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The Annoyance:

I downloaded the Office 2004 Test Drive from Microsoft to check it out. While it has some nice features, I don't think it's worth the $230 upgrade price for my purposes. So, I ran the Remove Office utility to clear out Test Drive. Now my old copy of Word from Office v.x won't launch. When I double-click on a Word document, Word gives me an error message. Call me paranoid, but did Test Drive break my copy of Word X to force me to upgrade?

The Fix:

No, there's nothing nefarious going on here. The problem is an annoying oversight in the Remove Office utility. To understand it, let's look at what happened. After you installed Office 2004 (either Test Drive or the full suite), Office told Mac OS X to open Word, Excel, and PowerPoint files using the most current version of these applications. This is normal procedure for most applications. The problem with Remove Office is that it forgets to reset Mac OS X to open Office files with your older version of Office. So, when you double-click on a Word file, Mac OS X looks for Word 2004, can't find it, and spits out an error message.

Fortunately, the fix for this is easy. In the Finder, select any Word file and bring up the Get Info dialog with -I. In the Open With section, choose your Word application from the pop-up menu. Finally, click the Change All button. To complete the fix, you can do the same with Excel and PowerPoint files.


The Annoyance:

Whenever I use Word X's Track Changes feature, I feel like I'm competing with Word-and Word usually wins. The Track Changes feature is supposed to color-code the additions and deletions that different people make in a document. But sometimes, as I'm typing, Track Changes changes the name of the editor along with the color of the text, often several times in the middle of a sentence. This can happen when Word changes a straight quote into a curly quote or when it autocorrects spelling. Word will sometimes change the user label for a bit of text to "Unknown." After a while, it's tough to tell who has edited what. For the person who has to accept and reject the changes, the edited document is a multicolored mess.


Do you like the new features of Word 2004 but think that $329 is a bit too steep for an upgrade? In a break with tradition, Microsoft is offering upgrades to individual Office applications for (just) $109. This lets you use Word 2004 along with your older copies of Excel X and PowerPoint X.

If you're moving to Office for the first time, Microsoft will also sell you the individual applications for $229 each. I know that's not cheap, but it's better than paying $399 for the complete Office suite if all you need is Word. Only Entourage is no longer available by itself. By the way, this is the first time since Word 5.x that the Office applications are available separately.

The Fix:

The Track Changes lunacy has been the bane of writers and editors' existence since Word 98 and Word 2001, but has its worst manifestation in Word X. Fortunately, you can tackle this problem by using either of the following approaches:

  • Upgrade to Word 2004. Whenever I've attended an advance briefing for a new version of Office during the past few years, I (and many other press people) would beg and plead with Microsoft to fix Track Changes. Finally, Word 2004 not only fixes the nasty Track Changes bugs, but it also makes Track Changes easier to read and easier to accept and reject changes. The Page Layout view drops additions and comments in balloons to the right with connecting dotted lines (shown in Figure 4-1). You can accept or reject changes in each balloon using the icons in the upper-right corner of each balloon-a check for "accept" and an x for "reject." Also, the Reviews toolbar has had a makeover that added clearer options and a new pop-up menu letting you view the document with or without the edits (see Figure 4-2). For professional writers and editors, the rehabilitation of Track Changes may be the most compelling reason to upgrade to Word 2004.

    Figure 4-1. Track Changes in Word 2004 places additions and comments in balloons, where you can easily accept or reject them.

    Figure 4-2. The newly revised Reviews toolbar of Word 2004 offers new ways to control the Track Changes feature, including a new popup menu that gives you options for viewing the edits.

  • Work around the bugs in Word X. Here, you can't really win, so you have to outsmart Word. I've tried all sorts of settings, shutting off every setting I could find, and Track Changes still made me want to hurl my Mac across the room in frustration. (Good thing it was a hefty PowerMac.) But I can suggest a simple workaround to calm your nerves and let you insert a sentence or paragraph while keeping Mr. Unknown at bay.

  • Open a new blank Word document to use as a scratch sheet. Type your entire new thought on the scratch sheet, make changes to it, and spellcheck it. When you are satisfied, copy the new text and paste it into the document you are already editing. Track changes accepts the new text and attributes it to you, and only you.


