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M.S.OFFICE Taking Shortcuts with Macros in Office 2003

Working with the Task Pane in Office 2003

Getting to Know Clip Organizer in Office 2003

Sharing Data within Office 2003 with Smart Tags

Microsoft Office Timesaver: Compressing an Image

Microsoft Office Timesaver: Unhiding Filename Extensions

Taking Shortcuts with Macros in Office 2003

Recording macros in Word

Watching Out for Macro Viruses in Office 2003 Creating Your Own Toolbar in Office 2003

Customizing the Menu Bar in Office 2003

Customizing Menu Commands in Office 2003 Customizing the Office 2003 User Interface

Understanding OneNote in Office 2003

Resetting the menus

Microsoft Office Timesaver: Using the Research Pane Taking Shortcuts with Macros in Office 2003

Many people dream of the day they can give orders to a computer by talking to it; the current reality is that you still have to type on a keyboard if you hope to use your computer at all. Because most people would rather avoid typing, Microsoft Office 2003 offers a partial solution — macros.

Macros don't eliminate typing entirely, but they can reduce the number of keys you have to press to get something done. A macro is a mini-program that records your keystrokes as you type. After you record the keystrokes in a macro, whenever you need to use those exact same keystrokes again, you can tell Microsoft Office 2003 to "play back" your recorded keystrokes.

For example, suppose you find yourself typing the name of your company, The Mississippi Mudflat Corporation, over and over again. You can instead type it once and save it as a macro. Then, when you want the company name to appear in your document, Office 2003 can automatically type The Mississippi Mudflat Corporation for you.

You can create and run macros within Word, Excel, and PowerPoint.

When you create a macro in either Access or Outlook, you actually have to write a miniature program in a programming language known as Visual Basic for Applications (or VBA for short).

Working with the Task Pane in Office 2003



Sometimes when you choose a command in an Office 2003 application, such as the New command in the File menu, Microsoft Office 2003 needs more information from you before it can do anything else. In the case of the New command, Office 2003 has no idea whether you want to create a new blank file or a new file based on a template.

So when Office 2003 needs to display additional options for you to choose from, Office 2003 shows those options as links in a window, called the task pane, which appears to the right side of the screen, as shown in Figure 1.

Getting to Know Clip Organizer in Office 2003

As computers get faster and better, media files — graphics, video clips, and sound files — will play a bigger role in computing. Dropping a clip art image in a Word document or PowerPoint presentation won't be a big deal. Attaching a video clip to an e-mail message will be commonplace. Word-processed files will include sound icons that you can click to hear voice comments, whisperings, and grunts.

Microsoft, well aware that the future is closing in on us, created the Clip Organizer to help you manage the media on your computer. Using the Clip Organizer, you can place graphics, video clips, and sound in files in Word documents, Excel worksheets, PowerPoint presentations, Publisher publications, and FrontPage Web pages (but not Access databases or Outlook anythings). More important, the Clip Organizer is the place to organize media files on your computer so that you can find them and make good use of them.

Opening the Microsoft Clip Organizer

Do either of the following to open the Microsoft Clip Organizer:

Open the Clip Organizer: Click the Start button and choose All Programs --> Microsoft Office -->

Microsoft Office Tools --> Microsoft Clip Organizer. As shown in Figure 1, the Clip Organizer window opens with the My Collections folder open and the Favorites folder selected. As you will find out shortly, you can keep your favorite media files and images in the Favorites folder and be able to find them there quickly when you want to insert them in files.

Open the Clip Organizer within the program you are running: Choose Insert --> Picture -->

Clip Art or click the Insert Clip Art button on the Drawing toolbar. The Clip Art task pane opens. This task pane gives you an entrée into the Clip Organizer.



Figure 1: The Clip Organizer opens to the Favorites folder.

Although media files appear to be organized into folders in the Clip Organizer, those folders don't

really exist on your computer. The folders really represent categories. Inside each category are

shortcuts similar to the shortcuts on the Windows desktop that tell your computer where the files are

located on your computer. When you place a file in the Clip Organizer window, what you are really

doing is placing a shortcut to a file located somewhere on your computer or network.

Media files are classified into three folders in the Collection List. In the Clip Art task pane, you can see these folders by opening the Search In drop-down menu.

My Collections: Your favorite media files (in the Favorites folder), collections you organized

yourself, the names of folders on your computer where the Clip Organizer found media files if you cataloged the media files on your computer, and files you downloaded from Microsoft.

Office Collections: Media files you installed along with Office.

Web Collections: Media files from third parties who provide clips online.

Locating media files in the Clip Organizer

Before you can insert a media file from the Clip Organizer, you have to find it. Find it by conducting a keyword search or by digging into a Clip Organizer folder. Better read on.

Before you conduct a search, connect your computer to the Internet. By doing so, you can access the numerous media files that Microsoft maintains at its Web site.

The Thumbnails, List, and Details buttons in the Clip Organizer come in very handy when you are rummaging around for a media file. Click the Thumbnails button to see thumbnail images of graphic files (refer to Figure 1), the List button to get a simple list of file names, or the Details button to see file types and file sizes.

