Business Computing Tips

By K&K Fainges kfainges@...

The next tools have been covered before:

Mail merging
http://www.users.bigpond.com/sagatech/mail_merging.htm

and Macros
http://www.users.bigpond.com/sagatech/macros.html

Customise lets you add some extra flexibility to word, mainly to the
toolbars. Toolbars are set up with all the normal things that people
do, but there are times when you find yourself doing the same thing
over and over, but it's not on the toolbar.

Marcos allow you to add a button, but there are a lot of macros that
have already been added that you can chose from the list.

TOOLS=>CUSTOMISE on the Toolbar tab, allows you to add a whole new
toolbar by clicking on the NEW button. if you click on the Command
tab, there is a list of common commands you can add on. you do this
by clicking and dragging them up to the toolbar you want them on.

For example, say you are always swapping font over to ARIAL. Then you
can add that font to your Formatting toolbar and make it all so easy.

You can also add keyboard shortcuts that let you do things without
having to reach for the mouse. Just click on the Keyboard button. Be
careful not to use a shortcut that is already being used though.

The Options tab, lets you chose some of the ways you want things set
up. The big one for me is that you can chose to have menus show all
commands and get rid of those silly double arrows that drive me mad.

Next issue: The last Tool - Options

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

TOOLS => WORD COUNT is just that, it counts the words in your
document. Very handy for assignments or reports with a word limit.

The next TOOL is AUTO SUMMARISE. It sorts through headings and the
main information and gives you a quick idea of what the document is
about. Now, like many of the tools, it is not fail safe and it has
its hiccups, but it gives you a good head start.

TRACK CHANGES is an excellent tool for proofing your work. It really
comes into play if you are proofing someone else's work, or they are
going over yours. Each change you make is marked on the page, but the
old information is left there. Then you can go through each change
and approve it. Or you can let the old text stay.

Looking over the changes for things you always get wrong can be a
solid learning experience.

MERGE DOCUMENTS allows you to take two different documents, say
something you and a friend have been working on separately, and merge
them together. Common areas are left the same and you can add or
subtract differences.

This is very handy if someone has changed a document on you, and
you're not sure where.

Next issue: More Tools

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

Last week, we talked about how to SET your language to your own. The
other command available under TOOLS => LANGUAGE is the Thesaurus.
This lets you find a better word.

Can't think of the right word? Just type in one that is close,
say 'wait'. Then you highlight the word by double clicking on it, or
by clicking at the end, holding the button down and dragging the
mouse over the word. Then let go of the mouse button. You can
highlight from the front to the back too, but many find it easier to
drag to the left.

Then click on TOOLS => LANGUAGE => THESAURUS and a box will come up.
On the left (or at the top) is the word you wanted to change. Then
come a list of words that mean roughly the same thing. Double click
on them to change the word in your document to this new word.

If you see something close, but not close enough, then click once and
hit LOOK UP. This will put the new word into the search area and give
you a new list of words. Keep going till you find the perfect one.

Sometimes you will get an antonym. This means a word that means the
opposite of your word. Be careful you watch for that. it can be
embarrassing if you add the wrong one.

Next issue: More Tools

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@b...
TOOLS are all those extra commands that let you really work a Word
document.

The first is the ever faithful SPELLING AND GRAMMAR. This run through
your document and helps you fix the mistakes. But it isn't
infallible. See below.

Eye halve a spelling chequer It came with my pea sea It plainly
marques four my revue Miss steaks eye kin knot sea. Eye strike a key
and type a word And weight four it two say Weather eye am wrong oar
write It shows me strait a weigh. As soon as a mist ache is maid It
nose bee fore two long And eye can put the error rite Its rare lea
ever wrong. Eye have run this poem threw it I am shore your pleased
two no Its letter perfect awl the weigh My chequer tolled me sew.

This is an extreme case, but it makes the point. Still, most words
are caught. Each word is checked, and suspect words bring up a box
that allows you to:

* Ignore – This misses this word once, useful for Names etc that you
will never use again.

* Ignore All – This ignores that word for the whole document so you
don't have to hit ignore 20 times for a story on Myxo the Rabbit.

* Add- Where you can add the word to the dictionary. For instance, I
strongly recommend adding your name or it will drive you mad.

* Change – Click on the suggested spelling that is correct, or type
in the correct spelling and hit change to change it in your document.

* Change All – Change it throughout your document. This can be a time
saver as you can type PCYC and then Change All to Police Citizens
Youth Club.

* Auto Correct – This will make the computer automatically change the
word to the right one whenever you make the mistake. I suggest not
using this, unless you are trying the PCYC trick mentioned before, or
you will never be able to spell that word correctly.

The main way to help the Spell checker be accurate is to make sure it
is using the correct language. Default is US English and they can't
spell for toffee. Go to TOOLS => LANGUAGE => SET LANGUAGE and make
sure you are checking the spelling against Australian English.