If you've switched over to the Mac recently from Windows, you're probably thinking, "Yeah, but Office 2002 for Windows had that built in two years ago!" And you know what, you're right. It has taken Microsoft two years to replicate the comment-balloon feature in the Mac version of Microsoft Office. That in itself is annoying. Don't feel neglected, though. Microsoft also creates features that start on the Mac first before moving to Windows.


The Annoyance:

I hate it when Word acts like an obstinate child: I tell it not to do something and it does it anyway. Take, for instance, hyperlinks, those live clickable links to web browsers that Word creates when you type a URL. When I tell Word to turn off hyperlinks, it pays me no mind; the link remains active, and Word continues to create new links.

The Fix:

You only think that you've turned off hyperlinks. If you want to disable hyperlinks, you must turn them off in not one but two places. You can access both of these places by selecting Tools → AutoCorrect. In this dialog, there are two tabs you need to go to "AutoFormat as you Type" and AutoFormat (not AutoCorrect). Under each of these tabs, uncheck "Internet paths with hyperlinks." If you unchecked this only in the AutoFormat tab, Word will continue to convert URL text to actual links.

Once you have directed word to stop creating new hyperlinks, you must remove the existing hyperlinks in your document. There are two ways to remove them:

  • Insert the cursor at end of a URL and hit the Backspace key.

  • Select the URL and hit -K to remove the hyperlink. Selecting the URL is tricky. If you are skilled, you can click and drag to select. But if you move the mouse over the link, even just a tiny bit, the cursor changes from the arrow to the pointer finger. Clicking with the finger opens the URL in your default web browser instead of inserting the cursor. One approach is to click before or after the URL and then use the arrow keys to get to the beginning or end of the URL. Once there, hold down the Shift key and then use the arrow key once to select the URL. With the URL selected, hit -K and then click on the Remove Link button in the window that appears.


When you're creating a page layout, it's helpful to fill the page with dummy text. Later, you'll import the real thing. Word has a hidden feature that does this for you. Type =rand() and hit Return. Word creates three paragraphs of three sentences each. (The sentences describe the actions of a quick brown fox.)

If you need more text, fill those parentheses with numbers like this:


x is the number of paragraphs and y is the number of sentences per paragraph. The highest number you can use for either x or y is 200.

Doesn't work? You probably have a required AutoCorrect feature turned off. Go to Tools → AutoCorrect and turn on the "Replace text as you type" option.

Similarly, you can use -K to manually insert hyperlinks when you have hyperlinks turned off. Just type the URL, select it with the mouse and hit -K to activate that URL in the document.


The Annoyance:

Word's spellcheck sometimes forgets how to spell certain words-not just difficult words, either. This tends to happen when people send me their files to work on. I'm not the greatest speller in the world, but it's obvious that some words are not being spellchecked or corrected by Word. It's not that spellcheck is turned off-it's still functioning for the most part. I've looked in the spellchecking configurations, but I can't find a setting that would apply. It's a mystery to me.

The Fix:

This problem originates with Word's ability to spellcheck in different languages, which is a handy feature for multilingual users. Unbeknownst to you, portions of your document have been designated with a language that Word 2004 calls "No language," or "No proofing" in Word X. This "language" basically means that spellcheck skips the word.

The fix is to reset the entire document to the "no language" or "no proofing" language to English. You won't find this setting in the spellcheck configurations, but in the language settings:

  1. First select all of the text in the Word document with -A.

  2. Choose Tools → Language.

  3. Choose "English (US)" in the dialog that appears.

  4. The Language dialog is slightly different in Word X and Word 2004. (Both are shown in Figure 4-3.) Word 2004 has one extra step: make sure that the checkbox labeled "Do not check spelling or grammar" is unchecked.

Now, you may not want to blindly set the entire document to English. You may have certain parts of the document that you don't want spellchecked, or you may quote text in another language, e re natas. Exitus acta probat.

Figure 4-3. With your document's text selected, choose English (US) to get Word to spellcheck selected text. The left Language dialog is from Word X; the right is from Word 2004.

You can use Find and Replace to search for the words set to "no language" ("no proofing") and choose to change selected words to English. This operation is a little different from the previous one, because you won't be searching for text. Instead, you'll search for the "No language" ("No proofing") format and replace it with the English (US) format, as follows:

  1. Select Edit → Replace.

  2. Make sure the cursor is in the "Find what" field of the Replace dialog.

  3. If the Find and Replace dialog isn't already open, expand it by clicking the triangle in the lower-left corner.

  4. Choose the Format pop-up menu at the bottom of the dialog (not the Format menu in the menu bar) and select Language; the dialog in Figure 4-3 appears.