Searching by keyword for a media file



Click the Search button in the Clip Organizer (or choose View --> Search) to open the Search task pane. If you are working out of the Clip Art task pane, you're ready to go. Negotiate these text boxes or drop-down menus to describe the file or files you are looking for:

Search For: Enter a keyword that describes what you're looking for.

Search In: Select the folder that you want to search in (select the Everywhere folder to search in all the Clip Organizer folders).

Results Should Be: Choose which type of media you're seeking — clip art, photographs, movies,

or sounds. By clicking the plus sign (+) next to a media type, you can look for files of a certain kind. To look for JPEG photographs, for example, click the plus sign next to Photographs and select the check box beside JPEG File Interchange Format.

Click the Go button to begin the search. If the Clip Organizer can find what you're looking for, files appear in the window.

Getting a file from a Clip Organizer folder

If you know where the media file you need is catalogued in the Clip Organizer, click the Collection List button (or choose View --> Collection List) and open the folder where the file is found. The file appears on the right side of the window.

Figure 1: The task pane displays different options while still letting you see the contents of your file.



Every Office 2003 program includes several different types of task panes. Each type provides options for performing one particular task, such as creating a new slide (in PowerPoint), creating a mail merge document (in Word), or displaying help for that particular program (in all Office 2003 programs).

Using the task pane

When you choose a command, the task pane may appear to show you all the options available. To choose an option, just click a link, which appears highlighted in blue.

You can also identify links in the task pane by moving the mouse pointer over text. If the text appears underlined and the mouse pointer turns into a pointing hand icon, that means the mouse pointer is over a link.

After you choose an option from the task pane, Office 2003 removes the task pane from view so you can get back to work again.

Hiding and displaying the task pane

In case you want to display the task pane without waiting to choose a command that will open the task pane for you, do one of the following:

Click View --> Task pane

Press Ctrl+F1

If you want to hide the task pane from view, just click the Close box of the task pane.

Navigating through the task pane

The task pane can display different types of information at various times, which means there's a good chance that the task pane won't display the information you want to see at any given moment. Fortunately, you can change the type of information that appears in the task pane by using either the task pane list box or the Back, Forward, or Home buttons (see Figure 2).

Figure 2: The task pane gives you additional options to choose.



The Home button displays the home page of the task pane, which is where you can create a new file or open an existing one. If you click a link in the task pane, the task pane displays different information.

Clicking the Back button displays the previous information that appeared in the task pane. If you click the Back button and suddenly decide you want to return to that task pane, just click the Forward button.

If you click on the Task Pane list box, you can view all the other types of information that the task pane can display, such as the Help task pane or the Clipboard task pane, as shown in Figure 3.

Figure 3: The Task Pane list box lets you quickly see all the types of information the task pane can display.

Sharing Data within Office 2003 with Smart Tags

When you type data into Word, Excel, or PowerPoint, Office 2003 can often recognize what type of data that might be, such as a date, telephone number, or a name. When Office 2003 recognizes specific data types, it can identify it within your file with a smart tag. A smart tag gives you an option to do something else, such as create a new e-mail message or check your calendar.

Turning smart tags on or off

If you want to use smart tags, you have to turn them on. Word provides smart tags by default, but you can turn them off. Neither Excel nor PowerPoint allows smart tags by default, so you must turn them on.

To turn smart tags on or off, follow these steps:

1. Choose Tools --> AutoCorrect Options.

The AutoCorrect dialog box appears.



2. Click the Smart Tags tab.

The Smart Tags dialog box appears, as shown in Figure 1.

Figure 1: The Smart Tags dialog box lets you turn smart tags on and off and define the type of smart tags you want to use.

3. Click in the Label text with smart tags check box to turn smart tags on or off.

If a check mark appears in the Label text with smart tags check box, smart tags are turned on. If no check mark appears, smart tags are turned off.

4. Click in any additional check boxes to define other types of smart tags, such as the Address or Financial Symbol Smart Tag check box.

5. Click OK.

Using smart tags

When you have turned on smart tags within Word, Excel, or PowerPoint, Office 2003 automatically underlines in purple any text that it recognizes as a smart tag, such as a date or name. To use a smart tag, follow these steps:

1. Move the mouse pointer or cursor over the smart tag text.

The smart tag icon appears.

2. Right-click the smart tag icon.

A drop-down menu appears, showing you the different options available, as shown in Figure 2.



Figure 2: When you right-click a smart tag icon, you can see what else you can do with your smart tag data.

3. Click an option in the smart tag drop-down menu.

Depending on the action you take, Office 2003 may open another Office 2003 program, such as Outlook, and allow you to do something else with your smart tag data, such as create a new e-mail message.

Microsoft Office Timesaver: Compressing an Image

When you need quality prints, it's nice that your new digital camera can take 2.5MB e-pictures, but when you need to stick a handful of those pics in a document or turn them into a PowerPoint slideshow, those file sizes can make you feel like the ringmaster at an elephant show.

