[vip_students] Microsoft Word keyboard shortcuts!
- From: "Paul Traynor" <paul.traynor@xxxxxxx>
- To: <vip_students@xxxxxxxxxxxxx>
- Date: Fri, 4 Jan 2008 15:43:55 -0000
I hope you will be filing all these valuable keystrokes away for future use.
Paul.
Table of Contents
(To find a particular section or heading, use your word-
processor's or editor's search facility, e.g. type the string
"Basic Word Macros" to find that subheading or just type "44.1."
to find it via its paragraph number. You could also highlight the
whole section or sub-section heading line in the TOC and then
copy it to the Clipboard (CONTROL C), followed by ARROWING down
once and then opening the Find dialogue box, pasting (CONTROL V)
the highlighted heading text into the Filename editbox and then
press ENTER and then ESCAPE. Additionally, all main sections are
separated by a centred row of eight asterisks. See the sub-
section entitled "Find" to learn how to use the Find feature
effectively.)
Foreword and Restrictions
Target Group
Conventions
Available Tutorial Formats
Suggested Approaches for Effective Reading of this Tutorial
Important Note
1.1. How to Start Word and Make it More Screenreader-Friendly
1.2. Introduction
1.3. How to Start Word
1.3.1. Start Menu Method
1.3.2. Folders Navigation Method
1.3.3. Run Dialogue Method
1.3.4. Desktop Shortcut Method
1.4. Creating a Shortcut from which to launch Word
1.5. Speech-Friendly Word Adjustments
1.5.1. Turning the Word 97 Office Assistant Off
1.5.2. Turning the Word 2000, 2002 and 2003 Office Assistant Off
1.6. Screenreader Hot Keys for Word
1.6.1. JAWS 4, 4.5, 5 and 6 Special Hot Keys for Word
1.6.2. HAL 5, 6 and 6.5 Special Hot Keys
1.6.3. Window-Eyes 4.0-4.5, 5.0 and 5.5 Special Hot Keys and Set-
Up
1.6.4. Configuring Window-Eyes to Work with Word
2.1. Typing and Moving Around on the Word document Screen
2.2. Pen-Picture of the Basic Word Screen
2.3. Keyboarding and Editing
2.4. Generating Diaeretics and Accents in a Document
2.5. Moving Around a Document on the Word Screen
2.6. Cursor Insertion Point and Mouse Pointer
2.7. Spell-Checking Your Work and Using the Custom Dictionary
2.7.1. Spell-Checking
2.7.2. Amending or Removing Words from the Custom Dictionary
2.8. Saving and Reopening a Document
2.8.1. Saving a Document to the Hard Disk
2.8.2. Opening a Document from the Hard Disk
2.8.3. Saving a Document to a Floppy Disk
2.8.4. Opening a Document from a Floppy Disk
2.9. Viewing, Deleting, Renaming, Moving and Forwarding a File
on a Floppy or Hard Disk
2.10. Shutting Word Down
2.11. Multiple Open documents
2.12. Non-Breaking Hyphens and Spaces
2.13. Revealing and Viewing the Background codes of a Document
in Word 2002 and 2003
2.14. Locating Where to Sign a Letter or Similar Document
3.1. Highlighting/Selecting Text and Objects
3.1.1. Word's Unique Way of Highlighting Text
3.1.2. The Generic Windows Method Of Highlighting
4.1. Text Attributes
5.1. Manually Moving from One Page to Another
6.1. The Find Feature
7.1. Find and Replace
8.1. Goto
9.1. Cut, Copy and Paste with the Windows and Word Clipboards
9.2. Cut, Copy and Paste with the Word 97 Clipboard
9.3. Cut, Copy and Paste with the Word 2000 Clipboard
9.4. Cut, Copy and Paste with the Word 2002 and 2003 Clipboard
10.1. Headers and Footers
11.1. Word Help
11.2. The Word 97 Contents and Index Help System
11.3. The Word 2000 Contents, Index and Answer Wizard Help System
11.4. The Word 2002/XP Contents, Index and Answer Wizard Help
System
11.5. The Word 2003 Online and Internet Links Help system
12.1. Page Layout and Page Size
13.1. Printing and On-Screen Displaying with a particular Font
Size and Type
13.2. Viewing and Changing Normal Printing Attributes
13.2.1. Changing the Font for the Current Print Job Only
13.2.2. Changing the Font for All Future Print Jobs
13.2.3. Changing the Font for Part of a Document Only
13.3. On-Screen Special Effects
14.1. Printing via the Printer
14.2. Printing Consecutive or Non-Consecutive Ranges of Pages
14.3. Printing Options: Draft, Background and Comments Printing
14.4. Printing Your Document with Landscape Orientation
14.5. Centring a Document Vertically on a Page
15.1. Bookmarks
16.1. Page Numbering
17.1. Line Spacing
18.1. Sorting Text
19.1. Changing Case
20.1. AutoFormatting
20.2. Borders
20.3. Eye-Catching Asterisks/Bullets
20.4. Indentation Matching
20.5. Simple Heading Styles
20.6. Ordinal Number and Fraction Formatting
20.7. Quick Table Creation
20.8. AutoFormatting Document Types
21.1. AutoText
22.1. AutoCorrect
23.1. AutoSummarise
24.1. Setting Out Text in Columns
24.2. Tabstops
24.3. Leader Dots Between Columns
25.1. Creating, formatting, using formulae in and Entering Text
in Tables
25.2. Table Navigation Shortcut Keystrokes
25.3. Highlighting Table Components
25.4. Default Table Characteristics
25.5. Creating a Table and Moving Around in it
25.6. Inserting Formatting Attributes into a Table's Text
25.7. Merging and Splitting Table Cells
25.8. Performing Calculations in a Table
25.9. Inserting Blank Columns and Rows into a Table and Deleting
Columns and Rows
25.10. Sorting Text in Tables
25.11. Printing Tables in Landscape
25.12. Converting Tables to Paragraph Format and Vice Versa
25.13. Automatic Table Formatting
25.14. Creating a Simple Chart from Table Data
26.1. Paragraph Formatting
27.1. Newspaper Columns
28.1. Word Count
29.1. Setting Up and Printing Envelopes
29.2. Envelope and Printing Options
29.3. Alternative Envelope Addressing Methods
30.1. Creating and Printing Labels
30.2. Printing the same Address on all Labels on a Sheet or
Single Labels
30.3. Simultaneously printing Labels with Different Addresses on
the same Sheet
30.4. Saving Whole sheets of Differently Address Labels to a
Template for Repeated Use
30.5. Changing Printer Paper Size for Labels
31.1. Creating a Selection of Formatted Letters with the Word
Letter Wizard
32.1. Customising Word
32.2. Creating Your Own Keyboard Shortcuts or Changing Existing
Shortcuts
32.3. Modifying Word's Options
33.1. Creating and Retrieving Templates
33.2. Where Templates are Stored and About the Normal.dot
Template
34.1. Bulleted and Numbered Lists
35.1. Inserting the Date and/or the Time into a Document
36.1. Mail Merge
36.2. Mail Merge with Word 97 and 2000
36.3. Mail Merge of Letters with the Word 2002 and 2003 Mail
Merge Wizard
36.4. Mail Merge of E-Mails withe the Word 2002 and 2003 Mail
Merge Wizard
37.1. Forwarding a Document by E-mail
38.1. Footnotes and Endnotes
39.1. Creating and Using Hierarchical Heading Styles
39.2. Using Word's Own IN-BUILT Styles
39.3. Creating Your Own Styles
40.1. Automatically Generating a Table of Contents
41.1. Embedded Cross- References and Jumping Directly to the
Reference
42.1. Inserting Jump-to Hyperlinks into a Document
42.2. Inserting a Link to Jump to another File from Your Current
document
42.3. Inserting Pictures into Your Documents Directly from a
Scanner or Camera
42.4. Formatting a Picture or other Object
42.5. Inserting an AutoShape into Your Document
43.1. Putting Shading and plain or Ornamental Borders Around
Text, Paragraphs and Whole Pages
44.1. Basic Word Macros
44.2. Recording a Macro
44.3. Running a Macro
44.4. Working Macro Example
45.1. Saving Time by Using Smart Tags in Word with JAWS and
Window-Eyes
45.2. What are Smart Tags
45.3. Turning Smart Tags On or Off
45.4. Examples of Smart Tags in Action
46.1. Using Speech in Word 2002 and 2003 to Dictate Documents and
Give Commands
46.2. Setting Up and Training Speech
46.3. Dictating Documents and Giving Commands
46.4. Inserting Formatting Using Speech Commands
47.1. Password Protecting Your Documents
48.1. Automatic Launching of Word with Your Things To-do Reminder
List Displayed
49.1. Using the Word 2003 Research Services Feature to Find
Information
49.2. Searching for Thesaurus, Encyclopedia and Language
Translation Resources
49.3. Searching for Online resources and downloads on the
Microsoft Office Marketplace Site
49.4. Changing Research Options and Enabling Parental Control
over what can be accessed and Viewed by Children
50.1. Appendix 1: List of Word Shortcut Keystrokes
51.1. Appendix 2: Other Tutorials Available from this Author
********
Foreword and Restrictions
I have written this manual and tutorial for the use of blind and
otherwise visually impaired computer users and/or their trainers.
It is free of charge and only available from its author's Website
and from no other distributer.
No individual or organisation is permitted to sell copies of this
tutorial either as a stand-alone tutorial or as an integral part
of any other literary, software or training package.
********
AVAILABLE MANUAL FORMATS
The manual is only available in ASCII text format, as a free
download from the author's Website at:
http://web.onetel.com/~fromthekeyboard
This tutorial and guide has been created with a minimum of
formatting, in plain text, so that any word-processor or text
editor can read it. In this format it should also be suitable for
any one to run it through an embosser but, with some embossing
software, you may still wish to make some line spacing and
heading format changes to suit yourself and your software. A
simple construction such as this should also make reading by
arrowing up and down in your word-processor less labour intensive
than would be the case with columns, shorter lines, and the like.
Colloquialisms, such as don't, haven't, doesn't, etc, have been
avoided in this guide in order to make it easier to follow and
understand via a speech package. Hopefully, any loss of
conversationality and warmth will be compensated for by increased
clarity.
********
Target Group
This manual has been written with the needs of visually
impaired people in mind. It is to be used in conjunction with a
screenreader and speech synthesiser or Braille display, rather
than with a monitor and mouse, although screen magnification
users who also operate using the keyboard should also find it
instructional.
********
Conventions
In writing this tutorial, the shorter and/or simpler features of
Microsoft Word covered will be written in a straightforward
paragraph style. In the case of more lengthy or complex features,
a numbered step-by-step approach will be taken for extra
clarification.
In the writing of this Tutorial, terms have the following
meanings:
ALT F, A Means hold down the left ALT key and whilst still
holding it down press the letter f, then release both and
press the letter A.
CONTROL S Means hold down the CONTROL key and whilst
keeping it held down press the letter S and then release both.
SHIFT END Means hold down the SHIFT key and whilst keeping
it held down press the END key.
ALT E, C, and press ENTER Means hold down the left ALT key
and whilst keeping it held down press the letter E key, then
release both and then press the letter C key followed by the
ENTER key.
When a key combination such as ALT T (for Tools), O (for
Options) is suggested to go into the 'Tools' menu and run the
'Options' menu item, the user may follow this method of
operation or may prefer to ARROW up and down a menu and press
ENTER. In this latter case, the keystrokes would be: press
the ALT key, right ARROW to the 'Tools' menu heading, then
ARROW down (or up) until the 'Options' line is spoken, then
press ENTER. This menu method may be particularly necessary for
Window-Eyes users, as WE has several hot keys which conflict with
menu shortcuts, e.g. ALT T, ALT A, etc, which both conflict.
All individual and conbinations of keys you actually have to
press during a procedure which have been referred to have been
put in capital letters so that they stand out to anyone reading
this tutorial visually, e.g. to bring up the Open dialogue box
press CONTROL O.
If, in a menu, your screenreader announces an arrow or says
something like submenu, this means that pressing ENTER or right
ARROWING on this menu item will take you into a sub-menu to ARROW
up and down in and make a choice. If your screenreader announces
a row of three dots or says something like dialogue, you will
open up a dialogue box to work in if you press ENTER on it.
Note that with some screenreaders you may encounter a conflict
between the generic Windows shortcuts and the screenreader's own
hot keys. If this happens, you may, for example, have to press
such as ALT and then release it followed by T (for Tools) to get
into the Tools menu instead of pressing ALT and T together. In
other instances you may find it necessary to use your
screenreader's bypass or skip next keystroke hot key to get your
screenreader to ignore your next key combination and therefore
allow that key combination to pass through to the program instead
of intercepting it as a screenreader hot key, e.g. use the bypass
hot key of INSERT B in Window-Eyes, INSERT 3 in JAWS and CONTROL
NumPad 7 in HAL.
********
SUGGESTED APPROACHES FOR EFFECTIVE READING OF THIS TUTORIAL
It is, of course, entirely up to the individual as to how they
glean information and work through this tutorial, but a few
suggestions might assist the learner who is relatively new to
computers. I would propose that you read through the whole of a
section before attempting to practise it to obtain an overview
of what is being done.
There are a number of approaches which might be taken to make
reading the tutorial as a text file and simultaneously carrying
out the instructions more fluid and easier to follow. Try one of
the below.
Ideally, if you have two computers, you can load the tutorial
into your text editor or word-processor on one PC and have the
software program running on the other. You can then listen to the
directions on one computer whilst practising them on the other.
Alternatively, as is likely to be the case, if you only have the
one computer, you could launch your word-processor and load the
tutorial into it for reading in one window. You could then open
Outlook in a second window in order to practise the lessons. You
would have to keep cycling between each application window by
pressing ALT TAB in this case.
Yet another approach might be to take a tape recorder or
dictaphone and get your screenreader to read the contents of a
given section or sub-section onto the tape. You could then play
the tape back and follow the instructions through on your PC
without having to keep moving from one document window to
another.
Other options would be for you to print out a copy of the
tutorial in large print if you can use this and work from this
hard copy, or you could get your local library or resource centre
to produce a Braille version for you to work from if you have one
in your area and you are a Braillist.
********
IMPORTANT NOTE
If you are having problems with Word XP running on either a
Windows 98 or ME operating system which results in the word-
processor dropping characters, you should have a look at the
knowledge base article found at:
http://support.microsoft.com/default.aspx?scid=kb;[ln];331325
which advises about the problem and provides a patch to fix it.
********
1.1. How to Start Word and Make it More Screenreader-Friendly
This section covers a general introduction to Microsoft Word and
shows several procedures you can adopt to start it running and
make it easier to use from the keyboard with a screenreader.
1.2. Introduction
First a word about Word. Microsoft Word is a word-processor,
which means that it is essentially an electronic replacement for
a typewriter. Having said this, word-processors are much more
powerful and flexible than mechanical or electric typewriters.
For example, if you type a wrong letter in Word, you do not have
to resort to a rubber or Typex whitener, you can get rid of it
by simply backspacing. Another major difference is that word-
processors do not require paper to permit you to create a
document or letter. You can type out a letter and either send it
to your printer straightaway or you can simply save the letter
to your hard disk for later viewing, copying to a floppy disk or,
if you wish, later amending and printing on paper. You can even
get Word to automatically type out whole lines or sentences for
you when you type a few pre-determined characters--This is called
"AutoText".
You can spell-check your documents to ensure that they are
correct and format them to give them a professional look. You can
do this as you type them or after they have been typed. You can
print a document out for posting or send it to someone by e-mail
via the Internet.
This edition of the Word tutorial, as well as covering Word 97,
2000 and 2002, now covers Word 2003 and it also covers the word-
processor which comes with Microsoft Works 2003 and 2004, because
what you get with Works 2003 and 2004 is a full-blown copy of
Microsoft Word 2002/Word 10, i.e. the version of Word which will
just have been superseded when Word 2003/Word 11 was released.
Whilst no specific mention of the Works word-processor is made
in the instructional sections of this tutorial, you can read any
references to Word 2002/XP/Word 10 as also applying to Works
2003.
1.3. How to Start Word
There are several interchangeable words which are used to mean
starting a program running such as MS Word. Among these are
"start", "run", "Launch" and "load", and these will all be used
from time to time in this tutorial, as not everyone uses the same
terminology when discussing these procedures.
1.3.1. Start Menu Method
Word normally sets up a quick launch option on your Start Menu.
Therefore, to launch Word and obtain a new, blank document screen
for typing on:
With Word 97, 2000 and 2002, press Windows key (found next to
your ALT keys) followed by N (for New Office Document".
You then press ENTER on "Blank Document" to have the new document
opened and you can ARROW up, down, right and left through other
possible types of documents to open, such as pre-installed Web
page templates and presentations.
In Word 97, 2000 and 2002, there is also an "Open Office
Document" option on the Start Menu so that you can open an
existing word document which you created and saved earlier.
1.3.2. Folders Navigation Method
In all versions of Word, you can also start Word by navigating
to it by pressing the Windows key followed by pressing P until
'Programs' is spoken, then press M several times until
'Microsoft Word' is highlighted. You then press ENTER to start
Word.
With Word 2003, if "Microsoft Word" does not appear at the above
stage when you press M, you should instead reach "Microsoft
Office" and then press ENTER followed by M until "Microsoft
Office Word 2003" is found to press ENTER on and launch Word.
1.3.3. Run Dialogue Method
One of the Easiest ways to launch Word is by use of the Windows
Run feature. Do this by:
1. Press Windows key R (for Run).
2. In the editfield you fall in, type the name of the executable
file which Word is loaded from. This is "winword.exe" and press
ENTER.
3. Word will launch as usual with a blank document screen ready
for you to start typing.
Note: When you next press Windows key R to start Word, provided
no one else has used the Run dialogue box from which to launch
any other program since you last used it, the editfield will
still contain the "winword.exe" text, so you need only press
ENTER to load Word.
1.3.4. Desktop Shortcut Method
See the next sub-section for how to start Word from your Desktop,
after first creating an icon on the Desktop to do this from.
1.4. Creating a Shortcut from which to launch Word
Alternatively (or additionally), if you prefer this, you
may wish to put a shortcut icon on your Desktop to run
Word from. You can use this procedure to create shortcuts for any
of your other programs as well. To do this:
1. With some versions of Windows 95 and Windows 98 and later:
A. place focus on the "Microsoft Word" or "Microsoft Office Word
2003" launch item by navigating to it as in Folders Navigation
Method above but do not press ENTER to launch it.
B. Now press SHIFT F10 to bring up a Context Menu and ARROW to
"Send To" and press ENTER.
C. Lastly, ARROW down to "Desktop" and press ENTER.
D. If you do not like the default name which has been given to
the Word icon on your Desktop, just go to it after pressing
Windows key and M and then press F2 to open up an editfield. Type
in here the new icon name you would like to hear when you go to
it to launch word, e.g. Word XP, and press ENTER to save this new
Desktop Word icon title.
E. You can now, in the normal way, go to this shortcut on
your Desktop by pressing Windows key M or Windows key D followed
by w until 'word XP' is spoken and then press ENTER to load it.
2. If the above is not possible with your operating system,
because it is an early version of Windows 95, the longer way to
achieve this is:
A. Press Windows key followed by the letter S, then press
T.
B. Then press CONTROL TAB to the 'Start Menu Programs
Property Sheet'.
C. You will and on the 'Add' button, so press ENTER. Then tab
to the 'Browse' button and press ENTER.
D. You will be asked for the executable filename, so type in
'winword.exe' and then TAB to the list of folders on your c:
drive under the 'Look In' line. Press P until 'Program Files'
is spoken and then press ENTER.
E. Then press M until 'Microsoft Office' is spoken and press
ENTER.
F. Press O until 'Office' is highlighted and then press ENTER.
G. Now press W until 'winword.exe' is spoken.
H. Press the TAB key to the 'Open' option and then press
ENTER.
I. Then TAB to the 'Next' button and press ENTER. You are
asked where you want to place the shortcut, so ARROW up to
'Desktop' and then press TAB to 'Next' and press ENTER.
J. You are asked to select a name for the shortcut and given
'winword.exe' as an option. If you want to change this, just
type over it, e.g. with 'Word XP', and then press TAB to the
'Finish' button and press ENTER.
K. Now press TAB to the 'OK' button and press ENTER to
complete the procedure.
L. You can now, in the normal way, go to this shortcut on
your Desktop by pressing Windows key M followed by w until 'word
97'
is spoken and then press ENTER to load it.
Note: You can also create shortcuts in the above way for any
other file, folder or disk drive on your computer and to Web
pages.
1.5. Speech-Friendly Word Adjustments
1. Always maximise your parent and document windows, with ALT
SPACEBAR X and ALT - (hyphen) x respectively, if they are not
already maximised. CONTROL F10 also toggles between maximised and
normal window size.
2. Make the following system changes:
In Word 97, via Windows Explorer (hold down Windows key and then
press the letter E), navigate to \Windows\Start
Menu\Programs\Startup\ and delete the Office startup file,
which is what loads the Office start up bar. This may
interfere with some screenreaders.
Note: If you are using the Norton Anti-Virus program with your
Windows operating system and you are having focus problems in MS
Office programs, you may improve things if you turn off the NAV
Office plugin.
1.5.1. Turning the Word 97 Office Assistant Off
As the Office Assistant can interfere with your screenreader, on
installation of Word 97, you should have used the custom option
of installing and thereby not permitted the Office Assistant to
be installed. If this has not been done, you can disable it by
navigating to it and by either deleting it or
renaming it. To do this, via Windows Explorer, go to \Program
Files\Microsoft office\Office\Actors and either delete the
Actors folder or rename it. This is not necessary/possible in
Word 2000, as you can disable the Office Assistant directly from
the Help Menu.
1.5.2. Turning the Word 2000, 2002 and 2003 Office Assistant Off
In Word 2000, 2002 and 2003, if the Office Assistant is installed
and enabled, you can simply disable the Office Assistant by going
into the Help Menu by pressing ALT H and then ARROWING down to
and pressing ENTER on "Hide the Office Assistant" to hide it. The
option will then read "Show the Office Assistant". You then have
to disable it completely by pressing F1, Then TAB to "Options"
and press ENTER followed by TABBING to "Use the Office Assistant"
and press SPACEBAR to check this off and press ENTER. Thereafter
pressing F1 or ALT H and ENTER will not get you Word help with
the Office Assistant in the normal way.
3. Word Configuration Changes:
A. enter the View Menu(press ALT v) and ARROW down to ensure that
normal is checked by pressing ENTER on it if it is not already
checked. Note that if you open documents formatted by other
people, you may have to double-check that "Normal" is still
checked on to work with that document optimally.
B. If your screenreader does not need the Standard Toolbar and
you will not be using a mouse yourself, turn this off as well in
the View, Toolbars menu by pressing ENTER on it to obtain more
screen space and less clutter.
C. Again in the View Menu, go to 'Zoom' and press ENTER. Then
ARROW down in the spinbox you will be in to change the on-screen
print size from 100 to 75% or to "Page Width" in order to be able
to fit more text on the screen and press ENTER. This is if you
use a Braille or speech system. Alternatively, if you have some
usable sight and so use the monitor, you may wish to take the
opposite approach by increasing the zoom percentage to, say,
150%, but this may result in text running off of the edges of the
screen so you will have to use the scroll bars to move text
around. This does not affect the size of the print on any hard
copy paper printout.
4. Go into the Tools, Options, multipage dialogue box by pressing
ALT T and then O and make the following changes.
Note: This multi-page dialogue box is straightforward to move
around in in Word 97 but gets more packed with property sheets
and tabs in later versions. You are likely to have to dispense
with the straightforward procedure of CONTROL TABBING between
property sheets in Word 2000, 2002 and 2003 because this method
only takes you from sheet to sheet in a horizontal manner. In
later versions of Word there are that many sheets that they
cannot all fit on one line, so to be able to move from sheet to
sheet you would be best moving to the sheet's tab title, such as
"View", "Edit", "Spelling/Grammar", "File Locations", etc, by
SHIFT TABBING back to the property sheet name (also known as its
tab title) and then moving through the many property sheets
horizontally with the right and left ARROW keys and in a vertical
manner with the up and down ARROWS. You are likely to find three
rows of property sheets in several columns, depending on your
version of Word and how things have been set up.
A. In the View property sheet (get to this by pressing CONTROL
TAB if you are not already on it), turn picture play and animated
text off by pressing SPACEBAR on them if they are not already
checked off and if they both appear in your version of Word. Also
check off "drawings" if that appears in your copy as well. Ensure
that the status bar is checked on. The 'All' box should be
unchecked. Wrap to window should be checked on. If you have no
use for the horizontal and vertical scroll bars (for mouse
users), check these off as well.
If using Word 2002 or 2003 and your screenreader is not able to
"see" and read out for you what is on screen in the typing
document pane, try turning the Task Pane off in this View sheet
by pressing SPACEBAR on "Start Up Task Pane". This should not be
necessary on up-to-date screenreaders which came out after Word
XP did but some older screenreaders may have problems with this
activated. If your screenreader is having no problems, you may
wish to leave things as they are or you may decide to get rid of
the Task Pane permanently so as to make the whole editing area
available as in earlier versions of Word.
B. In the General sheet (right or left ARROW to get there when
on the property sheets label or press CONTROL TAB), the
"Background Repagination" option should be checked on.
C. In the Save Property sheet, ensure that 'Always create backup
copy' and save 'AutoRecovery' info are checked on, which saves
your current document if the PC crashes. The backup file is saved
in c:\windows\temp folder\.
D. In the spelling and grammar property sheet 'Check Spelling
as you Type' should be unchecked. Always suggest corrections
should be checked. Ignore words with numbers should be
checked on. Ignore internet file addresses should be checked.
Check grammar as you type and check grammar with spelling
will be best unchecked for most VI screenreader users. In Word
2002 and 2003 there is an "Check Grammar with Spelling" option
which you may wish to check off to make your spell-checking less
complicated but, of course, that is up to you and your own likes
and dislikes--experiment with both on and off grammar-checking.
5. With Word 2000, 2002 and 2003 only, press ALT T, followed by
C to enter the Customise dialogue box. You should be in the
"Options" property sheet (CONTROL TAB to it if not) and then in
Word 2000 TAB to "Menus Show Recently Used Commands First" and
press SPACEBAR to uncheck this, or in Word 2002 and 2003 TAB to
"Always Show Full Menus" and ensure that this is checked on. This
will give you access to the full range of menu commands, rather
than the restricted range which versions of Word after 97 show
as their default.
