Cheat Sheet

Word 2003 For Dummies

From Word 2003 For Dummies by Dan Gookin

Word 2003 helps you create fantastic-looking documents, from page numbering, indexes, formatting, and more. It's even fun to use if you know tricks like how to automatically create a summary from your document or automatically fill in words that you've just barely begun to type. Ever lose a document because you forgot to save your work? Then know how to set up Word to automatically save the document every few minutes.

How to AutoSummarize a Word 2003 Document

The AutoSummarize tool in Word 2003 automatically summarizes a document by fishing out all the key points. AutoSummarize then highlights the critical information on the screen, creates a summary to appear at the top of the document, or creates it as a new document. So if you don't have time to read a huge report, you can automatically summarize it without breaking a sweat.

To summarize your Word 2003 document, open your document and then follow these steps:

  1. Choose Tools→AutoSummarize.

    The AutoSummarize dialog box appears.

  2. Decide on the type of summary you need.

    Choose from the following options:

    • Highlight Key Points

    • Create A New Document And Put The Summary There

    • Insert An Executive Summary Or Abstract At The Top Of The Document

    • Hide Everything But The Summary Without Leaving The Original Document

  3. Choose the length of the summary.

    You can choose from a selection based on the number of sentences, the number of words, or a percentage of the document.

    Also visible is the AutoSummarize floating toolbar, which automatically appears.

  4. Check or uncheck the box named Update Document Statistics.

    Checking the box enables AutoSummarize to update comments, keywords, and key phrases on the Summary tab (go to File→Properties→Statistics). Don't want anything to change? Then leave the box unchecked.

  5. Click OK.

    Wait a few minutes (longer if the computer is unplugged) for the summary to appear the way you selected in Step 2. Need to stop the summary process? Just press the Esc key.

  6. Review your summary, and edit as needed.

  7. To return to normal editing mode, click Close on the AutoSummarize palette.

How to Automatically Save a Word 2003 Document

Use the Word 2003 AutoRecover feature to ensure that you always have a saved copy of your documents. AutoRecover secretly saves your document every few minutes or so, without your having to do anything. That way, if a power outage or other mishap occurs and you forgot to press Ctrl+S, you can get some of your document back. Everyone should use this handy feature.

To turn on AutoRecover, follow these steps:

  1. Choose Tools→Options.

  2. Click the Save tab.

  3. Ensure that the Save AutoRecover check box is selected.

    The check box is named Save AutoRecover Info Every. It's in the middle of the dialog box.

  4. Type your desired backup interval in the Minutes text box.

    For example, the number 10 directs Word to back up your documents every 10 minutes. If the power is unstable at your home or office, type 5, 3, 2, or even 1 minute as the backup interval. The smaller the interval, the more often Word interrupts your work to do the backup.

  5. Click OK.

Even though Word has the AutoRevover option, don't get sloppy! It's still best to save with Ctrl+S or the Save button on the toolbar as often as you can.

Automatically Fill In Words with Word 2003 AutoText

The AutoText feature in Word 2003 automatically finishes writing words that you've started to spell. Say that you're writing the Next Great American Novel featuring Christopher as your hero. Instead of spelling Christopher repeatedly, you type just a few letters of the name and a pop-up box appears. It says: Christopher: (Press ENTER to Insert). That's AutoText in action. Just press the Enter key to have Word complete the tidbit of text for you.

Follow these steps to add AutoText entries:

  1. Choose Tools→AutoCorrect Options.

    The AutoCorrect dialog box appears.

  2. Click the AutoText tab.

  3. In the field named Enter AutoText Entries Here, type the word or phrase you want Word to finish typing for you.

    For example, you can add

    • Single names.

    • Full names and titles such as His Royal Highness Prince George Alexander Louis of Cambridge.

    • Work-related terms such as critical conversations or intermediate training.

  4. Click the Add button.

    Doing so places that item into the AutoText bin. Now, whenever you begin typing your word, AutoText takes over and displays the rest of your word or phrase. Press Enter to insert it into your document.

    Any text that's already selected in your document automatically appears in the AutoCorrect/AutoText dialog box. That's a nifty way to put long, detailed information into the dialog box without having to retype it: Just select the text you want to add to AutoText, summon the AutoText dialog box, and click Add.

  5. Click OK to close the AutoCorrect dialog box.

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