To compress a picture (or all the pictures) in a Word document, Excel spreadsheet, or PowerPoint presentation, do the following:

1. Start the application and open the document.

2. If you want to compress one specific picture, click it. If you want to compress all the pictures in the document, click any convenient picture.

If you want to compress more than one picture — but not all of them — you have to compress each one manually, separately.



3. Right-click the picture and choose Format Picture --> Picture.

The Format Picture dialog box appears.

4. On the lower left, click the Compress button.

Office shows you the Compress Pictures dialog box.

5. Specify whether you want to compress just the one currently selected picture or all the pictures in the document.

6. Choose a resolution.

• Web/Screen resolution is identified as 96 dpi (dpi being a term that's hard to define precisely because it doesn't translate directly into screen resolution). Suffice it to say that Web/Screen resolution looks good up to 1024 x 768, and reasonably good to 1280 x 1024 and even further. This is the leanest choice.

• Print resolution is identified as 200 dpi. In practice, you can get a decent 4-x-6-inch print from pictures at this resolution, but at 6 x 9 and larger, they're too fuzzy. Not as lean as Web/Screen but still significantly squished.

• No Change means that Office won't change the resolution but will delete cropped-out parts of the pictures, if so instructed (see the next step).

col2mark7.tabmarkSelect the Compress Pictures check box if you want Office to compress the pictures.

Leaving this check box clear is the same as choosing No Change in the preceding step. In other words, if this check box is clear, Office will strip off unused (cropped) parts of the pictures, but it won't reduce the resolution.

8. If you want Office to get rid of any cropped out parts of the picture(s), mark the Delete Cropped Areas of Pictures check box.

Normally, Office applications keep the cropped-out sections embedded in the document in case you edit the picture at some point in the future and want to reclaim some of the cropped-out part.

9. Click OK.

Office responds with a warning that's a little confusing (see Figure 1). In fact, compressing the pictures only reduces the quality of the pictures inside the document. Your original pictures are untouched.

Figure 1: A rather confusing warning. Don't worry — your original pictures are safe and sound.

10. Click Apply.

Office compresses and/or removes cropped areas from the indicated picture(s) inside the document.

As long as you know where to find the magic Compress button, compressing pictures in a document is fast and easy — and a great way to save time . . . not only for you but for whoever receives the document!



Microsoft Office Timesaver: Unhiding Filename Extensions

Computer security is more than just an ounce of prevention. On rare occasion, viruses can wipe out all your data, and worms can bring your e-mail connection to its knees. Far more insidious, though, are the time-sucking security problems that aren't quite so obvious: the malware that lurks and infects and destroys invisibly or intermittently.

Microsoft Office rates as the No. 1 conduit for infections because it's on almost every desktop. On most machines, Office amounts to a big, wide-open target. Windows might get infected, but frequently the vector of attack goes through an Office application.

No Office is an island: The software's tied into Windows at the shoulders and ankles. To protect Office — and to protect yourself — you must start by protecting Windows by applying updates, getting Windows to show you hidden information that can clobber you, and installing and using antivirus software and a good firewall.

Understanding Windows filename extensions

A filename extension is just the last part of a filename — the part that follows the final dot (or period) in the name. So the file called ILOVEYOU.VBS has a filename extension of .VBS;melissa.doc has the extension .doc, and so on. The capitalization

doesn't matter.

Microsoft Office programs are all hooked up to their allotted filename extensions. For example, files that end with .xls are assumed to be Excel spreadsheets; double-click an XLS file (or try to open one that's attached to a message), and Windows knows that it should run Excel, feeding Excel the file. Same with DOC and Word; PPT and PowerPoint; MDB and Access, and even the little-known PST and Outlook.

Microsoft shows filename extensions in all its documentation — Help files, Knowledge Base articles, and white papers. If you're not familiar with extensions it's probably because Windows hides filename extensions from you unless you specifically tell Windows otherwise. These hidden extensions are supposed to make Windows more user friendly.

You probably know about EXE (executable) and BAT (batch) files. Windows simply runs them when they're opened. You might not know about VBS (VBScript) or COM files (command files; good old-fashioned PC programs), which run automatically, too. And you may have no clue that SCR (screen saver) and CPL (Control Panel add-in) files get run automatically, too.

The bad guys know. Believe it.

Be extremely leery of any files with the filename extensions listed in Table 1. If you download or receive a file with one of those extensions (perhaps contained in a Zip file), save it, update your antivirus package, and run a full scan on the file — before you open it

The final filename extension is the one that counts. If you double-click a file named Funny Story.txt.exe, Windows treats it as an .exe file and not a .txt file.

Table 1: Potentially Dangerous Filename Extensions

.ade .adp .asx .bas .bat

.chm .cmd .com .cpl .crt

.exe .hlp .hta .inf .ins



.isp .js .jse .lnk .mda

.mdb .mde .mdt .mdw .mdz

.msc .msi .msp .mst .ops

.pcd .pif .prf .reg .scf

.scr .sct .shb .shs .url

.vb .vbe/.vbs .wsc .wsf .wsh

Unhiding filename extensions

The creators of Windows decided long ago that filename extensions should be hidden. Every person who uses Microsoft Office should be able to see her filename extensions. If you can't see the filename extensions either in Windows or in Office, you stand a good chance of getting zinged by a virus — and spending lots of time fixing the damage.