  5. Choose "no language" (Word 2004) or "no proofing" (Word X), and click OK.

  6. Now click inside the "Replace with" field.

  7. Choose the Format pop-up menu at the bottom of the dialog and select Language.

  8. Choose "English (US)" from the list and click OK.

You're now ready to do your search. Click the Find Next button to find the next "no language" word. If this is a word you want to spellcheck, click the Replace button to designate it as English. If you decide to keep it as "no language," click the Find Next button to find the next word.


The Annoyance:

Word's spellchecker is cumbersome for checking the spelling of just one word. It takes a lot of mouse clicks to use the spellcheck dialog one word at a time. When I'm done, Word adds yet another mouse click by asking me if I want to spell check the entire document. That's a lot of fuss just to spellcheck one stinking word!

The Fix:

Skip the dialog for spellchecking single words by using the contextual menu. You'll save mouse clicks and time. Select the word and Control-click (or right-click) to bring up the contextual menu. As you can see from Figure 4-4, you have two places to select a corrected word: from the main body of the contextual menu or from the AutoCorrect submenu. If you select the correct word from the AutoCorrect submenu, Word changes the word for you the next time you misspell it the same way.

Figure 4-4. You can spellcheck a single word from the contextual menu, or choose it from the AutoCorrect submenu to have Word automatically correct the word the next time it appears.


The Annoyance:

Word's spellchecker serves me well for the most part, but it doesn't seem to be the brightest bulb in the box when it comes to interpreting the English language. Word tells me I've misspelled a word like abranchial (having no gills), but when I go to a real dictionary, I find out that I was right all along.

The Fix:

The issue of beefing up spellchecking keeps popping up in Mac Annoyances. In Chapter 2, I recommend the free iSpell for Mail (see the tip called Upgrade Mail's Spell Checker). In Chapter 3, I mention the $40 Spell Catcher for use with a web browser (see the tip called Spell Check Your Browser). The latter works with Word, giving you some new features. But if it's spelling new words you're interested in, there is another free resource you can use-a file buried deep within the Unix directories of Mac OS X. To get to it, go to the Finder, select Go → Go to Folder (Shift--G), and type this path:


Here you'll find a text file called web2, which is short for Webster's Second International Dictionary. This file contains 234,936 words from the 1934 edition of the dictionary, all spelled correctly. The web2 file contains words unknown to Microsoft Word's spellcheck. For instance, there's deisidaimonia, a word of Greek origin used in biblical studies meaning fear of supernatural powers or the dread of demons (not daemons). You'll have to find the definition yourself, as the web2 file is merely a list of words.

But, wait, there's more. If you use Mac OS X right now, there are two other word files that you can use to aid the spellchecking process, absolutely free! A text file called web2a contains 76,205 hyphenated and double words, including such greats as acetylene tetrabromide. The other file, called propernames, contains 1323 names from around the world, many of which Word's spellcheck doesn't recognize. So if you're writing a letter to your friend, Krzysztof, you'll be spared the embarrassment of a misspelling.


For those of you working in the Terminal's command line, you can also search web2, web2a, and propernames using the Unix grep command, as follows:

    grep YOURTERM /usr/share/dict/web2

To help grep locate your word, use the portion of the word you think you know how to spell. For instance, search for "undei" :

    grep undei /usr/share/dict/web2

This search brings up four words:

  • undeification

  • undeified

  • undeify

  • undeistical

You can consult these files when Word doesn't offer the correct spelling for a word. For easy access, drag web2 to the Dock, near the Trash. When you click web2's icon in the Dock, the file opens in TextEdit, revealing all of the words in the dictionary, neatly placed, one per line. When you find your word, paste it into your Word document, select the word, and open Word's spellcheck dialog. In the "Not in dictionary" field, double-click the word and press the Add button. Words like deisidaimonia are now part of Word's custom dictionary.


The Annoyance:

Word's Work menu is great; I can add any open Word document to the menu simply by choosing Add to Work Menu. Choosing one of the files in the list opens the document. But after a few years, the Work menu is as long as my arm, and as far as I can tell, there isn't a "Remove from Work Menu" command or option in any of the menus.

The Fix:

You're right, but there is a key command. Press Option--hyphen, and the cursor turns into a big minus sign. Now go to the Work menu and select a file you want to remove. If you want to remove another document from the Work menu, use the key command again to bring up the big minus sign.


