multiple index entries at the same time.

Mark index entries for words or phrases

Do one of the following:

Ø     626k109g      626k109g      626k109g      626k109g To use existing text as an index entry, select the text.

Ø     626k109g      626k109g      626k109g      626k109g To enter your own text as an index entry, click where you want to insert the index entry.

Ø     626k109g      626k109g      626k109g      626k109g Press ALT+SHIFT+X.

Do one of the following:

Ø     626k109g      626k109g      626k109g      626k109g To create a main index entry, type or edit the text in the Main entry box.

Ø     626k109g      626k109g      626k109g      626k109g To create a subentry, specify the main index entry, and then type the subentry in the Subentry box. To include a third-level entry, type the subentry text followed by a colon ( ) and the text of the third-level entry.

Do one of the following:

Ø     626k109g      626k109g      626k109g      626k109g To mark the index entry, click Mark.

Ø     626k109g      626k109g      626k109g      626k109g To mark all occurrences of this text in the document, click Mark All.

Note that this button is available only if you selected text before opening the dialog box - not if you typed your own text in the dialog box.)

Ø     626k109g      626k109g      626k109g      626k109g To mark additional index entries, select the text or click immediately after it, click in the Mark Index Entry dialog box, and then repeat steps and .

Notes: Mark All marks the first occurrence in each paragraph of text that exactly matches the uppercase and lowercase letters in the entry.

Word inserts each marked index entry as an XE (Index Entry) field in hidden text format. If you don't see the XE field, click Show/Hide on the Standard toolbar.

Mark index entries for text that spans a range of pages

Ø     626k109g      626k109g      626k109g      626k109g Select the range of text you want the index entry to refer to.

Ø     626k109g      626k109g      626k109g      626k109g On the Insert menu, click Bookmark.

Ø     626k109g      626k109g      626k109g      626k109g In the Bookmark name box, type a name, and then click Add.

Ø     626k109g      626k109g      626k109g      626k109g In the document, click at the end of the text you marked with a bookmark.

Ø     626k109g      626k109g      626k109g      626k109g Press ALT+SHIFT+X.

Ø     626k109g      626k109g      626k109g      626k109g In the Main entry box, type the index entry for the marked text.

Ø     626k109g      626k109g      626k109g      626k109g Under Options, click Page range.

Ø     626k109g      626k109g      626k109g      626k109g In the Bookmark box, type or select the bookmark name just typed.

Ø     626k109g      626k109g      626k109g      626k109g Click Mark.

Note: Word inserts each marked index entry as an XE (Index Entry) field in hidden text format. If you don't see the XE field, click Show/Hide on the Standard toolbar.

Create cross-references for index entries

Ø     626k109g      626k109g      626k109g      626k109g Select the text you want to use as an index entry.

Ø     626k109g      626k109g      626k109g      626k109g Press ALT+SHIFT+X.

Ø     626k109g      626k109g      626k109g      626k109g Under Options, click Cross-reference, and enter the text you want to use as a cross-reference for the index entry.

Ø     626k109g      626k109g      626k109g      626k109g Click Mark.

Note: Word inserts each marked index entry as an XE (Index Entry) field in hidden text format. If you don't see the XE field, click Show/Hide on the Standard toolbar.

Automatically mark index entries by using a concordance file

Ø     626k109g      626k109g      626k109g      626k109g Open the document you want to index.

Ø     626k109g      626k109g      626k109g      626k109g On the Insert menu, click Index and Tables, and then click the Index tab.

Ø     626k109g      626k109g      626k109g      626k109g Click AutoMark.

Ø     626k109g      626k109g      626k109g      626k109g In the File name box, enter the name of the concordance file you want to use.

Ø     626k109g      626k109g      626k109g      626k109g Click Open.

Word searches through the document for each exact occurrence of text in the first column of the concordance file, and then it uses the text in the second column as the index entry. Word marks only the first occurrence of an entry in each paragraph.

Note: Word inserts each marked index entry as an XE (Index Entry) field in hidden text format. If you don't see the XE field, click Show/Hide on the Standard toolbar.

Editing or formatting index entries

Format index entries as you mark them

For example, you can underline book titles or make page numbers bold. Format index entries as you mark them.

Edit, format, or delete existing index entries

If you've already created index entries, you need to modify the index entry fields in the document. Don't modify text in the finished index; otherwise, the next time you rebuild the index, your changes will be lost.

Designing and building an index

After you've marked all the index entries, you choose an index design and build the finished index. Word collects the index entries, sorts them alphabetically, references their page numbers, finds and removes duplicate entries from the same page, and displays the index in the document.

To use additional options for customizing the index, you can use field codes. For example, you can build the index for only part of the document.

Updating an index after making changes

If you add, delete, move, or edit index entries or other text in a document, you should manually update the index. For example, if you edit an index entry and move it to a different page, you need to make sure that the index reflects the revised entry and page number.

Formatting and Compiling an Index

To create an index from marked entries, select a format for the entries and compile them.

Ø     626k109g      626k109g      626k109g      626k109g To format and compile an index, mark index entries in the document.

Ø     626k109g      626k109g      626k109g      626k109g Position the insertion point where you want to insert the index.

Ø     626k109g      626k109g      626k109g      626k109g From Insert, choose Index and Tables.

Ø     626k109g      626k109g      626k109g      626k109g Select the Index tab.

:     626k109g      626k109g      626k109g    To place subentries below the main entry select Indented under Type.