Files attached to e-mail messages rate as the number-one Trojan infection vector, and being able to see filename extensions can make all the difference. For example, that innocent file called ILOVEYOU doesn't look so innocent when it appears as ILOVEYOU.VBS. You might be tricked into double-clicking a file that's called Funny Story.txt, but you'd almost certainly hesitate before double-clicking Funny Story.txt.exe.

If you've been looking around Office trying to figure out how to force Office to show you filename extensions in dialog boxes, you've been looking in the wrong place! Windows itself controls whether Office shows filename extensions.

To make Windows show you the entire filename, just follow these steps:

1. Choose Start --> My Computer.

2. Choose Tools --> Folder Options --> View.

Windows shows you the Folder Options dialog box.

3. Clear the Hide Extensions for Known File Types check box.

While you're here, seriously consider selecting the Show Hidden Files and Folders radio button and also clearing the Hide Protected Operating System Files (Recommended) check box.

4. Click OK.

These days, an antivirus package is an absolute necessity — not only to protect your Office files and programs but also to protect Windows itself. Antivirus software is cheap, reliable, easy to buy (you can get it online), and frequently updated (sometimes with e-mailed notifications). In addition, the Web sites that the major manufacturers support are stocked with worthwhile information. Buy, install, update, and religiously use one of the major antivirus products.

Taking Shortcuts with Macros in Office 2003

Many people dream of the day they can give orders to a computer by talking to it; the current reality is that you still have to type on a keyboard if you hope to use your computer at all. Because most people would rather avoid typing, Microsoft Office 2003 offers a partial solution — macros.



Macros don't eliminate typing entirely, but they can reduce the number of keys you have to press to get something done. A macro is a mini-program that records your keystrokes as you type. After you record the keystrokes in a macro, whenever you need to use those exact same keystrokes again, you can tell Microsoft Office 2003 to "play back" your recorded keystrokes.

For example, suppose you find yourself typing the name of your company, The Mississippi Mudflat Corporation, over and over again. You can instead type it once and save it as a macro. Then, when you want the company name to appear in your document, Office 2003 can automatically type The Mississippi Mudflat Corporation for you.

Recording macros in Word

To record a macro in Word, follow these steps:

1. Choose Tools --> Macro --> Record New Macro.

A Record Macro dialog box appears, as shown in Figure 1.

Figure 1: The Record Macro dialog box is where you can name your macro and assign a keystroke for running it later.

2. Type a name for your macro in the Macro name text box. 3. Click the Keyboard button.

A Customize Keyboard dialog box appears, as shown in Figure 2; it's where you assign a keystroke combination to your macro.



Figure 2: The Customize Keyboard dialog box.

4. Press the keystroke that you want to represent your macro (such as Alt+F12).

You can repeat this step to assign multiple keystrokes to the same macro if you want.

5. Click the Assign button.

6. Click the Close button.

The mouse pointer turns into an arrow with an audiocassette icon; a Stop Recording toolbar appears, as shown in Figure 3, which you can use to pause or stop recording a macro.



Figure 3: The Stop Recording toolbar.

7. Press the keystrokes that you want to record in your macro.

If you click the Pause Recording button, you can temporarily stop the recording of your macro.

8. Click the Stop Recording button when you finish recording the keystrokes.

To run your macro, press the keystroke combination that you chose in Step 4.

Watching Out for Macro Viruses in Office 2003

Microsoft Office 2003 gives you two ways to create a macro. The simplest way is to record your keystrokes and then play them back when you need them. The harder way to create a macro is to use the Microsoft special macro programming language (called Visual Basic for Applications or VBA) to create more powerful and complicated macros.

Although the VBA programming language gives you the power to create a variety of different macros, it has also given mischievous programmers the opportunity to write computer viruses.

This new breed of computer viruses, dubbed macro viruses, can infect Word documents, Excel worksheets, PowerPoint presentations, and Access databases. When you give a copy of a document or worksheet that contains a virus to another person, you risk passing along the macro virus at the same time.

So to help prevent macro viruses from infecting and spreading through your Office 2003 files, Office 2003 offers a limited form of macro virus protection.



The most common macro viruses infect Word documents. The second most common macro viruses infect Excel worksheets; a handful of macro viruses attack PowerPoint or Access files. Buy an antivirus program and keep it updated regularly, to protect yourself from any future macro viruses that might attack your computer.

The most common macro viruses infect Word documents. The second most common macro viruses infect Excel worksheets; a handful of macro viruses attack PowerPoint or Access files. Buy an antivirus program and keep it updated regularly, to protect yourself from any future macro viruses that might attack your computer.

To turn on macro virus protection in Word, follow these steps:

1. Choose File --> Save or Save As.

A Save As dialog box appears. 2. Click in the Tools menu that appears in the upper-right corner of the Save As dialog box.

A drop-down menu appears. 3. Click Security Options.

A Security dialog box appears. 1. Click Macro Security.

Another Security dialog box appears, as shown in Figure 1.

