Some MS Office XP Features



Some MS Office XP Features

Office task panes   The most common tasks in Microsoft Office are now organized in panes that display in place with your Office document. Continue working while you search for a file using the Search task pane, pick from a gallery of items to paste in the Office Clipboard task pane, and quickly create new documents or open files using the task pane that appears when you start an Office program. Other task panes vary per Office program.

New look   Microsoft Office XP has a cleaner, simpler look to its interface. Softer colors also contribute to this updated feel.

More convenient access to Help   Get the full power of the Answer Wizard in an unobtrusive package. When you enter a question about an Office program in the Ask a Question box on the menu bar, you can see a list of choices and read a Help topic whether you are running the Office Assistant or not.

Control paste options and automatic changes with smart tags   New in-place buttons called "smart tags" let you immediately adjust how information is pasted or how automatic changes occur in your Office programs. For example, when you paste text from Microsoft Word into Microsoft PowerPoint, a button appears next to the text. Click the button to see a list of choices for fine-tuning the formatting of the pasted text. Smart tags and their associated choices vary per Office program.

Updated Clip Organizer   Hundreds of new clips, an easy task pane interface, as well as the same abilities to organize clips and find new digital art on the Web are part of the updated Clip Organizer (formerly Clip Gallery).

Document recovery and safer shutdown   Documents you are working on can be recovered if the program encounters an error or stops responding. The documents are displayed in the Document Recovery task pane the next time you open the program.

Office Safe Mode   Microsoft Office XP programs can detect and isolate startup problems. You can bypass the problem, run your Office program in safe mode, and keep getting your work done.

Office crash reporting tool   Diagnostic information about program crashes can be collected and sent to your company's information technology department or to Microsoft, allowing engineers to correct these problems so they don't interrupt you again.

Selecting text and graphics

You can select text and graphics by using the mouse or the keyboard, including items that aren't next to each other. For example, you can select a paragraph on page one and a sentence on page three.

Select items that aren't next to each other

Select text and graphics by using the mouse

1. Select the first item you want, such as a table cell or paragraph.

2. Hold down CTRL.

3. Select any additional items you want.

Note You can only select multiple objects of the same type, such as two or more text selections or two or more floating graphics, that aren't next to each other.

Selecting techniques:

Any amount of text

Drag over the text.

A word

Double-click the word.

A line of text

Move the pointer to the left of the line until it changes to a right-pointing arrow, and then click.

A sentence

Hold down CTRL, and then click anywhere in the sentence.

A paragraph

Move the pointer to the left of the paragraph until it changes to a right-pointing arrow, and then double-click. Or triple-click anywhere in the paragraph.

Multiple paragraphs

Move the pointer to the left of the paragraphs until it changes to a right-pointing arrow, and then double-click and drag up or down.

A large block of text

Click at the start of the selection, scroll to the end of the selection, and then hold down SHIFT and click.

An entire document

Move the pointer to the left of any document text until it changes to a right-pointing arrow, and then triple-click.

Headers and footers

In normal view, click Header and Footer on the View menu; in print layout view, double-click the dimmed header or footer text. Move the pointer to the left of the header or footer until it changes to a right-pointing arrow, and then triple-click.

Footnotes and endnotes

Click in the pane, move the pointer to the left of the text until it changes to a right-pointing arrow, and then triple-click.

A vertical block of text (except within a table cell)

Hold down ALT, and then drag over the text.

A graphic

Click the graphic.

A text box or frame

Move the pointer over the border of the frame or text box until the pointer becomes a four-headed arrow, and then click to see the sizing handles

Move or copy text and graphics

Move or copy a single item:

1. Select the item you want to move or copy.

2. Do one of the following:

o To move the item, click Cut [pic] on the Standard toolbar.

o To copy the item, click Copy [pic] on the Standard toolbar.

3. If you want to move or copy the item to another document, switch to the document.

4. Click where you want the item to appear.

5. Click Paste [pic]on the Standard toolbar.

6. To determine the format of the items that are pasted, click an option on the Paste Options button [pic]that appears just below your pasted selection.

Collect and copy a multiple items:

1. Make sure that the Microsoft Office Clipboard is displayed in the task pane of any open Office program or the Collect Without Showing Office Clipboard option is turned on.

o If you want to display the Office Clipboard in the active program, click Office Clipboard on the Edit menu.

o If you want to check the Collect Without Showing Office Clipboard option, display the Office Clipboard, click Options, and then make sure the Collect Without Showing Office Clipboard option is checked.

1. Select the first item you want to copy.

2. On the Standard toolbar, click Copy [pic].

3. Continue copying items from documents in any Office program until you have collected all of the items you want (up to 24).