The grammar checker works the same way. It is less reliable and don't
take it as gospel.

Next issue: More Tools

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

FORMAT => OBJECT allows you to change the way things look such as;
pictures, word art, clip art, and just about everything else that you
Insert into a document.

To format an object, first click on the object. Small boxes will
appear at the corners and sides. If you then right click and chose
FORMAT, or click on the menu for FORMAT => OBJECT, a dialogue box
will pop up that allows you to change the size, alignment and other
aspects of the object.

Although the menu can change, normally you are offered Colors and
Lines, Size, Layout, and Web.

Colors and Lines (sorry about the spelling but it is an American
program) allows you to put borders around the object, or Fill, in
other words, colour in the inside of the object. have a play with
various styles and thicknesses of line to find your favourite.

Size lets you change the size precisely, by typing the new length and
breadth in. If you want to take it to half, then change the ratio to
50% and tick the Lock Aspect Ratio, to keep it looking square.

Layout lets you chose how it reacts with the text, i.e. the words
around it. you can have it in front of, close to the words or behind
them. Again experiment but I personally tend to use square. This tab
also lets you chose the alignment, i.e. whether it is in the middle
or edge of the page.

Web lets you label the item for the web. There are other options too
depending on what the object is.

If any items are greyed out, in other words, won't let you click on
them, then that option is not available.

Next week: On to Tools

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.
Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.
"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

FORMAT => REVEAL FORMATTING lets you see what formatting is being
used on the page. If something is not looking right, and you aren't
sure what it is, then you can check. Sometimes two fonts can be very
close but look funny when it gets printed out.
Similar to this command is the show/hide button on your formatting
toolbar. The funny mark that looks like a backwards P is a hard
return, (in other words, where you hit enter on the keyboard). If you
have a space or the writing suddenly breaks off, that is probably the
problem.
Spaces are shown by a dot.just.like.this. If you have something that
is on a separate line, but doesn't move when you hit delete, check
for extra spaces. A tab mark is a small arrow. You can delete any of
these characters, just like a normal letter.
To get rid of the formatting marks, just click the button or command
again.

Next week: Format Objects.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.
Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.
"It has to be practical, it has to be cheap, and it has to work."

Hi all,

Well, if you've been wondering where I've been for the last two weeks,
school holidays meant a chance to visit my sister and her bump,
(referring to her unborn baby, not her husband who is lovely, Hi Matt,
you gave me your cold you rotter, or the pets.)

So off we went to freeze and pat the bump. Which we did.

Actually pretty frequently. Both the freezing and the patting. The
patting was better though.

The best bump pat was the middle of the local shops when Jess fought
her way through 5 layers to expose Sue's stomach and say "look, that's
my cousin in there" to a complete stranger. It wouldn't have been as
funny if Sue didn't leap five foot in the air because of cold Jess
hands. Admittedly, Jess's hands are legend even without the -3
Canberra mornings.

So, if you want to see us enjoying the delights of Canberra (hats,
gloves & scarves) visit the link below.

http://www.geocities.com/annalisamara/ and click on the trip to
Canberra link.

If you missed the other photos, feel free to look.

Karen

Aka

The webpage lady
That mad Fainges woman
Jules
Eddie
Rose
Lisa
And a bunch of others.

Business Computing Tips

By K&K Fainges kfainges@...

Auto formatting allows you to set up changes to happen automatically
like changing 1/2 to look like a proper fraction. This was covered in
a previous Ktips http://www.users.bigpond.com/sagatech/insertp3.html
Clicking on FORMAT => AUTOFORMAT allows you to make all the pages on
the page at once. It also gives you another chance to check options
are being used and turn them on or off.

Styles are found on the formatting toolbar, as well as on the FORMAT
menu. these let you add bold and different font and sizes just by
highlighting the words and hitting the one you want.

Using preset styles makes sure your documents all look the same,
9important in an office) and they also allow you to set up Table of
Contents and other similar things more easily.

If ever your document looks weird, be sure to check on the formatting
toolbar to see if the formatting has been changed. Normal is what you
usually aim for. It it is online or something similar, that explains
why it looks weird.

It is often easier to clear it all and start again. To do this, hit
the Select all button, then hit Clear Formatting. this is normally
the top option on any list.

Next week: more formatting.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

Frames allow you to split your page so you can keep links to all of
the pages down one side and the page you are reading at the moment on
the other. They are most often used on webpages. You can also add a
table of contents to them automatically, (see table of contents.)

You can chose to put the frame on the top, bottom, left and/or right
or any combination of the above. Clicking on FORMAT=> NEW FRAMES
PAGE, lets you get started. here you can add pages, or delete them
just by clicking.

Properties allows you adjust the frames. The FRAME tab allows you to
pick which page goes into that part of the page, and the size, allows
you to pick what size the frame should be, i.e. 205 of your page.

The BORDERS tab, allows you to make it so the frames can't move, or
so people can scroll them up/down or sideways. it also allows you to
make the frames invisible or put a coloured border of various sizes
around them.