6. With certain combinations of Word, Window-Eyes and the Norton
virus-checker, you may find that some words or lines of a
document in MS Word, MS Notepad and MS Wordpad fail to speak when
you ARROW around the screen even though text is on screen. This
may be remedied by making the following alterations to the Norton
set-up.
Open Norton, go into "Options", select "Virus Protection" and
then select "Other". Now TAB to the checkbox for Office plug-ins
and press SPACEBAR to uncheck it. Lastly, TAB to and press ENTER
on "OK" and close Norton down.
If you are still getting this problem after the above, contact
your Window-Eyes supplier for more remedies.
These initial configuration settings should help when using Word
but to be advised of more customisation options, see Section 32
"Modifying Word's Options".
1.6. Screenreader Hot Keys for Word
There are not usually as many specialist hot keys for use in
screenreaders for straightforward word-processing as there are
for such as spreadsheets like Microsoft Excel or for use on the
Internet. This is because most screen views you are in and
procedures you are likely to follow are less complicated on the
screen. Below I list some of the most useful general and special
hot keys for HAL, Window-Eyes and JAWS when working in Microsoft
Word. Some of these are Word's own shortcuts and others are
special screenreader hot keys. You can find a comprehensive list
of Word's own shortcuts at appendix 1.
1.6.1. JAWS 4, 4.5, 5 and 6 Hot Keys
The following hot keys will prove useful when using JAWS with
Word but note that some hot keys change with later versions of
JAWS:
Press INSERT V: To adjust the JAWS verbosity level.
Press INSERT numpad 2: to hear Status Line information.
Press INSERT T: To hear the Title Bar with the document's title
displayed.
Press INSERT down ARROW: to get the document on screen
continuously read out to you.
Press CONTROL: To stop reading of the document.
Press INSERT SHIFT down ARROW: to confirm what you have
selected/highlighted in a document.
Press CONTROL SHIFT S: To move to the style bar.
Press ALT SHIFT right ARROW: to select the next heading style.
Press ALT SHIFT left ARROW: to select the prior heading style.
Press CONTROL SHIFT P: To open the point size selection dialogue
box.
Press ALT CONTROL I: to switch between insert and overtype mode.
Press INSERT F: To hear the formatting of the character at the
cursor.
Press INSERT F twice: To hear insertion point formatting.
Press INSERT 5: To hear the colour of the font your cursor is on.
Press INSERT DELETE: to hear the row and column co-ordinate your
cursor is currently on.
Press ALT DELETE: to hear where your cursor currently is in
relation to the top and left sides of the page.
Press ALT SHIFT B: to obtain a description of any boarder in your
document.
Press ALT CONTROL SHIFT C: to get JAWS to explain to you the
characteristics of a shape in the document.
Press CONTROL INSERT V: To hear which version of Word you are
using.
Press ALT CONTROL SHIFT A: to hear which language is being used
in the block of text at the cursor point.
Press INSERT F7: to read the mis-spelled word and the suggested
replacement word in the spell-checking dialogue.
press CONTROL INSERT F4: to close the Office Assistant if it is
currently open.
Press ALT SHIFT ': To announce the contents of a comment in a
cell in a table.
Press ALT SHIFT E: To announce the references in footnotes or
endnotes, which must firstly be highlighted.
Press ALT INSERT Q: To get the current scheme name announced.
This command only exists in JAWS after Version 5.
Press CONTROL SHIFT ': to put any comments by yourself or anyone
else in your document into a list.
Press INSERT F8: to put any hyperlinks in your document into a
list.
Press CONTROL SHIFT O: to put any inline objects in your document
into a list.
Press ALT SHIFT L: to put any spelling errors in your document
into a list.
Press CONTROL SHIFT V: to put any revisions in your document into
a list, if track changes is turned on, in JAWS before Version 5.
In later versions this command instead Pastes formatting in.
Press INSERT SHIFT R: To list revisions as above in JAWS after
Version 5.
Press CONTROL SHIFT G: to list grammatical errors in your
document, if grammar-checking is turned on.
Press CONTROL SHIFT C: to read a column in a table before JAWS
Version 5. In later versions this command will instead copy the
formatting of the selected text.
Press ALLT INSERT C: To read a columnin a table after Version 5.
Press ALT SHIFT C: To hear the current column's title with JAWS
before Version 5.
Press ALT INSERT SHIFT C: To hear the current column's title
after JAWS Version 5.
Press ALT 1: to hear the contents of the first cell in the
current column.
Press CONTROL SHIFT R: to read the contents of the current table
row with JAWS before Version 5.
Press ALT INSERT R: to read the contents of the current table row
with JAWS after Version 5.
Press ALT SHIFT R: to hear the current row's title with JAWS
before Version 5.
Press ALT INSERT SHIFT R: to hear the current row's title with
JAWS after Version 5.
Press ALT 7: To hear the contents of the first cell in the
current row.
Press INSERT CONTROL T: To list tables in a document and
highlight the first cell in a table.
Press INSERT F5: to convert a table to textual format and replace
the table with this text with JAWS before Version 5. After
Version5 this command will select a field in a form.
Press CONTROL INSERT HOME: to move to the first field in a form.
Press CONTROL INSERT Numpad 5: to read the contents of a field
in a form.
Press INSERT F5: To select a field after JAWS Version 5.
Press CONTROL SHIFT L: to list all of the fields and form fields
in a document and permit you to select one and move to it.
Press CONTROL INSERT TAB: To create a custom label.
Press ALT SHIFT 1 through 7: to show to heading 1 through 7 in
an outline view and display only headings up to the level
selected.
Press ALT SHIFT A: To toggle displaying of all levels and text
in outline view.
Press ALT SHIFT left ARROW: To Move from the current heading
level to the prior heading level.
Press ALT SHIFT right ARROW: To Move from the current heading
level to the next heading level.
Press ALT SHIFT up ARROW: To move the current heading up.
Press ALT SHIFT down ARROW: To move the heading down.
Note: To view a comprehensive list of Word's own shortcuts see
Appendix 1 and also see Section 3 under "The Generic Windows
Method Of Highlighting".
1.6.2. HAL 5, 6 and 6.5 Hot Keys
The following hot keys will prove useful when using HAL Version
5 or later with Word, provided that you have the most up-to-date
map files for MS Word. You use the left CONTROL or left SHIFT
keys unless otherwise stated:
Press Numpad +: To get the document on screen read out to you and
press it again to stop reading.
Press Numpad 2: To get the contents of the Status Line read to
you.
Press Numpad 7: to hear the Title Bar with the document's
filename in it.
Press Numpad 1: To confirm what you have highlighted/selected.
Press Numpad 3: To hear the column and row co-ordinates of a
table in your document.
Press Numpad 4: Pressing Numpad 4 two, three or four times will
supply several levels of feedback on the page or character with
focus.
Press SHIFT Numpad 7: To hear information on the alignment of
your document.
Press CONTROL 9: To switch between viewing columns as they appear
normally and viewing them as a single column with column 2 being
underneath column 1, column 3 under column 2, etc.
Press SHIFT Numpad 8: To announce when a bulleted list is
present.
Press SHIFT Numpad 9: to move the focus to the style box.
Press CONTROL SHIFT Numpad 4: To read spell-checker information
such as reading the mis-spelled word and then the first
suggestion in the replacement list.
Press SHIFT CAPSLOCK 1: To obtain a list of objects in the
document if it has any.
Press SHIFT CAPSLOCK 8: to obtain a list of spelling mistakes.
Press SHIFT CAPSLOCK 3: To obtain a list of grammar errors if
grammar-checking is turned on.
Press SHIFT CAPSLOCK 4: to obtain a list of revisions to the
current document if it has any.
Press SHIFT CAPSLOCK 5: To obtain a list of comments in the
document if it has any.
Note 1: the capslock key is also known as the Dolphin key.
Note 2: you can download the most recent map files for HAL from:
www.dolphinuk.co.uk/updates
1.6.3. Window-Eyes 4.0-4.5, 5.0 and 5.5 Hot Keys and Set-Up
The following hot keys will prove useful when using Window-Eyes
with Word.
From Window-Eyes 4.0:
Press CONTROL SHIFT T: To hear the Title Bar and document title.
Press CONTROL INSERT S: To hear the contents of the Status Line.
Press CONTROL SHIFT R: to get the text on screen continuously
read out from the current cursor point.
Press CONTROL: to stop reading of the document.
Press CONTROL SHIFT M: to get what you have highlighted/selected
confirmed.
From Window-Eyes 5.0 you have more new hot keys:
Press CONTROL Numpad +: To hear where the cursor is in the
document at present.
Press CONTROL SHIFT D: To read the current document area which
is displayed on screen.
Press INSERT E: To bring up the element properties dialogue box
to be able to ARROW up and down and view document elements.
Press INSERT TAB: To bring up the page navigation dialogue, in
which you can TAB and ARROW through page elements and press ENTER
on one of them to be taken to it or you can simply get page
elements listed to quickly find out what is on a document page
besides text, e.g. get hyperlinks found and listed, get inserted
comments found and listed, etc.
Press WINDOWS key A: To toggle the attribute changes option on
and off so that you can hear any change in font colour, size,
style and type as you move through a document.
Press alt CONTROL SHIFT F: To toggle the format alert option on
and off.
From Window-Eyes 5.5 you get another very useful hot key for use
in Word:
Press INSERT E: To open up the Elements property dialogue so you
can retrieve information such as font sizes, text colours, text
attributes like italic and underlined, font names like verdona
and arial, styles, line spacing, justification, type of borders
if any, shading if any and text properties like orientation and
indent details.
1.6.4. Configuring Window-Eyes to Work with Word
If Window-Eyes does not work properly with your version of Word
straight from the box, you may have to do a little customising,
as follows:
Launch Word and then press CONTROL BACKSLASH to enter the Window-
Eyes Control Panel, then press ALT F and then F again. In the
list of set files you will come into press the letter O once or
more times to jump to "Office 2000, Word, Excel, Outlook" (or
whichever version of Office you are running) and then TAB twice
to "Install" and press ENTER.
********
2.1. Typing and Moving Around on the Word Document Screen
For word-processing beginners with typing skills and those
unfamiliar with Microsoft Word itself, the below several sub-
sections should help. They assume that you have some basic
keyboarding/typing skills but if you do not have these, you will
have to obtain some form of first-time keyboard user's tutorial
or an interactive program to load onto your computer which
teaches keyboard skills for those who have never used a keyboard
before. You can obtain these from places like the RNIB in the UK
and Lighthouse in the US.
Another source for a freely downloadable UK-orientated typing
tutor whichis self-voicing is:
www.education.bham.ac.uk/research/victar/resources/tech/centre
.htm
but this does not work well on Windows XP.
You can also download a typing tutor for students and teachers
called Tenthumbs which can be set up for UK or US keyboard
layouts from:
www.tenthumbstypingtutor.com
but you will also need at least version 4 of the Quicktime
program if you want to receive audio feedback from the Tenthumbs
typing tutor.
Another very basic talking keyboard tutor is supplied as part of
a program called "twitter". You can find out more about this at:
www.twitter.co.uk
but you will have to ask for a copy posting to you on CD.
If you live in the US, you can obtain similar typing tutors
and/or keyboard guides from:
www.aph.org/products/ttyper.html
and
www.aph.org/products/learnkey.html
but be aware that the positions and availability of some keys on
UK and US keyboards are not all the same, although the standard
alphabet and numeric keys are in the same places.
2.2. Pen-Picture of the Basic Word Screen
When Word loads (by pressing Windows key then N or from your
Desktop shortcut, etc, as shown in Section 1 B) you will be on
a blank document screen ready to start typing and this document
will be given the filename 'Document 1' automatically by Word.
This is just a temporary filename until you type something in to
the document screen and then save it with a filename of your own
choice.
In Word 97 and 2000, the screen at this stage, if you have made
the changes to make Word more speech-friendly suggested in the
last section, will have four main areas. Firstly, there is the
Title Bar at the top with the words 'Microsoft Word Document 1'
(or any other filename you may have already given the document
on screen). Secondly, underneath the Title Bar, comes the Menu
Bar with menus such as File, Edit, View, etc (you can get to
these individual menus by pressing the ALT key and ARROWING right
and left). Thirdly, if you have turned the toolbar off, there is
the majority of the rest of the screen down to the bottom, which
is the typing area to hold the document
you will soon be typing. Lastly comes the very bottom line and
this is the 'Status Line', which shows abbreviated information
such as which page number you are on, what line and column of a
document you are currently at, and the like.
If you have not turned it off, there is also a Toolbar between
the Menu Bar and the main document editing screen, which holds
buttons for mouse users to click on to quickly carry out commands
but this method is usually slower than using shortcuts for
visually impaired people. there may also be other rows of
toolbars just under the main toolbar if you have turned any of
them on, e.g. the drawing toolbar, the Forms toolbar, etc.
In Word 2002 and 2003, a new element has been added to the
default view of the Word screen, although this can be turned off
to leave the standard Word 97/2000 look if you like. You still
have the Title Bar, Menu Bar and Status Line. However, the main
screen has now been split into two panes. The first is the main
"Editing Pane", which is on the left and is the typing area
holding the document you are creating and occupies about 75 per
cent of the screen. The second pane, known as the "Task Pane"
runs down the right from top to bottom and is smaller (about 25
per cent of the main screen's width) and shows a list of commonly
used what do you want to do options and commands you can effect
whilst carrying out specific actions, such as opening a new
document blank page and using the Office Clipboard. The view of
the Task Pane can be turned off for the current session only if
you like by pressing ENTER on "Task Pane" in the View menu or
permanently by checking off (pressing SPACEBAR on) "Start Up Task
Pane" in the Tools, Options, View property sheet.
With Word 2003, in addition to just having the above-mentioned
standard Task Pane open, you can occupy this same area of the
screen by opening a Research Pane" via Tools, Research. In fact,
whether you open these panes via the View or Tools menu does not
matter, as they both become available together. When you first
invoke the Research Pane, you immediately get access to its
research resources buttons to TAB through but thereafter to get
to its options you can use the usual F6 key or you can press ALT,
CONTROL TAB and then left and right ARROW keys. However, unless
your screenreader is right up to date, it may not be able to read
all of the options in these two new panes. How this new Research
Pane works is explained in Section 49.
Screenreaders have hot keys to read most of the above Title Bar,
Status Line, etc, information to you, e.g. to hear the title of
your document on screen press CONTROL SHIFT T in Window-Eyes,
numPad 7 in HAL 5 or INSERT T in JAWS; to hear the contents of
the Status line press CONTROL INSERT S or ALT S in Window-Eyes,
INSERT NumPad 3 in JAWS or NumPad 2 in HAL 5. You can also review
the whole screen in mouse mode with the mouse pointer by using
your screenreader's JAWS cursor, Window-Eyes cursor or HAL's
navigation/virtual cursor modes.
If you are using HAL and HAL's hot keys are regularly conflicting
with your application's shortcut keys, you can temporarily turn
HAL's hot keys off by pressing CONTROL 8 (on the full keyboard).
A second press of CONTROL 8 turns HAL's hot keys back on.
Tip: In Word it can sometimes occur, without any apparent reason,
that your main Menu Bar disappears from screen, so that you
cannot get into your File, Edit, View, etc, menus. If this
happens to you, you should be able to re-invoke your Menu Bar by
taking the following action:
1. Press Windows key R to open the Run dialogue.
2. In the editfield you are now in, type:
winword.exe /a
and press ENTER.
2.3. Keyboarding and Editing
In contrast to typewriter keyboards, which tend to be very much
the same whichever typewriter you use, computer keyboards can
vary somewhat. They grow more keys every year or so but most of
these extra keys tend to be simply to provide a quick way to do
something instead of using other methods. Thankfully, however,
the main QWERTY keys remain in the same place on each keyboard
and are very similarly placed as to on a typewriter but not
absolutely identical.
You type on the Word screen in a similar way as to how you would
on a typewriter but you do not have to press ENTER to get onto
a new line when you have completed your current line. Word does
this automatically for you. This is called
'word wrapping'. You can also keep on typing forever without
thinking about putting new sheets of paper in to the printer as
word will work out where pages should start and end for you.
If you make a mistake whilst typing, you can either press the
backspace key to erase the mistyped letter or, if you place the
cursor over the offending letter, you can achieve the same result
by pressing the delETE key. To delete whole words at a time,
place the cursor on the first letter of the word and hold down
the CONTROL key and press the DELETE key. Continuing to press the
DELETE key whilst holding the CONTROL key down will delete
successive words to the right of the first word you deleted
together with the space which follows each deleted word. To
delete words to the left, you place the cursor on the space
immediately after the first word you want to delete and then
press CONTROL BACKSPACE as many times as the number of words you
wish to delete.
To take a new line of your own initiative (without waiting for
the automatic line end word wrap to occur), you hold down the
SHIFT key and then press the ENTER key, e.g. press SHIFT ENTER
followed by ENTER again to create a new paragraph with a blank
line and just get one paragraph code inserted at this point or
press SHIFT ENTER once to start the next line of an address with
no paragraph marker being inserted. You could achieve the same
new paragraph results by pressing the SHIFT ENTER combination
twice instead of doing it with just the ENTER key but this would
not leave a paragraph code in the file between the two
paragraphs(something which happens in the background coding and
which you cannot normally see and will not be printed out).
Failing to use the SHIFT key with the ENTRE key when you only
want a new line and not a new paragraph means that, if you are
using the CONTROL or CONTROL SHIFT up or down ARROWS to jump from
paragraph to paragraph in a document or to highlight one or more
paragraphs quickly, it will not work properly due to there being
too many paragraph markers at the ends and beginnings of lines
(see Appendix 1 for movement and highlighting key combinations).
So, to clarify, press only the ENTER key if you want a paragraph
marker/code inserting every time you press it, press SHIFT ENTER
if you want a new line with no paragraph marker inserted or press
SHIFT ENTER followed by ENTER if you want to start a new
paragraph by leaving a blank line between paragraph blocks and
you will get just one paragraph marker at the beginning of your
new paragraph.
If you want to insert an extra word within your current
document, you can do this by placing the cursor on top of the
first letter of the word to appear after the inserted word and
simply type in the extra word followed by a space. You will not
be typing over the word you placed the cursor on; what happens
is that the words to the right of the word you are inserting move
further to the right to make room for the new word.
Tip 1: The spacing you use after punctuation marks is different
when using a word-processor from when using a typewriter. With
a typewriter you would leave a single space after typing a comma
but a double space after most other punctuation marks, e.g. after
a full stop, a question mark, an exclamation mark, a colon, a
semi-colon, etc. However, when word-processing, you only leave
a single space after all of these punctuation marks. This is
probably because the justified margins which most people use when
word-processing tends to stretch out the words and spaces on some
lines to ensure that all lines end up level at the right-hand
margin. A word-processed dash is also different from a typed
dash, in that instead of creating a dash by leaving a space,
typing a single hyphen and then leaving another space, the word-
processed dash consists of two hyphens in succession with no
spaces either side of them, e.g. In my experience--and it is only
my experience--this is not likely to happen.
Tip 2: You can get one block of highlighted/selected text
replaced by another block of text if you paste that second block
into where the first block is, when the first block of text will
be deleted, e.g. select a whole sentence in one part of a
document, copy or cut it to the Clipboard with CONTROL C or X,
then go to where you want a sentence replacing with your copied
or cut sentence, select the sentence to be replaced and then
press CONTROL V. The unwanted sentence will disappear and the new
sentence will appear in its place. You will find more about
highlighting/selecting in Section 3 below.
Note: If you are using the Window-Eyes screenreader and moving
around the screen with the ARROW keys does not seem to be reading
the screen text correctly, you may have to use the Window-Eyes
redraw screen to be able to hear the screen contents correctly.
This WE redraw screen hot key is INSERT BACKSLASH.
2.4. Generating Diaeretics and Accents in a Document
If you have to type some form of symbol which is not provided for
on your keyboard, there are several ways you can generate such
a symbol. For example, If you are a JAWS user and can see enough
to visually identify symbols like accents, circumflexes, euro
signs and umlauts, you can use the JAWS feature of INSERT 4 (on
the large keyboard) to be able to ARROW down a list of symbols
and press ENTER on one of these to insert it into your document
at the cursor point. Alternatively, you can press ALT I (for
Insert) and then S (for Symbol) to enter a list of many symbols
to get inserted into your text, if you can see to choose the one
you want or if your screenreader can speak them to you.
In other instances there are shortcut keys to generate single
symbols, for example:
To insert a euro sign: Hold the ALT-CONTROL key down and press
the number 4 on the large keyboard.
To insert an acute: Hold down CONTROL and press the apostrophe
and release both, then type the letter which requires the accent
mark, e.g. on both of the E's of resume, so that they gain small
acute marks over them. Alternatively, you can achieve this same
result by pressing ALT CONTROL E at the point where you want the
accented E to appear.
To insert a circumflex: Hold down CONTROL and SHIFT and press the
number 6 key, then release them and type the required letter,
e.g. on the first a of chateaux, which creates a small inverted
V shape over the A. Holding down ALT CONTROL and pressing the A
key also works in this instance.
To insert a grave: Hold down CONTROL and then press the GRAVE key
and release both, then type the letter requiring the grave on it.
To insert an umlaut: Hold down CONTROL and SHIFT keys and press
the colon and release them, then type the letter which requires
the accent, which will place two small dots above the letter.
To insert an upside down question mark: Hold down ALT, CONTROL
and SHIFT and press the question mark key, e.g. as used in
Spanish sentences.
To insert an upside down exclamation mark: Hold down ALT,
CONTROL, SHIFT and press the exclamation mark key, e.g. as used
in Spanish sentences.
To create an AO diphthong: Hold down CONTROL and SHIFT and press
the number 7 key and release them, then press SHIFT and A.
To create a OE diphthong: Hold down CONTROL and SHIFT and press
the number 7 key and release them, then press O, e.g. as with the
OE in the word onomatopoeia.
Note: You can also generate all of the accents and accented
letters via their ASCII codes. Do this by turning your Numpad key
on and then hold down the ALT key and type on the Numpad any
number in excess of 128 to see what can be generated, e.g. hold
down ALT and punch into the Numpad the figures 128 and press
SPACEBAR or ENTER and you will generate a C cedilla, punch the
figure 129 in and you will produce the letter U with the umlaut
sign, type 130 to get an E acute and simply try the other three
digit combinations to find out what else is available. Whether
this ASCII method of generating accented symbols works for you
or not will depend on the version of Word you have and the
version of Microsoft Windows you are running.
2.5. Moving around a Document on the Word Screen
To hear what you have typed line by line and view any blank
lines, etc,
press your up and down ARROW keys. If the document is several
pages long, press the PAGE UP or PAGE DOWN keys to jump a page
at a time and then read a line at a time with the ARROW keys
or your screenreader's read document or say all command, e.g.
NumPad + with HAL, INSERT down ARROW with JAWS or CONTROL SHIFT
R with Window-Eyes. Window-Eyes 5 also has a read document area
displayed on screen hot key which is CONTROL SHIFT D.
To move a letter at a time, press the right or left ARROW keys
(the keys just to the right of the right CONTROL key, shaped
like an upside down print letter T). You can move a word at a
time by holding down the CONTROL key and pressing your left or
right ARROW key. To move a paragraph at a time hold down the
CONTROL key and press the up or down ARROW key. If you want to
go to the beginning of a document, you should press CONTROL
HOME key and pressing CONTROL END key takes you to the end of
a document (the HOME and END keys can be found on the block of
keys
just above the ARROW keys and on the Number pad). A press of the
HOME key by itself takes you to the beginning of the current line
and pressing END takes you to the end of the line.
Remember, your screenreader may have a hot key to give you an
idea as to just where you are in a document in terms of the row
and column the cursor is currently in or in inches and tenths of
inches, e.g. press INSERT DELETE in JAWS, the NumPad DELETE key
in HAL 5 or CONTROL numpad + in Window-Eyes 5.
2.6. Cursor Insertion Point and Mouse Pointer
In typing and reading through a document, so far you have been
moving around the Word document screen with the "Cursor" pointer
but most Windows programs also have a second pointer, known as
the "mouse" pointer. The cursor tracks what you are typing and
where you are moving on the document screen and may change its
shape and general appearance, depending on the situation, e.g.
it may represent a flashing bar (so that you can tell easily
where it is), an insertion point (an I-beam waiting for you to
type something in) or an hour glass (signifying that you need to
wait until the program completes an action).
Most of your work in Word will be done with the cursor pointer
following on as you type or review documents, keeping track of
where you are and advising you what you are ARROWING past, about
to delete or highlight, etc. It is restricted to the Word
document editing screen.
In contrast, the mouse pointer moves independently of the cursor
pointer and it is shaped like an arrowhead. The mouse pointer can
go anywhere on the screen, not only in the Word document typing
area. If you left click with the mouse pointer in a given place,
the cursor will normally be taken to that same position. Your
screenreader will have a means of navigation (usually via the
NumPad) to permit you to move the mouse pointer around the whole
area of the monitor screen and allow you to simulate left and
right mouse clicks. For instance, JAWS has its JAWS cursor mode
for manipulating the mouse cursor, whereas Window-Eyes has its
mouse pointer mode and HAL employs its navigation or virtual
cursor mode for this purpose. You invoke the JAWS cursor by
pressing the NumPad minus key and return to normal live mode with
a press of NumPad plus. You get into HAL's Navigation mode by
pressing NumPad minus and NumPad plus returns to normal live
mode. You activate and deactivate the Window-Eyes mouse and WE
cursor modes by pressing NumPad minus.
Experiment to see how far you can travel with the cursor pointer
in a small document on screen and then change to your
screenreader's mouse mode to view the extended area of the screen
you can now get access to but which a sighted person can see all
of the time.
2.7. Spell-checking your work and Using the Custom Dictionary
How much information you obtain whilst spell-checking will depend
on which screenreader you possess. If your screenreader does not
automatically tell you which word is wrongly spelled and read out
the suggested replacements, you should configure it to read out
any colour change which occurs in editfields, as Word highlights
what it believes to be the misspelled word in a different colour
from the rest of the text on screen (usually red). You will
thereby be able to identify the offending word.