Figure 1: The Security dialog box for changing the macro security setting for Word documents.

5. Click the Security Level tab and click the High, Medium, or Low radio button.

Unless you have a good reason for choosing a lower security level, you should always choose the High radio button.

If you choose the High Security Level, you may not be able to run macros created by someone else unless you set the security level to Medium or Low.

The High Security Level helps prevent macro viruses from infecting your files, but some macro viruses are clever enough to shut this feature off. Don't rely on Office 2003's macro virus protection to keep your computer virus-free.



6. Click OK twice.

The Save As dialog box appears again. Each time you save your document, Word uses your chosen security settings for this document.

7. Click Save.

If a macro virus has already infected your Word documents or Excel worksheets, turning on Office 2003's macro virus

protection won't remove the virus. You should get an antivirus program, such as McAfee's VirusScan or Symantec's

Norton AntiVirus, that can detect and remove macro and other types of viruses.

Creating Your Own Toolbar in Office 2003

You can create a new toolbar and put your favorite buttons on it. If you want, you can even create toolbar buttons for styles, fonts, AutoText entries, and macros. Follow these steps:

1. Choose Tools --> Customize, or right-click a toolbar and choose Customize to open the Customize dialog box. 2. Select the Toolbars tab.

Figure 1 shows the Toolbars tab of the Customize dialog box.

Figure 1: Creating a new toolbar.

3. Click the New button.

The New Toolbar dialog box appears, as shown in Figure 1.


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4. Enter a name for your toolbar in the Toolbar Name box.

The name you type here will appear on the View --> Toolbars submenu.

5. Click OK.

A puny toolbar with the name you entered appears on the screen, as shown in Figure 1. Locating this toolbar can be difficult; have a good look-see and you will find it. At this point, the thing is hardly bigger than a toolbar button. Drag it to a convenient location.

If you've added styles or fonts to your toolbar, you may want to shorten their names to make them fit better. To do so, right-click the button whose name you want to shorten and enter a new name in the Name text box on the drop-down list. Also on the shortcut menu are commands for changing the appearance of buttons.6. Place buttons on your toolbar.

Customizing the Menu Bar in Office 2003

Because Office 2003 contains so many different commands, each menu title can display commands in one of three ways:

Display every possible command at all times. This lets you see all the possible commands you can choose but can also overwhelm you with too many choices.

Hide the commands you rarely use. If you want to see all the commands stored under a particular menu title, you have to click the Expand button at the bottom of the menu title.

Hide the commands you rarely use but display them automatically after a few seconds.

To change the way menus work, follow these steps for each Office 2003 program:

1. Choose one of the following:

• Click Tools --> Customize.

• Click View --> Toolbars --> Customize.

A Customize dialog box appears, as shown in Figure 1.



Figure 1: The Customize dialog box lets you modify the way menus work.

2. Click the Options tab.

3. Click or clear one of the following check boxes:

• Always Show Full Menus: If checked, this option makes the drop-down menus display every possible command as shown in Figure 2.

• Show Full Menus After A Short Delay: If checked, this option waits a few seconds before

showing the less frequently used commands on a menu.

4. Click Close.



Figure 2: Menus can display all commands at all times.

Customizing Menu Commands in Office 2003

Office 2003 provides two techniques for customizing menus and menu commands. You can start from the Rearrange Commands dialog box or use the drag-and-drop method. Keep reading.

Handling menu commands in the Rearrange Commands dialog box

The Toolbar Options button technique of handling toolbar buttons is fine and dandy, but what if you want to place a toolbar button on a toolbar and the button isn't on the drop-down list? To do a more thorough job of customizing toolbars, follow these steps:

1. Choose Tools --> Customize or right-click a toolbar and choose Customize.

You see the Customize dialog box.

2. Select the Commands tab.

3. Click the Rearrange Commands button.

You see the Rearrange Commands dialog box.

4. Make sure that the Menu Bar option button is selected and, from the Menu Bar drop-down list, choose the name of the menu or submenu you want to customize.



The names of commands on the menu appear in the dialog box.

5. Customize the menu to the extent that you prefer.

You will find commands in the Rearrange Commands dialog box for doing these tasks:

• Adding a new command: Click the Add button and find and select a command in the Add Command dialog box.

• Removing a menu command: Select the command and click Delete.

• Rearranging commands: Select commands and click the Move Up or Move Down button to change the order in which they appear on the menu.

You can always click the Reset button in the Rearrange Commands dialog box if all goes awry and you need to start over.

Handling menu commands by dragging and dropping

The Customize dialog box is like a backstage pass to Office programs. As long as this dialog box is open, you can drag and drop menu commands and toolbar buttons at will. Follow these steps to remove commands from or add commands to menus by dragging and dropping:

1. Choose Tools --> Customize to open the Customize dialog box.

2. Select the Commands tab.

What you do next depends on whether you want to remove a command from a menu, add a command to a menu, or change its position on a menu. Changing menu commands requires moving the pointer out of the Customize dialog box and clicking menus on the menu bar.