Next week: more formatting.

**********************************************************************
Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

Themes allow you to format everything on your page quickly and
easily, ensuring that documents always look uniform and professional.

On the formatting toolbar, there is a style button, which allows you
to select heading formats, normal paragraphs, a whole range of
things. FORMAT => THEMES allows you to change all of these at once to
something that blends well. You can even tick the boxes on the left
hand side to add more colour versions of those colours, and/or a
background picture.

You can then pick your favourite and set it as the default. Then
every document you open up, will have the same look.

Next week: more formatting.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

The background is the white page you type onto. You can change that
to a different colour by going to FORMAT => BACKGROUND and clicking
on any of the basic colours there, or if you are feeling more
adventurous by clicking on other colours. Other colours might not
look the same on other people's screens though. Choosing a colour
works just the same as the other colour formatting, click here for a
review.

Fill effects allow you to work with more colours on the screen at the
same time and/or patterns. Basically play around with it all, you can
always undo. Click on the different tabs to try different things.

One trick is remembering, that if you use a picture as your
background, it will need to be the right size or it will start to
repeat around the edges. That can look quite strange. It is better to
use something that already has a recurring pattern to avoid this
problem.

The other thing to remember is that none of these turn up when you
print the document. In order to do that, you must use PRINTED
WATERMARK.

Next week: more formatting.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

The next item in the FORMAT menu is Drop Cap. All those lovers of
Disney movies would be aware of the fancy first letter on the page
when they tell a story from an old book. That is a dropped cap. It
lets you make the first letter bigger and set over a few lines. The
dialogue box allows you to chose whether it stays in the margin, or
if the text sort of moulds around it. You can also chose the font,
the numbers of lines it drops down and how far away the rest of the
writing is from that letter.

The next item, TEXT DIRECTION, also lets you play with the text,
changing its direction on the page. Used in tables, you can change
the text to run down the page facing either the left or right. This
is very handy if you want to fit in some explanation down the side of
a table.

CHANGE CASE also refers to the text. Ever left the Caps lock on and
not notices for about half a page? Rather than retyping it, you can
change the case. This command allows you to swap between UPPER and
lower case, even capitalising just the start of the sentence
(Sentence case) or every word (Title Case), or swapping everything
over to the opposite.

Next week: more formatting.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

Tabs allow you to place your text wherever you want it. Just like the
old tab markers on a typewriter, you can 'set' the tab just where you
want them to make sure each line of your writing exactly lines up
with the ones above it.

The most often used Tab is the paragraph tab, those first few spaces
before each new paragraph. You can used the default one set by Word
and just hit the tab key on your keyboard, or you can place your tabs
by single clicking in the ruler where you want them to be. If you
can't see a ruler at the top of the page, go up to VIEW => RULER  and
click to put a tick beside the word ruler.

You can place as many tabs as you want to make columns or tables, but
I strongly recommend not using tabs for this. The reason is that if
the reader opens it in anything but your version of word, it looks
like complete gobbledy gook. Use a table instead and just take out
all the borders. It looks just the same, is easier, and stays put in
other formats.

If you do want to use them though, using FORMAT => TABS, allows you
to be precise. You can get to the same dialogue box (the bit that
pops up when you click on FORMAT => TABS, by clicking on the rule to
make a tab, then double clicking on the tab maker (a little L shape
on the rule).

This area lets you be precise, typing in an exact distance, setting
what the alignment of text will be after that tab (letting you make a
table where text is down the left of the 'column' and numbers
formatted to the right) and whether there are dots or dashes leading
up to the tab i.e.

      .... adgti[ojho

You can also clear tabs. So if your writing starts going weird, this
may be one of the places to go to fix it.

Next week: more formatting.

**********************************************************************
Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

Columns allows you to turn a page of text into columns like a
newspaper. Available on the Formatting toolbar; you simply highlight
the text and choose how many columns you want.

Using FORMAT =>COLUMNS allows you to specify exactly how wide the
columns should be the 'Spacing' between them, and tick in the box for
a line between the columns, and making the columns even. You can make
the whole page columns, or just the next part of the page. And you
can start a new column, if you want to go from two to three.

Columns do have one problem, they do not convert very well. If you
want to turn the page into a webpage, or email it etc, the columns
will often go crazy on you. So use a table instead.

Next week: more formatting.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

Last week's K-tips covered Bullets :
http://www.users.bigpond.com/sagatech/format4.html.

Its worth rereading, because many of the tricks, like Ctrl 0 and
entering twice work the same way for Numbering.

Numbers appear on the formatting toolbar, but using the menu gives
you a lot more control. REMEMBER like all formatting, select the text
first before clicking on the menu.

By clicking on FORMAT=> BULLETS AND NUMBERING, a box comes up with
three tabs. The second tab covers numbering.