The Annoyance:

I can't stand that stupid little computer icon that sits on the screen, waving at me, consuming processor power with annoying animation. The idea that I need a cartoon to entertain and distract me from my work is idiotic, to say the least. I tried to turn it off, but it still pops up with wizards.

The Fix:

The annoying little 1984 Macintosh with feet is known as the Office Assistant. The little cartoon actually has a name-Max. (You know, Max and Macs, get it? Well, someone in Redmond thought it was funny.) Although Max is easier to get rid of in Word 2004 than in Word X, there are three options for nuking Max in either version:

  • Turn off the Office Assistant. Go to the Help menu and unselect "Use Office Assistant," and you'll never have to see it again-except when you use a wizard. In Word 2004, simply closing the Office Assistant window automatically deselects this option for you.

  • Turn the Office Assistant off in wizards as well. If you want to tell the Office Assistant not to provide help with wizards, you must first turn the Office Assistant back on, oddly enough. Now, click the assistant to bring up its little balloon, and click the Options button in the balloon. Under the Options tab, unselect the "Help with wizards" checkbox.

  • Keep the Office Assistant, but replace Max with something less annoying. This lets you use Office Assistant to explain Word's many dialogs, but without the bothersome animation that you despise. Go back to the Office CD. Open the Value Pack folder and double-click the Value Pack Installer. Click the Assistants checkbox and press Continue. Now you can replace Max.

Control-click Max and select Choose Assistant from the contextual menu. You can use the Back and Next buttons to see other Assistants. (In fact, you'll have to use both the Back and Next buttons to view all of them.) Several of these assistants are actually more annoying than Max. For the least distracting choice, I recommend the Office logo (shown in Figure 4-5), which animates only when you open and close it.

Figure 4-5. The standard Max is shown on the left. A less annoying Office Assistant is on the right.


Here's a great prank to play on your friends-well, maybe not friends that you want to keep. Give Max sounds. Click the Assistant, click Options, and put a check next to "Make sounds." Max will occasionally spurt clicks and chirps as it animates, making quite a racket during the Rubric's cube sequence.

While you're at it, how about viewing Max's entire repertoire of motions? Control-click Max to bring up his pop-up menu and select "Animate!" (The exclamation point is Microsoft's, not mine.) Each time you do this, Max goes through another animation routine.


The Annoyance:

I use color text to represent different stages of my writing. For instance, I use red to indicate text that needs work or possible deletion, blue for text that I've pasted in just for information, and so forth. Unfortunately, Word doesn't offer an easy way to color text. I select the text, hit -D to bring up the Font dialog, and then select a color from a pop-up menu. Not too hard to do once, but it sure gets old if you need do this every other minute.

The Fix:

Although it isn't obvious or easy, you can assign simple keyboard commands to colorize text. The effort is worth it, though, if you need to color text often. Here's how:

  1. Go to Tools → Customize.

  2. In Word 2004, select the Customize Keyboard submenu. In Word X, click the Keyboard button in the Customize dialog.

  3. In the Categories column, choose Format.

  4. In the Commands column, click Color.

  5. Select a color from the Color pop-up menu that appeared in the previous step.

  6. Type a key command that you'd like to use, such as -1, and it appears in the field called "Press new shortcut key," as shown in Figure 4-6.


    FontColor may sound like the obvious choice, but it doesn't work for this purpose.

  7. If the key command is already used, a "Currently as signed to" message appears, as in Figure 4-6. If the key command is already assigned to another function-particularly one you use regularly-you should type a different key command. If this isn't a command you use, click the Assign button.

  8. You can now repeat steps 5 through 7 to add keyboard commands for other colors. Be sure you assign a key command for black, so you can return the colored text back to its normal color.

  9. When you're finished, click OK.

You can now use the key commands to color selected text.

Figure 4-6. Choose Format from Categories and Color from Commands, and you can assign a key command to a color.


When assigning your own key commands, try using the Control key instead of Option or (such as Control-1 instead of -1). The Control key isn't used as much as these other keys.


The Annoyance:

I was excited about the new Audio Notes feature in Word 2004. This lets you to record timestamped audio into the new Notebook Layout view, so you can use it as a dictaphone. Unfortunately, I soon found that using a mouse to control recording (play, stop, pause, and resume) is no better than having a tape recorder on your desk. And it's nearly impossible to type notes based on the audio when you have to constantly reach for the mouse to pause and play.