Removing menu items: To remove a menu command, move the pointer over the menu that

holds the command you want to remove and click. That's right — click the menu name as if you were pulling it down to choose one of its commands. When the menu appears, select the menu command you want to remove and drag it off the menu. You see a gray rectangle above the pointer and an X below it. Release the mouse button after you have dragged the menu command away from the menu.

Adding menu items: To add a menu command to a menu, find the command in the Commands

list on the Commands tab of the Customize dialog box and drag it from the Commands list the menu itself. As you do this, you see a gray rectangle above the pointer and a plus sign below it. Move the pointer over the menu to which you want to add the command. The menu appears. Gently drag the pointer down the menu to the spot where you want the command to be listed. A black line appears on the menu to show where your command will go. When the command is in the right spot, release the mouse button.

Changing the position of menu items: To change the position of a command on a menu, move

the pointer out of the Customize dialog box and gently click on the menu whose command you want to move. Then drag the pointer up or down the list of commands. A black line shows where the command will move when you release the mouse button. When the black line is in the right spot, let up on the mouse button.

Resetting the menus

If you wish that you hadn't messed with the menus and you want to repent, choose Tools --> Customize, select the Commands tab, move the pointer out of the dialog box, right-click the name of the menu whose commands you fooled with, and choose Reset on the shortcut menu.



Customizing the Office 2003 User Interface

Microsoft tried to create the easiest, most intuitive collection of programs in the world. Yet chances are good that the programs are still too complicated for most mere mortals to use and understand. So rather than suffer in silence, take a few moments to customize the Microsoft Office 2003 user interface.

Changing icons on your toolbars

The toolbars in Office 2003 display the icons you use most often. However, toolbars only have a limited amount of space so you may want to choose which icons to appear on each toolbar by following these steps:

1. Click on the Toolbar Options button on the toolbar that you want to customize.

To view a toolbar that may be hidden, choose View --> Toolbars and then click on the toolbar you want to customize. When you click on the Toolbar Options button, a pull-down menu appears.

2. Click Add or Remove Buttons.

A pop-up menu appears that lists one or more toolbars such as Standard or Formatting.

3. Click on the name of the toolbar that you want to customize.

A pop-up menu appears that displays a check mark next to all the icons that currently appear in your toolbar as shown in Figure 1.



Figure 1: A check mark tells Office 2003 to display a particular icon on the toolbar.

4. Click to the left of the icon that you want to appear in your toolbar.

If you want to hide an icon from view, click its check mark to make the check mark go away. Each time you display or hide an icon, Office 2003 changes the appearance of your toolbar so you can see what it looks like.

5. Click anywhere away from the pop-up menu of toolbar icons.

Congratulations! You've just modified your toolbars.

In case you want to restore your toolbars to their original, factory-configuration, follow these steps:

1. Click on the Toolbar Options button on the toolbar that you want to customize.

To view a toolbar that may be hidden, choose View --> Toolbars and then click on the toolbar you want to customize. When you click on the Toolbar Options button, a pull-down menu appears.

2. Click Add or Remove Buttons.

A pop-up menu appears that lists one or more toolbars such as Standard or Formatting.

3. Click Customize.

A Customize dialog box appears.



4. Click the Reset menu and toolbar usage data button and then click Close.

Office 2003 restores your menus and toolbars to their original condition before you started messing around with customizing them.

Understanding OneNote in Office 2003

Microsoft OneNote is designed for taking notes at meetings and conferences and taking notes while you're talking on the telephone. Rather than scribble notes indiscriminately in a Word document, you can enter them in OneNote, organize them into sections and pages so that they can be retrieved easily, and copy them very easily into Excel, PowerPoint, Word, or another Office program.

Running OneNote

Do one of the following to run OneNote:

Click the Start button and choose All Programs --> Microsoft Office --> Microsoft Office OneNote.

Double-click the OneNote icon in the notification area of the taskbar (it's located in the lower-right corner of the screen next to the clock). If you don't see the icon in the system tray and you want to see it there, choose Tools --> Options, select Other in the Options dialog box, and select the Place OneNote icon in the Notification Are of the Taskbar check box.

OneNote opens to the section and page or subpage that was open the last time you closed the program. What is a section, page, and subpage? Better keep reading.

Figure 1 shows the OneNote window with three sections open. In OneNote lingo, all notes are kept in the Notebook, the Notebook is divided into sections, and each section is divided into pages and subpages. Besides confusing you, the idea behind storing notes in sections, pages, and subpages is

to help you organize and locate notes. Create a section for each new task you will undertake — for each new staff meeting, conference, or client. Within the sections, store your notes in pages and subpages (if using subpages proves really necessary).



Figure 1: The OneNote window.

Here are ways to get from section to section or page to page in the OneNote window:

Go to a different section: Click a section tab along the top of the window (refer to Figure 1), or

click the My Notebook button and choose a section name on the drop-down list.

Go to a different page: Click a page or subpage tab on the right side of the window (refer to

Figure 1). Page tabs are large and have round corners; subpage tabs are square. You can also click the Back and Forward buttons on the Standard toolbar to revisit pages.