Paste multiple items Paste collected items

1. If the Microsoft Office Clipboard is not displayed in the task pane, click Office Clipboard on the Edit menu.

Note   If the Office Clipboard is not available, you are in a program or view that doesn't support showing or pasting multiple items from the Office Clipboard.

2. Click where you want the items to be pasted. You can paste collected items into any Microsoft Office program.

3. Do one of the following:

❖ To paste items one at a time, on the Office Clipboard, click the each item you want to paste.

❖ To paste all the items you copied, click Paste All [pic] on the Office Clipboard task pane.

Tip: To copy multiple items that aren't next to each other, you can select one item, hold down CTRL, and then select the next item. Then, you can copy and paste them as you would any item.

Format Painter

The Format painter applies formatting from one selection to one or more additional selections. The Format painter is accessed through the Formatting toolbar or by using the format Copy and Paste keyboard shortcuts.

The format copy and paste shortcuts are a variation on copying and pasting text.

Press + + C to copy formatting to the Clipboard.

Press + + V to copy formatting to selected text.

The Format painter does not apply case options. It does apply all

formatting options available in the Font dialog box and all options that

appear on the default Formatting toolbar.

How to use Format Painter

For one selection:

1. Select the text containing the formatting to be applied.

2. Click on the Format Painter button. [pic]

❖ The mouse pointer appears as an I-beam with a paintbrush.

3. Select the text to which you want to apply the formatting.

For Multiple Selections

1. . Select the text containing the formatting you want to apply.

2. Double-click on the Format Painter button. [pic]

3. Select the text to which you want to apply the formatting.

4. Continue selecting text, as necessary.

❖ The mouse pointer appears as an I-beam with a paintbrush until you turn the Format Painter off.

5. Click on the Format Painter button to turn it off. [pic]

Using Help

Ask a Question box

To quickly access Help, use the Ask a Question box [pic]on the menu bar. You can type questions in this box to quickly find the answers you need.

The Office Assistant

Help topics

The Office Assistant automatically provides Help topics and tips on tasks you perform as you work — before you even ask a question. For example, when you write a letter in Microsoft Word, the Assistant can automatically display topics for helping you create and format a letter.

You can customize the Assistant, and decide if you want it to automatically display tips, messages, and alerts, make sounds, move when it's in the way, and guess a Help topic that it thinks you may need.

You can also type a question and the Assistant will display a list of possible matching topics.

Office Assistant tips

The Assistant also displays tips on how to use the features in the Microsoft Office programs more effectively. The light bulb next to the Assistant displays the tip when it's clicked.

Note In some Microsoft Office XP programs, the Assistant tips are turned off by default.

The different Office Assistants

You can also select a different Assistant that appeals to you and matches the way you work. You can decide how you want the Assistant to work for you. For example, if you prefer using the keyboard to using the mouse, you can have the Assistant display tips on shortcut keys. Because the Assistant is shared by all Office programs, any options you change will apply to the Assistant in your other Office programs as well.

NOTE: To get Help without using the Office Assistant, the Assistant must be turned off.

1. In the Assistant balloon, click Options.

If the Office Assistant balloon isn't visible, click the Assistant.

2. On the Options tab, clear the Use the Office Assistant check box.

Note   To turn on the Assistant at any time, click Show the Office Assistant on the Help menu.

Help

You can turn the Office Assistant completely off. If you do, Help will be accessed through the Help window.

Using Help

You can access Help in the Help window in several ways:

• View the Table of Contents.

Click the Contents tab to view the table of contents for Help.

• Type a question in the Answer Wizard about your Microsoft Office program.

Click the Answer Wizard tab to type a question about the Microsoft Office program in which you are working.

• Search for specific words or phrases, or choose from a list of keywords in the Index.

Type the words you want to search for, and click Search. Search for specific words or phrases, or choose from a list of keywords in the Index.

• If you still can't find the Help you want, you can look for more help on the Web.

Note: If the Contents, Answer Wizard, and Index tabs aren't visible, click Show [pic]. 

You can control the list of topics found by adding or removing keywords from your search. In this way, you can narrow your search until only the most relevant topics and keywords remain in the list.

ScreenTips

If you aren't sure what a specific command or button does, or if you want to know more about an option in a dialog box, you can get help through ScreenTips. ScreenTips show information about different elements on the screen.

ScreenTips can be accessed three ways:

• For help with a menu command, toolbar button, or screen region,

1. Choose Help ( What’s This?

2. Your pointer becomes a What’s This arrow [pic]

3. click the area for which you want help

A description of that item will appear on the screen.

• For help with a dialog box option, click the question mark [pic] in the dialog box, and then click the option.

• To see the name of a toolbar button, rest the pointer over the button; the name appears.

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