2.7.1. Spell-Checking
To spell-check a document:
1. With your letter, report, memo, etc,on screen, press F7 to
invoke the spell-checker. The spell-checker will stop on the
first word it finds and believes to be wrongly spelled. This
should be spoken automatically by your screenreader but if it is
not, use any hot key your screenreader may possess to achieve
this, e.g. INSERT W with Window-Eyes 4.5 and later.
2. You should press the TAB key once to move to the list of
suggested word replacements that you are offered. If there is
more than one suggested replacement, you can ARROW down them and
leave the focus on the replacement you want.
3. You can now TAB to 'Change' and press ENTER or press the
shortcut accelerator key to achieve this, which is ALT C. Simply
pressing ENTER at the above stage also does the same thing. The
spell-checker then moves onto the next word it thinks is wrongly
spelled.
4. If Word does not have any suggested replacement words for a
wrongly spelled word, when you press TAB to the replacement list,
you can backspace the word out and type it back in correctly or
edit it to produce a correct spelling. You then press ALT C to
change the word to the newly spelled one.
Within the spell-checker dialogue box you can use several
accelerator key shortcuts, as follows:
If a double word is encountered, press ALT D to delete one of the
instances of the word.
press ALT C to change a word to the first suggestion in the
replacement list.
Use ALT L to change all instances of the word in the current
document to the first suggestion in the replacement list.
Press ALT I to ignore the first instance of the spell-checker's
suggestion that a word may be spelled wrongly.
Use ALT G to ignore all instances of a word possibly being
spelled wrongly if you know it is spelled correctly--the spell-
checker does not know every word in the English language and will
stop on many nouns such as place and people's names.
Press ALT A to add the word to the custom dictionary if you know
it is spelled correctly, so that Word will not stop on it in
future (see the next sub-section for how to amend or remove such
a custom dictionary word).
In Word 2002 and 2003, use ALT U to undo (return to how it was)
any change you have just made and now realise you did not want
to make.
In Word 2002 and 2003, press ALT R to add the spelling mistake
and its correction to the AutoCorrect list of corrections in
order that Word will,in future, automatically correct such words
it finds wrongly spelled for you if you are given to frequently
making certain spelling mistakes.
Remember, your screenreader may have a read mis-spelled word and
replacement suggestions in document hot key, e.g. INSERT F8 in
JAWS and CONTROL SHIFT Numpad 4 in HAL 6. It may also feature a
list mis-spelled words in document hot key, e.g. SHIFT CAPSLoCK
8 in HAL 6.
Note: In Word 2002 and 2003 the spell-checking dialogue box has
a "Check Grammar" checkbox to turn this feature off if you do not
want this added complication. It also has an "Options" button
which will permit you to quickly enter the "Spelling/Grammar"
Tools, Options Property sheet to effect other changes if you
like.
If you elect to leave the grammar-checking feature on, you will
be taken into a second dialogue box after the main spell-checking
has been carried out where you will be offered opportunities to
have words which Word thinks you forgot to capitalised given a
capital letter, sentences it thinks should have been given a
different punctuation mark at their end changed, e.g. change a
full stop to a question mark and other grammatical corrections
done. You would be advised to use the ALT C method of correcting
these mistakes in this dialogue rather than just pressing ENTER
on the first change option in the list of corrections box, as
just pressing ENTER often does not work in this environment.
Remember, your screenreader may possess a hot key to allow you
to correct spelling or grammar mistakes on the fly as such
mistakes are found, e.g. with Window-Eyes 5.0 or later, press
SHIFT F10 to bring up a Context Menu with a selection of options
for the current mistake, including an ability to count the number
of spelling or grammar errors you have made.
Note 1: JAWS has a hot key to list words marked as mis-spelled,
which is ALT SHIFT L.
Note 2: If you only need to spell-check part of a document, such
as an additional paragraph you have inserted after creating and
spell-checking the original document, you need only highlight
that part of the document before pressing F7 to commence the part
document checking (how to highlight is covered in a later
section).
Note 3: If you are using HAL 6.0 and HAL reads the whole line
where the wrongly spelled word is and fails to read the specific
wrongly spelled word, you can download an updated map file which
corrects this from the Dolphin Website at: www.dolphinuk.co.uk
or you can phone them for a copy.
2.7.2. Amending or Removing Words from the Custom Dictionary
If, during spell-checking, you add a word to the spell-checker's
dictionary by pressing ALT A which you then realise that you did
not want to add or which you now realise that you want to amend,
you can do this via the Tools, Options, Spelling and Grammar
property sheet. However, an easier and faster way to open this
text file custom dictionary to make changes to it is:
1. With or without Word running (it does not matter which), press
Windows key F to open the Find Feature of Windows.
2. In the editfield you will now be in, type in the name of the
custom dictionary, which is "custom.dic" and then press ENTER to
get this file found.
3. As you will now be on the custom.dic filename, just press
ENTER to open it up in Notepad.
4. You will now be in Notepad with the text file of extra words
you have yourself added to Word's dictionaries on screen. This
plain text file will have each added word on a separate line, so
simply ARROW to (or get there via the Notepad search feature) the
word you wish to amend or erase and use your BACKSPACE or DELETE
keys to make any changes you desire.
5. Lastly, press ALT F (for File) and then S (for Save) to save
the corrected text file back to its default custom.dic name and
then press ALT F4 to close Notepad followed by ESCAPE to close
the Find dialogue.
2.8. Saving and Reopening a Document
When you have written a letter, memo, etc, you will want to
save it to disk.
2.8.1. Saving a Document to the Hard Disk
You can save a document onto your C: hard disk by:
1. Press ALT F, A, (or CONTROL S) and overwrite the filename
which Word automatically gives documents with a name of your
own choice, e.g. memo1.
2. Press ENTER and the file will, by default (normally), be
saved in a folder called 'My documents' and will automatically
be given a file extension of .doc. It actually saves on your hard
disk at:
C:\My Documents\memo1.doc
You can use dozens of letters/figures in a
filename and put spaces between them if you wish but avoid using
signs such as %, ~, #, $, Å“, /, \, and the like.
3. If you wanted to save the file in another format, such as a
plain text file or WordPerfect 5.1 file, you could have
pressed TAB once to the 'Save as Type' box after typing your
filename in above and then pressed the first letter of the
format you are wanting to save in, e.g. press t to move to the
'Text only TXT' option. Note that, if you save to a format other
than the native .doc format, you may then be asked to confirm
certain saving attributes such as whether or not you want
carriage returns and line feeds to be disregarded or inserted
into your document (CRLF), etc.
4. If you are creating a lengthy document, it is a good idea
to regularly save it as you are typing it. You can do this by
pressing CONTROL S from time to time, when it will over-write and
save to the same filename you originally gave it above.
2.8.2. Opening a Document from the Hard Disk
To open the above file from your hard disk:
1. Press CONTROL O and type the filename in the editfield
which opens up, e.g. memo1, and press ENTER.
2. The file will be found and opened and displayed on the screen
for reading, editing or resaving under the same or another
filename. Note that when you are opening a file from the normal
saving place/folder of My documents, you do not have to type the
full path to that folder into the editfield, as Word knows where
to find it and you do not need to type the .doc extension either.
2.8.3. Saving a Document to a Floppy Disk
To save to a floppy disk on the A: drive:
1. Having inserted a formatted floppy disk into your A: drive,
press ALT F, A, and type your filename in preceded by the
letter A (for A: drive), e.g. a:\memo1, and press ENTER.
2. If you want a different format to Word's .doc format, select
that before you press ENTER above.
2.8.4. Opening a Document from a Floppy Disk
To open the above file from the floppy disk:
1. Press CONTROL O and type the path and filename in the
editfield which opens up, e.g. a:\memo1, and press ENTER.
2. The file will be opened and displayed on the screen for
reading, editing or resaving under the same or another
filename. Note that because the A: drive is not the normal saving
place for Word documents, you do have to type the drive letter
and path to the file into the editfield. If the filename has a
different extension from the standard .doc extension, you will
have to provide this as well, e.g. A:\memo1.txt.
Note 1: When you have either the Save AS or Open dialogue box
open, there are several shortcuts you can make use of to quickly
achieve given actions if these do not conflict with your
screenreader's own hot keys, e.g. Press ALT 1 (not F1) and you
will be taken forward one level in your computer's folder
structure each time you press this shortcut, pressing ALT 2 will
take you backwards a folder level at a time, pressing ALT 3 will
launch your Web browser and take you onto the Net, pressing ALT
5 will let you type in the name of a new folder to create a sub-
folder from your current folder and most of the other numeric
keys on the keyboard in conjunction with the ALT key will also
affect other shortcuts for you, depending on the version of Word
you are running.
Note 2: To get Word to automatically save your work periodically,
see Section 32 "Customising Word" below).
2.9. Viewing, Deleting, Renaming, Moving and Forwarding a File
on A Floppy or Hard Disk
For example:
1. To do this from your floppy disk drive, with your floppy disk
in the A: drive, press CONTROL O and type 'a:' in the editfield
which opens up and then press ENTER.
2. Then hold down the SHIFT key and press the TAB key. You
will access a list of the files on the floppy and be able to
ARROW down them. You can achieve the same thing on your hard disk
by going to your C: drive.
3. If there are many files on the floppy disk, remember that
they will be in alphabetical order and that you can also jump
to one of them by pressing the first letter of the filename.
4. If you want to open one of these files, just press ENTER when
the one you want has focus. To delete it, press the DELETE key
followed by Y to confirm. To rename one of the files, with
focus on the file, press F2 and type a new filename into the
editfield which opens up and press ENTER. To see a list of
these and other commands which can be performed on these
files, press SHIFT F10 or your Windows APPLICATION key (on the
left of the right CONTROL key) and ARROW up and down the context
menu which appears, e.g. to be able to cut or copy the file(s)
to the Clipboard, to be able to use the "Send To" command to send
a copy of the file to your A: floppy disk drive, to your Website,
to a friend by e-mail, etc.
5. In Word 2000 and 2002, there is an "History" button in the
Open dialogue box which permits you to quickly and easily get
access to your most recently opened files to re-open them. In
Word 2003, this button is called "My Recent documents".
Note: if, in step 2 above, there appears to be no files on a
disk which you know should contain files, it could be because
the 'Files of Type' box is set to a file format which the
files on the floppy disk were not saved in. This means that
Word will not be able to 'see' them even though they are there.
To remedy this, go to the Files of Type box and press A for 'All
Files' and then SHIFT tab back to the file list and all files,
irrespective of their file extensions, will be displayed.
2.10. Shutting Word Down
When you have finished using Word and want to shut it down, you
would press ALT F, X, or
press ALT F4 or press CONTROL SPACEBAR followed by C. If you
have an unsaved document on screen, Word will ask you if you want
to save it. If you do not, just press N for no followed by ENTER.
If you want to save it, press Y for yes, type in a filename and
then press ENTER to save and exit the program.
2.11. Multiple Open Documents
You can have as many open documents in Word as you like in
order to look at several documents at once. When you first
load Word it opens with document 1 on screen (a blank document
at this stage). To open another blank document you press
CONTROL N, when the title Bar will display 'Document 2'.
Obviously, after saving something in document 1 and document 2
their names will change to the filename(s) you give them. To
open a third document ('Document 3') press CONTROL N again. To
cycle through these three open documents you would press
CONTROL F6, when your screenreader should announce the title
(filename) of the document you have just move to. To close one
of the open documents, press CONTROL F4.
If you close all of the documents on screen, you cannot
just start typing on the blank screen. You have to open a new
document first by pressing CONTROL N.
2.12. Non-Breaking Hyphens and Spaces
When you want two or more words to remain together on the same
line instead of risking them being separated one on the end of
one line and the other at the beginning of the next line, you
should "glue" them together. For example, instead of typing John
wilson as normal, you should type John and then hold CONTROL
SHIFT DOWN, press the SPACEBAR and then type the word Wilson.
Similarly, press CONTROL SHIFT and the hyphen to obtain a non-
breaking hyphen in such as the word non-conformist so that each
part of the hyphenated word does not risk getting separated onto
two lines.
2.13. Revealing and Viewing the Background codes of a Document
in Word 2002 and 2003
If you wish to reveal and view the codes which Word inserts into
a document to determine its layout, style, etc, you can do this
with a new feature in Word 2002/XP and 2003, as follows:
1. Press ALT O (for Format) and then V (for Reveal formatting).
2. Highlight the text or whole document you wish to view the
formatting of and then press F6 to move to the Task Pane if you
are not already in it.
3. With your JAWS cursor or HAL's navigation/virtual mode or
Window-Eyes mouse mode, review the screen, which should show at
the top your text and underneath it several lines of information
about the background codes in the highlighted document, such as
if it is emboldened, indented, the language it is in, the font
type and size, etc.
4. In Word 2002, there are two Options buttons you can press your
left mouse simulation key on to check on near the bottom of this
reveal codes/formatting task pane called "Distinguish Style
Source" and "Show all Formatting". If you check these on by left
clicking on them, when you return to your Editing Pane, you may
find your screenreader now speaks several formatting attributes
as well as the words on screen, such as spaces, paragraph marks,
styles used, etc, but not all screenreaders will announce these
formatting marks, e.g. JAWS will do this. This is likely to be
unwanted information in everyday word-processing, so remember to
click these off if you did turn them on in experimenting. In Word
2003, these two options buttons plus a couple more are now
available by pressing TAB to go through several options and turn
them on with the SPACEBAR instead of having to go to them in
mouse mode and left click on them.
5. Do not forget to press ALT O, V, to turn reveal formatting off
when you have finished, otherwise your screenreader may report
other types of unwanted information when you go back to the
Editing Pane. You may find that you have also to exit and then
re-launch Word to get rid of the Reveal formatting pane.
Note: In addition to the above method of viewing background
codes, text attributes, etc, most screenreaders have special hot
keys to give you most of the important formatting information of
a given open document or text character, e.g. INSERT F in JAWS,
CONTROL NumPad DELETE in Window-Eyes and left SHIFT and/or
CONTROL NumPad 4 in HAL 4.X. HAL 5's speak attribute hot key is
triggered by simply pressing NumPad 4 twice, three times or four
times for different levels of attribute feedback. Window-eyes 5
also features an element properties dialogue you can ARROW up and
down in by pressing INSERT E. Additionally, Window-Eyes 5 has a
page navigation dialogue invoked by pressing INSERT TAB in which
you can TAB and ARROW through page elements and press ENTER on
one of them to be taken to it or you can simply get page elements
listed to quickly find out what is on a document page besides
text, e.g. get hyperlinks listed, inserted comments listed, etc.
You can also press WINDOWS key A in Window-Eyes 5 to toggle on
and off the attribute changes option, after which you will hear
any changes in font type, size and colour as you move through a
document. Pressing ALT CONTROL SHIFT F in Window-Eyes 5 toggles
the format alert option on and off.
2.14. Locating Where to Sign a Letter or Similar Document
If you cannot see sufficiently to find the space between such as
your complimentary close and typed name in order to sign a letter
or other document, you can circumvent this problem in the
following manner:
1. In Word, type your letter in the usual way.
2. After your last paragraph press ENTER twice and type your
complimentary close at the left-hand margin, e.g. "Yours
sincerely" or "Best regards", etc.
3. Now leave an appropriate amount of space between the
complimentary close and where you will type your name. I would
suggest that an inch would normally be enough, so press ENTER
seven times to leave a full inch space.
4. Now type your name at the left-hand margin, such as "J.
Wilson", but do not press ENTER. It is at this point that you
should determine exactly where your typed name has fallen down
the page. You can find this out by viewing the Word Status Line,
which will give you details such as:
Page 1, Sec 1, 1/1, @ 4.5"
5. It is this last element of the Status Line you are concerned
with, i.e. the @ 4.5". This means that your typed name is at a
point 4.5 inches down from the very top of the page. You can now
get yore letter printed out and with this knowledge you can now
use a standard Braille rule or tape measure and measure down the
page to, say, 4.0 inches from the top and so know that this is
exactly in the middle of the empty space between your
complimentary close and typed name to handwrite your signature
with a pen.
********
3.1. Highlighting/Selecting Text and Objects
There are two distinct methods you can use to highlight or select
text in Word. These are both explained below. it is important to
understand the reason for highlighting and to learn the various
techniques and keystrokes to master this skill.
You have to highlight (also known as selecting) existing text
before carrying out certain actions on it, such as deleting it,
moving or copying it elsewhere, emboldening it,having it indented
or the font on it changed, etc.
3.1.1. Word's Unique Way of Highlighting Text
1. You can use standard Windows selecting procedures with the
SHIFT key (explained in the next sub-section) to highlight text
and other objects, but Word also has some of its own highlighting
features by pressing F8. This is known as extended selection
mode. In this case, you will be able to ARROW around and select
words, lines, paragraphs, etc, but without simultaneously having
to hold down the SHIFT key. For example:
Press F8, release it and then press CONTROL right ARROW key to
select the next word to the right.
Pressing F8, then CONTROL down ARROW highlights the line.
Pressing F8, then the END key selects from the cursor to the end
of the current line.
Pressing F8, then CONTROL End highlights from the cursor location
to the end of the document.
Pressing F8, then CONTROL PAGE down highlights one whole page of
a document. Repeated presses of PAGE down select successive whole
pages.
This list is not exhaustive, as all other standard cursor
movement shortcuts in Windows will also work in this way and
highlight after pressing F8.
To turn off extended selection mode and remove this type of
highlighting you have to press ESCAPE followed by the left or
right ARROW key, which will return you to the first letter or
last letter which was highlighted respectively.
Remember, your screenreader may feature a hot key for advising
you of the text you have highlighted for confirmation, e.g.
INSERT SHIFT down ARROW in JAWS, NumPad 1 in HAL 5 and CONTROL
SHIFT M in Window-Eyes. Note that HAL 4X has no hot key to review
what has been highlighted.
2. Another use of the F8 selection method is to highlight from
one particular point on a multipage document to another
several pages further on. If you wanted to select text from
the start of page 2 to the word 'budget' halfway down page 73,
you would locate the word 'budget' on page 73, put a unique
marker just to the left of the word budget (say two > signs),
go back to the top of page 2, press F8, press the >> sign and
everything will be selected to that point.In other words,
pressing F8 lets you then press any alphanumeric key to find the
first instance of that letter or
symbol (>> in this example) and it will be found and everything
between is highlighted ready for whatever action you wish to
perform on it.
3. Successive presses of F8 also generate highlighting, for
instance, press F8 twice to select the next word to the right
from the cursor position, pressing it three times highlights the
whole sentence you are currently in from the previous full stop
to the next one, pressing F8 four times selects the current
paragraph, and 5 F8 presses will highlight the whole document.
As soon as you have the word, line or block of text highlighted
in any of the aforementioned ways you can, for example:
A. Press the DELETE key to delete it.
B. Press CONTROL X to cut it (move it from its current position)
to the Clipboard for pasting elsewhere with CONTROL V.
C. Press CONTROL C to copy it to the Clipboard.
D. Press CONTROL B to embolden it (make it thicker and darker).
E. Press CONTROL U to underline it all or CONTROL SHIFT W to
underline words only, not the spaces between them.
F. Press CONTROL I to make it italic (lean to the right).
G. Press ALT O then F and select any font type you want and then
press ENTER on "OK" to have it applied to the highlighted words.
Alternatively, press CONTROL SHIFT F to enter the font type list.
H. Press CONTROL SHIFT P to be able to type a new point size into
the editfield you are in and, in Word 2000, 2002 and 2003 you can
then TAB through a list of other attribute changes to also apply
to the text. Alternatively, press CONTROL SHIFT > (greater than
sign) to increase font size and CONTROL SHIFT < (less than sign)
to decrease it.
I. Press CONTROL D to open the font dialogue box and then ALT A
followed by ENTER to make the text appear in full capitals. Note
that you could also make the text "Engrave" (look like it is
indented into the paper, "Embossed" (look like it stands out from
the paper), change the "Font Colour" and much more.)
J. Press ALT O, E, and ARROW down to change the case of the text,
e.g. to "Upper Case", "Lower Case", "Title Case" (all first
letters capitalised), etc.
Remember, most screenreaders incorporate a hot key to let you
review the characteristics of Word text so that you know what
attributes it possesses, e.g. left CONTROL/SHIFT NumPad 4 in HAL
4X, CONTROL NumPad DELETE or INSERT E in Window-Eyes, INSERT F
in JAWS and NumPad 4 several times in HAL 5. Remember also that
some hot key combinations which your screenreader employs may
clash with some of the above shortcuts, e.g. CONTROL SHIFT P with
Window-Eyes, so you will have to use your screenreader's bypass
hot key, e.g. INSERT B in Window-Eyes and CONTROL 7 in HAL (on
the full keyboard), before using the Word shortcut for things to
work or you will have to skip that particular Word shortcut and
use the Word menu structure to achieve your goal instead.
3.1.2. The Generic Windows Method Of Highlighting
As already stated in the last sub-section, "highlighting" (also
known as selecting) is where you mark a word, string of words,
picture object, etc, in order to perform one of a number of
commands on them, e.g. to delete them, to copy them elsewhere,
to print them, to change there case, etc.
You can, as demonstrated in the last sub-section, use the unique
Word method to achieve this highlighting or you can do this using
the general Windows way of highlighting with the SHIFT key, as
follows:
Press SHIFT right or left ARROW to highlight a single letter to
the right or to the left.
Press SHIFT up or down ARROW to highlight the line above or the
line below.
Press SHIFT CONTROL right or left ARROW to highlight one word to
the right or left. Keep pressing the right or left ARROW to
continue highlighting successive words.
Press SHIFT END to select from the cursor position to the end of
the line.
Press SHIFT HOME to highlight from the beginning of the line to
the cursor position.
Press SHIFT CONTROL up or down ARROW to highlight one paragraph
up or down.
Press SHIFT CONTROL PAGE down to highlight to the top of the next
page.
Press SHIFT CONTROL PAGE up to select to the top of the previous
page.
Press SHIFT CONTROL END to select from the cursor position to the
end of the document.
Press SHIFT CONTROL HOME to select from the cursor position to
the beginning of the document.
Press CONTROL A to highlight a whole document.
Any of the other cursor movement shortcuts can also be used in
conjunction with the SHIFT key to get sections of text
highlighted.
If you wish to remove the highlighting from any block of text,
you just press any of the ARROW keys once in any direction.
After highlighting words, strings of words, whole paragraphs or
whole documents, etc, in this way, you could effect any of the
formatting, printing, copying, etc, commands on it listed in 3A
to J in the last sub-section.
If you make a change to a highlighted block of text which you
then decide you do not want, you can press CONTROL Z to undo that
and up to 15 other changes, i.e. put things back to how they were
before the change.
If, before carrying out a command on a highlighted block of text,
you would like to ratify that you have indeed selected the
correct text, you should use your screenreader's say highlight
hot key to do this, e.g. SHIFT INSERT down ARROW with JAWS, SHIFT
ALT M with WE and Numpad 1 with HAL.
Tip: You can get one block of highlighted/selected text replaced
by another block of text if you paste that second block into
where the first block is, when the first block of text will be
deleted, e.g. select a whole sentence in one part of a document,
copy or cut it to the Clipboard with CONTROL C or X, then go to
where you want a sentence replacing with your copied or cut
sentence, select the sentence to be replaced and then press
CONTROL V. The unwanted sentence will disappear and the new
sentence will appear in its place.
********
4.1. Text Attributes
1. The CONTROL key together with other keys will toggle on and
off certain text characteristics, such as CONTROL U for
underlining, CONTROL I for italicising and CONTROL B to
embolden text. You can use these next to one another so that a
heading is both underlined and bold, for example.
2. With existing text which you wish to have underlined,
italicised, etc, you must first highlight the text, as shown in
the previous section, e.g. select three words and then press
CONTROL U.
3. To centre text you use CONTROL E but be aware that pressing
ENTER after this does not turn centring off. to start normal
left justified paragraphing after centring you would have to
press ENTER and then use CONTROL L. to Right align text use
CONTROL R and to fully justify text, making it even at both the
left and right margins, use CONTROL J. With existing text you
could select it and change the alignment with one of the above
alignment options.
Fully justifying text with CONTROL J makes the lines of text
spread out so that both the right and left margins are vertically
straight and not jagged. Lines of text which would be slightly
shorter than others have the spaces between the words made
slightly larger to ensure the margins are straight.
Remember, your screenreader is likely to possess a hot key to
advise you of the alignment, justification and other text
attributes of a document, e.g. INSERT F in JAWS, CONTROL NumPad
DELETE or INSERT E in Window-Eyes and SHIFT NumPad 7 in HAL 5.
********
5.1. Manually moving from One Page to Another
Use CONTROL PAGE DOWN or PAGE UP to move from the top of one
page to the top of another. This is useful when proving the
format of a document, e.g. to check that no headings have been
left stranded at the end of a page; you would do CONTROL PAGE
DOWN and then ARROW up to check the bottom of the previous page.
If you find a stranded heading, move to the start of that heading
and put a page break in by pressing CONTROL ENTER, so that the
heading will be forced to the top of the next page and re-
associated with the paragraph it is meant to head.
********
6.1. The Find Feature
The Find facility permits you to locate a word, phrase or symbol
in a document.
To invoke a find:
1. with your document on screen and the cursor at the top left
of the page, press CONTROL F.
2. In the editfield you come into, type the single word or string
of words you want to find, e.g. Page Numbering, and then either
press ENTER or TAB to "Fine" or "Find Next" and press ENTER.
3.A. In Word 97, 2000 and 2002, if you want to find a second
instance of the same word you could now use CONTROL F, ENTER and
press the ESCAPE key, or you could do right ARROW followed by
SHIFT F4. Alternatively, to find subsequent occurrences of the
word or phrase, after finding the first instance, as above, you
can press ESCAPE to leave the Find dialogue and then press ALT
CONTROL Y. Each time you press ALT CONTROL Y you will jump to the
next occurrence of the search string.
3.B. In Word 2003, you will already be on the "Find Next" button
to press ENTER on after finding the first occurrence of the
search string. Note that until the makers of JAWS create a new
script for Word 2003, after doing a search, you get a strange
effect in JAWS. Because the new version of Word automatically
highlights the word(s) it finds when you leave the Find dialogue,
JAWS is then unable to read some of the text on screen, even
though it is still there.
4. When in the find dialogue box there are only a few basic
CONTROLs but if you press ENTER on the 'more' button several
other options become available, such as being able to use wild
cards, find words that sound similar, etc. If you have checked
any of these "More" options, you will have to hit ENTER on 'less'
to reduce the dialogue to its default (normal) state.