The Fix:

You can create keyboard commands to control Audio notes, which is similar to creating commands for coloring selected texts. The differences with audio control is that you must first create a macro. This is a bit tricky, because Notebook Layout view doesn't let you record macros. You can get around this by typing a line of code in a macro using Visual Basic for Applications. Here's what you do:

  1. In your Word document, make sure you are not in Notebook Layout mode by clicking on one of the other view buttons at the lower left of the Word window.

  2. Create a new macro by going to Tools → Macro → Macros.

  3. Give the macro a name (such as "audionotesplay") and click the Create button. (The name can't have spaces.)

  4. Directly above the "End Sub" line, type this line of code:


    Note that there are no spaces.

  5. Go to the Word menu and select "Close and return to Microsoft Word."

Now, assign a key command to the Play macro. The procedure is similar to that of the previous tip ("Add a Keyboard Command to Color Text").


If you try to run the macro from the macro window, you'll get an error message. That's okay.

  1. Go to Tools → Customize → Customize Keyboard.

  2. In the Customize Keyboard dialog, select Macros from the Categories column.

  3. Select the new macro ("audionotesplay") from the second column, which is labeled Macros.

  4. Enter a key command that you'd like to use (such as -7).

  5. Click OK.

You now have a key command (or "shortcut" in Microsoft language) to start playing your audio note. This command only works when you have a Notebook Layout view.

Now, create commands for Stop, Pause, and Record. To do this, repeat the previous steps with slightly different lines of code:


Note that all the macros are stored in the same macro window, but they appear as separate macros in the Customize Keyboard dialog.


The Annoyance:

I find Word's Style menus tedious to use, especially when I have a lot of styles in the list. It takes a lot of scrolling up and down with the mouse in order to zero in on the style that I want. And in a big document, I have to do this over and over again.

The Fix:

You could create a macro that has it's own floating palette of styles, but unless you really enjoy Office macro programming, this will be a real chore. Fortunately, there is a much easier way-use the Format Painter tool. This tool lets you copy the formatting of a piece of text and apply only the formatting to another group of text. This means you need only to use a style menu a few times, and then it's just a matter of mouse clicking all the way.

The Format Painter tool is the paintbrush icon in the Standard toolbar, shown in Figure 4-7. (If you don't see it, you can add it via the Tools → Customize dialog. Select Format in the Categories column, and then go to the Commands column and drag Format Painter up to a toolbar.)

Using the Format Painter to copy and paste a format is easy:

  1. Click on a word that has a format or style you want to copy.

    Figure 4-7. The Format Painter tool lets you copy the formatting of some text and apply it to other text. The I-beam cursor gains a plus sign after you click the tool.

  2. Click the Format Painter icon in the toolbar in which you placed it. The I-beam cursor gains a plus sign (+) next to it.

  3. Select the text that you want to format.

When you let go of the mouse, the text you selected is reformatted. If you want to use the Format Painter several times in a row, double-click the tool in step 2. When you're done, hit the Escape key to release the tool.


The Annoyance:

I need to italicize a number of words scattered throughout a document. Do I really have to format them one at a time, or does one of Word's 8 million features let me do it all at once?

The Fix:

Word actually lets you select words (or phrases, or paragraphs) discontinuously, as shown in Figure 4-8. Just hold down the key as you select each word or phrase. Now, you can apply the same formatting to all of the selected words at once.

Figure 4-8. Hold the z key as you select words that aren't adjacent. You can then use any formatting command (such as bold or italic) or even spell check the selected words.


The Annoyance:

Sometimes when I go to save a document after working on it for a while, Word says no. More specifically, Word claims that I have too many files open-even when I only have a single document open. The only way out is to quit without saving my latest batch of changes. When I open the file, Word lets me save again. Is Word just tempermental?

The Fix:

This is a bug that has been around for years. It's caused by the multitude of invisible work files that Word accumulates as you repeatedly save. (Turning off the fast save option doesn't help.) What you can do to get out of the situation is to do a Save As with a slightly different filename. This retains your changes. Next, trash the original, because it doesn't contain your most recent changes. You can now rename the "Save As" file to the original filename, and everything is copasetic.


