MICROSOFT WORD 97, 2000, 2002 AND 2003 FROM THE KEYBOARD (Also covers Microsoft Works 2003 and 2004 Word-Processors) by John Wilson Copyright 2006 ******** 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 %, ~, #, $, œ, /, \, 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,