5. When you have the above "More" sub-dialogue box open, some of
the other items in the More options, for finding
things rather than replacing them, (after selecting the 'more'
button) are as follows. (N.B if there is no 'more' option but
rather a 'less' option, this means that the advanced options
are already open. Pressing ENTER on 'less' closes the extra
options).
A. To enable wild card searches press SPACEBAR on Use Wild Cards"
to select it, SHIFT TAB back to 'find What' and if you wanted to
find mediaeval but did not know how to spell it, you could ENTER
med*val, and press ENTER to find the first word with these
characteristics. As you will have gathered, a "wild card" is a
symbol which you can use to replace one or more other symbols or
letters which are unknown or uncertain.
B. Another option within 'more' is to check on (press SPACEBAR
on it) 'Use Word forms'.
then if you do a find on a word like 'care' it will not
only find all instances of 'care' but also similar words such
as caring, carer, etc. This option is called "Sounds Like
English" in Word XP.
You can also search for particular font attributes in a document
such as Underlined words, emboldened or italicised words, e.g.
press CONTROL F, then in the "Find What" field press CONTROL U
(shortcut for underlining) and press ENTER.
********
7.1. Find and Replace
Find and Replace is invoked by pressing CONTROL H. It locates
words, phrases, symbols, etc, and then replaces them with your
desired alternative. For example:
1. Press CONTROL H and in the "Fine What" editfield type the
word, words, punctuation mark, etc, which you wish to have found
and replaced with something else.
2. Then TAB to "Replace With" and type in the word, words,
punctuation mark, etc, you wish to replace the above with.
3. TAB to "Replace" and press ENTER to commence the replacement
action.
4. As soon as Word has finished finding and replacing, it will
advise you of this with an "OK" button to press ENTER on, so
press ENTER and then press ESCAPE to leave the dialogue, return
to your altered document and view the changes.
If you want to replace all instances of a word, punctuation mark,
etc, you TAB to 'replace all' and press ENTER or press ALT A. To
replace the first instance only of a word, press ALT R, but you
will be asked if you really want to replace it. If yes, you press
ENTER, then TAB to 'find' to find the next instance of the word
or press ALT F to do this.
To view a word in context before electing to replace it, your
screenreader will have to be able to read the word in
context to get any feedback during this process, e.g. with JAWS
press INSERT C and with Window-Eyes press INSERT S.
A very handy use of find and replace is to tidy up badly
formatted DOS text files which have both long and short lines.
To do this use CONTROL H, go to the 'more' button if the
dialogue is not already fully opened up and press ENTER, tab
to 'find all Word Forms' and ensure this is unchecked so that
the 'special' button is available, TAB to special, hit ENTER
and you will fall on 'Paragraph Mark' so press ENTER. You will
return to the first dialogue so that you can now replace
paragraph hard returns with a space to make all lines maximum
length. In fact, in the 'special' list, which you can ARROW up
and down in, there are many other special characters like
carets, page breaks, section breaks, tab characters, etc, which
you can search for and replace with something else. Note,
however, that if you do replace paragraph marks with a space to
make all lines full length, you will also remove all soft and
hard returns, so that your text will all now run on, with no
paragraphs, no new lines after headings, no new lines when moving
from step 1 of instructions to step 2, etc--everything will be
in a solid block and you may in fact find this to be worse than
broken lines.
Within the "More" list of options there is also a "Format" button
which, when pressed, permits you to search for and replace such
as emboldened text, particular fonts, given styles, etc, and many
of the same or similar extra features are available within the
More options as are available in More in the previous section.
********
8.1. Goto
With a multi-page document on screen, press CONTROL G or F5 to
invoke the go to feature and you will fall on the search for page
option, so if you enter 12 and press ENTER you will go to the top
of page 12. Alternatively, after CONTROL G you can SHIFT TAB back
to a listbox of other things to go to such as footnote,
paragraph, field, etc.
For how to insert bookmarks into your text and then use the Goto
feature to find your last reading position when returning to a
document, see Section 15 below.
********
9.1. Cut, Copy and Paste with the Windows and Word Clipboards
The Clipboards in Word 97, 2000, 2002 and 2003 work the same from
a one cut or copy and one paste point of view but they are very
different from a multiple cut, copy and paste perspective, as the
below will illustrate.
9.2. Cut, Copy and Paste with the Word 97 Clipboard
1. Cut, copy and Paste may be done via the Windows Clipboard in
the standard Windows way withe the shortcuts of CONTROL X,
CONTROL C and CONTROL V respectively, but, again,
Word has its own alternatives. For example, if you highlight a
whole line and want to move/cut it elsewhere you could press
F2, cursor to where you want to be and then press ENTER.
Similarly, to copy you can use SHIFT F2.
2. You can do multiple cuts and pastes in Word, known as
cutting to the 'spike'. To cut non-contiguous lines, such as
lines 1, 3 and 5, to a newly opened blank document you would:
A. Highlight line 1 and press CONTROL F3 to cut it to the spike.
B. Go to line 3, highlight it, press CONTROL F3 again.
C. Then go to line 5, highlight it, press CONTROL F3.
D. Then move to your other document by pressing CONTROL F6, place
the cursor where you want these lines inserting and paste the
whole lot from the spike with CONTROL SHIFT F3.
However, you can only cut using the spike, as there is no
equivalent way of copying to the spike.
9.3. Cut, Copy and Paste with the Word 2000 Clipboard
The Word 2000, 2002 and 2003 Clipboard should, more accurately,
be called the Office Clipboard, as the same multiple Clipboard
can be used across the whole MS Office platform from Office 2000
onwards. The Word 2000 floating Clipboard toolbar, when
activated, fills part of the document window and can be somewhat
annoying, as it may cut off your screenreader's view of some of
the text on screen. On the other hand, it is more versatile, as
you can not only cut but also copy up to twelve separate times
to the Office Clipboard without them over-writing one another in
the way that would happen in earlier versions of the Clipboard
(but see cutting to the Spike above). You may therefore wish to
keep this Clipboard unchecked for most of the time and only
enable it when you want to do multiple cut, copy and paste
sessions. You can, of course, still use the traditional Windows
Clipboard with the normal one cut, copy and paste method but any
previous material in the Clipboard will be over-written.
You activate the Word 2000 Clipboard toolbar to be able to view,
empty, cut or copy its contents by pressing ALT V, T and then
ARROWING down to "Clipboard" and pressing ENTER. You now view and
use the Clipboard by:
1. Press ALT, release it and then press CONTROL TAB.
2. You will land on a "Copy" button and can now TAB through the
other facilities in the Clipboard toolbar.
3. The "Copy" option is likely to be unavailable if nothing has
been highlighted at present. It works the same as the CONTROL C
command.
4. TABBING or ARROWING takes you to "Clear Clipboard", which
removes everything from the Clipboard and must be done if you
already have material in the Clipboard. "Paste All" pastes all
of the contents into your document at the cursor position in the
order it is held in the Clipboard.
5. With the Clipboard cleared (empty), To cut or copy several
blocks of text to the Clipboard and then paste them into your
document simultaneously in one move you would:
A. Highlight and cut (CONTROL X) or copy (CONTROL C) several
blocks of text to the Clipboard in the order you want them to be
pasted in.
B. Move the cursor to the place in your current document or in
another document in another open window where you wish the
several Clipboard contents to be pasted.
C. Press ALT, then CONTROL TAB and then TAB to "Paste All" and
press ENTER to finish, when you will return to your document.
D. Leave the Clipboard toolbar at any time by pressing ESCAPE.
E. After carrying out a multiple paste in this way, remember to
turn off the Clipboard toolbar with ALT V, T, and press ENTER on
"Clipboard" to uncheck it.
Note 1: In Word 2000, before you do a multiple paste from the
Clipboard, you can always press ALT and then CONTROL TAB to check
the Clipboard multiple contents by ARROWING down the commands and
textual contents.
Note 2: If you only wished to Paste one of the multiple contents
of the Clipboard into a particular document, with your cursor in
the place the information should be inserted at, you can ARROW
to it in the list of cut or copied text or objects and just press
ENTER to achieve this. However, if you only want to cut or copy
one item, you will find it quicker and easier to use the standard
Word single item cut. copy and paste methods or the CONTROL X AND
CONTROL C methods without invoking the Clipboard toolbar.
9.4. Cut, Copy and Paste with the Word 2002 and 2003 Clipboard
The Word 2002 and 2003 (or Office 2002/XP and 2003) Clipboard has
evolved since that featured in Word 2000. It is more powerful and
can be both turned on and hidden from the screen at the same time
if you wish. It can also accept 24 copying or cutting commands
before it is full rather than the 12 which is the Word 2000
Clipboard maximum. For more general information about the Word
multiple cut, copy and paste Clipboard, see Sub-Section "Cut,
Copy and Paste with the Word 2000 Clipboard" above and the
following Sub-Section.
Each time you launch Word 2002 and 2003, if you wish to use the
Clipboard, you must activate it to be able to view, empty, cut
or copy its contents plus modify its options by pressing ALT E
(for Edit) and then B (for Clipboard), followed by pressing
ESCAPE. You now view and use the Clipboard by:
1. Highlight the first word, sentence, object, symbol, etc, you
wish to cut or copy and cut or copy it to the Office Clipboard
by pressing CONTROL X or CONTROL C respectively.
2. Do the same for any other cuts or copies you wish to place on
the Clipboard up to 24 times in the order you want them to be
pasted.
3. Now press ALT E and then B to activate the Clipboard if you
have not already turned it on or use the shortcut of CONTROL C
twice to achieve this. You can move between the Clipboard task
pane and the document pane by pressing F6.
4. In the clipboard pane you will find several buttons you can
TAB through and press ENTER or click on, such as "Options",
"Paste All", "Clear", etc.
5. Move the cursor to the place in your current document or in
another document in another open window (in any Office program
including Word, Excel, Powerpoint and Access) where you wish the
several Clipboard contents to be pasted.
6. Press F6 back to the Clipboard pane and then TAB to and press
the ENTER key on or double click your mouse left click simulation
key (next to the NumPad on/off key) on the "Paste All" button to
finish, when you will return to your document. If you do not,
just press F6 to return to it.
7. The contents of the Clipboard will have been pasted into your
document at the cursor point and the Clipboard contents will be
retained on it until you either turn your computer off or until
you start to make cuts or copies in excess of 24, when they will
start to overwrite one another, e.g. the 25th copy will overwrite
the 1st.
Note 1: If you wished only to cut or copy one of the several
Clipboard individual contents to a document, you can do this but
your screenreader may not be able to "see" each individual piece
of text in the Clipboard list, so if this happens you will either
have to remember which of the up to 24 different copies or cuts
you made to be able to ARROW down to the one you want or you may
find it simpler just to use the standard Windows one cut or copy
Clipboard for this. However, you should be able to view the list
of separate cuts or copies held on the multiple Clipboard in
mouse mode. If you do want to highlight one of these for pasting,
you will have to ARROW to it in the Clipboard task pane, press
the SPACEBAR to highlight it and then press your screenreader's
left mouse key to effect the pasting. The Clipboard contents list
is one TAB press after the "Clear All" button.
Note 2: The "Options" button in the Office 2002 and 2003
Clipboard allows you to press ENTER on four buttons to turn on
or off several views of the Clipboard, including "Collect Without
Showing Office Clipboard" but these are likely to make little
difference to a non-monitor user's use of the multiple Clipboard.
If you can see sufficiently to make use of one or several of
these option views, experiment with them to find your preference.
********
10.1. Headers and Footers
Headers and footers are headings or titles which appear either
at the top (header) or bottom (footer) of each page of a document
such as a report. They contain such information as the article
title, chapter headings and page numbers which are additional to
the main page text and are repeated on each page at either the
top, bottom or both if you wish. To create them:
1. Press ALT V (for View) and then H (for Header and Footer).
2. You will drop in the Header editfield to start
creating a header. So type the header in caps if you wish and
then make any other attribute changes, such as bold, print
size, etc, after first highlighting the header with CONTROL A.
To create a footer, instead of a header or as well as a header,
just ARROW down after pressing ALT V, H, and you will be in the
footer editfield. Complete it just the same as with the header.
Headers and footers will be left aligned but to centre them just
press TAB once whilst the header box is open or twice to right
justify.
If you would like to automatically complete certain header or
footer details, you can do this whilst in either the header or
footer editfields by pressing ALT I (for Insert) and then A (for
Autotext). You will now be in a list of options you can have
inserted into your header or footer and the "Author, Page, Date"
may be found to be useful. Choosing this will insert such as
"John Wilson Page 1 20/11/02" followed by anything else you
yourself typed in to the header or footer, such as the report
title, etc.
To exit from the header/footer creation box use ALT V, H,
again.
Note, when you are in the standard document screen you cannot
see the header or footer you have created. You will have to again
use ALT V, H, to view them.
If, instead of having the same header or footer on all pages,
you would like a different one on page 1, you would go into
page set-up with ALT F, U, CONTROL TAB to the layout
properties sheet, TAB to 'Different first page' and press
SPACEBAR to check this and press ENTER. Then go to the top of
your document and go back into the headers and footers creation
box, type the new header you want for page 1, etc, check the
attributes are what you want and exit with ALT V, H.
If your header is not fitting on the line properly, you can
press ALT F, U, and then increase the header margins in the
margins property sheet.
********
11.1. Word Help
The Word help system works differently in each version of Word.
It has a HTML format from Word 2000 onwards.
11.2. The Word 97 Contents and Index Help System
Word 97 help is standard Windows-type help and there is also a
very good context-sensitive help facility.
Tip
Whilst using Word help, you could simply listen to the help text
and try to remember it whilst practising what you learned.
Alternatively, you could employ a dictaphone or tape recorder to
record the help text and use this to take you through as you are
learning a new topic. A further possibility is that you can open
the help Contents or Index (or any other part of Help) and then
open another document screen if you do not already have one open
(with CONTROL N), followed by ALT TABBING between both screens
as you go along listening to and then applying what you learn
from the Help screen in the second open document screen. Use
whatever method you find the most convenient or any other
procedure which you might prefer.
1. To go into the standard book and topic hierarchy of help,
press F1 or ALT H. Then maximise the help window by pressing ALT
SPACEBAR and then X. ARROW to 'Contents and Index' and press
ENTER. You can then press ENTER on any book main heading to
obtain a list of subheadings or sub-books with in it. Pressing
ENTER on one of the subheadings will either bring up another list
of subheadings or read the help text contained there. Press PAGE
DOWN to hear the next page of help text. You may have to press
F6 to get the text read out to you. Pressing F6 again or the
letter T should take you back to the list of subjects and topics
to choose another for reading. You press ESCAPE to leave help.
2. You press SHIFT F1 for context-sensitive help. for example,
pressing SHIFT F1 followed by CONTROL B will obtain an
explanation of what the CONTROL B shortcut does.
Alternatively, if you are in the find dialogue box and on the
'Find Whole Words Only' CONTROL you could press SHIFT F1 to
obtain an explanation of what this does. Exit from help with
ESCAPE.
3. Open up the help 'Index' by pressing ALT H and pressing ENTER
on 'Contents and Index'. You are likely to land in the 'contents'
tab, so press CONTROL TAB to the 'Index' tab. The index search
of help lets you type in the subject you want information on,
e.g. type the word 'shortcut', you then TAB to a list of further
links to several types of shortcut topics, which you
can TAB through before pressing ENTER on the one you want.
After reading your desired topic, pressing the letter T should
return you to the Index editfield to type another search word or
string in. (Incidentally, the 'shortcut' search will bring up
many Word keyboard shortcuts of interest to VI users.)
4. Other resources for getting help and technical information are
the Office Assistant, if not deactivated, and the Getting Results
Book which comes with the program (if you are running the
Office shortcut bar). There are also internet resources at
www.microsoft.com such as the Microsoft HOME Page, the
Microsoft Knowledge Base (KB) the Microsoft Software Library
(MSL)the Microsoft Technet and the Microsoft Press
Publications.
5. The 'About Microsoft Word' Option of help (ALT H, then ARROW
up ) gives general Word
program information and if you TAB to the 'System Info'
section a large amount of your computer system details can be
obtained, e.g. Version of O/S, type of CPU, listing of DLLs,
Printer set-up, Available memory, and much more. (You will
have to TAB from one pane to another to see the details and
probably go into navigation/mouse mode with your
screenreader.) You can also use CONTROL S to save this system
information to disk, when it will save into your C:\Windows
directory, with a filename such as msinfo32.txt. CONTROL H
will take you into the program/system help topics manual,
where you can learn how to use this information utility.
11.3. The Word 2000 Contents, Index and Answer Wizard Help System
Word 2000 help has most of the elements of Word 97 help, namely
the Contents tab, the Index tab and the same context-sensitive
help functions. However, it also has the "Answer Wizard". It is
recommended that you turn the Word Office Assistant off and also
do not try to access it via the help system (see Section 1
"Turning the Word 2000 and XP Office Assistant Off." above). Word
2000 help is a little messier to use than that of its
predecessor, as it has more steps to go through and presents its
help screens in HTML formatting similar to the way a Web browser
does.
1. When you first start Word help by pressing ALT H and ENTER or
F1, it usually opens with the "Ways to Get Assistance While You
Work" page. To move to the Contents tab, press ALT C. to move to
the Index tab, press ALT I. to move to the Answer Wizard, press
ALT A. The same SHIFT F1 context sensitive help facility exists
as in paragraph 2 above in Word 97 help.
2. To get into the Word 2000 Contents hierarchy of help
books/topics you either press F1 or ALT H and then press ENTER
on "Microsoft Word Help". You navigate the books, sub-books and
topics and read them exactly the same as in Word 97 help in 1
above. However, before you can get text read out to you, you may
have to TAB or ARROW through more pages of help links before
pressing ENTER and then pressing F6 obtains the information. To
go back one stage in the process, press ALT left ARROW and to
move forward to a previous stage use ALT right ARROw. Use ALT F4
to leave help.
During your screenreader's reading of the page)s) of help text,
you are likely to hear the word "link" spoken frequently. Whilst
the word link may be on the screen from time to time, most of
these "link" announcements will not be part of the help text but
rather your screenreader alerting you to the fact that links or
hyperlinks exist at several places embedded in the help text.
This can be a little off-putting to listen to but you will have
to try to filter these link reports out in your mind or turn off
your screenreader's announce links feature, although if you do
this you may then miss out on valuable follow-on linked
information. TABBING or SHIFT TABBING to any of these embedded
links and pressing ENTER on them will reveal more textual
information specific to that part of the current topic.
3. To use the Index feature of Word 2000 help, which works
slightly differently from the Word 97 Index, you maximise the
screen with ALT SPACEBAR AND X and then you press ALT I, then
type the word(s) in you want to have information found on, press
ENTER and then SHIFT TAB back once to the list of found topics,
then press ENTRE on one of them to get the text displayed.
However, before you obtain any help text, you may first get other
pages with links on them of sub-topics, so ARROW or TAB through
these and press ENTER on the one you want. You may now get more
links or the text and, if it is not read out automatically, press
F6 to start the reading and/or use your ARROW keys to cursor
through the help information or use your screenreader's document
continuous read feature. Use ALT E to clear the editfield and
type something else in to find. Press ALT F4 to leave help.
4. To use the Answer Wizard you would press ALT A and then type
a phrase in the "What Would You Like to Do" editfield which you
would like information searching for, e.g. "Write a letter", then
TAB to "Search" and press ENTER. Now TAB twice to a list of
topics and use your ARROW keys to find what you want. In this
case, you should find "Create a Letter", so leave focus on that
line and press F6 to move to the text pane and read the
information.Press ALT F4 to leave the wizard.
5. You can access an Options list of commands by pressing ALT O
when Word 2000 help is activated, which allows you to ARROW up
or down and press ENTER on several buttons, such as "Back",
"Home" and "Print". "Print" obviously will send a copy of the
help screen text to your printer, whereas "Home" takes you to a
page giving general information about Windows help itself. If you
activate the "Internet" button, you will fall in a property sheet
which you can TAB down to "Fonts" and "Colours buttons, which you
can use to change the default background and foreground colours
of the help screens and the type and size of font used for those
who can benefit from the use of a monitor.
6. Most of the details given in paragraphs 4 and 5 of Word 97
help above also apply to Word 2000.
Note: If you or your screenreader are not comfortable reading
help information in this HTML environment, with the page of
information opened up on screen, in the right-hand pane, you can
always copy it to the Clipboard and then paste it into the normal
Word document screen for reading as a normal Word page. You can
also view it in Notepad or Wordpad in this way. For instance,
with the information pane highlighted, press CONTROL A to
highlight the whole page, then press CONTROL C, close Word help,
and then paste the Clipboard contents into the Word document
screen with CONTROL V. You could then save it to a filename of
your own choice for later viewing if you want.
11.4. The Word 2002/XP Contents, Index and Answer Wizard Help
System
There is no significant difference in how Word 2002 and Word 2000
work from a help point of view. They have the same HTML help
pages and the same Contents, Index and Wizard features. When help
first opens, you can now TAB between several buttons to take you
quickly to certain information, such as "What's New", "Getting
Help" and "Keyboard Shortcuts". However, you are likely to have
to use your screenreader's mouse mode to be able to activate one
of these by left clicking on it.
When you first press ALT C to get into the Contents page, you
will be on a "Microsoft Word Help" book and will have to press
ENTER or right ARROW to open up the rest of the help books and
topics. One thing to remember, though, is that if your
screenreader is not reading the expandable links on Word XP help
pages very well, you might get better results if you TAB to and
then press ENTER on the "Show All" link which now appears at the
top of all help information pages, when it will become a "Hide
All" link. Otherwise, follow the instructions outlined in using
Word 2000 help in the last sub-section. You may also find that
Word 2002 help works better if you have Internet Explorer 6
installed, rather than an earlier version.
11.5. The Word 2003 Online and Internet Links Help system
Microsoft have again departed from their previous formats and
style of help presentation. They have replaced the Contents,
Index and Answer Wizard tabs with a single list of Links which
you can TAB through and press ENTER on to open up help resources,
such as the "Table of Contents" link, or to be taken onto the Web
for even more help material. Once in the Table of Contents, you
can ARROW up and down the standard kind of books and topics/items
and open them up in the normal way with right ARROW. You can then
press TAB or F6 to view the help text in the right-hand pane in
the usual way.
What happens when using the various help pages and their links
is:
1. Press F1 or ALT H and then ENTER on "Word Help". You will fall
on either a Search or Go button and if you TAB or ARROW forwards
or backwards at this stage, you will encounter several primary
links to both information which is part of your Word help
information on your hard disk and some which will take you online
to various places on the Internet, mainly to resources on the
Microsoft Website, e.g. Microsoft Office online, Training, what's
new, etc. Press ENTER on any of these to experience what happens
either online or offline. Note also the Online "Contents
Settings" link, which permits you to make some changes to the way
these help pages work and what they display. You can leave this
stage of help by pressing ESCAPe or ALT F4. However, if you are
a JAWS user, until Freedom Scientific create scripts to work with
JAWS 4.5 and 5.0 which also work better with the Word 2003 help
system, you may find that if you do too much ARROWING around in
these initial links, your computer and speech freeze on you,
possibly requiring a reboot.
2. If you TAB to the "Table of Contents" link and press ENTER you
will open up the help books and topics as described in the
introductory paragraph in this section and earlier descriptions
in sub-sections within this main section of using help books and
topics. After ARROWING to a given help topic, get to the help
text by pressing ENTER and then pressing either TAB or F6. You
can still move back and forwards in some situations with ALT left
and right ARROWS but this does not work everywhere. Leave help
contents by pressing ALT F4.
3. After first entering help with F1 or ALT H, you fall on either
a "Search For" editfield or "Go" button, which have basically
replaced the Index and Answer Wizard tabs. So, if you would
prefer to search for topics instead of using the help Contents
books, type what you want to search for in this editfield, e.g.
"printing" or "working with macros", and TAB to "Go" and press
ENTER. You may have to press ENTER on the Go button twice to get
this to work. You can then TAB through many other links where
help details can be obtained from and eventually a list of
printing topic links (or whatever you were searching for) which
help has found on your search string. So, after typing "printing"
into the search box and pressing ENTER on "Go", you will be able
to TAB or down ARROW through many print topics which have been
found and then, after leaving focus on one of these, press ENTER
and if the help text does not come into focus automatically you
should then press TAB or F6 to move onto the help text and then
ARROW down it to read it. To go back to your search editfield and
go button, press ALT right ARROW and press ESCAPE or ALT F4 to
leave search help.
4. After using the search feature, you will find, after SHIFT
TABBING backwards once, a "Search Scope" listbox where you can
ARROW to such as training, templates, clipart and media, etc, and
thereby narrow down the type of search you do to these kinds of
topics.
5. Again, when using the search feature, there will be a "Can't
Find It" link which will bring you into a help screen where you
can read good searching methods information and tips for when
doing help searches.
6. In fact, the above links to help books and topics and to the
Internet and Knowledge base have brought together and amalgamated
all of the elements of help in earlier versions of Word under one
large page of links with sub-pages flowing from it. You leave
help in the usual way by pressing ALT F4.
********
12.1. Page Layout and Page Size
By default, Word assumes that you are using American letter size
paper (8.5 by 11 inches), portrait,
with 1.25 inch left and right margins and 1 inch top and
bottom margins.
To change margins you go to the 'Page Set-up' group of options
with ALT F, U, when you will normally fall in the "Margins"
property sheet. If you do not, press CONTROL TAB until you get
there. Note that there are several other property sheets here,
such as "Page Size", "Paper Source" and "Layout".
If you open a document which someone else has created and you are
not happy with the marginal sizes you can change and resave them
by pressing ALT F, U, and by observing the
document's margin widths. You then come out of this by pressing
ESCAPE and select the whole document with CONTROL A, then go back
into page set- up with ALT F, U, TAB to the left, bottom, etc,
margin indicators and change them to your preferences (the
document will be reformatted), then press CONTROL S to resave the
document with its new margins to its original filename.
Furthermore, if you have an existing document, say, with 1
inch margins all round but you would like to indent one of its
paragraphs by half an inch you could highlight the said
paragraph (with CONTROL SHIFT down ARROW)and then do ALT F, U,
enter the new values for the left and right margins, TAB to the
'Apply To' combo box and ARROW down to 'Selected Text', TAB to
OK and press ENTER. However, there are easier ways of doing this
which will be shown elsewhere in this manual.