First are given your options for various types on numbering. You can
go 1,2,3 or a,b,c (yes I know they are letters not numbers, but they
are used the same way). You can chose to restart the numbering (Word
will automatically keep going from your last lot of numbers unless
you tell it otherwise. Normally handy, it can be frustrating if you
have a few number lists in the same document. Or you can force it to
continue from the previous list if it does start again.

You can 'Customise' the numbers by hitting the Customise button. This
lets you choose the font, number style, which number you start with,
the number alignment (left, right or centre) how far in from the edge
of the page it is (indent), and how far in the text is. Feel free to
adjust it by typing in the information, or by clicking on the up and
down arrows. The preview picture will let you know how it looks. This
section also lets you add things to the numbers, like 1. or 1) to add
extra distinction.

The third tab across is Outline Numbered. This lets you have point
one, two three, and inside that sub points.

For example: It can look like this.

1. Numbering lets you put the numbers in and have them automatically
change if you add more stuff in the middle.
         i  It makes life a lot easier
         ii You don't have to go through changing things all the time
2. Numbering can be formatted to suit.
         i  You can have numbers or letters.

Next week: more formatting.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

Bullets and numbering lets you put the bullets and numbers in
automatically. This makes it very handy for doing the whole lot at
once, and not having to change numbers around by hand when you add
something else in. In this K-tips we will cover just bullets. Look
for next week for numbering.

Like most things in the formatting menu, bullets appear on the
formatting toolbar, but the menu gives you a lot more control.
REMEMBER like all formatting, select the text first before clicking
on the menu.

By clicking on FORMAT=> BULLETS AND NUMBERING, a box comes up with
three tabs. The first tab covers bullets. A bullet, sometimes called
a dot point, is a pic in front of a line of writing to highlight it.
You click one of the pictures to chose what type of bullet you want
to use.  By hitting the 'Picture' button, you can chose a lot more,
in fact almost anything you want. The 'Customise' button allows you
to set how far in the bullet is, and then how far in the text is
after that. A little pic shows you what it will look like. When it
looks right, hit OK until you are back on your page.

Once the bullet is set up how you like it, hitting the bullet button
on the toolbar is a lot easier. If you add the bullets before you
type, hitting enter at the end of a line will automatically set up
the next bullet point. Hitting enter again will turn the bullets off.
If you want extra space between your bullets, hit the Ctrl key on
your keyboard and the number 0 at the same time.

If you want to have more than one type of bullet on the page, you can
hit the increase indent to automatically chose another type. It will
change the pic but appear further in on the page.

If you want them both at the same level, first ask yourself why cause
it can look really messy, but if you insist, go through the
formatting menu  and set up the second lot of bullets exactly the way
you want them. If it won't change, hit the 'Reset' button.

If you want to add an extra line in a list of bullet points, click at
the end of the text that is above where you want the typing to go,
and hit enter, a new bullet should appear and the rest move down one
line to let them in.

If the text goes funny, remove all the formatting, and then add it
again. Sometimes, the last line will come out wrong. If it does,
click at the start of the line, then hit delete until it is hard
against the end of the line before it, and then hit enter. This
should fix things up. If it doesn't, remove all the formatting and
try again.

If you want to add paragraphs to bullet points you have missed the
point somewhat, but hit Ctrl and Enter on your keyboard and the
writing will come down to a new paragraph but keep in the same bullet
point.

**********************************************************************
Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

Borders are the lines around the words on your page. As with anything
in formatting, remember to highlight the area you want to put the box
around before you start.

Down the left of the Borders tab, there are examples of different
styles of borders. Click on the one you want. Then you can adjust the
Style of line (just arrow up and down till you find the one you want
and click on it), the colour and width. If you want to Read more
about choosing a colour, visit K-tips colour.

The Preview section allows you to see what the border will be like.
It also lets you customise it. If you click on any of the lines on
the border, it will take them away. Click on it again to bring them
back. This lets you leave off sides to give an open effect, draw a
margin down the side of the page, or do a variety of other things.

Clicking on the Apply To arrow, will allow you to add the border to
just the Text (putting a box around one lot of words, or the
Paragraph as a whole (avoiding borders stopping and starting very
time there is a gap in the writing). If the option isn't given, you
can't use it. Normally this means you have not highlighted all the
text you need to.

If gaps do appear in your borders, try using hitting CTRL and ENTER
for a new paragraph, not just enter. This will give you the visual
break without being a new paragraph.

The Options button allows you to adjust the distances around the
border to bringing it in from the edge, or keep the text further away
from it.

At the bottom is the horizontal line button. Clicking here will bring
up your clip art and let you chose from a large range of lines. Just
double click on the one you want to use.

The page border tab works exactly the same way, but lets you put a
border around the whole page, or large sections of it. It also has an
art button. This allows the border to be a picture. These only turn
up on the computer page though, and not when printed. If you want to
be able to print them, put the text in a table first, then apply the
borders.