Move the pointer over a page tab and you see a pop-up message with the page's title, its number, and its creation date. To make page titles rather than page numbers appear on page tabs, choose View --> Titles in Page Tabs or click the Show Page Titles button in the lower-right corner of the window.

Writing notes

Although the program is called OneNote, you can enter two kinds of notes — typed notes and drawings. Moreover, if you're using a Tablet PC to scribble your notes, OneNote can (at least in theory) recognize whether y

Notes appear in what are called containers, as shown in Figure 2. Move the pointer over the top of a container and you see the four-headed arrow. At that point, you can click and drag a note elsewhere. Drag the little arrows in the upper-right corner of a container to change the container's width.ou're writing by hand or drawing.



Figure 2: A typed note (left) and a drawn note (right).

Typing a note

To type a note, simply click and start typing. Press the Enter key to begin a new paragraph in a note. You can draw upon the commands on the Formatting toolbar — do you recognize them this from Microsoft Word? — to format the text or change its color.

To get more room on a page for notes, try removing the page header. To remove or display page titles, choose View --> Page Header.

Drawing a note

Use the Pen button to draw a note. Click the down arrow beside the button to choose a color and thickness for the line you will draw. The pointer turns into a dot. Click and start drawing. As you draw, the drawing canvas enlarges to make room for the lines. Press the Esc key when you're finished drawing.

If you make a mistake in a drawing, click the Eraser button and then click the line you want to erase. Press the Esc key when you're finished erasing. You can also erase the last line you drew by choosing Edit --> Undo Inking (or pressing Ctrl+Z).

To get a better look at all the pens and highlighters you can choose among when drawing, display the Pens toolbar. To do so, choose View --> Toolbars --> Pens or right-click a toolbar and choose Pens.

Resetting the menus

If you wish that you hadn't messed with the menus and you want to repent, choose Tools --> Customize, select the Commands tab, move the pointer out of the dialog box, right-click the name of the menu whose commands you fooled

with, and choose Reset on the shortcut menu.



Reading Comments in Word

To read stick-on notes (comments) in Microsoft Word, just point (don't click) the mouse at it. The mouse cursor changes to

the insertion pointer plus a little sort of stick-on note thing. Just hold the mouse still and the sticky note pops up on the

screen. The name of the person who wrote the note appears above it, and then comes the note's contents.

Move the mouse away from the yellow text to make the sticky note disappear.

If you want to see all the comments in a document at once, choose View, Comments from the menu. This action splits the

screen (just like when you created the comments), but shows you every one of them. Jump around through your

document by clicking the mouse on the initials that start each annotation.

For more information like this, get a copy of Word 97 For Dummies, by Dan Gookin

Shutting Down Windows

Although the big argument used to be about saturated and unsaturated fats, today's generation has found a new source

of disagreement: Should a computer be left on all the time or turned off at the end of the day? Both camps have decent

arguments, and there's no real answer (except that you should always turn off your monitor when you won't be using it for

a half hour or so).

However, if you decide to turn off your computer, don't just head for the off switch. First, you need to tell Windows about

your plans.

To do that, click the Shut Down command from the Start menu and then click the Shut Down button from the box that

appears. Finally, click the Yes button; that click tells Windows to put away all your programs and to make sure that you've

saved all your important files.

After Windows has prepared the computer to be turned off, a message on the screen says that it's okay to reach for the

Big Switch.

The Windows Shut Down menu offers several options now, as you can see by the following list:

Shut down: Click here, and Windows saves your work, prepares your computer to be shut off, and automatically

turns off the power. Use this option when you're done computing for the day.

Restart: Here, Windows saves your work and prepares your computer to be shut off. However, it then restarts

your computer. Use this option when installing new software, changing settings, or trying to stop Windows from doing

something weird.

Standby: Save your work before choosing this one; it doesn't save your work automatically. Instead, it lets your

computer doze for a bit to save power, but it wakes up at the touch of a button.

Hibernate: Only offered on some computers, this works much like Shut down. It saves your work and turns off

your computer. However, when turned on again, your computer presents your desktop just as you left it: Open programs

and windows appear in the same place.

The Hibernate command takes all of your currently open information and writes it to the hard drive in one big chunk. Then,

to re-create your desktop, it reads that big chunk and places it back on your desktop. It's not as safe as shutting down

your computer.

Don't ever turn off your computer unless you've first used the Shut Down command from the Start button. Windows needs to prepare itself for the shutdown, or it may accidentally eat some of your important information.

Microsoft Office Timesaver: Using the Research Pane


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Office 2003 brought us all sorts of pains, not the least of which is the Research task pane. The Research pane hooks into Word, Outlook (when you're using Word to view or write a message, which is the default), Excel, and PowerPoint, and at times it hangs on the left edge of Internet Explorer.

Office 2003's Research pane includes some very powerful tools, including a fully functional version of Microsoft Encarta, 20-minute-delayed stock quotes and historic price charts, a dictionary, and more.

The Research pane also includes a bunch of advertising fluff, designed specifically to convince you to part with your money — in exchange for information that's readily available on the Internet.