The Annoyance:

When I paste in text from an email message, web site, or PDF file, I need to manually reformat it to get rid of text or space running down one side or the other. It would be nice to be able to select a vertical block of text instead of selecting what I want line by line. Is this just wishful thinking?

The Fix:

Don't jump to conclusions-Word has such a feature. Just hold the Option key while you drag the cursor, and Word selects exactly where you drag instead of selecting the entire line. (This doesn't work in outline mode, however.) The Delete key removes only the selected area. This technique is also handy when you need to get rid of a bunch of spaces or tabs that someone has included in a document. This is easier when the tabs are visible, as in Figure 4-9. You can turn these on in Word's Preferences by clicking on View and selecting All under "Nonprinting characters."

Figure 4-9. Hold the Option key to select vertically to avoid Multiple Selection Syndrome.


The Annoyance:

Once again, I'm fighting a losing battle, again. I write a sentence like "iPods are great." Word counters by changing this to "IPods are great." Word lets me change this back to "iPod," unless I hit Return right after it. Then it's "IPod" yet again, and the battle continues. How do I get Word to stop capitalizing my iWords?

The Fix:

The only way to deal with this annoying "feature" is to turn off Word's auto correct options. This isn't much of a sacrifice if you feel capable of capitalizing your own sentences.

  1. Go to Tools → AutoCorrect.

  2. Under the AutoCorrect tab, uncheck "Capitalize first letter of sentences."

You may notice that there is an Exceptions button under the AutoCorrect tab, and that it seems to let you define words that Word won't correct. This is a false hope. As long as the Capitalize feature is turned on, Word capitalizes words (even words in the Exceptions lists) at the beginning of a sentence.


The Annoyance:

I work a lot with documents that have a table of contents. It used to be convenient to update the table of contents by clicking the table and pressing the F9 key. When I updated to Panther, Mac OS X hijacked the F9 key for Exposé (a feature I almost never use). How do I get Mac OS X to give the F9 key back to Word?

The Fix:

You could go into Word's Customize dialog (in the Tools menu) and change the TOC-update key combination to something else. But why should you? You're used to using F9 in Word, and you don't use F9 for Expose-it should be Mac OS X that gives up F9, not Word.

Fortunately, this isn't a problem. Open System Preferences and click the Exposé icon. Click the All Windows pop-up menu and select another key or key combination for Exposé. If you just want to turn it off, select the hyphen at the bottom of the pop-up menu.


The Annoyance:

Word's Find feature has recently become sloppy. For instance, when I search for "two" it finds "to" and "too." A search for "hair" brings up "here" and "hear." Has Word stopped paying attention?

The Fix:

This is another of Words obscure features: the "Sounds like" search. This feature is disabled by default, but it appears you've turned it on by mistake. To turn it back off, open Word's Find dialog (-F) and click the disclosure triangle in the lower-right corner to expand the dialog, Now, uncheck the "Sounds like" checkbox (shown in Figure 4-10).

Figure 4-10. With "Sounds like" selected, Word's Find command gets sloppy when it searches, finding words that sound similar to the word you want to actually find.


The Annoyance:

It's handy having Word generate a table of contents, but it's annoying that I can't select the text of the table of contents (TOC) to reformat it. Word's tacky TOC style clashes with the rest of my beautiful document.

The Fix:

There actually is a way to change the fonts, the amount indented, and other formatting characteristic in the Word-generated table of contents. You don't do this directly, but by editing the styles that Word uses to generate the TOC. These are identified by the level of indenting used, so that the style for first-level entries is called TOC1, that for the second level is called TOC2, and so on. To edit the TOC styles, do the following:

  1. Choose Format → Style. The Style dialog opens.

  2. In the Styles column, scroll until you locate TOC1 (shown on the left side of Figure 4-11) Click on it.

  3. Click the Modify button. A Modify Style dialog appears (shown on the right side of Figure 4-11).

    Figure 4-11. Clicking the Modify button in the Style dialog (left) brings up the Modify Style dialog (right).

  4. You can make changes to the font, font size, and color, and can choose bold, italics, or underline. You can also make changes to the alignment.

  5. For even more formatting options, make a selection from the Format pop-up menu in the lower-left corner of the dialog. Another dialog opens.