The Shading tab allows you to colour in the background behind the
text. You can chose a colour, a pattern, and a colour for the pattern
(the second colour button.) So if you want a red background with pink
polka dots, first ask yourself why??? But then you chose the colour
red, the pattern with dots, and then the bottom colour pink. Again
you can preview it and apply it to a whole paragraph, or just a bit
of text.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

The next command in the FORMAT menu is FORMAT => PARAGRAPH. This
command lets you control where the words are on the page.

PARAGRAPH has two tabs, or pages of options, when the box comes up.
One the is indents and spacing tab, where the first option is
alignment.

This can make text line up evenly along the left of the page, centred
down the middle, to the right, or justified, which means spread out
so both sides of the text look straight. Just click on the drop down
arrow, and then click on the one you want. Remember to highlight the
text you want formatted before you begin.

Beside alignment, there is Outline. When making a Table of Contents
for example (covered in Ktip Insert P5), you use the Outline to work
out which are Heading, subheadings etc. Normally you can add these
using the Style format button on the toolbar, but this way you can
add them without changing what your page looks like.

Below that is Indentation. This is a fancy way of saying 'move it in
from the edge'. You can control the left and right edge, how far in
it goes, and whether you do just the first line (Special => First
Line) or the whole area you highlighted (Special => Hanging).

Next is the Spacing. This means the spacing before, and after, the
bit you have highlighted. To change how far apart the lines are, you
can click on the down arrow, to take it from single to double spaced
or customise it to suit.

At the bottom left hand side, there is a tab button. This lets you
set how far in the first tab is, and the distance between tabs, so
whenever you hit the tab key on your keyboard, it goes the same
distance, without you having to count. You can set this to start from
the left, middle right, or even put a bar down the writing rather
than move it. If you want to be really fancy, you can even
add 'leaders' or an automatic number of dots or lines at the start.

The Line/Page Breaks tab allows you to control how the lines of text
look as they go over pages. You can make sure you aren't left with
just one line at the bottom of a page, or top of a page, click in the
box to put a tick on Widow/Orphan Control.

Keeping the lines together in the one paragraph, or on the page works
the same way. If you are not sure which one will work, it can be
tricky sometimes. The good thing about it, is you can just add them
all and see what works without stuffing up your text, and it only
takes moments.

Below that, you can Suppress line numbers and/or make sure it doesn't
hyphenate. This comes in very handy if you are writing something with
lots of numbers or equations and word keeps getting confused and
reformatting stuff on you.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

K here tis, the website of photos I promised.

Finally!

Please forgive me if I missed you or got you twice.

Here we are, all settled in Mt Isa.
Everyone is doing well and fitting in to the new life.

For those of you who wish to call 07 47 43 1221.
Email is obviously the same.

So feel free to say hi, anytime :)

  http://geocities.com/annalisamara/pics.htm

Business Computing Tips

By K&K Fainges kfainges@...

We have been covering INSERT commands the last few of weeks. You can
read these at http://www.users.bigpond.com/sagatech/insert.html. This
is the last in the series.

INSERT => HYPERLINK allows you to offer your document readers the
chance to go to: different parts of the document, new documents, or
even a page on the internet, all with just a single click.

To use it, highlight the words or pictures you want to use to show
the reader there is a hyperlink there. 'Click here to go home', or
the picture of a little house, are common examples.

To highlight text, click on one side of the text, hold the mouse
button down and drag the mouse over the text until you get to the
other side of the text. Then let go of the mouse button. If it is
hard doing it accurately heading one way, try going the the other
way. Left handers especially, might find it easier to go from right
to left, rather than left to right. To highlight a pic, just click
once on it.

Once highlighted, go up to INSERT=>HYPERLINK or hit Ctrl K on your
keyboard. They work the same. You can also right click, then left
click on the word hyperlink. Whichever way you do it, a box comes up.

The top has 'Text to Display'. The words you highlighted should be in
there. If you change your mind, you can type over the top of those
words. Next is 'Type the File or Webpage Name:'. If you know the name
you can type it in. It is very easy to make typos though, so many
people prefer to browse for the right one.

To the right are browse buttons. Click on those to go to the right
area to pick your file name. Then either double click on the correct
file name, or click once and hit OK.

'File' is the button for anything stored on your computer or in a
floppy drive or CD/DVD drive. If you chose a drive though, be careful
that the reader has the same set up you do, or the link won't work.
This only really works on intranet systems (systems at work where
everyone's computers are linked up.) One way to use it though, is to
save everything on the same floppy or CD, then all the links match up
and you can just hand the reader the disk.

'Webpage' is for anything on the internet. Clicking to 'Browse' here,
means that Word opens up your web browser for you to find the page
you want. Then you can go back to Word and hit OK. The correct web
address will automatically be in the box. If not, you may need to
copy and paste it in.

Bookmarks are places in the same document. We covered bookmarks last
week in http://www.users.bigpond.com/sagatech/insertp8.html. Again,
double click on the one you want, or single click and hit OK.