You can make any other changes you like in the other three File,
Page Setup property sheets by CONTROL TABBING to them and
changing such as letter size, types of headers, whether your
printer is to be fed manually or automatically, etc.
With Word 2000, 2002 and 2003, there is also a "Default" button
in Page Setup. If you press ENTER on this, you will make your
current page changes the normal default for all documents you
create in future.
********
13.1. Printing and On-Screen Displaying with a Particular Font
Size and Type
Keep in mind that a character of 72 points in hight will be one
inch or 2.5 centimetres tall and that the most common point sizes
for printing out are 10 or 12 point.
13.2. Normal Printing Attributes
You can change the type of font face and/or print size on the
screen to help people be able to see it. This will be evident
on the screen and at the printer when you print the document out
on paper. By font face, what is meant is a letter's appearance
or what it looks like to the eye on screen and when printed out,
e.g. whether plain looking without serifs (little flicks at the
end of the letter's down strokes for effect) as with such as the
Courier and Ariel fonts or whether more fancy looking like Times
New Roman and any type of gothic or script font would be.
Another thing to keep in mind is that the number and type of
fonts you will have available to you will depend on the type of
printer you are using. for example, if you are using an old-type
dot matrix printer, you may find that you have only five or six
fonts at your disposal, whilst users of a modern bubble jet or
laser printer may have hundreds of different looking font faces
available.
13.2.1. Changing the Font for the Current Print Job Only
You can change the font by pressing ALT O (for format), F (for
Font) and TAB down to the various fonts and sizes and change them
by ARROWING up or down in the listboxes to the one you would
like. Alternatively, you can use the shortcut of CONTROL SHIFT
P, when an edit box will appear and inform you of the current
document's print point size. so you can now enter/change the
current point size. If you receive a document, say, with a 25
point size font and want to reduce this to normal size, with the
document on screen, you should select the whole document with
CONTROL A (or F8 pressed five times), then either
use the ALT O, F, method or the CONTROL SHIFT P method and
then resave the document.If you want a heading of 20 point,
use CONTROL SHIFT P, enter 20, type the heading, press SHIFT
CONTROL P again, reduce the point size back to 12 or 10 and type
the body of the document.
If you use the CONTROL SHIFT P shortcut in Word 2000, 2002 and
2003, you will also be able to ARROW down a long list of other
formatting attributes to make to the currently highlighted
document or portion of your document, such as emboldening it,
centring it, placing bullets in front of list lines, changing the
default font (there is a list of fonts to ARROW up and down)etc.
Of course, all of the above only applies to the current document
on screen and does not change the default start up font and point
size.
Remember, your screenreader may feature a hot key to decrease or
increase font size, e.g. Window-Eyes changes font size by one
point each time you press CONTROL [ (left Bracket) and CONTROL
]respectively.
13.2.2. Changing the Font for All Future Print Jobs
After making font alterations as in the last sub-section, if you
want a particular font type, point size, etc, to become
your default (permanent setting), you use ALT O, F, TAB to
default and press ENTER and Y for yes. For instance, you may wish
to make the Arial font your default, as this is one of the
easiest to see plain fonts available. This will not, however,
alter the saved font attributes of any previous documents you may
have created or been given, as these attributes are stored within
the codes saved with a document file. If you do change the font
defaults for future documents, you are actually making changes
to Word's normally used document template, which is called
"normal.dot" (To learn more about the normal.dot template, see
"Where Templates are Stored and About the Normal.dot Template"
below).
13.2.3. Changing the Font for Part of a Document Only
If you only want to change the font style or size of a few words
in a document, as with a heading, you should highlight those
words before using CONTROL SHIFT P and/or ALT O, F, and choosing
your attribute changes, e.g. to highlight a heading on a single
line, go to the beginning of that line and press SHIFT END before
making your font attribute changes.
13.3. On-Screen Special Effects
If you would like to spice up your on-screen documents with such
as blinking or sparkling text or have a catchy border displayed
around your document:
1. Highlight the word, line, paragraph or whole document you
would like the special effect to apply to and then enter the
fonts multi-sheet this time with the shortcut of CONTROL D.
2. You should be in the "Font" property sheet discussed earlier
in this section. To move to the other sheets in here press
CONTROL TAB and stop on the "Text Effects" property sheet.
3. TAB to the "Animations" listbox and ARROW down the options in
here, moving focus from "None" to the one you would like, e.g.
blinking background, sparkle text, marching black ants, etc.
4. TAB to "OK" and press ENTER to apply the special effect to the
highlighted text or document.
Note: Such special effects are unlikely to be spoken by
screenreaders and may even cause some to be unable to focus
properly on a document, so be careful with this if sending your
documents to screenreader users. It is a visual, eye-catching
feature and will do nothing for users who cannot see the screen.
********
14.1. Printing via the Printer
You can use ALT F (for File) and then P (for Print) or CONTROL
P and press ENTER to print out one standard copy of your whole
document on screen with your default printing set-up.
However, depending on the type of printer you are using, you can
change several options in the above printing dialogue, such as
the number of copies, what is printed, e.g. all pages, just odd
pages, comments only, headers and footers only, and many other
options. If you TAB to "Scale to Paper Size", you can choose what
size paper you would like your printout to cover, which may
either expand or shrink the original.
14.2. Printing Consecutive or Non-Consecutive Ranges of Pages
In "Page Range", in the above printing dialogue, "All" pages
will be selected but you can ARROW down to "Current Page" to have
just the page you are on, say, page 6, printed only, or you can
ARROW down further to an editfield and type in the range of pages
you would like to have printed, e.g. type "2-7" to have pages 2
to 7 inclusive printed only or type "3-5;7;9" to have pages 3,
4,5,7 and 9 only printed. In this same print range list, if you
have firstly highlighted a portion of text in your document, you
will then have access to the "Selection" button (ALT S gets you
there) to print only your highlighted/selected portion.
14.3. Printing Options: Draft, Background and Comments Printing
Again in the above-mentioned printing dialogue, if you TAB to and
activate the "Options" dialogue, you can choose to have draft
quality printing, printing in the background whilst you continue
to use your PC, comments printed with the pages and much more.
Remember, your screenreader may contain a hot key for listing
reviewers' comments inserted into your document, e.g. SHIFT
CAPSLOCK 5 with HAL 6 and CONTROL SHIFT ' with JAWS.
14.4. Printing Your Document with Landscape Orientation
To achieve horizontal landscape printing (without having to turn
your paper round in the printer), you can use ALT F, U, CONTROL
TAB to the 'Paper Size' property sheet, go to the orientation
group where (Portrait" will be selected, ARROW down to
"Landscape" and press ENTER.
14.5. Centring a Document Vertically on a Page
If you want to centre a short document vertically so that it will
be centred from top to bottom on a printed sheet of paper, go to
page set-up with ALT F, U, CONTROL TAB to "Layout", TAB to
"Vertical Alignment" and then ARROW down from "Top" alignment to
"Centre". If you choose 'Justified' this will centre the page
vertically but spread out with blank lines in-between down the
whole length of the page, e.g. as you may want it if creating a
poster.
Note: If you get regular spool32 error messages when trying to
send a print job to your printer, this may be because this
Windows system file (spool32.exe) is being interfered with when
it tries to manage files which are being sent to the printer.
Spooling errors can be caused when Norton Anti-Virus and MS
Outlook are running, and also some printer drivers may cause
this. To discover where your problem lies, note which programs
are running in the background (in the SYS Tray) when your
printing fails and close each of them and try printing until you
find the culprit. In future ensure that this troublesome program
is not running when you try to print out. To find out more, go
to the Microsoft Knowledge Base at:
support.microsoft.com
and in the search box type "spool32" to find articles on this
problem.
********
15.1. Bookmarks
To enter a bookmark place the cursor on a letter of the word
you want to return to when restarting a document reading
session, press ALT I, K, give the bookmark a name, e.g. jw or
mark1, and press ENTER. You will then have to press CONTROL S
to save the document before shutting down the PC.
After reloading the above document, to look for the bookmark
called 'mark1' or whatever you called it, you would press CONTROL
G (for Goto), when you will be on the 'To page' option. Then
SHIFT TAB back to a list of go to options, then ARROW through to
'bookmark', TAB forward one and type in the bookmark name
(mark1), if it is not already showing, or ARROW to it, TAB to
close and press ENTER. It will be immediately found and you can
then continue reading your document from where you last left it.
********
16.1. Page Numbering
With your cursor at the top of page one (or any other page) of
the document you wish to have numbered:
1. Press ALT I, U, when the program will create a footer where
you can insert a page number. By default the page header is at
the bottom of each page but you can ARROW up two or three times
to put it at the top or press T (for top) or B (for bottom).
2. You can then TAB to the next listbox, called "Alignment", and
arrow up or down to align the page numbers left, right or centre
or press L, C or R, and you can choose inside or outside for
opposite pages.
3. You can TAB once more and then choose not to have the first
page numbered by checking this off with the SPACEBAR, so that
numbering starts with number 2 on the second page.
4. If you TAB again and press ENTER on the "Format" button, you
can:
A. ARROW down and choose the type of numbers used, e.g. standard
Arabic numbers (the default), small or capital letters or small
or large Romans. You can also get to these different numbering
systems by pressing such as 1, a and i to select them.
B. In this sub-dialogue box, you can also TAB to and press
SPACEBAR to have the chapter number shown with the page number.
C. If you TAB to an editfield called "Start At" you can type in
the number of what you want the first page to be numbered as,
e.g. 31, to have pages begin to be numbered from a point other
than page 1 or 2.
5. Then TAB to two successive "OK" buttons and press ENTER on
each.
6. The only way you can view the page numbers is via the View
menu by pressing ALT V, H. When finished viewing, press ALT V,
H, again to return things to normal.
********
17.1. Line Spacing
The default spacing in Word is single. to change to double
line spacing press CONTROL 2 and for one and a half spacing use
CONTROL 5. If you have an existing document and want a
particular paragraph changing to double line spacing, just
place the cursor anywhere in that paragraph and press CONTROL
2. If you wish to change to one and a half line spacing for
the whole of an existing document use CONTROL A then CONTROL
5. CONTROL 1 changes spacing back to single.
The standard way to view the line spacing is with ALT O (for
format), P, and go to the paragraphing control, because it will
not be apparent on screen. However, your screenreader may have
a format attributes hot key to advise you of the formatting, font
type and size, etc, e.g. INSERT F in JAWS, CONTROL NumPad DELETE
or INSERT E in Window-Eyes and NumPad 4 in HAL 5.
********
18.1. Sorting Text
If you have a vertical list of names, numbers, dates, etc, on the
screen which you want in numerically or alphabetically sorted
order you can:
1. Highlight the list with CONTROL A.
2. Press ALT A (for Table) and then S (for Sort).
3. At this stage you could just press ENTER to get a list of text
sorted in ascending alphabetical order. However, if you want to
sort in a different order, e.g. descending, or you have a list
of numbers or dates to sort rather than text, you can TAB through
options and make choices with the up and down ARROWS before
pressing ENTER on "OK".
********
19.1. Changing Case
To change, say, a fully capitalised isolated paragraph or whole
document to standard initial capitalised text, you must select
the text, then use ALT O, E. You will land on a listbox which
you can cursor up and down in, in order to choose to change it
to lower case, sentence case (puts in lower case with initial
capitals), title case (gives first letter of all words a capital
letter), etc.
********
20.1. AutoFormatting
If you have "AutoFormat as You Type" turned on by:
In Word 97 and 2000, pressing ALT O, A, and then CONTROL TABBING
to "Autoformat as You Type".
or
In Word 2002 and 2003, you will have to SHIFT TAB to "Options and
press ENTER on that first and then SHIFT TAB back to the property
sheet label, followed by ARROWING either right, left, up or down
until you reach "Autoformat As You Type".
and then ARROW down to "Automatically Bulleted Lists" and
"Automatically Numbered Lists" and check them on by pressing
SPACEBAR on them if they are not already checked on, the
following features, which have been given separate sub-headings
and numbers, will become available to you. However, not all
screenreader users like these features, as they sometimes do
things which they did not expect and their screenreader does not
advise them of.
20.2. Borders
Word creates a single or double border around a document for you
when you type three hyphens or equals signs in a row and press
ENTER.
20.3. Eye-Catching Asterisks/Bullets
If you have autoFormatting turned on and you type an asterisk (*)
followed by a line of text and press ENTER once, Word will put
the next asterisk on the next line automatically For you. (For
other bullet types and autonumbering, see 'Bulleted and Numbered
Lists' below.)
20.4. Indentation Matching
Word detects leading spaces that correspond to the left margin
of the bulleted or numbered paragraph above the current one and
changes your left indentation for you to match it.
20.5. Simple Heading Styles
Word can apply built-in heading styles to text, such as
heading level 1, level 2, etc, when you type a line of text with
no ending punctuation and then press ENTER twice.
20.6. Ordinal Number and Fraction Formatting
Word formats ordinal numbers and fractions, such as changing
1/4 to a single character quarter sign automatically.
20.7. Quick Table Creation
When you type +---+---+ Word creates a table with a column for
each trio of hyphens. So the pluses and dashes just shown would
create a two columned table.
20.8. AutoFormatting Document Types
In Word 2002 and 2003, after exiting the Autoformat property
sheet, you will return to the first dialogue box you were in. In
here you can TAB to a list of "General Document", "Letter" and
"Email" and if you ARROW to the one most appropriate to the type
of document you wish to have automatically formatted and then TAB
to and press ENTER on "OK" the document on screen will be
formatted for you in accordance with the AutoFormat options
checked on in the "Options" dialogue box.
********
21.1. AutoText
AutoText is similar to the old DOS WordPerfect macros. Items
regularly typed into documents can be automatically generated and
inserted, such as your address, Yours sincerely, J. Wilson, etc.
Before you start, you should put all required attributes into
your document such as bold, larger print size, etc, then type the
text you require as normal, ending up with the required number
of blank lines after the text and, if appropriate, a
CONTROL L to left align, CONTROL E to centre, etc. What you then
do is:
1. Highlight everything by pressing CONTROL A.
2. You then save this formatted document as AutoText by pressing
ALT F3.
3. Next you give the autotext document a unique filename, e.g.
"address" or just "ad".
4. To retrieve this AutoText file, with a blank document screen,
type the filename onto the blank screen, e.g. "ad", press F3 and
the contents of the AutoText file will appear on the screen ready
for you to continue typing.
You can also use the Insert menu method of ALT I, A, to enter the
AutoText dialogue. In here you can select from many choices for
such as salutations, complimentary closes, attention lines, etc,
and press ENTER on any of them to get them inserted into your
document at the cursor point.
If your AutoText file contains blank lines for you to insert
additional information, such as the recipient's address, do
not move from line to line with the ENTER key, rather use the up
and down curser keys.
To edit an AutoText file, bring it to the screen, make any
alterations as usual, press CONTROL A to highlight it, then press
ALT F3. You will be asked for a filename, so enter the
original name and press y for yes when asked if you want to
redefine the AutoText entry.
In Word 97 and 2000, to delete an AutoText entry, press ALT I,
A, and CONTROL TAB to the "AutoText" dialogue or property sheet
if you are not already on it. In later versions of Word, press
ALT I, A and then X. Then type in your required AutoText filename
and it will be found. You then press ALT D or TAB to the delete
button and press ENTER.
********
22.1. AutoCorrect
Word has its own database of commonly misspelled (or mistyped)
words, such as 'adn' (and) and 'teh' (the), which, if AutoCorrect
is turned on, Word will correct as you type. You can also add
your own commonly misspelled words to this list of corrections.
You can access this AutoCorrect feature by pressing ALT T (for
Tools) and then A (for AutoCorrect).
If you TAB through the options in this dialogue, you can elect
to have missing capitals at the beginning of
sentences automatically entered by Word, inadvertently leaving
the caps lock on corrected, etc.
Another use that AutoCorrect can be put to is to replace short
forms with the standard fully typed phrase. For example, if
you insert jw as if it were a misspelled word and set it up to
replace any occurrence of jw with John Wilson this will be an
automatic time-saver. You do this by:
1. Press ALT T and then A.
2. Type in the editfield you are now in "jw".
3. TAB to the next textbox and type in here the replacement
string, e.g. "John Wilson", and press ENTER twice.
4. Now test this by simply typing jw into a document and pressing
SPACEBAR or ENTER to move on and see what happens.
To remove the above AutoCorrect entry, use ALT T, A, type in jw
and press ALT D and then ENTER.
********
23.1. AutoSummarise
This feature will automatically summarise the key points in a
well- structured and lengthy document, such as reports, articles
and scientific papers, as well as internet documents. You tell
it what percentage of the report to display and it highlights
that percentage of the report by seeking out sentences which
appear most frequently in the document. This can be a general
time saver for busy people or the best way to scan through a
document prior to going into a meeting if you simply do not have
enough time before the meeting to read the whole thing.
To use AutoSummarise, with your document on screen:
1. Press ALT T and then U.
2. You will drop into the 'Type of Summary'
box, so ARROW down once to 'Create', TAB once to 'Per Cent of
Original' and ARROW up or down to the percentage of detail you
would like, e.g. 25, 50 or 75 per cent of the original amount of
text. in Word 2002 and 2003, the percentage and types of summary
you can select from are more varied.
3. Then TAB to OK and press ENTER. Immediately another
document screen will be opened for you with a copy of the
summary open in it for you to peruse. You can toggle between the
current summarise document window and the original full document
by pressing CONTROL F6.
********
24.1. Setting out Text in Columns
You can create columns of text with tabstops or tables.
24.2. Tabstops
To create two columns using a tabstop, for instance, column
one consisting of 4 characters with a 5 or 6 space build up
(gap) between the columns (take account of the size of the font
you are using, e.g. 12 point text takes up 6 to 7 characters per
inch and 10 point takes up around 9 to 10 characters per inch)
and with the rest of the page left for entering varying
amounts of text, you would set the first (and only) tabstop
at around 1.25 inches or 3 centimetres from the left margin.
Remember that an A4 sheet can hold about 6.5 inches or 16
centimetres of text across the page and that the default right
and left margins in Word are set at 1.25 inches .
For example, to do this:
1. Use ALT O (for format) and then T (for Tabs).
2. Now clear the current default half inch tabstops by pressing
ALT A. You will still be in an editbox called 'Tabstop Position',
so type 1.25 for 1 and a quarter inches and press ALT S (for
set). Column two will therefore be left aligned at this tabstop.
3. If you want more tabstops, enter their positions at this
point and press ALT S after each.
4. If you TAB twice you can then ARROW up or down choices of
having your text or figures left aligned, right aligned, centred,
figures aligned on a decimal point, etc.
5. Lastly, TAB to and press ENTER on "OK" to finish.
24.3. Leader Dots Between Columns
Another feature you can enable in the above tabstop dialogue
by TABBING once from the alignment choices in step 4 above is to
select either 'None' meaning nothing between columns, ... meaning
leader dots between columns, --- meaning dashes between columns
and ___ meaning a row of underscores spanning the otherwise blank
space between columns.
Remember that your screenreader may have a hot key for toggling
on and off column detection mode, e.g. CONTROL 9 (on the main
keyboard) in HAL. This will switch between viewing columns as
they appear normally and viewing them as a single column with
column 2 being underneath column 1, column 3 under column 2, etc.
********
25.1. Creating, formatting, using formulae in and Entering Text
in Tables
Word has an ability to create tables which you can then use in
several ways, e.g. simply to type blocks of text vertically
underneath one another, to place related blocks of text
horizontally across a page, to use as a rudimentary spreadsheet
and enter formulae in to automate calculations, etc.
25.2. Table Navigation Shortcut Keystrokes
As the below table shortcuts will greatly simplify and speed up
your movement in tables, it is recommended that you learn most
of them before working in tables.
To navigate around a table on screen use:
up and down ARROWs: to move through rows.
left and right ARROWs: to move a letter at a time.
CONTROL left and right ARROWs: to move a word at a time.
Tab and SHIFT TAB: will move you forward and backwards through
the cells one at a time respectively.
CONTROL HOME: to go to row one column one (when the table is the
only thing in the document).
CONTROL END: to the last cell in the table.
ALT HOME: To take you to the first cell in the current row.
ALT END: To take you to the last cell in the current row.
ALT down ARROW: to take you to the first cell in the table (if
the table is embedded within other text in the document).
ALT PAGE up: to go to the first entry in your current column.
ALT PAGE down: to go to the last entry in the column you are
currently In.
25.3. Highlighting Table Components
It will also stand you in good stead if you learn some of the
undermentioned highlighting techniques used from the keyboard in
Word tables.
To select/highlight table components:
To highlight the contents of the next cell: press the TAB key.
To highlight the contents of the previous cell: press SHIFT TAB.
To highlight several cells at once: press SHIFT left or right
ARROW as many times as necessary.
To highlight several rows at once: press SHIFT up or down ARROW
as many times as necessary.
To highlight the whole table: press ALT 5 (on the numeric keypad)
(you may have to turn the Numpad number lock off first).
25.4. Default Table characteristics
in tables you do not have to consider lengths of columns as
they will automatically wrap to the next line within their
allotted column width. By default, the columns will be of equal
width with an equal space between each, unless you change this.
25.5. Creating a Table and Moving Around in it
To create a table:
1. With your cursor at the place where you want the table to
appear, press ALT A (for Table) and then I (for Insert), then
press ENTER.
2. You fall in the "Columns" editfield, where the default number
of columns is 5, so change this to what you want by pressing
BACKSPACE once and then typing the new figure in or by ARROWING
up and down the list of numbers.
3. TAB to the number of rows editfield and replace the default
of 2 with the number you require (but this is not too important
because if you end up needing more rows than you have indicated
here you can still automatically add them as you go).
4. The next TAB control is to do with column widths and is likely
to be on "Fixed Column Width", which means that Word will always
generate fixed column widths and apply columns of equal width.
If you ARROW to "Auto Fit to Contents" you will be telling Word
to automatically adjust the widths of the columns in relation to
the amount of text you type into them, thus making them grow the
more you type. The third choice of "Auto Fix to Window" will
ensure that if a Web browser window changes so too will the size
of the table to fit within it correctly.
5. By TABBING to the next spinbox, you will be on "Auto" which
means that Word will automatically determine the widths of
columns and make them equal in width.If you either type a new
column width into this editfield or ARROW up in it, you can
change the column widths to your requirements.
6. Depending on the version of Word you are using, you may be
able to TAB to an "AutoFormat" button to activate to have a set
of automatic formatting options applied to your table, such as
borders and shading.
7. In Word 2002 and 2003, there is a "Remember Dimensions for New
Tables" option you can press SPACEBAR on to check on if you would
like Word to always open table grids with the same column and row
structure which you have just defined. This is a "Set as Default
for New Tables" button in Word 97 and 2000.
8. After TABBING to "OK" and pressing ENTER you will be left with
a grid on the screen, say, four columns wide and six rows deep.
After making the above selections, you will be in column one row
one by default. Pressing TAB takes you to row one column 2, etc.
When in the last column of a particular row, if you press tab,
you will be taken to the next row in column one (do not press
ENTER to get there). If you want this to be a blank row after the
headings, just press down ARROW to go to column 1 row 3. Never
press ENTER to move down a row. If you are in the last cell of
the table, e.g row 6 column 4, and you decide you want another
row, just press TAB and you will go to row 7 column one and can
continue in this way, if you like, with the table expanding in
rows as you go.
25.6. Inserting Formatting Attributes into a Table's Text
When entering headings or text into a table's cells, you can
employ any of the normal text attribute commands, such as CONTROL
E (centre), CONTROL R (right align), CONTROL L (left align),
CONTROL B (bold), change the font type/size, etc.
If your table already has text in it, you can format it, for
example, by highlighting a heading or several headings and
pressing CONTROL E to centre the heading(s). If you want to
centre the table on the page, with the cursor in the table, press
ALT A (for Tables) and then R (for Properties), and then TAB to
a list you can ARROW up and down in with options of "Left",
"Right" and "Centre", so leave the focus on "Centre", TAB to "OK"
and press ENTER. At the same time you could have activated a
"Borders" or "Borders and Shading" button and chosen to give the
table a specific border line type around its edges (see Section
43 for what you can do with borders and shading).
To complete an empty table, you just type the text you want into
each cell (it will wrap to the next line automatically) and press
TAB to move to the next cell to type the necessary text in there
and keep moving through the table in this way until all cells
have been completed.
If you have created a table which will print onto more than one
page and you want the left-hand row headings to re-print on all
pages, highlight the rows which contain the headings and press
ALT A, H.
After your table is finished, save it to disk in the normal way
(ALT F, A or CONTROL S) and give it a filename. You can then
print it out if you wish with CONTROL P.
To make uneven table rows and/or columns even in depth and width,
first highlight the whole table (ALT NumPad 5), and then press
ALT A, A, and then ARROW to either "Distribute Rows Evenly" or
"Distribute Columns Evenly" and press ENTER.
25.7. Merging and Splitting Table Cells
To merge two or more cells together, for such as placing a single
heading over two columns, highlight the cells, then press ALT A,
M, and press ENTER.
To split a cell into two or more cells, with the cursor in the
cell in question, press ALT A, P, and then in the "Number of
columns" field type in the number of columns you want the cell
to split into (the default is 2) and then TAB and type n the
number of rows you want the cell to be split into and press
ENTER. So, if you had selected 2 for both number of columns and
number of rows, your single cell would have been split into a
block of four cells two wide and two deep.
25.8. Performing Calculations in a Table
To perform a calculation in a table:
1. Place the cursor in the cell you want the calculated figure
to be entered in and press ALT A (for Table) and then O (for
Formula).
2. Note that the "Formula" field you come into is completed with
the = sign, which means that if you accept this the calculation
will be a total of the figures in the column above it.
3. TAB to "Number Format" and ARROW up and down to discover the
different formats you can select, e.g. straight numbers, numbers
preceded with a pound sign, numbers followed by a per cent sign,
etc.
4. to change the type of calculator, TAB to the "Paste Function"
list and ARROW to the formula/type of calculation you require,
e.g. max, average, count, etc. You can quickly jump to a
calculator by pressing its first letter, e.g. press S to go
straight to Sign and S again to go to Sum.
5. Then TAB to "OK" and press ENTER to insert the formula into
the cell with the cursor in it.
6. You will now be able to observe both the formula and the
completed calculation in this same cell.
If you want to insert another row between existing rows, put
the cursor on the row you want to have moved down and use ALT
A, I, and you will then have a blank row ready for typing.