  6. When you are finished, click OK in the Modify Style dialog.

  7. In the Style dialog, select TOC2 and repeat steps 3 through 6.

  8. Repeat for as many levels of the TOC as you need.

  9. When you're finished, click the Apply button in the Style dialog.


The Annoyance:

One of the great features of Word is that documents can be really, really long. Navigating huge documents, however, hasn't been easy, because it involves a lot of scrolling and text searching just to get to where you want to be.

The Fix:

There are two features you can use for navigating long documents. The first is new to Word 2004. The second is available in both Word X and Word 2004.

The Navigation Pane

With Word 2004, Microsoft took a cue from Preview and Adobe Acrobat and added the ability to navigate around a document by using page thumbnails or a list of pages. Go to View → Navigation Pane, and a vertical list appears, summarizing your document. It works just like in the PDF viewers-you can switch between thumbnails and text (called the Document Map), and click on an image or text line to go right to a page.


Word X and Word 2004 let you go a step further to set your own bookmarks in spots you think are important. To set a bookmark, place the cursor at a spot you want to bookmark, select Insert → Bookmark, give it a single-word name, and click Add.

The Add button grays out if you use more than one word in the bookmark name, but you can use an underscore to connect words (such as left_off_here). You also can't use a number at the beginning of a bookmark name.

Then use the Find dialog (-F) to locate your bookmark. In the dialog, click the "Go to" tab and choose Bookmark from the "Go to what" column. You can then pick the bookmark you want from a pop-up menu, click OK, and bam! You're there.


The Annoyance:

Sometimes when I go to scroll, I accidentally hit one of the double arrows at the bottom of the scrollbar (shown in Figure 4-12). Suddenly, Word takes me to some other place in the document, seemingly at random. Is there any way to shut off this annoying behavior?

The Fix:

In this case, you won't be able to beat Word, so you might as well join it. First, the only way to get rid of the double arrows is to turn off the entire vertical scrollbar (in Word's Preferences, click to the View option to the left)-which is a bit draconian for most. Instead, try embracing the Previous Find and Next Find buttons, as they are known; your opinion of them may change after you start using them as they were intended. After you've done a search in the normal manner (with the Find dialog), these buttons act like a Find Again command. The lower double arrow takes you to the next instance of the search term. The upper double arrow searches backward through the document. The great thing about the Previous Find and Next Find buttons is that you don't have to go back to the Find dialog. Just click and go.

Figure 4-12. Clicking the lower double arrow takes you to the next instance of a Find in your document; the upper double arrow searches upward in the document.


The Annoyance:

When I select a table and hit the Delete key, the text in the table disappears, but the table itself remains. How do I delete the actual table?

The Fix:

Tables obey their own rules. Mostly, this is to enable you to edit text within tables without deleting the tables. There are a few ways to get rid of a table, text and all:

  • Select the entire table and then hit the Shift-Delete keys.

  • Click somewhere inside the table and go to Table → Delete → Table.

  • Include the table as part of a larger selection of text and hit Delete.


The Annoyance:

A while ago, I spent some time using Word 2004 to create an invitation to my daughter's birthday party. I created my own custom size in horizontal landscape mode, did the layout, and printed out copies. Now, every time I create a new document in Word, it creates a page using the small, my custom size of the invitation forcing me to manually reset the document to standard letter size. I've tried fiddling with styles and the Page Setup dialog, but I can't figure out how to make Word default to a normal piece of paper.

The Fix:

You're looking in the wrong places. When you set up the party invitation, you must have accidentally designated it as the default page layout. Here's how to undo the damage:

  1. Go to Format → Document; the Document dialog appears.

  2. Click the Page Setup button. (Don't choose Page Setup from the File menu.) A Page Setup dialog appears.

  3. Click the portrait mode icon.

  4. Select US Letter from the Paper Size pop-up menu to set an 8 1/2 × 11 layout.

  5. Click OK.

  6. Back in the Document dialog, click the Default button.

  7. A dialog comes up asking if you want to change the default settings; click Yes.

Your next new Word document will be a normal-sized page.


The Annoyance:

I'm an Office holdout. I use it at work but refuse to buy it for use on my Mac at home. (Yes, I'm a tightwad, but there's also the principle of the thing.) I know that TextEdit in Panther can open Word files, but most of the formatting gets lost. I also want to read PowerPoint and Excel files. What are my options?

The Fix:

Let's get real for minute: If you need to edit Office files to send back to other Office users, you should have Microsoft Office. But if you need only to read and print Office files, or perhaps extract editable text, you can live without Office. TextEdit does a fair-to-middlin' job, but icWord and icExcel from Panergy Software (http://www.panergy.com) will make it easier to work with Office-less paper. There's also good ol' AppleWorks if you have it on your Mac.