:     626k109g      626k109g      626k109g    To place subentries on the same line as the main entry, select Run-in.

Ø     626k109g      626k109g      626k109g      626k109g In the Formats: box select an index format.

Ø     626k109g      626k109g      626k109g      626k109g To align page numbers with the right margin, select Right Align Page Numbers.

Ø     626k109g      626k109g      626k109g      626k109g To format the index with multiple columns, type or select a number from 1 to 4 in the Columns box. Selecting Auto option retains existing column formatting in the document.

Ø     626k109g      626k109g      626k109g      626k109g To insert tab leader characters between index entries and page numbers, select Right Align Page Numbers. In the Tab Leader box, select a tab leader character.

Ø     626k109g      626k109g      626k109g      626k109g Right-aligned page numbers and tab leader characters are not available for run-in indexes.

Ø     626k109g      626k109g      626k109g      626k109g Choose OK. Word inserts the index in the document.

If you see a code such as instead of the index itself, Word is displaying field codes.

Ø     626k109g      626k109g      626k109g      626k109g To see the index, position the insertion point in the field code, and press Shift+F9.

Ø     626k109g      626k109g      626k109g      626k109g Or choose Options from Tools, select View, and clear the Field Codes check box.

Tip: Use a shortcut menu to update an index. Position the insertion point in the index, and click the right mouse button. Press Shift+F10. Choose Update Field from the shortcut menu.

Ø     626k109g      626k109g      626k109g      626k109g To edit an index entry, you must edit the appropriate XE field in the document; you cannot make changes in the Mark Index Entry dialog box.

Ø     626k109g      626k109g      626k109g      626k109g To edit the content of an index entry, change the text between the quotation marks.

Ø     626k109g      626k109g      626k109g      626k109g To delete an entry, select the entire XE field, including the field characters (), and press Backspace or Delete.

Ø     626k109g      626k109g      626k109g      626k109g If you need more information about the switches or other information you see in the XE field, position the insertion point in the field, and press F1.

Tables of Contents

A table of contents lists headings in the order they appear in a document and the page numbers where the headings appear.

Word creates a table of contents in the document by using styles you specify for the headings. You can use the built-in heading styles that come with Word (Heading 1 through Heading 9), or you can specify the heading styles to use.

Design and build a table of contents by using built-in heading styles

In your document, apply the heading styles that come with Word (Heading 1-Heading 9) to the headings you want to use in your table of contents.

Ø     626k109g      626k109g      626k109g      626k109g To apply a paragraph style to a single paragraph, click in the paragraph.

Ø     626k109g      626k109g      626k109g      626k109g To apply a character style, select the text you want to format.

Ø     626k109g      626k109g      626k109g      626k109g On the Format menu, click Style.

Ø     626k109g      626k109g      626k109g      626k109g Click the style you want to apply, and click the Apply button. If the style you want is not listed in the Styles box, select another group of styles in the List box.

To quickly apply a style, select a paragraph or character style from the Style box on the Formatting toolbar. Paragraph style names appear with a document icon before the style name; character styles appear with a document page icon that includes the letter a.

Ø     626k109g      626k109g      626k109g      626k109g Click the document where you want to insert the table of contents.

Ø     626k109g      626k109g      626k109g      626k109g On Insert, click Index and Tables, and click on the Table Of Contents tab.

Ø     626k109g      626k109g      626k109g      626k109g To use one of the available designs, click a design under Formats.

How to design and build a table of contents using custom styles:

Ø     626k109g      626k109g      626k109g      626k109g Click in the document where you want to insert the table of contents.

Ø     626k109g      626k109g      626k109g      626k109g On Insert, click Index And Tables, and click the Table Of Contents tab.

Ø     626k109g      626k109g      626k109g      626k109g Click Options.

Ø     626k109g      626k109g      626k109g      626k109g Under Available Styles, find the style you want to assign to a specific heading level.

Ø     626k109g      626k109g      626k109g      626k109g Under TOC Level, to the right of the style name, enter a number from 1 to 9 to indicate the level you want that heading style to represent.

Ø     626k109g      626k109g      626k109g      626k109g Click OK.

Ø     626k109g      626k109g      626k109g      626k109g To use one of the available designs, click a design in the Format box.

How to Create a custom design for an index, a table of contents, or other table:

Ø     626k109g      626k109g      626k109g      626k109g On Insert, click Index And Tables, and click the appropriate tab.

Ø     626k109g      626k109g      626k109g      626k109g In the Formats box, click From Template, and click Modify.

Ø     626k109g      626k109g      626k109g      626k109g In the Styles box, click the style you want to change, and click Modify.

Ø     626k109g      626k109g      626k109g      626k109g Click Format, and choose the type of formatting you want to apply.

When you return to the Index And Tables dialog box, the formatting and styles you specified will be displayed in the Preview box. Double-click a page number in the table of contents to go to that page.

Editing and Updating a Table of Contents

To edit an entry in a table of contents, edit its corresponding heading in the body of the document. Word reflects these edits the next time you compile or update the table of contents. Update indexes and tables after making changes

Ø     626k109g      626k109g      626k109g      626k109g Click in the index, table of contents, or other table you want to update.

Ø     626k109g      626k109g      626k109g      626k109g Press F9.

If you update the index or table, text or formatting added to the index or table will be lost.

Tip: Use a shortcut menu to update a table of contents. Click the right mouse button with the insertion point positioned in the table of contents. Then choose Update Field from the shortcut menu.