25.9. Inserting Blank Columns and Rows into a Table and Deleting
Columns and Rows
To insert another column between columns two and three go to
the top of column 3, Press ALT A, go to insert cells, and
ARROW to insert entire collum and press ENTER. Remember, that
any of the cells may have wrapped onto more than one line, so
when filling in a newly created column you may have to skip
some (wrapped) lines.
To delete a row move to that row, press ALT A, D, ARROW to
entire row and press ENTER.
25.10. Sorting Text in Tables
You can sort text alphabetically in a column. If column one
contains a list of surnames out of alphabetical order you
would put focus on this column, press ALT A, S and ENTER. To
sort by number do the same and choose ascending or descending
order. This will assume that the first cell in the column is a
heading which you wish not to have sorted, but if you do want to
have the first cell in the column sorted with the rest you would
SHIFT TAB back to "Header Row" and then ARROW down to "No Header
Row" before pressing ENTER to start the sort.
25.11. Printing Tables in Landscape
If you wish to insert your paper vertically, as normal, but print
your table in landscape (longways) orientation, you can do this.
However, you must ensure that you change the paper orientation
from portrait to landscape first, as directed in Section 14,
paragraph 3.
25.12. Converting Tables to Paragraph format and Vice Versa
If areas of a document have been uniformly separated by unique
markers such as tabs or paragraphs, You can convert the document
into a table. Conversely, you can convert a table into other text
formats, such as paragraphs, tab divided sections, comma
separated values, etc. For instance, with a table on screen,
highlight it all with ALT Numpad 5 or CONTROL A and then press
ALT A, V, and then ARROW to and press ENTER on either "Text to
Table" or "Table to Text".
25.13. Automatic Table Formatting
If you would like to take the easy way out, you can always get
Word to automatically format a table for you. With the table open
on screen, press ALT A, F. You can now TAB through the dialogue
you are in and view the sorts of formatting which will take
place, e.g. borders will be generated, shading will be included,
colours will be used, etc, unless you press SPACEBAR on any of
these to turn that particular formatting feature off. The first
list you come into here allows you to ARROW down many styles of
formatting, such as Simple 1, Classic 2, Colourful, Grid 1, etc.
One of the "Grid" options will ensure that your table not only
has a border around its exterior but also thinner grid lines
between all of its cells, separating them all from one another.
With Word 2003, the above table choices are slightly different
because you get two lists to ARROW up and down in to select from
such as "All Table Styles", "Table Styles in Use" and "User-
Defined Table Styles". It depends on which of these first three
choices you ARROW to as to what is available in the next listbox,
e.g. If you select All Table Styles, you will have many table
styles to select from but if you select User-defined Table
styles, there may be nothing available in the next listbox if you
have not created any table styles yourself and saved them.
Note: If you choose to use "Autoformat" in this way, any
formatting you may have already entered into the table yourself
will be removed and overwritten.
You can also do some of these table manipulations in the table's
context menu, by pressing SHIFT F10 with the cursor at the
specific place in the table where you want the change to occur.
Remember, your screen reader may have column and/or row
reading facilities, e.g. HAL has CONTROL 9 (on the main
keyboard).
25.14. Creating a Simple Chart from Table Data
You can either use an existing two columnar table and convert
this to a chart with Word or you can create the two columnar
table yourself and then convert it. For example, to create the
table and then convert it to a chart:
1. With a blank word document open, press ALT A (for Table).
2. Press I (for Insert) and then press ENTER twice.
3. Type "2" in the number of columns field.
4. TAB once and type "6" in here to allow for six table/chart
entries.
5. Now TAB to "Autofit Behaviour" and then ARROW down to
"Autofit" or "Autofit to Contents" and TAB to "OK" and press
ENTER.
6. The table grid will now be on-screen for you. You now type
your text into both the left and right columns. The left column
will represent your Y axis and the right column your Z axis. So,
for instance, type:
A. You will be in cell 1 (column 1, row 1), so type the heading
of "Company Branch".
B. TAB once to cell 2 (column 2, row 1) and type in here the
second column heading of "Percentage Profits".
C. TAB once again and you will move down to the first cell in row
2, right underneath your left column heading. Type in here
"Leeds" and then press TAB to column 2 and type "40".
D. TAB once to column 1, row 3 and type London" and then TAB to
column 2 and type "36".
E. TAB once again and in Column 1 type "Manchester" and then TAB
again and type "35".
F. TAB once again to column 1 and type "Birmingham" and TAB again
to column 2 and type "33".
7. Now, having created your table data to convert to a chart,
highlight the table by pressing CONTROL A and then press ALT I
(for Insert) and down ARROW to "Object" and press ENTER.
8. In the list you will be in, ARROW down to "Microsoft Graph
Chart" and press ENTER. You will now have on your screen
both the table you created and now also the chart which has just
been created from the table for quick and easy viewing of trends,
etc, visually at a glance. This will be a basic columnar/bar
chart. However, your screenreader may only be able to "see" the
table information and not the chart itself. If the Main menu bar
which now appears at the top of the screen now contains a "Chart"
menu, you will know that you have succeeded in creating the chart
because this menu option would not be there otherwise.
You can change the above bar chart to another type of chart if
you like by:
A. Highlight the chart by pressing CONTROL A and then press ALT
C to open the Chart menu and press ENTER.
B. Now down ARROW to select the type of chart you would like to
have displayed, e.g. a line chart, pie chart, etc, and press
ENTER.
Note: A small chart will fit onto the screen OK but you may find
that a large chart does not fit on screen and some of the
information may be omitted. To resize the screen to hold a whole
chart if it is too big you may have to go to the bottom of the
chart and drag its bottom down to make its display area bigger.
However, with a screenreader, you may not be able to do this
without sighted help using a mouse.
********
26.1. Paragraph formatting
Word, by default (its standard way of doing things), creates
blocked paragraphs from the left-hand margin. To indent a whole
document from the left margin by half an inch from its current
position you would press CONTROL M before starting to type. Two
presses of CONTROL M will indent 1 inch, etc. Use CONTROL SHIFT
M to move backwards by half an inch at a time.
With text already typed which you want to indent a further
half inch, put your cursor in a particular paragraph and do
CONTROL M. Use CONTROL A followed by CONTROL M to indent a
whole existing document. Note that Window-Eyes users will have
to press INSERT B before pressing CONTROL SHIFT M, as the Window-
Eyes speak marked text hot key clashes with the Word indent
shortcut.
There is no shortcut key to have the right side indented. You
have to use ALT O, P, and make a manual change in the "Right"
spinbox by ARROWING up to 0.5 (for half an inch indent), after
first highlighting the text.
To create a half inch indent on the first line of each
paragraph only, use ALT O, P, press ALT S, and the default is
'none', so ARROW down to 'First lien indented'. If you ARROW
down further you will be on the hanging paragraph option.
The shortcut to create hanging paragraphs is CONTROL T. This is
good for left-hand margin paragraph numbering, e.g. you can then
type 1. (automatically leave three spaces) and then commence the
first line of your first paragraph, so that all other lines then
start under the first word of the first line with the numbers
protruding out half an inch to the left.
You can also make a range of different types of indents via ALT
O (for format) and P (for Paragraphs), if you wish.
To view the current type of indent and how far it is indented
press ALT O,P, and then TAB down the various controls and current
paragraphing information indicators. Make any paragraph style and
indent changes you would like. SHIFT TABBING back several times
takes you to the "Tabs" button which, if pressed, opens a
dialogue box to let you view the current regular tab stop points
and clear them and enter new ones if you like.
********
27.1. Newspaper Columns
To split an article on screen into newspaper columns, highlight
it with CONTROL A, press ALT o (for Format) and then C (for
Columns), enter in the editfield you come into how many columns
you want, e.g. 2, and press ENTER.
You will now have two equal width columns with a half inch space
between them but this gap can be altered in the above dialogue
box. Depending on your version of Word, you can elect to change
the width of columns and you can also choose to have a line
placed between each column.
********
28.1. Word Count
To activate word count and ascertain the number of words in a
document on screen, use ALT T (for Tools) and then W (for Word
Count), but you will probably only be able to
read the figures in navigation or mouse mode.
********
29.1. Setting Up and Printing Envelopes
To address an envelope when you already have your default
envelope options and printing options set up correctly:
1. In Word 97 and 2000, press ALT T (for Tools) and then E (for
Envelopes and Labels). In Word 2002 and 2003, press ALT T, E, and
then E again. You will now be in the 'delivery' box, although
your screenreader may not advise you of this, so type in the
recipient's address as normal, pressing ENTER for each new line
of the address.
2. then TAB to 'omit' and check this by pressing the SPACEBAR if
you do not want to include a return address.
3. You can also tab once more to an address book, if you have
these details entered into one, and select a return address for
the letter if it fails to be delivered, or you can TAB again and
then type your return address in the editfield provided.
4. At this stage you can either TAB to print and press ENTER
to produce the printed envelope or, instead, if you have no
printer connected to this computer or simply want to do the
printing on another printer elsewhere, you can continue as
directed below if you like.
A. If you wish, with your letter on the screen, before printing
the envelope as above, you can TAB to and press ENTER on 'Add to
Document', which
will cause the delivery address to be appended to the bottom
of your document/letter. This has the effect of allowing you
to save the address with the document (at the bottom)) so that
if you have no printer on this computer and want to print out
the envelope followed by the letter later, all the information
is stored in the document. The document could now be copied to
a floppy disk and taken elsewhere for printing.
B. When you put your floppy disk in the new computer, with the
document on the screen in Word 97/2000, you would press CONTROL
P, with the enve
lope in the out tray, and after this has gone
through and been printed, a sheet of paper will be picked up for
immediate printing of the letter to go in the envelope.
29.2. Envelope and Printing Options
When in the above main envelopes dialogue box, the 'Options'
button, if you press ENTER on it, takes you to an envelopes
options and printing options sub-dialogue with a double property
sheet. You will have to ensure that your envelope and printing
options are set up correctly for your particular make and model
of printer and the type and size of envelopes you want to use
before starting to print as directed in the last sub-section.
1. With the "Envelopes Options" sheet you can do things like
ARROW to and choose the size of envelope, e.g. size 10 is for
envelopes which are 4 1/8 deep and 9 1/2 inches wide and is the
typical type of size envelope you would use for A4 sized paper
which is to be folded in three before inserting it into the
envelope. If none of the listed envelopes is suitable in size,
you can define your own envelope size and where the address
should be centred by ARROWING to the bottom of the envelopes
list, to "Custom Size" and then TABBING to several controls and
entering your own measurements, firstly for the delivery address
and then for the return address. You will also be able to select
font types and sizes for your custom created envelope templates.
By using the delivery address font button, which is the first of
two font buttons, you can choose from the normal list of fonts,
same with point size, bold, etc, if you like; otherwise the font
type and size will be your computer's default setting or the same
as any used in an address book or address list if you took it
from one of these. for example, for easy visibility, you may
wish to set your envelopes to arial 14 point bold and fully
capitalised.
2. Pressing CONTROL TAB now takes you to the second property
sheet in this sub-dialogue box, which is the "Printing Options"
sheet. By TABBING through the options in this sheet and ARROWING
up and down some of the choices you can select if your envelope
is to be placed in your printer's envelope tray face up or face
down, how the envelope is to be rotated to accept where the
return address, addressee's address and stamp are to go, etc. One
thing to be aware of is that, when you first TAB on once from the
"Printing Options" property sheet heading, you will fall on one
of six numbers, which are numbers 1 to 6. ARROWING up and down
changes these numbers but you will receive no audible indication
of what they mean. In fact, they are to select which way your
envelope is to be inserted into your printer and there are
pictures on screen clarifying these six different envelope
orientation insert options. They are as follows: option 1 is for
envelopes which are to be fed into the printer at the top left-
hand corner with the envelope orientated in a landscape fashion,
i.e. the long edge is running left to right; option 2 is also for
landscape insertion but with the envelope in the centre of the
printer's feed tray; option 3 is for landscape feeding but with
the envelope to the right of the feed tray; option 4 is for
portrait feeding, i.e. the envelope is to be taken into the
printer narrowways on at the left-hand side of the printer tray;
option 5 is for portrait feeding in the centre of the printer
tray; and option 6 is for portrait feeding at the right edge of
the tray. The "Face Up" and "Face Down" options are to tell the
printer that you are to print on the envelope on the side
currently facing you in the former option and to tell it to print
on the underside of the envelope if your particular printer
prints in this way, injecting its ink from the back to the front.
The "Clockwise Rotation", if your printer supports this, is to
opt to reverse the places where your addresses would print and
your stamp would be affixed if you wish. Which of these various
options you would choose, of course, depends very much on the
type and make of printer you are using, e.g. with Hewlett-Packard
Deskjet inkjet printers, which utilise a paper tray at the front
of the printer and take the envelope around a platen and spit it
out at the front again on top of the paper tray, you would
normally choose option 4 as you would insert an envelope into the
printer at the left-hand side narrowways on (portrait) with its
side to be printed on face down with clockwise rotation checked
on, which would give you an envelope with the return address (if
you have elected to have one) at the top left corner of the
envelope, the main addressee's delivery address in the main
envelope middle and leaving a blank at the top right side where
you would affix your stamp.
3. After making your selections in the above two property sheets,
TAB to "OK" and press ENTER to return to the main envelopes
dialogue. If you want any of these changes to hold for future
envelope printing sessions, you should press ENTER on the
'default' button before the "OK" button if your version of Word
has one.
4. After making any of the above changes and selections, you then
TAB to the print button and press ENTER or just press ALT p.
29.3. Alternative Envelope Addressing Methods
As an alternative to addressing your envelope as described in the
last sub-section, you can have your delivery and return addresses
automatically copied into the appropriate boxes by opening an
existing address file or book, highlighting the address, press
ALT T, E, (E again in Word 2002 and 2003) and as soon as the
envelopes dialogue comes up the selected delivery address will
appear in the delivery editfield. You can then TAB to print and
press ENTER.
Another alternative for printing a single envelope in Word 202
and 2003 (which can be slightly adapted to work in Word 97 or
2000) is to either:
1. highlight the address you want to send the envelope to on your
typed letter or, if you are addressing an envelope which you have
not written a letter for, just type your address on a blank
document screen as you want it to appear on the envelope.
2. Then Press ALT T followed by e (and E again in Word 2002 and
2003) to open the Envelopes and Labels Wizard.
3. You should now be in the "Delivery Address" editfield with
your address automatically pasted into the field for you.
4. TAB to "Print" and press ENTER.
********
30.1. Creating and Printing Labels
First-time users of the labels feature will initially have to
define the size of the labels that they wish to use and you can
define several default sizes.
30.2. Printing the same Address on all Labels on a Sheet or
Single Labels
You would define, create and print labels by:
1. In Word 97 and 200, press ALT T (for Tools) and then E (for
Envelopes and Labels). You would use ALT T, E and E again in Word
2002 and 2003.
2. Then press ALT L to the labels property sheet if you are not
already on it.
3. You will land in (or may have to TAB once or twice to) the
delivery address editfield where you type
your recipient's address or any other required label contents as
you would like them to appear on the label.
These can be address labels, floppy disk labels, cassette
labels, etc.
4. As with envelopes in the previous section, an alternative
method of completing a label is to go to an address book, select
the address, open this same dialogue with ALT t,E, and the
address will be pasted into the delivery box automatically.
5. After completing the delivery address field you TAB to the
'print full page of the same Label" or 'Print single label' list
to ARROW up and down in.
A. If you put focus on "single label" you will automatically be
in the place to print the first label on a defined sheet, in row
1 column 1. If you now TAB again you will be on the "Print Row"
spinbox which you can either ARROW up in to leave focus on the
row your next available label is on or you can just type in the
figure of the relevant row. Next TAB to "Print Column" and ARROW
up to select the appropriate column which the next available
label is also in. For example, if your sheet of labels is three
labels wide and 10 labels deep and the next free label is the
last label in row 4, you would place the row figure on 4 and the
collum figure on 3.
B. If you leave focus on "Print Full Page of the same Label", you
just TAB to "Print" and press ENTER to get all labels on the
sheet completed and printed with the same address.
6. Whichever way you complete your labels, you then just TAB to
and press ENTER on the "print" button. If the address does not
fall in the correct place on the labels, see "Changing Printer
Paper Size for Labels" just below for what might be the problem
and also ensure that you are inserting your sheet of labels into
the printer very accurately, particularly with small labels such
as those on a sheet three wide and 10 deep.
However, before you can accurately print single or multiple
labels, you may first need to go to the "Options" button (ALT O
activates it as well) in the above dialogue box and press ENTER
to obtain a list of different label makes and types, as you have
to specify the kind of label sheets you are using for this to
work correctly. The labels list also contains the labels "Product
Number" so you can select and then buy the correct make and size
of labels. The "Details" button lets you view the width and hight
of the labels on a particular sheet and how many labels wide and
deep it contains. The "Label Products" list you can ARROW up and
down in holds the list of label makes available, which in turn
alters the list of individual label sheets and numbers. Such
label makes as Avery Standard, Devauzet and Formtec can be found
within the Label Products list. You can also select your type of
printer, e.g. laser, dot matrix, etc, within Options, which in
turn also alters the list of available labels.
If you have labels but not precisely any of those listed, you
can also use the "Details" button within Options to see the
dimensions of the individual labels on the highlighted labels
sheet to check if it is suitable.
30.3. Simultaneously printing Labels with Different Addresses on
the same Sheet
If you do not have an Address Book set up already from which to
generate mass label printing, such as is possible with MS Access,
and are disinclined to take the time and effort to do this, you
may find the below limited method of mass label generation a
useful compromise. You could set up any number of the
undermentioned multiple label templates. If you have a sheet of
labels and want a different address on each:
1. Go to print full sheet of the same label in the procedure
shown in sub-section 5.B. above, but with no address in the
delivery field, then TAB to options and press ENTER or use the
accelerator keystroke of ALT O.
2. ARROW down the list of labels you will now be in, leave focus
on the type of labels you wish to use, e.g. "8930 - Address",
from the Avery Standard make and press ENTER on OK, when you will
be set up to print 30 labels of one inch in depth and just over
2.6 inches wide for a laser or inkjet printer. This label
selection will henceforth become your default unless you change
it, so once done this step can in future be skipped. You will,
of course, have to select the type of labels you can easily
obtain, which might not be those given as the example here. There
are many makers of cheaper labels which are produced to the same
sizes and general specifications of famous named labels which you
may be able to buy from stationers and computer fairs.
3. You then TAB to "New Document" and press ENTER (or press ALT
D) and you will be in the top left-hand cell/label in row 1
column 1. You then type the address you want on that label, press
tab twice to move to label 2, in row 1 column 3, enter the second
address, press tab twice to row 1 column 5, etc. You will be
taken from row 1 to row 2 automatically, as in normal tables,
with a press of the TAB key at this stage. The usual tables
navigation keys work in the label grid (see above instructions
on tables in Section 25.
Clarification note: When creating multiple labels with different
addresses, if you select a sheet of labels, say, three labels
wide and 10 labels deep, you will actually be in a grid which is
five columns wide. This is because the build-up or gaps between
the cells/columns are seen as cells as well. Therefore, you will
have to TAB past the gaps between the actual label cells to
ensure that you are on the correct cell to type in the next
address, e.g. you would type an address in row 1 column 1 (which
is cell/label 1), then TAB twice to pass cell 2 (the gap) to
cell/label 3, type the second address in here, TAB twice past
cell 4 and type the last address in this row in cell/label 5.
Another press of TAB will take you to row 2 column 1, which will
be the first cell/label on the next row. Continue in this way.
4. When finished press CONTROL P and then ENTER to print).
As labels can be difficult to set-up without being able to see
the screen or the result of a test print, it is worth saving your
normal (blank) label grid configuration to a template for future
reloading with ALT F, A, type in the filename you want, TAB to
"Files of Type" and then press D to highlight "Document Template
"*.DOC) and press ENTER.
If your labels are not on the provided list within Options, you
can create your own label template of specific dimensions by
going into the options TAB to the new label button, entering in
your preference for a label/template name, e.g. "Johns Small
Labels", and then by entering in the various boxes your
measurements for your labels.
A label's vertical pitch is the distance between the top of
one label and the top of the next label. Same for horizontal
pitch but sideways.
Ensure that you leave return label addresses unchecked unless you
want to also provide your return address on the label as well.
In this case, of course, you will need to ensure that the labels
you buy are large enough to take two addresses - the 30 label
sheets mentioned above certainly would not be large enough.
30.4. Saving Whole sheets of Differently Address Labels to a
Template for Repeated Use
If, either before you print out labels as in the last sub-section
or straight afterwards, you would like to save the whole sheet
of addresses so that you can retrieve it at a later date to again
print out the exact same addresses on the same size sheet of
labels for mailing to the same recipients, you can do this by
first saving the label grid (press CONTROL S) to a filename, such
as "customers1.doc", and then open it again later to regenerate
the same labels. You would open the labels sheet with the same
addresses by pressing CONTROL O (for open) at step 3 above, after
pressing ENTER on "New Document", then key in your labels sheet
filename (customers1.doc in this instance) and press ENTER to
open it, Then press CONTROL P to reprint them.
This labels template saving procedure could be of particular use
at times like sending Christmas cards, business letters, party
invitations, wedding and christening invitations, etc.
To summaries, the sequence of keystrokes to open and reprint a
whole saved sheet of different addresses with the filename
customers1.doc is:
In Word 97 and 2000, press ALT T, E, ALT L, ALT D, CONTROL O,
type in customer1.doc, press ENTER and lastly press CONTROL P
followed by ENTER to print.
In Word 2002 and 2003, press ALT T, E, E, ALT L, ALT D, CONTROL
O, type in customer1.doc, press ENTER and lastly press CONTROL
P followed by ENTER to print.
30.5. Changing Printer Paper Size for Labels
Please note that if you have everything set up to print labels
correctly but the addresses still do not print accurately on the
labels, or if you encounter a warning that the labels you have
selected are not compatible with the papa size you are set up to
use, it may be that you do not have the correct size of paper
defined in your printer set up. By default, Word installs using
the American letter size of paper but UK paper sizes are slightly
different. You will therefore have to enter your printer set-up
and change the paper size. With Windows operating systems before
Windows XP, do this by:
1. Enter the Control Panel by pressing Windows key, then S, then
C.
2. Press P until "Printers" is highlighted and then press ENTER.
3. You should land on the "Add Printer" option or on a list of
printers, so use your right or down ARROW key to put focus on
your printer driver, e.g. it will be something like Panasonic
KX/P2023 or something similar reflecting the name of the laser,
dot matrix or inkjet printer you use for printing out your
documents. Then press ENTER.
4. Your screen reader may echo nothing at this stage but you can
press ALT to get into your printer menus now, so do so. Then
ARROW down the menu you will be in to "Properties" and press
ENTER.
5. If you are now not in the "Details" property sheet, press
CONTROL TAB to get there.
6. Now TAB to "Setup" and press ENTER to eventually reach the
paper, etc, set-up dialogue. If there is no Setup button, you can
get to this paper set-up sub-dialogue by CONTROL TABBING to it.
7. You should come straight on to the paper size list and if you
are American ensure that "Letter" is selected and if from the UK
ensure that "A4" is highlighted.
8. Lastly, leave these several dialogues by pressing ENTER on
"OK" twice to leave the first two and then ALT F4 three times to
leave the other dialogues and the Control Panel.
With Windows XP, you will need to select the size of paper during
the installation of your printer software or during the Windows
plug-and-play procedure when your printer is being recognised by
Windows.
********
31.1. Creating a Selection of Formatted Letters with the Word
Letter Wizard
You can type a plainly formatted letter and then have given
letter styles and formatting attributes applied to it with the
Letter Wizard, e.g. have it automatically formatted as an
"Elegant" letter, a Normal" letter, have the date inserted, etc.
Do this by:
1. Type your letter in a simple blocked format at the left-hand
margin as normal and spell-check it.
2. In Word 97 and 2000, press ALT T, then Z. In Word 2002 and
2003, press ALT T, E and then Z.
3. You will fall in the "Letter Format" property sheet on the
"Date Line" field and, if you press SPACEBAR to check this, then
TAB once you can ARROW up and down a list of date styles to have
automatically inserted into your letter at the top.
4. Now TAB to "Choose a Page Design" and either keep current if
you want to keep your blocked style or ARROW to another page
style, such as "Contemporary Letter", "Elegant Letter", "Normal"
or "Professional Letter".
5. Then TAB to "Choose a letter style" and select from "Full
Block", "Modified Block" or "Semi-Block".
6. Lastly, TAB to "Pre-Printed Letterhead" and leave this
unchecked if your using plain paper. If you are using paper with
your company's address already printed on it or some form of
company logo, etc, press SPACEBAR to select this. Then TAB and
ARROW to "At the Top", "At the Left", etc, and select where your
letterhead is printed. TAB to a spinbox and ARROW up or down to
the size of space you need to leave so that the letterhead is not
over-written, e.g. ARROW up from 1 inch to 2 inches if this is
sufficient room to allow.
7. TAB to "OK" and press ENTER to complete the process. Your
letter will now have had tab and other fields placed in it for
printing as formatted. So, depending on which style of letter you
chose, such things as the recipient's address will have been
moved to the right, the date and complimentary close will have
been move to, say, the middle of the page, first lines of
paragraphs may have been indented, etc.
Note: If, before pressing ENTER on "OK", you wish to have other
information attributed to this letter/recipient or other commands
carried out, you will find that there are other property sheets
in here to automatically create envelopes, complete Address Book
details, complete salutations and complimentary closes, etc, so
CONTROL TAB through these and complete details if you want to
take advantage of these facilities (See Section 29 to get an idea
of what is required). When you write a letter to this same person
again you will be able to choose from a list of previous letter
recipients to get the details completed automatically for you.
It must be said, though, that this multipage property sheet is
a little volatile and keeping focus on elements and switching
between individual sheets with a screenreader can be a little
frustrating.
********
32.1. Customising Word
Word has an array of features which you can customise to your own
liking.
32.2. Creating Your Own Keyboard Shortcuts or Changing Existing
Shortcuts
You can allocate shortcut key combinations to events such as
macros, special symbols, AutoText entries and commands in
general.
To customise the word keyboard in order to change current
keyboard shortcuts or create new ones of your own:
1. Press ALT T (for Tools) and then C (for Customise), and
CONTROL TAB to the commands property sheet.