Links you have used in the past are found at the bottom of the box.
To use this same link again, double click on it.

Once you have the boxes filled, click on the word OK in the bottom
right corner and your link should now be active. Single click on it
to see if it works. It should change the formatting too to show there
is a hyperlink, normally by colouring it blue and underlining it.

You can also use the 'Link to' buttons down the left hand side. The
first one covers the ones I've just shown you. 'Place in this
Document' is for bookmarks, it automatically opens a list of
bookmarks for you to just double click on.

'Create a New Document', is very handy for doing up large numbers of
interlaced documents. For example, say you are writing a booklet. You
can do up an index, using a hyperlink to get to each page. Then
create the pages as you add the hyperlinks. Just type the name of the
new document in the 'Name of New Document' box. The new page will be
automatically saved in the same place as the one you are working on.
You can also chose to write them as you go along, or edit them later,
by clicking in the appropriate circle next to the words.

The 'Email Address' button links to an email address. This
automatically opens their email program, and sends an email to
whatever email address you type into the box. You can also add a
subject. Be careful though, this feature does not work for anyone
with AOL and similar programs. Be sure to add the full email address
and subject in the text that shows on the page, if you want everyone
to be able to use it.

This is the last of the Insert series, next week, Format.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

We have been covering INSERT commands the last couple of weeks. You
can read these at http://www.users.bigpond.com/sagatech/insert.html.

INSERT => BOOKMARK allows you to mark areas of the page so you can
come back to them later, just like putting a bookmark into a book.

This is helpful in two ways. If you are reading a long document, you
can set the bookmarks, just by going INSERT => BOOKMARK, typing in a
word that will jog your memory and hitting add.

Then to go back to that bookmark at any time, you can go to INSERT =>
BOOKMARK and click on Go To. Another way to to the same thing, is to
double-click on the very bottom of the page where it gives the Page,
Sec and number of pages ( Page 1      Sec 1    1/1). This will bring
up a box. On the left, under Go to What, is a list of ways to travel
throughout the document. Click on bookmark. This will then give you a
drop down box on the right. Click on the arrow to list all your
bookmarks, then left click on the one you want to go to. Then hit Go
To. If you only have one bookmark, you can click on Go To straight
away as the bookmark will already be selected.

Once you no longer need that bookmark, you can delete it if you want
to by going INSERT => BOOKMARK and clicking on that bookmark then
hitting Delete.

The second use is to make it easier for people to read your long
documents. You can set bookmarks in all the places you want them to
go, then add hyperlinks to make getting around easier. You might have
noticed documents, especially ones on the internet, with little marks
saying 'go back to the top" or something similar. Bookmarks is how
they do that.

More  on Hyperlinks next K-tips.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

We have been covering INSERT commands the last couple of weeks. You
can read these at http://www.users.bigpond.com/sagatech/insert.html.

INSERT => OBJECT allows you to add excel tables, music, sound waves,
charts and a range of other things into your document. The type of
objects depends on the programs you have on your system. You can
either create a new object (which opens the other program and lets
you save it as normal but puts in to the document as well), or add in
one you have made before by clicking on the Create from File tab and
then hitting the browse button. This lets you search through your
hard-drive or a floppy or CD and chose something from there. Click on
the file you want to add and then hit insert.

Either way, you can display the item as an icon - put a picture in
that represents the thing you want to add. Then people can click on
the picture and bring up the full thing.

When adding from a file you already have, you can link it to the
file, so if you change the original, the copy you are putting in your
document changes too.

More Insert commands next K-tips.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

We have been covering INSERT commands the last couple of weeks. You
can read these at http://www.users.bigpond.com/sagatech/insert.html.

INSERT => PICTURE allows you to insert a picture from a range of
sources. For example, you can add clip art, pics already on your hard
drive or floppy, auto shapes (make your own simple pictures from
various shapes) word art, a camera, scanner or a chart.

Clip art lets you access a range of pics already provided for you by
Microsoft. You simply type in the box what you are looking for, hit
enter on your keyboard, and then click on the picture you want.
Depending on the version of Word you have, you may need to click on
insert clip pic, (the top picture.) You can also use any of the
thousands of pieces of clip art online by clicking on the Clips
online pic and downloading them.

Using pictures you already have is just as easy. Word will normally
take you straight to My Pictures, the place where a lot of programs
place pics. Simply double click on the one you want.

(To read a past K-tips about downloading pics from the web visit
http://www.users.bigpond.com/sagatech/pictures.html )

Clicking on a picture and dragging the edges in and out can resize
it. When the cursor changes to a double headed arrow, you can use it
to change the size. Right clicking on the picture gives your other
formatting options.

For the other options, they vary widely depending on your system, but
you can not cause any damage by experimenting on using each of these.
So give it a try.

More Insert commands next K-tips.

**********************************************************************
Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Dear All,

OK, we are now officially moving address.