As long as you have a reasonably fast Internet connection, using the Research pane is considerably simpler — and possibly faster — than pulling out your old dictionary or encyclopedia and running the lookup manually. The results won't be as thorough as a trip through Google, say, but if you're looking for quick, adequate definitions and explanations, the Research pane is a decent place to start.

Fixing the Research Pane

Right out of the box, the Research pane is a great advertising tool, fully functional and ready to convince you to spend more money. Before you delve into exploring the Research pane and its options quickly and efficiently, you should cut out the advertisements:

1. Start Microsoft Word, and then click the Research icon on the Standard toolbar.

Word brings up the Research task pane.

2. Click Research Options at the bottom of the Research task pane.

Office shows you the Research Options dialog box. The remainder of this procedure helps you decide which Research Options you need, as well as which will only get in your way.

3. If you want Office to suggest translations for individual, common words, keep the Translation check box marked.

If you don't normally use machine translation (or if you're content to work with something like Google's Language Tools, then clear the Translation check box.

When you use the Research pane, the automatic Translation often just gums up the works, reporting that it can't find words that you don't want it to search for anyway.

4. Clear the eLibrary check box — unless you have an ongoing need to be teased by the first hundred words of a million magazine articles.

eLibrary will tell you that it found your Research task pane search item, show you the first few words of each magazine article, and then offer to show you the full articles for a price. This is not worth your time nor your money unless you really need access to the magazines that eLibrary represents exclusively. Use Google News instead.

5. Clear the Factiva Search check box.

If you really want this, go straight to Factiva, which is a joint venture between Dow Jones and Reuters.

6. Seriously consider clearing the MSN Search check box.

This is a personal preference, but why have the Research pane spend time banging against MSN's search engine when, with a couple of clicks and the Google toolbar, you can run against


http://www.google.com/language_tools

http://news.google.com/

http://www.factiva.com/


Google's mother lode of information?

5. Click OK.

Leave the Gale Company Profiles and MSN Money Stock Quotes check boxes enabled because they induce little overhead, don't beg incessantly for money, and can actually be useful if you can figure them out.

Finding synonyms

Nine times out of ten, when you're using Word, Outlook, or PowerPoint, you won't need or want to use the Research task pane to look for a synonym. Simply right-click the word, choose Synonyms, and choose from one of the six most-common synonyms (or one antonym) on offer.

Right-clicking a word to find a synonym is quick and easy. The Research task pane is slow and cumbersome. Why? Because the synonym entries in the right-click menu are all stored on your computer: You can look up a synonym even if you aren't connected to the Internet.

To save time, don't right-click and choose Look Up. Right-clicking and then choosing Synonyms --> Thesaurus feeds the chosen word directly into Office's Thesaurus, which is already located on your PC. If you choose Look Up, the word you choose goes into the Encarta Dictionary, which is a Web site away.

If you can't get the synonym you want with a simple right-click, choose Thesaurus, and Office brings up the Research task pane. (Note: Excel doesn't offer synonyms in its right-click contextual menu. You have no choice but to use the considerably slower Research task pane — or start Word, type the word, right-click it, and go from there.)

Here's how you drill down in the Thesaurus — which is to say, to find a synonym of a synonym. In the Research pane, click the word that you want to explore. As long as you continue to search in the Thesaurus, Office's response remains snappy.

When you find the synonym you want, click the down-arrow to the right of the word in the Research pane and choose Insert. Your old word is automatically replaced by the new one.

Looking in the dictionary

Although the Office Thesaurus is swift, the other reference book you're likely to use — the Encarta Dictionary — can be sluggish indeed.

Sometimes a quick look at a word's synonyms will confirm immediately whether you have the right word — and avoid a trip to the dictionary. For example, if you aren't quite sure whether the word hirsute means hairy, right-click hirsute and choose Synonyms.

The primary timesaving trick to using the Encarta Dictionary lies in understanding that the dictionary doesn't include many of the terms that you might expect to find in a dictionary. For example, the names of almost all countries, states, cities, rivers, mountains, people, and zillions of additional proper nouns aren't in the dictionary at all. If you look for them in the dictionary, you're just wasting your time.

For example, if you right-click the word thailand and choose Look Up (or hold down the Alt key and click the word — same thing), the Research pane opens, grabs the word thailand, looks it up, sits there for a while — and finds nothing.

If you didn't disable the Translate search service (see Step 3, above), chances are good the



Research task pane will get hung up trying to translate the word thailand into French or Spanish! Oy.

The problem? Actually, there are two:

Office's Research task pane is hard-wired to repeat the same search that it last performed. When you right-click a word and choose Look Up — or hold down the Alt key and left-click a word — the Research pane repeats its previous search by using the new word. If your previous search was a dictionary lookup, you go out to the dictionary again.

There's no way to tell the Research task pane that you want it to look in both the dictionary and the encyclopedia. You get one or the other but not both.

Compounding the problem is the blasted terminology: Only Microsoft would have the hubris to draw a distinction between Reference Books (which includes the Thesaurus located on your PC and Microsoft's dictionary out on the Web) as opposed to Research Sites (which includes Microsoft's encyclopedia Web site), and prevent you from searching both simultan


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