2. Now TAB to keyboard and press ENTER. You will come into a
listbox of categories which is a list of the menu headings on the
Word menu bar plus some extras. These
contain all the commands used within MS Word and stored in the
normal.dot template.
3. For example, if you have 'File' selected and you TAB to the
next box you will be presented with all of the keyboard commands
relating to the file menu. For instance, if you ARROW down
several times you will reach 'File save as' and F12 will be shown
as the shortcut keystroke. Tabbing again shows all keystrokes
which are assigned to file save as, in this case only F12. You
may have to press your screenreader's read current line hot key
to get the shortcut key read to you.
4. If you do decide to remap File save as from F12 to, say, F10,
you would SHIFT TAB back (from the above position) to the press
new shortcut key button, press the F10 key, then press ENTER.
5. You then have to TAB to and press ENTER on "OK" and then on
the next "Close" button to finish.
Note: In addition to using the above ALT T, C, property sheet to
change shortcut keys, you could also enter this dialogue box to
learn all Word's shortcut keys but I have listed them in Appendix
1 for you.
Another (quicker) way to create toolbar or menu option shortcuts
in Word (which will not affect the current Word shortcuts) is:
1. With Word running, press ALT CONTROL and tap the + (plus) key
on the numeric keypad with the numlock off.
2. Activate any Toolbar button or menu item by going to it and
pressing ENTER (you may have to achieve this with some Toolbar
buttons via your navigation or mouse mode and double click your
screenreader's left mouse simulation key).
3. The "Keyboard Customise" dialogue box will open up and you
will be in an editfield. Type in here any shortcut key
combination, e.g. Press SHIFT ALT P.
4. TAB to the "Assign" button and press ENTER.
5. Now TAB to the "Close" button and press ENTER. This will
assign the above key combination to the Toolbar button or menu
item.
6. When you want to quickly activate this Toolbar button or menu
item, just press the allocated shortcut key combination, namely
SHIFT ALT P in this example.
This feature can make the process of locating and activating
Toolbar buttons which do not have equivalent menu item options
or built-in hot keys of their own much quicker and easier to
achieve.
32.3. Modifying Word's Options
Note: For more of these, see "Speech-Friendly Word Adjustments"
in Section 1.
To enter the Tools, Options set of property sheets, press ALT T,
O, and then move around with CONTROL TAB, TAB and up and down
ARROW keys. Some of the property sheets worth looking at and
options within them are:
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or give reference details:
1. You should always be in "Normal" view (ALT V, N). After
verifying this you then place the cursor at the point in the
document on screen where you want the footnote marker to appear.
2. Press ALT I (for Insert) and then N (for Reference) and as you
are already on the "Footnote" item, just press ENTER. To create
a footnote press ENTER again or, if you are wanting an endnote,
just ARROW down to "Endnote" before pressing ENTER.
3. You will now be in an editfield where you can type in the text
of your footnote or endnote.
4. After entering the text, press F6 to return to your document.
5. You will now see a superscript figure 1 in the body of your
document where your footnote marker is and also at the bottom of
the page the figure 1 will appear again together with the
footnote text you created in 3 above. Any further footnotes will
be numbered 2, 3, etc. Endnotes will be indicated with Roman
numbers. You may have to use your screenreader's mouse mode to
view the footnotes and endnotes.
Note: JAWS has a hot key to read out a given footnote or endnote
to you by pressing ALT SHIFT E when the cursor is on the footnote
or endnote marker.
********
39.1. Creating and Using Hierarchical Heading Styles
Styles can speed up and take the hard work out of creating long
documents and can ensure consistency of appearance.
You can either use Word's own pre-defined styles or create your
own custom styles. A style is a structured and methodical way of
creating heading and sub-heading levels with given
characteristics, such as main headings being capitalised, in bold
and in a large font, sub-headings being in smaller point size
print, initial capitalised and underlined, third level headings
having yet different and slightly subordinate characteristics,
and so forth.
It is necessary to use styles in a document if you intend to
automatically generate a Table of Contents, an Index, a table of
authorities or use cross-referencing in a document.
39.2. Using Word's Own IN-BUILT Styles
To use Word's pre-defined styles as you create your document:
1. With a blank document screen, press ALT O (for format) and
then S (for Style). You could also get there by pressing CONTROL
SHIFT S, which is recommended if you are using Word 2002 or 2003.
2. You will fall on a "Normal" option and will need to ARROW up
or down to "Heading 1" to create the highest level heading with
the largest point size and press ALT A (for Apply) or ENTER. If
there are no heading options in here at present, you will need
to SHIFT TAB backwards once and then ARROW down in a Category
list to "All Styles" first. You may also have to press ALT down
ARROW before the styles listbox will open up for you to select
the heading levels.
Note that in Word 2002 and 2003 the heading options are not as
readily available if you use the Format menu to enter the styles
dialogue and you are likely to have to go into your
screenreader's mouse mode at this stage to locate the heading
level and press the left mouse click key, and this is why the
CONTROL SHIFT S way to enter the dialogue box is recommended.
3. Just type your level one heading title now without using any
formatting other than entering capitals or title case letters as
required. Word will do the rest for you, e.g. type "Annual
General Meeting", and then press SHIFT ENTER a couple of times
to start typing your first paragraph. By default, the heading
will have been created with the Arial font, in 16 point size
print, using bold text and being aligned as the left most
heading. Subsequent sub-headings, e.g. heading level 2 and 3,
will be on the left but indented a small amount inwards from the
heading 1 level and from one another.
4. Now type the paragraph body text to be placed underneath this
heading in the normal way. The default font will be Times Roman
in 12 point size print, as will the rest of the body text unless
you change this.
5. To create heading level 2, just repeat the above steps from
pressing CONTROL SHIFT S onwards but this time ARROW to (or move
your screenreader's mouse pointer to and click on) "heading 2"
in step 2. The print characteristics this time will be Arial
font, 14 point, bold and in italics.
6. Again type the paragraph text under this heading and move to
the heading level 3 point.
7. If you want further slightly indented headings from the level
2 level, carry out this procedure again and select "Heading 3"
this time, and so forth. The heading 3 print will be in Arial,
13 point and in bold.
8. If you need to create several level 1 headings, just repeat
the procedure for a level 1 heading style and the same for a
level 2 style if you require several of these, etc.
9. After completing your document, save it as usual with CONTROL
S or ALT F, A.
Alternative Method
Alternatively, if the below works better for you and your
screenreader, you may wish to achieve the above heading levels
results exclusively using Word's shortcuts for style headings.
To do this, having first created your document with its
headings, etc, place your cursor in the heading or paragraph you
want to have a given style applied to (or highlight the few words
you want it applied to) and press ALT CONTROL 1 to apply heading
style 1, ALT CONTROL 2 to apply heading style 2 or ALT CONTROL
3 to apply heading style 3. Other shortcut keys to use with
styles are:
CONTROL SHIFT N: To bring up the Normal style.
CONTROL SHIFT L: To bring up the bullets list.
CONTROL SHIFT S: To bring up the style listbox.
Note 1: At step 2 above, if you wish to change any of the Word
defaults for print size, type of font used, to underline as well
as embolden, etc, in Word 97 and 2000 you can TAB to a "More
Buttons" button and press ENTRE, then TAB through many listboxes
to ARROW up and down in to make such changes. In Word 2002 and
2003, these buttons and listboxes are already open for you to TAB
and ARROW through.
Note 2: This is how to create heading styles whilst
simultaneously writing your document. However, if you have an
existing document, you can have styles applied to it in the same
way, but you will have to select/highlight the headings first,
then use the above step by step procedure to apply the styles,
or use the shortcut keys procedure mentioned in the alternative
method.
Note 3: You may find that some of the Word shortcuts for styles
conflict with your screenreader's own hot keys. If this happens,
employ your screenreader's bypass hot key before using them, e.g.
INSERT B in Window-Eyes and CONTROL 7 in HAL.
39.3. Creating Your Own Styles
You can create your own preferred heading and body text styles
if you like:
In Word 97 and 2000:
1. Highlight a heading or paragraph which already contains your
desired inserted formatting.
2. Press CONTROL SHIFT S to open the style listbox and TAB to the
"New" button and press ENTER.
3. In the editfield you come into, type the name you would like
to give to this particular style (which does not conflict with
the existing style names), e.g. "Level 1", and then TAB to "OK"
and press ENTER. Note that you could also TAB on several times
in this dialogue box to a "Shortcut" button to give this style
its own shortcut key if you liked for quick generation, e.g. you
could have called the style "Heading 4" instead of level 1 and
allocated ALT CONTROL 4 as its shortcut, if you wished, but do
note that if you used this particular shortcut you would be
overwriting Word's current shortcut for ALT CONTROL 4 which is
to generate a euro sign, so you would probably want to choose a
different shortcut.
4. Now TAB to "Apply" and press ENTER to finish. This, however,
only applies the current and new styles to the current document,
so if you would like your new styles to also apply to the
"normal.dot" default template and so be available to you for all
documents you create, you would have to:
A. Enter the styles box again with ALT O, S.
B. ARROW to put focus on the style name you wish to have applied
and thus saved as part of your normal.dot template file.
C. TAB to "Modify" and press ENTER.
D. Next TAB to "Add to Template" and press SPACEBAR to check this
on.
E. TAB to "OK" and press ENTER twice to complete.
In Word 2002/XP:
1. Highlight a heading or paragraph which already contains your
desired inserted formatting.
2. Press CONTROL SHIFT S to open the style listbox.
3. In the editfield you come into, type the name you would like
to give to this particular style over the current temporary name
(ensuring that it does not conflict with the existing style
names), e.g. "Level 1". This, however, only applies the current
and new styles to the current document, so if you would like your
new styles to also apply to the "normal.dot" default document
template and so be available to you for all documents you create,
at this stage you would have to:
A. With the above dialogue box still open, SHIFT TAB to "Styles
and Formatting" and press ENTER.
B. Now TAB to the "New Style" button and press ENTER.
C. In the editfield you will come into, type a name for the style
over the current temporary name, e.g. "Heading 4".
D. Next TAB to "Add to Template" and press SPACEBAR to check this
on.
E. TAB to "OK" and press ENTER and then ESCAPE to complete.
F. You may at this stage or when you close Word down be asked if
you really want to save the changes you have made to the global
normal.dot template, so press Y to say yes or N for no.
Note: With Word 2003, at step A above, you use an "Organizer"
button instead of a "Styles and Formatting" button.
*******
40.1. Automatically Generating a Table of Contents
You can only get a Table of Contents automatically generated if
your document has been created using styles (see Section 39
above).
1. With your document on screen and the cursor on a blank line
at the top of the document, press ALT I (for Insert) and then D
(for Index and Tables). With Word 2002 and 2003, you would press
ALT I, N, D.
2. If you do not land in the "Table of Contents" property sheet,
press CONTROL TAB until you get there.
3. Press ENTER to generate the TOC. This will create a TOC with
the Word defaults of: Page numbers being shown, page numbers
aligned to the right and with the use of leader dots between the
headings and numbers.
4. Place a page break between the TOC and your document to give
it a page of its own by pressing CONTROL ENTER.
5. Press CONTROL S to save the document with the newly created
TOC.
Note 1: You can change the Word TOC defaults by TABBING through
and ARROWING up and down alternative choices at step 2 above
before pressing ENTER, e.g. having dashes or underlines as your
tab leaders instead of dots; the "Formats" list lets you select
different looks of TOC, such as Classic, Distinctive, Fancy, etc;
and there are more fine tuning options available from the
"Options" button. Ensure that "Show levels" does reflect the
number of heading levels you want--three in this example.
Note 2: At step 2 above, you can CONTROL TAB through several
property sheets and, in a very similar way to how you generate
a TOC, you can also generate an Index or Table of Authorities and
even a Table of Figures in Word 2002 and 2003.
*******
41.1. Embedded Cross- References and Jumping Directly to the
Reference
To insert cross-references your document must have been created
using styles with page numbers, or outlined chapter or section
headings, or footnotes, etc (see Section 39 above). Your cross-
reference can be to a variety of things, e.g. to other text
within the same document, to bookmarks, footnotes or to numbered
paragraphs.
For example:
1. At the appropriate place in the document type the introductory
text which begins the cross-reference, e.g. 'for further details
see . . .'
2. In Word 97 and 2000, press ALT I, r, or in Word XP press ALT
I, N, R, and you will drop on the 'Reference Type' box, where you
can arrow down to select the type of item for which you want to
create a cross-reference, e.g. for a chapter heading, bookmark,
footnote, numbered item, etc.
3. Press TAB and in the 'Insert Reference to' list arrow to the
type of information you want inserted in the document, e.g. a
page number, paragraph number, paragraph text, etc. Note that
this list changes, depending on your selection in step 2.
4. TAB on several times and in the 'For which' box, select the
specific item you want to refer to, e.g. if you selected heading
in the Reference Type box and the document has 10 headings, arrow
down to the heading you want to refer to.
5. Tab to 'Insert' and press enter.
Note: If you checked the 'Insert as Hyperlink' option in the
above dialogue box, you will be able to press ENTER on the linked
cross-reference to jump to the reference you need in the same
document. If the reference is in another document, both documents
must be part of a master document.
********
42.1. Inserting Jump-to Hyperlinks into a Document
A "hyperlink" is a place in a document where you can insert a
link field, so that when you press ENTER on it you will be taken
straight to another place. For instance, to another file to read,
to a bookmark, to your E-mail client to send an e-mail or onto
the Internet to a specified Website.
42.2. Inserting a Link to Jump to another File from Your Current
document
For example:
1. If you want the person reading your current document to be
able to jump to another file and read this before continuing with
the first document, you should highlight the word or words to
form part of the hyperlink.
2. Next press CONTROL K and in the editfield you will be in type
the location of the other file you wish to have read immediately,
e.g. C:\My documents\manual.doc, or A:\manual.doc, or
http://web.onetel.com/~fromthekeyboard/index.htm and press ENTER
and the process is finished.
Note: In the above step there are also "Web", "File" and
"Bookmark" sub-dialogues you can press ENTER on to use to direct
Word to where you want it to look for such as a Website , file
or bookmark to open.
3. Now, when you are reading your main document, if your
screenreader is advanced enough to tell you when you have moved
onto a hyperlink or you can see sufficiently to notice the link,
you will be able to press ENTER on it to get the file opened for
reading in a new Word document screen, or you will be in your e-
mail client's headers to fill them in or you will be taken onto
the Net with your Web browser to view the specified site. You may
have to already be online for the Website hyperlink to work. Note
that if pressing ENTER on the first letter of the highlighted
linked text does not launch the second file or Internet browser,
etc, pressing ENTER on the second letter of the link should work.
Alternatively, with your cursor on the hyperlink, you can open
a Context Menu and ARROW to "Open Hyperlink" to open it and
achieve your desired result.
4. After reading the linked file just press ALT F, C, to close
it and return to your original document or, if you have gone onto
the Internet, close your Web browser.
Remember, your screenreader may possess a hot key to conveniently
list all of the links in a document for you, e.g. INSERT F7 in
JAWS and INSERT TAB with Window-Eyes.
42.3. Inserting Pictures into Your Documents Directly from a
Scanner or Camera
With all versions of Word from 97 onwards you can, provided you
have a Scanner or camera attached to your PC and turned on before
you start your computer, place a hard copy paper chart,
photograph or other picture onto the scanner or in front of the
camera and obtain a snap of it. It will then be inserted into
your document at the point of the cursor.
1. With your scanner or camera ready and your photo or other
picture on the scanner or in front of the camera, press ALT I
(for Insert) and then P (for Picture).
2. ARROW to "From Scanner or Camera" and press ENTER.
3. You should come into a list showing which camera or scanner
interface driver will be used to do the scan or snap-shot. Just
below this is an "Add Pictures to Clip Organiser" button which
should be checked on if you would like your pictures to be saved
in this Clip Organiser folder of pictures for possible future
use.
4. Now TAB again to the "Custom Insert" button and press ENTER
or use the shortcut of ALT C.
5. Your scanner or camera driver should load in and give you the
same options as usual when scanning or takeing pictures, e.g. a
scan or similar button. Press ENTER to start the scan or take the
camera picture as normal.
6. After scanning or snapping the picture it will be inserted
into your document but, of course, you will have to be able to
see this to appreciate it. If you go into your screenreader's
mouse mode, you should be able to find the default name that Word
gives to picture images in a document, e.g. "picture 1", "picture
2", etc, depending on how many pictures you have inserted.
Note: If you choose one of the other options in the Insert,
Pictures sub-menu, you will have to have such clipart and other
images available on your computer to select from or load them
from your MS Office installation CD.
42.4. Formatting a Picture or other Object
After inserting an object like a photo, picture or other image
object into your document, if you wish, you can format it. If you
cannot see what is happening to it wen you do the formatting, you
will have to ask someone or simply accept that selecting and
applying the various formatting choices you can make should work
OK as long as you have highlighted the object successfully first.
1. Go to the object you wish to format in mouse mode and click
it with your screenreader's left mouse simulation hot key, if you
are not already there. Your screenreader may also have a find
objects hot key to open up a list of objects in a document to
select one and take you there, e.g. CONTROL SHIFT O with JAWS.
2. Press ALT O (for Format) and then ARROW to and press ENTER on
"Picture" to open up a Context Menu with several property sheets
in it.
3. You can CONTROL TAB through these several sheets and make
alterations to the size, appearance, angle of display, border
line colour, etc, and you can even add alt text to a picture so
that if you upload it to a Website a screenreader will be able
to read the ALT (alternative) text on it and thereby tell you
what it is or what it represents. In these sheets you can TAB to
various options and ARROW up and down choices or spinboxes to
make choices or increase or decrease the object's size.
4. When finished formatting, TAB to and press ENTER on "OK" to
complete the procedure.
42.5. Inserting an AutoShape into Your Document
If you want to insert one of a number of autoshapes into your
document you can do this by:
1. Firstly enable the Drawing Toolbar by pressing ALT V (for
View) and then T (for Toolbars), followed by ARROWING to
"Drawing" and pressing ENTER.
2. Place the cursor in the document where you want the shape
inserting.
3. Press ALT U and you will open up a list of autoshape choices
to ARROW through downwards or to the right, each with its own
sub-menu to right ARROW into and make a specific choice by
pressing ENTER on a shape, line, type of arrow, etc.
3. So just ARROW to the one you would like inserting and press
ENTER to drop it into your document.
********
43.1. Putting Shading and plain or Ornamental Borders Around
Text, Paragraphs and Whole Pages
If you would like to give your letters and other documents a
creative and pleasantly imaginative look, you could place part
or all of a page in coloured shading or in solid or other types
of lined borders. You could also generate lines of artistic
images around a document, such as 3-D stars, harts, confetti
shapes, etc. You do this via the Format, Borders and Shading
feature.
For example:
1. To place a one point thick oblong box of alternate dots and
dashes around a main heading, you would first highlight the whole
heading in the usual way.
2. Then press ALT O, B, and CONTROL TAB to the "Borders" property
sheet if you are not already on it.
3. You will be in (or may have to TAB once to) a list of types
of border to apply, such as "Box", "Shadow", "3-D", etc, so ARROW
to "Box" from the first option which may be "None".
4. TAB to the "Style" list and ARROW down this to your choice,
e.g. single solid line, dotted, etc, until you reach "Dash Dot".
5. The next press of TAB takes you to many colours you could
ARROW down and choose for the border, so make your choice, if you
have a colour printer. Otherwise, leave it on "Auto" for non-
colour printers.
6. TAB to the "Width" list which starts at a border width of one
point (in Word 97 and 2000) or a quarter of a point wide only (in
Word 2002 and 2003) and goes as thick as six points. ARROW to "1
pt".
7. The next press of TAB takes you to the first of four buttons
which are all pressed on by default for getting border lines
around all sides of your heading or paragraph but if you do not
want one of the border lines, just press ENTER on the unwanted
line to turn it off. Because all screenreaders are not able to
read these buttons, there order is: button 1 is for the top
border, button 2 the bottom border, button 3 the left border and
button 4 the right border.
8. TAB on once and you can next apply your border to either text
or a paragraph by ARROWING to your requirement.
9. The "Options" button, which is only available if you select
"Paragraph" in the last step, lets you independently alter the
thickness of any or all of the four border lines if this is what
you want.
10. After selecting all of the options and effects you would
like, TAB to "OK" and press ENTER to finish.
If, at step 2 above, you CONTROL TAB to the "Page Border" sheet,
you can make the same sorts of choices for a border right around
your whole page, at the margins, but you can also TAB to the
"Art" list and ARROW down to select from over 100 different tiny
pictures which you can have your page border created from, e.g.
3-D stars, apples, champagne bottles, Father Christmases, etc.
Similarly, if at step 2 above, you CONTROL TAB TO THE "Shading"
property sheet, you will be permitted to choose from various
levels of grey shading, from black, white, or coloured shading
for the background of text, whole paragraphs or pages plus
background patterns. Remember, if you press SHIFT F1 whilst on
any of these property sheet items, you will be given a help
description of what it is for.
Note: Your screenreader is unlikely to be able to read or
describe these borders to you and some screenreaders do not speak
some of the buttons and lists described above. However, JAWS does
have a hot key for describing some borders around the active
cell, table, paragraph or section, which is ALT SHIFT B.
********
44.1. Basic Word Macros
A macro is the recording of several commands to be saved under
one command name, which you can then run to automatically carry
out all of those individual commands in the order they were
recorded to easily and quickly achieve and automate a task which
you carry out regularly. To some extent macros, styles and
autotext are similar and overlap, although more complicated and
advanced results can be achieved with macros and you can get into
the realms of using the Visual Basic and Microsoft Script
Editors. Whole books have been written on Office macros, so this
is a basic example of how they work only.
44.2. Recording a Macro
1. To record a macro, you would press ALT T (for Tools), M (for
Macro) and then R (for Record New Macro) to open up the macro
editor.
2. You then type your preferred macro name into the editfield you
come into by overtyping the default macro name already in there,
e.g. letter opening and close.
3. If you TAB on to the "Description" editfield before carrying
out step 4 below, you will find a standard description in there,
such as macro recorded 20/11/02 by John Wilson, so replace this
with your own more meaningful description if you like.
4. TAB or SHIFT TAB to the second "Assign Macro To" button (in
Word 97 and 2000) or the "Keyboard" button (in Word 2002 and
2003) and press ENTER and then type in a key combination which
you would like in future to use to invoke your macro which does
not conflict with one of Windows or your screenreader's own
shortcut key combinations. Use something a little obscure, like
ALT CONTROL /. Having said this, this assigning of a shortcut key
combination step is optional as you can always run your macro
from the Tools menu instead of from a shortcut if you wish.
5. Next TAB to "Assign Macro" and press ENTER and then TAB to
"Close" and press ENTER again.
6. You will now be on the macro recording screen, so type any
text or single commands you would like to have in your macro when
you run it as a mini-program, e.g. text with any attributes you
would like to give it, insert graphics, type in already set-up
Windows shortcut commands, press the keystrokes to take you
through menu items and dialogue boxes and their steps to achieve
a given goal, and just about anything that you could do with Word
on a single command basis, in the order you want them to appear
when you run the macro and exactly as you would like them to
appear on the screen.
7. After typing all of the steps for the macro, stop recording
it and complete the process by pressing ALT T, M, r. .
44.3. Running a Macro
To run your macro and thus all of the commands recorded within
it, in the order you recorded them:
1. If you elected to allocate a shortcut key combination to your
macro as shown in step 3 above, you can run the macro by simply
pressing that key combination, e.g. ALT CONTROL /.
2. If you prefer (or did not allocate a shortcut to the macro),
you can either press ALT F8 or ALT T, M, M, to open up a list of
all of your macros and ARROW down the list to the one you want
and press ENTER on it to run it. You may have to get this
combobox list of macros opened by pressing ALT down ARROW first
and you may only be able to hear the individual macro names by
pressing your screenreader's read current line hot key.
44.4. Working Macro Example
If you have a document on screen with given formatting, such as
styles, italics, emboldening, text size, line spacing,etc, and
you regularly receive such documents from colleagues and want to
quickly remove all formatting, you can achieve this with several
commands via the "Paste Special" feature of the Edit menu.
However, if you commit this string of commands to a macro, you
will only have to press your shortcut key combination to achieve
your removing of unwanted formatting aim. Do this by:
1. Using Word 2000 for this example, open your formatted document
on screen. Things work very similarly in Word 97, 2002 and 2003.
2. Press CONTROL A to highlight the whole document and then press
CONTROL C to copy it to the Clipboard.
3. Press CONTROL A again and then the DELETE key to clear the
screen.
4. Now start recording your macro by following the usual steps.
These would be:
A. Press ALT T, M and then r.
B. Type your desired macro name and then TAB twice to "Keyboard"
and press ENTER.
C. Press your preferred shortcut key combination, e.g. ALT
CONTROL /, TAB to "Assign" and press ENTER and then TAB to
"Close" and press ENTER.
D. Now start recording your macro keystrokes, which are: Press
ALT E (for Edit) and then S (for Paste Special) and in the
dialogue box you come into ARROW up to the "Unformatted Text"
option and press ENTER. Then, if there is one in your version of
Word, TAB to "OK" and press ENTER.
E. Lastly, stop recording the macro by pressing ALT T, M and then
R.
5. Now, with a blank document screen, to execute your newly
recorded macro, you simply press ALT CONTROL / (or use the ALT
F8 method) and the textual contents of the Clipboard will appear
on screen with all of the previous formatting stripped out for
you.
6. When you exit Word, you will be asked if you wish to save your
changes to the default "normal.doc" template which runs every
time you launch Word, so press Y (for Yes) to confirm this if you
are happy with the above macro you have created and want to keep
it or N if you do not want to retain it.
Note: Macros of all types are often used by virus writers to
create damaging viruses, using the Visual Basic programming
language, so only send macros as attachments to e-mails after
letting the recipient know you are doing so. Never open a macro
attachment to an e-mail you yourself receive without first
running a good quality, up-to-date virus-checker on it, such as
McAfee or Norton.
********
45.1. Saving Time by Using Smart Tags in Word with JAWS and
Window-Eyes
If your screenreader can detect and report the presence of a
Smart Tag, you can benefit from these by being able to update
data in other related Microsoft Office programs as you go along.
JAWS 4.5 or later and Window-Eyes 5.0 and later can both inform
you of when a word or figure contains a Smart Tag.