Its 1 Jacaranda St, Mt Isa 4825

Ph: 07 4743 1221

Mobile: 04 0756 4807 (the same)

Email: kfainges@... (the same)

We are having a farewell at Brookside Sizzlers on Friday the 9th of Januarary
starting 7pm.

All are more than welcome.
Please let anyone else know that you think I might have missed and add the
invite to any lists.
Just let me know numbers so I can book.

All the best
Karen

Hi All,

We just wanted to say hi and thank you for 2003

Visit below for your card (and a little gift)
http://www.users.bigpond.com/sagatech/xmasb2003.htm

Karen & Keith

Business Computing Tips

By K&K Fainges kfainges@...

We have been covering INSERT commands the last couple of weeks. You
can read these at http://www.users.bigpond.com/sagatech/insert.html.

This K-tips we will cover more INSERT commands starting with, INSERT
=> CAPTION. It does just what it says, inserts a caption underneath a
picture, table or similar. You can adjust what type of caption it is
i.e. figure, table or equation, add or delete a label, the numbering,
and position of the label. You can also automatically label each
picture or table by clicking on the automatic button and then
clicking in the box of the items you wish labelled.

INSERT => CROSS REFERENCE can add a cross reference between an range
of items and other areas. This means that, if you change the
positioning of a reference (say it goes over to another page), then
it automatically updates the reference too. For example, if you
write 'this is similar to xyz' and then insert the reference '2'.
When the reader clicks on the 2, it will take them straight to the
reference. It may make it easier to format the 2 so it stands out,
then people will know the link is there.

INSERT => INDEX and TABLES allows you to automatically add a range of
things: an index, a table of contents, a table of figures or a table
of authorities.

INSERT => INDEX allows you to build an index by marking the areas you
want to add. Just hit the mark button. The Table of Contents works by
using the style to automatically label areas as main and secondary
headings. You use the style button (part of the formatting tool bar)
by highlighting the area you want to make the heading, and then
clicking on the down arrow on the style button and choosing the
appropriate style.

A table of figures automatically lists the pages various pictures,
tables of equations are on. The table of authorities, again needs to
be marked.

More Insert commands next K-tips.

**********************************************************************
*

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

We have been covering INSERT commands the last couple of weeks. You
can read these at http://www.users.bigpond.com/sagatech/insert.html.

This K-tips we will cover the INSERT command, INSERT => FIELD.

INSERT => FIELD allows you to insert information into your document,
without you having to go through and work it out. For example, you
can add the date, (INSERT => FIELD => DOCUMENT INFORMATION => DATE)
and the file size (INSERT => FIELD => DOCUMENT INFORMATION =>
FILESIZE).

The amount of information you can add is amazing, including an index,
table of contents, formulae, the list goes on. The easiest way to
familiarise yourself with the range of items is to go through on a
test document and add each one in to see for yourself what it does.

There is a lot in the help section on this command, but it can be a
bit hard to read until you understand their shorthand. First hint
though, don't use the Office assistant, it often doesn't give you
enough information. Instead, click on the closest option the
assistant gives you, then look in the INDEX for the real information.
Do this by clicking on the icon that looks like a book with an arrow
on it up the top of the big grey box that opens up behind the
assistant.

An example of how to read the shorthand can be used for AUTOTEXTLIST.
Below is the entry in the help file. Clear as mud.

What it means is, Insert the field, then, if you want a certain type
of formatting, put the name of the formatting in, and if you want the
text to have a little box come up with some extra hints or
information when the person reading it puts their mouse over it, type
that in too.

For example: if you click on INSET then FIELD then Links and
References then click on Autotextlist, a box will come up with
AUTOTEXTLIST already in it. Then you type in what you want the person
to actually read on the screen making sure you have inverted commas
around it i.e "This is a test". Then you type \t "This is a text
tip". This means that every time the reader puts their mouse over the
words, a little box will pop up telling them that this is a text tip.
This comes in very handy for long documents or ones with a lot of
detail. You can add more info in like a phone number or address, or
refer to another page in the document all without breaking the flow
of the text. You might want to colour them or something though,
otherwise people will not know that those clever bits of advice are
even there.

if you need to edit the field once it is in your document (say change
the spelling or something) then highlight the text, and hit shift and
F9 on your keyboard at the same time. The code will come up. Then to
turn it back to normal, highlight it and hit Shift F9 again.

***********Text from Microsoft's Help FILE*****************

Field codes: AutoTextList field
{ AUTOTEXTLIST "LiteralText" \t ["TipText"] }
Creates a drop-down list based on AutoText entries in the active
template. The list can vary based on the styles applied to the
AutoText entries.

Instruction Explanation

"LiteralText" Text that displays in the document before the user
displays the drop-down list. If the text contains spaces, enclose it
in quotation marks.

"TipText" Text that displays in the screen tip when the mouse pointer
hovers over the field result. Enclose the text in quotation marks.

Switches

\t Specifies unique text to show in the screen tip instead of the
default tip.

