WD: Customizing Word 6.0 for the Mac and Formatting Documents

MORE INFORMATION

1. Q. What are the shortcut keys I can use to manipulate toolbars and toolbar buttons?
   
   A. To move a toolbar button to a new location on the toolbar or to a different toolbar, hold down the COMMAND key and drag the toolbar button to the new location.
   
   To copy a toolbar button to a new location on the toolbar or to a different toolbar, hold down the OPTION key and drag the toolbar button to the new location.
   
   To hide or display a toolbar in Word, hold down the CONTROL key while you click once on any toolbar button. From the menu that appears, choose the toolbar you want to hide or display.
   
   To remove a button from a toolbar, hold down the COMMAND key while you drag the button off the toolbar. This operation is similar to dragging a tab off the ruler to remove it.
2. Q. I know that I need to display a toolbar to customize it, but when I choose Toolbars from the View menu, sometimes the toolbar is missing from the Toolbars list. How can I display a toolbar if it doesn't appear in the View Toolbars dialog box?
   
   A. Word displays some toolbars only when you use certain features. For example, when you switch to outline view, Word displays the Outlining toolbar. When you are not in outline view, you cannot display the Outlining toolbar, so Word does not include it in the View Toolbars dialog box. To modify a view-dependent toolbar, switch to a view that displays the toolbar, then choose Customize from the Tools menu. For example, to modify the Header And Footer toolbar, switch to Header And Footer view, then choose Customize from the Tools menu.
3. Q. How do I insert a tab character in a text form field?
   
   A. Press CONTROL+TAB or OPTION+TAB.
4. Q. How can I use the data from my online form as a mail merge data source?
   
   A. After you fill in your online form in Word, save only the online form data, then use that file as a mail merge data source or append it to an existing data file. Use the following three steps to save online form data only:
   
   
   1. From the Tools menu, choose Options.
   2. Select the Save tab.
   3. Select the Save Data Only For Forms option (make sure an X appears in the box next to the option), and then choose OK.
      
      NOTE: When you save the online form, Word prompts you for a new filename and suggests the current name of the form with a .TXT filename extension. Word saves the data in a comma- delimited, text-only file and places the contents of each form field in quotation marks.
5. Q. I want to use my online form both as an online form and as a mail merge main document. When I perform the mail merge operation, Word for the Macintosh beeps and nothing happens. Why?
   
   A. You cannot use a protected online form as the main document in a mail merge operation. When the main document is protected, Word disables the Mail Merge command whenever the protected document is the active document. This is true even if your online form contains unprotected sections. Unless you unprotect your online form, you cannot use it as a mail merge main document. As a workaround, you can replace the FORM fields with FILLIN or ASK fields.
6. Q. I've made changes in my document, but Word hasn't updated the table of contents or index in my document. What's wrong?
   
   A. Both the table of contents and the index are fields in your Word document. You must update the field to show the current results. To do this, click anywhere in the table of contents or index and then press F9. For a 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.
7. Q. How do I include the total number of pages in my document page numbering? For example, I want the page number to read "Page 1 of 20", where 20 is the total number of pages in the document.
   
   A. To include the total number of pages when you number the pages in your document, insert a NUMPAGES field using the following procedure:
   
   
   1. From the View menu, choose Header And Footer.
   2. Position the insertion point where you would like the current page number to print.
   3. Type page and then press the SPACEBAR.
   4. Choose the Page Numbers button on the Header and Footer toolbar to insert the current page number.
   5. Press the SPACEBAR, type of, and then press the SPACEBAR again.
   6. From the Insert menu, choose Field.
   7. From the Field Names list, select NumPages, and then choose OK. The page numbering in your document should appear similar to the following example

      Page 1 of 10

      where 10 is the total number of pages in your document.
      
      NOTE: As you modify your document, Word adjusts this number so it always reflects the current number of pages in your document. Because NUMPAGES is a field, Word may not update its results until you switch to page layout view or print preview, or until you select the field and press F9 to update its results.
   For more information about working with fields, refer to Chapter 32, "Inserting Information with Fields" in the "Microsoft Word User's Guide." For online Help, double-click the Help button on the Standard toolbar and then type field codes.
8. Q. Sometimes I change my toolbars, macros, Word commands, or AutoText entries, but when I start a new document, all of my changes are gone. How can I make these changes show up in all my documents?
   
   A. You stored these modifications in a document template instead of in the Normal Document Template. This means your modified toolbars, macros, Word commands, and AutoText entries are available only when you work in a document based on the template in which you stored the modifications. 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 template as a global template. To load a template as a global template, use the Templates command on the File menu.
   
   To move macros, AutoText entries, or customized Word commands from one template to another, use the Organizer. To open the Organizer, choose AutoText from the Edit menu, choose Style from the Format menu, or choose Macro from the Tools menu, and then choose the Organizer button.
9. Q. I made a template that I want to use every time I create a new Word document. How do I do that?
   
   A. Use the Templates command on the File menu to load the template as a global template. You can then use this template's macros, AutoText entries, toolbars, and customized Word commands--as well as the items stored in the Normal Document Template--in all your documents. Word does not, however, add the styles from a global template to your documents. If you want to make the styles from a template available to all your new documents, you need to move those styles to your Normal Document Template. You can use the Organizer to move styles from one template to another. To open the Organizer, choose Style from the Format menu and then choose the Organizer button.