45.2. What are Smart Tags?
Smart Tags are only available with versions of Office programs
from Office 2002/XP. They are a means of quickly performing
procedures in Word (and other Office XP programs such as Excel,
Powerpoint and Access) by having a command list of actions made
available to you, so that you do not have to open those other
features or programs to do these things. Smart Tags are
underlined on the screen with purple dotted lines.
45.3. Turning Smart Tags On or Off
By default, Word 2002 and 2003 have Smart Tags turned on but if
they are not working in your copy of Word, they are turned on by:
1. press ALT T (for Tools), A (for AutoCorrect) or "AutoCorrect
Options"and then CONTROL TAB or right ARROW from the property
sheet tab you are currently on to the "Smart Tags" sheet. In here
ensure that "Label Text with Smart Tags" and "Show Smart Tags
Actions Buttons" are checked on. If they are not, press SPACEBAR
to check them on. ARROW down in the list of recogniser actions
which Smart Tags can be applied to, e.g. person's names,
addresses, telephone numbers, etc, and ensure that all of these
are checked on if you would like Smart Tags to be available for
all possible options or turn those off which you do not want to
receive Smart Tag reminders for. Then press ENTER on "OK".
2. Now press ALT T, then O and CONTROL TAB to the "View" property
sheet if you are not already on it. TAB to the "Show Smart Tags"
item and press SPACEBAR to turn it on, if it is not already
checked on, followed by ENTER to finish.
3. If you are a Window-Eyes user, now press INSERT V (for
Verbosity) and then ARROW down to "Miscellaneous". You now TAB
to "Smart Tags" and press SPACEBAR to check this on (if it is not
already on) and TAB to "OK" and press ENTER.
Obviously, do the opposite of the above to turn Smart Tags off.
45.4. Examples of Smart Tags in Action
Smart Tags are being created by Microsoft on an ongoing basis but
only a few types come with the standard copy of Word 2002 and
2003, such as for person names, Outlook e-mail recipients,
addresses, times, dates, place names, telephone numbers and MSN
money central financial symbols. If you have Smart Tags turned
on, they will be inserted as you create a document or review an
already created document.
To take just two Smart Tag examples should give an idea of what
Smart Tags allow you to quickly do but only up-to-date versions
of JAWS and Window-Eyes are able to advise you of their presence
and provide a means of opening their associated actions list. The
below examples were done using JAWS 4.5 and Word 2002/XP. At the
time of writing, HAL was not able to deal with Smart Tags but,
hopefully, HAL should catch up soon. Additionally, whilst JAWS
5.0 does work to some extent with Word 2003 and Smart Tags, I
have found it not to be very stable and it is to be hoped that
when new scripts for JAWS 5.0 and Word 2002 and 2003 are
released, they will improve the Smart Tags reliability.
Examples:
Dates
1. Type a standard format for a date, e.g. 12/12/02 or 8 December
2002 into the document Editing Pane, and press ENTER.
2. ARROW back to the date, when JAWS should say "Has Smart Tag".
3. Now that you know you are on a Smart Tag you can press the
JAWS hot key of ALT CONTROL S to activate a list of the actions
which are now available to you to carry out on that date without
having to go into other menus and take more time to achieve these
things.
4. TAB through to see the actions you can now undertake, which
are: "Schedule a Meeting", "Show my Calendar", "Remove this Smart
Tag" and "Smart Tag Options". If you do not want to go any
further, just press ESCAPE now to leave the actions list;
otherwise, try the below.
5. Press ENTER on "Schedule a Meeting" and you will be taken to
the MS Outlook meeting scheduler to enter meeting information for
the date in question. You just complete the details as normal
(provided you are familiar with MS Outlook".
Person Name
1. Similarly, on a blank screen, type a person's name not
forgetting to use initial capitals, e.g. John Wilson and press
ENTER.
2. ARROW back to the name and JAWS should advise you that a Smart
Tag is associated with that type of information.
3. Press ALT CONTROL S and then TAB through the actions you can
now quickly apply to that person. such as "Send Mail", "Schedule
a Meeting", "Open Contact", "Add to Contacts", "Insert Address",
"Remove this Smart Tag" and "Smart Tag Options".
4. Press ENTER on "Send Mail" and MS Outlook will again open but
this time giving you immediate access to your e-mail client
element of MS Outlook (provided, of course, you have already set
MS Outlook up as your default e-mailing program, otherwise you
will get the Outlook wizard to set things up initially).
5. Complete the e-mail headers and message body as normal and
send your e-mail. This assumes, of course, that John Wilson is
in your MS Outlook contacts Address Book with his e-mail address
details, etc. Some of the other options available in the first
list you came into at step 3 will allow you to add John wilson
to your Outlook Address Book if he is not already there via "Add
to Contacts".
6. Close MS Outlook and you will be returned to your original
document at the name John Wilson with its Smart Tag.
Note: the "Smart Tag Options" button mentioned above permits you
to change some of the ways Smart Tags work but it has an
interesting "More Smart Tags" button. If you press ENTER on this,
you will be taken onto the Internet to the Microsoft site to
download more Smart Tags so that you will be able to effect even
more Smart Tag quick commands on yet more types of data.
********
46.1. Using Speech in Word 2002 and 2003 to Dictate Documents and
Give Commands
If you are a reasonably competent keyboard user, you are unlikely
to want to use speech to achieve your word-processing aims.
However, for those with poor keyboard skills, the speech
alternative may be worthwhile. Having said this, the best
practice will still be to use a combination of speech and
keyboard input. The speech ability is only available for Chinese,
English and Japanese languages.
If you are to use Word's speech ability (also available in other
Office programs), you will require:
1. A good quality microphone or headset with close-talk
microphone. A high quality USB microphone is recommended. For
speech synthesiser users, to eliminate the sound of the
synthesiser emanating from the speakers, a good headset will be
best.
2. At least a Pentium 400 MHz PC.
3. Windows 98 or later.
4. At least 128 Mb of RAM.
The basics of how you set speech up and use it are as follows but
those who cannot see sufficiently to read from the screen may be
advised to get the assistance of a sighted person when setting
things up, as the training to your voice is essential to the
speech system working at its optimum. During speech training you
will have to read 10 or 15 minutes of on-screen text, which your
screenreader is unlikely to be able to "see". You will also have
to tell the program which words you have spoken and it has mis-
heard and correct these.
To use speech you will have to have installed it with a "Custom"
set-up during the installation of Word. Having installed the
speech ability you would then continue as follows.
46.2. Setting Up and Training Speech
1. Plug your microphone/headset into the USB port or into your
sound card and then enable speech by pressing ALT T (for Tools)
and then H (for Speech). If the speech package is not currently
installed, you will be asked if you want to install it, so press
ENTER on "Yes".
2. Then TAB to "Next" and press ENTER and you will be on the
Microphone Wizard. During the first few screens you will be
receiving information only about what is to happen and will have
to press enter on several "Next" buttons before it will be time
to start reading the on-screen text for microphone level testing
and voice training, so use your screenreader's mouse or
navigation mode to read these details. You will be asked on two
different screens to dictate one or two sentences to ensure that
the recording level of the microphone is correct and have to view
a level indicator until it reaches a certain balance but if you
speak the sentences 10 or so times at a normal level this should
work OK if your microphone is a good one. You should have a
headset microphone about 1 inch from your mouth to one side and
speak at a normal volume in your normal manner.
3. If, when you complete this microphone volume levelling stage
by pressing ENTER on "Finish", you get a message that your
microphone was not found to be of good enough quality, you can
elect to terminate the training or continue but continuing is
likely to result in an unacceptable performance with your current
equipment. I would recommend that you terminate, obtain a better
microphone and start again later.
4. You will be asked a few questions such as what gender you are
and what age you are, so check the correct boxes with your left
mouse click key and press ENTER on "Next".
5. You will soon come to a dialogue which offers you a "Sample"
button to press ENTER on to give you an idea of how you should
speak into the microphone, which you can press ENTER on several
times if you like to hear the sample voice. Then Press ENTER on
"Next".
6. After yet another "Next" button, you will reach a page with
a good amount of text on it which you have to read into your
microphone for about 10 or 15 minutes but your screenreader is
unlikely to be able to tell you what this text is, so a sighted
person would be helpful at this stage. You might also be advised
to Braille the text up so that you can read it evenly or put it
onto tape to listen to at low volume and repeat into the
microphone. You will also have to correct voice recognition
mistakes at this stage. Do not skip this voice training stage,
as it is essential to the program working anything like
accurately for you, so if you cannot get sighted help, at least
pick up a book or magazine and read this into the microphone for
about 15 minutes or just keep talking into the microphone as
generally and variedly for this period of time.
7. When this stage is over, you should be up and running and can
now choose to have the speech ability turned on or off at any
time as you like.
46.3. Dictating Documents and Giving Commands
The types of dictation you can give via the speech feature are
to simply dictate documents such as letters, reports, memos, etc,
just as you would dictate them to a typist. You can also give the
speech system selections and commands to carry out such as menu
commands, dialogue box choices, Toolbar and Task Pane items and
commands.
How you use the speech system is:
1. If you have not already got a new blank document open, press
CONTROL N to do this.
2. Press ALT T, H, to turn speech on.
3. If you wish to create a text document, such as a letter, you
would do this in dictation mode by saying "Dictation" into your
microphone. You would wait a second or two and then start
dictating your letter evenly and clearly at a moderate speed in
complete sentences. Try to ensure a quiet environment for
dictating. It is likely that the words you speak will not appear
on screen for a few seconds after you dictate them; just continue
dictating and the computer will continue processing your speech
in the background and put it on screen as soon as it can. It is
recommended that you do your text dictating in its entirety and
then put any formatting in afterwards. Do not switch to voice
command mode until all of your dictated speech has been converted
to text.
3. During dictation you will want to speak prompts to produce
punctuation, particular symbols and so on. The main way to get
these included in your document is:
A. Punctuation
Say this To get this inserted
"PERIOD": Full stop
"COMMA": Comma
"COLON": colon
"SEMI-COLON": Semicolon
"QUESTION": Question mark
"EXCLAIM": Exclamation mark
B. Symbols
Say this To get this inserted
"AND": Ampersand
"STAR": Asterisk
"AT": At sign
"BACKSLASH": Backslash
"SLASH": Slash
"VERTICAL BAR": Vertical bar
"DASH": Dash or hyphen
"DASH DASH": Double dash
"EQUALS": Equals sign
"PLUS": Plus SIGN
"number": Pound sign
"DOLLAR": Dollar sign
"PERCENT": Per cent sign
"UNDERLINE": Underscore
"TILDA": Tilde
"DOT DOT DOT": Ellipsis
"GREATER": Greater than sign
"LESS": Less than sign
"CARET": Caret
"ENTER": New line
"ENTER TWICE": New Paragraph
"LEFT BRACKET": Open bracket
"RIGHT BRACKET": Close bracket
"LEFT PAREN": Left parenthesis
"RIGHT PAREN": Close parenthesis
"QUOTE": Open double quotes
"QUOTE": Close double quotes
"APOSTROPHE": Open single quote
"APOSTROPHE": Close single quote
"FIVE": five (will be spelled out as will all numbers up to 20)
"21": 21 (will be inserted as figures as will all numbers above
this)
"FIRST": First (ordinal numbers)
"1/2": One half (fractions)
"THREE THREE FOUR SIX NINE ONE": 334691 as with phone numbers)
46.4. Inserting Formatting Using Speech Commands
After dictating your document, you can add formatting using
speech commands, for example:
1. Enter command mode by saying "voice commands".
2. Highlight/select the text you want to format as usual using
the keyboard in the normal way or you can use several speech
commands to do this, as follows:
"Select next word"
"Select last word"
"Select next line"
"Select Last Line"
"Select paragraph"
3. Having highlighted your text, speak the command you want to
have applied to that text, for example:
Say "bold" to get the text emboldened or "underline" to get it
underscored.
Say "font" and then say "times new roman" to give the selected
text that font style.
Say "file" and then say "save" to bring up the File, Save
dialogue box to save a document.
Note: Do not forget to turn your microphone off when you have
finished, otherwise anything you say or anyone else says will be
picked up and rubbish (or maybe something more incriminating or
embarrassing) and committed to screen/file/paper. You can turn
the microphone off with the voice command of "microphone", which
will toggle the microphone on and off.
********
47.1. Password Protecting Your documents
If you have any sensitive or otherwise private documents you
would not want others using your computer to have access to, you
can individually password protect them. You could use a different
password for each document but this is probably not practical
because of having to remember them all. You are best advised,
therefore, to use a single not easy for anyone else to guess
password for all your private documents. To password protect a
document:
1. With the document on screen, press ALT T (for Tools) and then
O (for Options).
2. Now move to the "Save" property sheet in Word 97 and 2000 with
CONTROL TAB or the "Security" sheet in Word 2002 and 2003 by
TABBING to one of the property sheet labels and then ARROWING
left and right and up and down to find it.
3. TAB in the property sheet to the "Password to Open" editfield
if you are not already on it. Then simply type your preferred
password in here, e.g. CD27BP999, and press ENTER. The password
can be up to 15 characters long and any case sensitivity you type
in must also be typed in when opening the document again.
4. You will then be asked to type the same password in again to
confirm that you have actually typed the password in above you
really wanted. So type it in again exactly as before and press
ENTER to confirm.
5. Your password for this single document is now set but you will
now have to save the document again to ensure that the password
is saved with and retained with that document, so do so with the
normal CONTROL S or ALT F, A, methods.
6. When you next attempt to open this file for reading, you will
be confronted with a message asking you to type in your password
first before you can view this particular document. So type it
in exactly, including any capitalization. If you forget your
password, you can forget ever viewing your document again as
well!
Note: In the above sheets, just below the "Password to Open"
editfield, there is a "Password to Modify" editfield. this works
just the same as the Password to Open feature but if you use this
latter password protection method, you will only be denying
another user the ability to modify and resave your document to
its current filename, not the ability to open and read it.
********
48.1. Automatic Launching of Word with Your Things To-do Reminder
List Displayed
If you would like to have Word automatically launch each time you
boot your PC and display on the Word document screen a to-do
reminder list of your day's work or home priorities or some
similar reminder, you can achieve this. This list could be the
same list you have coming up every time you start your computer
or you could create a new list at the end of each working day so
that a different list of important to do tasks is displayed each
morning. Do this by:
1. Launch Word as normal.
2. On the open document screen, type your to-do priority list for
when you next start your computer. For example:
8 A.M. - Check the office printers and fax machines are all
switched on.
9.30 A.M. - Attend Management meeting.
1 P.M. - After lunch open the showrooms for the afternoon
customers.
3.30 P.M. - Visit dentist's.
5 P.M. - On way home from work, pick up new TV.
3. After typing your reminder list, save it with ALT F (for File)
and then A (for Save As) and give it any filename you like, e.g.
reminder.doc. It should be saved to:
C:\Windows\Start Menu\Programs\Startup\reminder.doc
4. Now, when you next start your computer, e.g. when you first
come into work in the morning, Windows will load and shortly
afterwards MS Word will also launch displaying the above To do
reminder list.
Note: To stop this reminder displaying every time you boot your
PC, delete the reminder.doc file. If you always use the same
reminder.doc filename, you will be able to overwrite the old
reminder list with a new one.
********
49.1. Using the Word 2003 Research Services Feature to Find
Information
The new Research feature of Word/Office 2003 permits you to
quickly and conveniently access information from your computer
and from the Internet from within your Microsoft Office program.
The results of your research searches can then be immediately
inserted into your open document. This feature is available
across the whole Office 2003 suite of programs, e.g. Word, Excel,
Outlook, Access, etc.
You can search for reference information from multiple sources
simultaneously or from a specific source. Some of these research
resources are free, e.g. the online Encarta encyclopedia, whereas
others have a subscription fee.
It must be stated, however, that screenreaders at the time of
writing (beginning of December 2003) were not very good at
dealing with the Research Pane and its contents. JAWS 4.5 permits
you to view the dialogues and buttons in the Research Pane but
it is not easy to get things working without going into mouse
mode. JAWS 5.0 does better but you will still have to enter mouse
mode to view the results of any search for information. Freedom
Scientific are currently working on improved script files for
Office 2003. Window-Eyes 4.5 works quite well with Word 2003 but
will not have full set file functionality until Version 4.5 has
had new set files created for Office 2003. HAL Version 5.30 has
maps for Office 2003 and so will work with Word 2003, although
at present they do not work very well in the Research Pane as far
as viewing the result of your searches is concerned. You will
have to experiment and decide for yourself if this research
feature is worth the time and effort for you or if it is easier
and quicker for you to use an alternative on your hard disk or
on the Web dictionary, encyclopedia or general search engine to
find what you want.
To use the Research feature from within Word 2003:
49.2. Searching for Thesaurus, Encyclopedia and Language
Translation Resources
1. Press ALT T (for Tools) and then R (for Research).
2. You should come into the Research Pane, which takes over the
standard Task Pane area. If it does not come into focus, you can
press the F6 key to get there. Every time the Research Pane
looses focus and you want to get back to it, use the F6 key and
use the F6 key to also return to your document.
3. When you first open the Research Pane, you will fall on an
editfield where you can type a word or phrase in to have a search
done on. For this example, type the word "magma" in here. Note
that if you had of typed more than one word, such as blue whales,
you would have only received information on the word blue rather
than on the large sea creature, because to get information on a
whole phrase you have to put it in double quotes, e.g. "blue
whales".
4. TAB once to the "Start Searching" button, which you can press
ENTER on to do a default search of several online Web resources,
such as the online English Encarta encyclopedia.
5. If, before you activate the above search button, you TAB
forward, you can ARROW down several search resources to narrow
the search down to a particular place on the Web or have all
resources searched. They include resources like Encarta,
Thesaurus, Elibrary, All Business and Financial Sites, etc.
6. After you have been taken onto the Web by Internet Explorer
and it has found the type of information you want, you should be
able to go into mouse mode and view the findings on screen but
whether you can do this and to what degree things will be
intelligible will, as already stated, depend on which
screenreader you are using and how up to date it is. If you loose
focus on the Research Pane at any time and come back to the Word
document window, just press F6 to return to the Research Pane.
49.3. Searching for Online resources and downloads on the
Microsoft Office Marketplace Site
When you have the Research Pane open, you will be able to TAB to
a "Get Services on Office Marketplace" link to press ENTER on to
take you online to the Web with Internet Explorer. This will open
up the Microsoft Office Marketplace home page, which you can then
TAB and ARROW down, etc, to avail yourself of several provided
resources, such as free templates, clipart and the Elibrary. Just
follow the online instructions if you would like to download
anything or join any of these services.
49.4. Changing Research Options and Enabling Parental Control
over what can be accessed and Viewed by Children
After enabling the Research Pane and moving to it, you can TAB
to and open up a sub-dialogue called "Research Options". In here
you can:
1. ARROW down a long list of information searching resources in
different languages plus a "Translation" option. To use this
latter option, you will have to have several languages installed
on your PC. By default, on my English system, the following
options are checked on but you can press SPACEBAR on any of them
to turn more on or some current ones off: Encarta English
encyclopedia, English thesaurus and Elibrary. You may only be
able to verify which are checked on in mouse mode.
2. You can then TAB to a "Add Services" button to register
yourself for even more information services to search if you
like. This will take you onto the Net to do this.
3. TABBING another couple of times will enable you to activate
a "Parental Control" button where you can press SPACEBAR to turn
on a "Turn on Content Filtering to Make Services Block Offensive
Results" checkbox. This will do just what it says and protect
your children from offensive adult or expletive search findings
by filtering them out. After pressing SPACEBAR on this checkbox,
you can then type in a password so that only adults knowing this
password can then obtain access to all search findings including
those considered to be offensive.
4. After viewing and/or changing any of these search facilities
and filters, TAB to one or two "OK" buttons and press ENTER.
********
50.1. Appendix 1
LIST OF WORD SHORTCUT KEYSTROKES
Keys for editing and moving text and graphics
To delete text and graphics:
To Press
Delete one character to the left: BACKSPACE
Delete one word to the left: CONTROL BACKSPACE
Delete one character to the right: DELETE
Delete one word to the right: CONTROL DELETE
Cut selected text to the Clipboard: CONTROL X
Undo the last action: CONTROL Z
Cut to the Spike: CONTROL F3
To Copy and move text and graphics:
To Press
Copy text or graphics: CONTROL C
Move text or graphics: F2 (then move the insertion point and
press ENTER)
Create AutoText: ALT F3
Paste the Clipboard contents: CONTROL V
Paste the Spike contents: CONTROL SHIFT F3
To insert special characters:
To insert Press
A field: CONTROL F9
An AutoText entry: ENTER (after typing the first few characters
of the AutoText entry name and when the Screen Tip appears)
A line break: SHIFT ENTER
A page break: CONTROL ENTER
A column break: CONTROL SHIFT ENTER
An optional hyphen: CONTROL HYPHEN
A non-breaking hyphen: CONTROL SHIFT HYPHEN
A non-breaking space: CONTROL SHIFT SPACEBAR
The copyright symbol: ALT CONTROL C
The registered trademark symbol: ALT CONTROL R
The trademark symbol: ALT CONTROL T
The citation mark: ALT SHIFT I
An ellipsis: ALT CONTROL period
Bullets at the beginning of a list: CONTROL SHIFT L (after first
highlighting the list)
To select text and graphics:
Select text by holding down SHIFT and pressing the key that moves
the insertion point.
To extend a selection Press
One character to the right: SHIFT RIGHT ARROW
One character to the left: SHIFT LEFT ARROW
To the end of a word: CONTROL SHIFT RIGHT ARROW
To the beginning of a word: CONTROL SHIFT LEFT ARROW
To the end of a line: SHIFT END
To the beginning of a line: SHIFT HOME
One line down: SHIFT DOWN ARROW
One line up: SHIFT UP ARROW
To the end of a paragraph: CONTROL SHIFT DOWN ARROW
To the beginning of a paragraph: CONTROL SHIFT UP ARROW
One screen down: SHIFT PAGE DOWN
One screen up: SHIFT PAGE UP
To the end of a window: ALT CONTROL PAGE DOWN
To the beginning of a document: CONTROL SHIFT HOME
To include the entire document: CONTROL A
To a vertical block of text: CONTROL SHIFT F8, and then use the
ARROW keys; press ESCAPE to cancel selection mode
To a specific location in a document: F8 and use ARROW keys;
press ESCAPE to cancel selection mode
Tip: If you know the key combination to move the insertion
point, you can select the text by using the same key combination
while holding down SHIFT. For example, CONTROL RIGHT ARROW moves
the insertion point to the next word, and CONTROL SHIFT RIGHT
ARROW selects the text from the insertion point to the beginning
of the next word.
To select text and graphics in a table:
To Press
Select the next cell's contents: TAB
Select the preceding cell's contents: SHIFT TAB
Extend a selection to adjacent cells: Hold down SHIFT and press
an ARROW key repeatedly
Select a column: Click in the column's top or bottom cell.
Hold down SHIFT and press the UP ARROW or DOWN ARROW key
repeatedly
ExtEND a selection (or block): CONTROL SHIFT F8 and then use
the ARROW keys; press ESCAPE to cancel selection mode
Reduce the selection size: SHIFT F8
Select an entire table: ALT 5 on the numeric keypad (with NUM
LOCK off)
To extend a selection:
To Press
Turn extend mode on: F8
Select the nearest character: F8 and then press LEFT ARROW or
RIGHT ARROW
Increase the size of a selection: F8 (press once to select a
word, twice to select a sentence, and so forth)
Reduce the size of a selection: SHIFT F8
Turn extend mode off: ESCAPE
To move the insertion point:
To move Press
One character to the left: LEFT ARROW
One character to the right: RIGHT ARROW
One word to the left: CONTROL LEFT ARROW
One word to the right: CONTROL RIGHT ARROW
One paragraph up: CONTROL UP ARROW
One paragraph down: CONTROL DOWN ARROW
One cell to the left: (in a table) SHIFT TAB
One cell to the right: (in a table) TAB
Up one line: UP ARROW
Down one line: DOWN ARROW
To the end of a line: END
To the beginning of a line: HOME
To the top of the window: ALT CONTROL PAGE UP
To the end of the window: ALT CONTROL PAGE DOWN
Up one screen (scrolling): PAGE UP
Down one screen (scrolling): PAGE DOWN
To the top of the next page: CONTROL PAGE DOWN
To the top of the previous page: CONTROL PAGE UP
To the end of a document: CONTROL END
To the beginning of a document: CONTROL HOME
To a previous revision: SHIFT F5
To the location of the insertion point when the document was last
closed: SHIFT F5
To move around in a table:
In a table, to move to the Press
Next cell in a row: TAB
Previous cell in a row: SHIFT TAB
First cell in a row: ALT HOME
Last cell in a row: ALT END
First cell in a column: ALT PAGE UP
Last cell in a column: ALT PAGE DOWN
Previous row: UP ARROW
Next row: DOWN ARROW
To insert paragraphs and TAB characters in a table:
To insert Press
New paragraphs in a cell: ENTER
Tab characters in a cell: CONTROL TAB
To effect miscellaneous changes:
To Press
Decrease font size: CONTROL SHIFT <
Increase font size: CONTROL SHIFT >
Remove paragraph formatting: CONTROL Q
Remove character formatting: CONTROL SPACEBAR
Go to a specified place: CONTROL G
Go back to where you were before the above: ALT CONTROL Z
Maximise a document window: CONTROL F10
Switch on AutoFormat mode: ALT CONTROL K
Edit bookmark: CONTROL SHIFT F5
Convert to small capitals: CONTROL SHIFT K
Change case: CONTROL SHIFT A
Enter a comment: ALT CONTROL m
Copy formatting: CONTROL SHIFT C
Insert date: ALT SHIFT D
Double underline: CONTROL SHIFT D
Save file as: F12
Open the font editbox: CONTROL SHIFT F
Open the font dialogue box: CONTROL D
Insert footnote: ALT CONTROL F
Undo formatting: CONTROL SPACEBAR
Hanging indent: CONTROL T
Remove hanging indent: CONTROL SHIFT T
Create a hyperlink: CONTROL K
Run macro: ALT F8
insert page number: alt shift p
Invoke thesaurus: SHIFT F7
Insert time: ALT SHIFT T
Move cursor to Toolbar: ALT release it, then press CONTROL TAB
and right ARROW
Underline word but not space: CONTROL SHIFT B
Microsoft system information: ALT CONTROL F1
********
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