Let's compare your options:


If you have Mac OS X 10.2 or earlier, TextEdit won't work with Word files. With Mac OS X 10.3 and later, TextEdit does let you edit Word files and even lets you save in Word format. If you want to view tables in Word documents, you'll need the version of TextEdit that comes with Mac OS X 10.4.

With any of these versions, TextEdit will remove all of the formatting besides the basics (such as bold, italics, and text color), and will remove all styles. If you open a Word document that has revision tracking turned on, you can forget about seeing what's been changed. TextEdit also won't display graphics that have been embedded in the Word file.

icWord and icExcel

You can think of these inexpensive utilities ($20 each or $30 for the pair) as Office readers, much in the same way Acrobat Reader and Preview are PDF readers. icWord can open Word files and present much more of the formatting than TextEdit does, including embedded graphics, paragraphs, tables, and footnotes; icExcel does the same with Excel files. icWord can also open PowerPoint presentations, although the results are not as good as with Word files. You can also search for text, and copy, drag, or paste it to other applications. While you can't edit in icWord or icExcel, you can print and save the file in other (non-Microsoft) formats, such as Rich Text Format (RTF) and AppleWorks. icWord doesn't have the fancy features like revision tracking, but it displays the additions and not the deletions when you import the Word document. (TextEdit shows both additions and deletions next to each other, which is confusing as all heck.) icWord gets the job done for viewing and printing Word documents.


If you have Apple's old all-in-one suite, AppleWorks, give it a try before buying icWord and icExcel. AppleWorks can open and save Word and Excel files using built-in translators. Retention of formatting is fair, but AppleWorks doesn't have a lot of the features of Word and Excel. If you don't have AppleWorks or it doesn't work for you, give icWord a try.


The Annoyance:

I've been using Word for 10 years, and every time I create a new document, I want a blank Word document, not one of the many templates offered in the Project Gallery. So for Word, the Project Gallery is a useless extra step. When I launch PowerPoint, however, I do use the Project Gallery to create different types of presentations. In Office v.x, this was no problem; each application had its own Project Gallery setting. But now that I have Office 2004, a change in one application changes all of them. Can I loose the Gallery in Word 2004 but keep it in PowerPoint 2004?


For the more technically inclined (in other words, readers familiar with Unix), there is an alternative to Microsoft Office-OpenOffice for Mac OS X (http://www.openoffice.org). OpenOffice is a free, open source suite that includes four main applications that can read and write in Microsoft formats. There's a word processor called Writer, a drawing program called Draw, a spreadsheet called Calc, and a presentation program called Impress.

Before you start your download, there are some major caveats. For one, OpenOffice doesn't have a Mac interface. Instead, it uses X11, a Unix windowing system based on XFree86 (http://www.xfree86.org) that runs on top of Mac OS X's Aqua interface. Another issue is that X11 in not installed by default; you'll have to install X11 from Panther's installation CDs. If you're using Jaguar, you can download X11 from Apple (http://www.apple.com/macosx/features/x11). Once installed, X11 can be found in the Utilities folder (/Applications/Utilities).

If you're comfortable with Unix and X11, go ahead and give OpenOffice a shot. If not, you may want to hold of for a while. When (and if) OpenOffice is ported to run in Mac OS X's native windowing environment (without X11), it may become a real alternative for the masses.

The Fix:

The myriad dialogs of Microsoft Office 2004 offer more than one way to skin a configuration. This is true for the Project Gallery, which you can turn off for all Office applications or just for individual applications. Let's look at turning it off globally:

  1. In Word 2004, PowerPoint 2004, or Excel 2004, choose File → Project Gallery (Shift--P).

  2. Click the Customize tab.

  3. Now uncheck "Show Project Gallery at startup," as shown in Figure 4-13.

With this setting, you won't see the Project Gallery pop-up at the launch of any Office 2004 application. Now, override this setting individually for any Office application. You'll find the "Show Project Gallery at startup" setting in these places:

  • In Word's Preferences (-,), under the General option

  • In Excel's Preferences (-,), under the General option

  • In PowerPoint's Preferences (-,), under the View option

Figure 4-13. Unchecking "Show Project Gallery at startup" in this dialog works for all Office applications.

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