***********End of Text from Microsoft's Help FILE*****************

Next time, we will cover the last of the INSERT commands.



**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips
By K&K Fainges kfainges@...

We have been covering INSERT commands the last couple of weeks. You
can read these at http://www.users.bigpond.com/sagatech/insert.html.

This K-tips we will cover the INSERT command, INSERT => AUTOTEXT.
INSERT => FIELD will be covered next time.

Autotext allows you to set up shorthand so that rather than typing
the same things over and over again, the computer will automatically
add long terms in. One example is the company name.
Take my case, rather than typing K&K Fainges Computing Services, I
just type K&K and the computer replaces it with the whole name.

To add a new entry like a name, go to INSERT => AUTOTEXT, click on
the AUTOCORRECT button and write the shorthand version first in the
REPLACE box, (in this case K&K) and then in the WITH box, put the
full length text (i.e. K&K Fainges Computing Services).

This becomes very powerful when you use it in areas such as forms.
One example was a restaurant that had all the descriptions for
various dishes set up as shortcuts. Doing a new menu took moments,
instead of hours.
Formatting can also be applied so they are always in red for
instance. First format the text you want to add, then click on INSERT
=> AUTOTEXT.

You will notice with the AutoCorrect, it will also correct common
spelling mistakes and keyboard problems, (such as accidentally
leaving the CAPS LOCK on.)

The next button along is the AUTOFORMAT AS YOU TYPE button. Here you
can get the computer to automatically format bullet points as well as
a range of other things. More importantly, you can turn this off it
is bugging you.

Next is AUTOTEXT. The most common items put into letters and other
documents are added here. Just type it in and hit ADD. Then, when you
type, suggestions will come up on the screen. If you hit enter when
the suggested word comes up (normally in a small yellow box) then the
full word or phrase is added automatically.

AUTOFORMAT, also formats automatically as you type and you can turn
it off on on by clicking in the box next to the item you wish to
change.

Below the AUTOTEXT button on the menu bar, a list of common additions
is given so you can click on them to add them to your document.

**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."

Business Computing Tips

By K&K Fainges kfainges@...

Last week, we cover the first INSERT commands. You can read these at
http://www.users.bigpond.com/sagatech/insert.html.

This K-tips we will cover the INSERT commands up to Footnote.

The next is INSERT=> PAGE NUMBERS. This command can also be found in
the VIEW =>HEADER AND FOOTER, but this command allows you to add,
just page numbers, quickly and easily. You can change where they
appear, whether they appear on the first page and, by clicking the
format button, how they look.

Page numbers were covered in depth at
http://www.users.bigpond.com/sagatech/view3.html.

INSERT=> DATE TIME allows you to insert the date, in a variety of
formats into your document. It becomes powerful when you tick
the 'UPDATE AUTOMATICALLY' box. This allows you to add the date to a
template and have it always appear as today's date.
(A hint here: if you do this, the new date will show up whenever you
reopen the document. It can make it hard to know when the document
was originally written, say for invoices etc. This problem is easily
solved by looking under FILE=>PROPERTIES. The date of creation and
modification are shown there.)

INSET => AUTOTEXT is a very powerful tool, so it will be covered in a
separate K-TIPS next time. Same with INSERT => FIELD.

INSERT => SYMBOL allows you to add all those strange symbols that we
use everyday like Ó. Simply INSERT=> SYMBOL then either double click
on the symbol you wish to add, or click once and hit the INSERT
button. You can also add short cut keys that allow you to just type
something to bring up that symbol like say Ctrl,Alt and C.

INSERT=>COMMENT allows you highlight areas and make comments either
written or spoken. You can make comment visible just to yourself, or
to others by hitting the down arrow next to the Comments From.

INSERT => FOOTNOTE, is a change to add footnotes or endnotes
automatically. Each time you wish to add a footnote, or an endnote
(the explanatory notes found at the bottom of the page or at the end
of the document respectively, just go up to INSERT and it will
automatically number them and format them, allowing you to just type
the details in. The good part about this is that if you add another
one in to where you have already typed, you don't need to go through
changing all the numbers.

To place the endnote at the end of a chapter or section, instead of
at the end of the document, just hit the OPTIONS button. Then hit the
little down arrow next to PLACE IN. The OPTIONS button also allows
you to restart numbering for different pages and sections. A new
section can be made by going INSERT => BREAK => SECTION (see the last
K-TIPS http://www.users.bigpond.com/sagatech/insert.html)



**********************************************************************

Please feel free to pass it on to your friends, just let them know I
wrote it.

Karen Fainges holds a Bachelor of Business, and a Grad. Cert of
Vocational and Educational Training. All this is nice but it's the 14
years of having to make sales or starve that makes her think she has
really learnt what does and doesn't work. A tutor for all ages, she
specialises in helping people get started on the long road to
technology.

"It has to be practical, it has to be cheap, and it has to work."