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outline numbered lists, you can mix numbered and bulleted paragraphs based on the
indentation level. You can create multilevel lists with as many as nine levels. Use the outline
numbered list format if you want your list to have numbered items with indented, bulleted
subparagraphs; for example, many types of technical and legal documents require each
paragraph and indentation level to be numbered sequentially. Multilevel lists are created using
the Outline Numbered tab in the Bullets and Numbering dialog box (see Figure 2-26).

Outline Numbered is a misnomer. In fact these outline lists may be either numbered
or bulleted.

Figure 2-26: The Outline Numbered tab in the Bullets and Numbering dialog box.

As with bullets and numbering, you can set the outline numbering first and then begin
typing, or type and then select the text and apply the formatting. To create subordinate
paragraphs, simply increase the indentation using the Increase Indent button on the
Formatting toolbar, or by pressing Shift+Alt+right arrow ” Word automatically switches
to the subordinate numbering system. To switch back to a higher level, use the Decrease
Indent button or Shift+Alt+Left Arrow.

Customizing outline numbered lists
You can customize an outline numbered list format by clicking Customize in the Outline
Numbered tab, which displays the Customize Outline Numbered List dialog box (see
Figure 2-27). You can see additional options by clicking More. Table 2-10 describes the
available options in the Customize Outline Numbered List dialog box.
Chapter 2 ¦ Paragraph Formatting in Word 45

Figure 2-27: The Customize Outline Numbered List dialog box.

Table 2-10
Options in the Customize Outline Numbered List Dialog Box
Option Description
Level Determines which level to modify.
Number format Determines which characters (if any) come before each
number or bullet at this indentation level.
Number style Determines the numbering or bullet style used. Choices
include a combination of the numbering choices available
for numbered lists and the bullet choices available for
bulleted lists or even no number or bullet at all.
Start at Determines the starting number for paragraphs at the
selected level of indentation.
Previous Level Number If you selected Level 2 or lower, and have chosen a
numbering format (rather than a bullet), this drop-down list
box is enabled. It displays a list of the levels for which you
have customized a format. If you select a previous level
number, Word will include that level number along with the
level number for the selected format. (More explanation of
this point follows the table.)
Font button Determines any special font or font attributes (such as bold,
italic, and underline) or the point size for the numbers or
bullets used at this indentation level.
Number Position - Aligned At The indentation at which the number is placed.
Text Position - Tab Space After How far Word tabs before beginning the text on the first line
after the number.
Indent at The left position of the subsequent lines.

Part I ¦ Getting Functional with Office 2003

Table 2-9 (continued)
Option Description
Link level to style Applies the selected style to the text used at this numbering
Follow Number With Tells Word to place a Tab after the number, to use spaces,
or to place nothing between the text and the number (in
which case the Tab Space After setting is disabled).
Legal style numbering Converts Roman numerals (IV, V) to Arabic numerals
(4, 5) ” the Number Style box is disabled.
Apply Changes To If you are modifying an existing numbered list, you can
choose to modify the Whole List, from This Point Forward,
or the Current Paragraph.

The Previous Level Number tells Word to include the number of the previous level
along with the number of the level you are modifying. For instance, the first level would
be 1, the next level down would be 1.1, the next 1.1.1, the next at the same level 1.1.2,
and so on. This is a common outlining style for many government and military docu-
ments, for instance.

Creating list styles
Word also lets you customize lists by creating special list styles. Click the List Styles tab
in the Bullets and Numbering dialog box (see Figure 2-28). This dialog box lists all the
outline list styles that have been created ” select one and click OK to apply that style to
your Outline list.

Figure 2-28: The List Styles tab of the Bullets and Numbering dialog box.
Chapter 2 ¦ Paragraph Formatting in Word 47

You can use the Add button to add another style, or Modify to change one you™ve selected.
When you click one of these buttons, you see the New Style or Modify Style dialog box (see
Figure 2-29). You can learn more about these dialog boxes in the Microsoft Word 2003
Bible™s discussion of styles (Chapter 13 in that book). For now, just know that you can create
a style that encompasses all levels of an outline list, defining exactly what font should be
used, how much indentation, whether to use a bullet or number, what number to start with,
and so on. Simply provide the style a name, select a starting number, select the level you want
to define, and then make all your selections. Then go back and do the next level.

Figure 2-29: The New Style dialog box.

Paragraphs and Pagination
Word automatically creates page breaks as you write, but you can control how paragraphs
are positioned relative to these page breaks. For example, you may want to prevent page
breaks within boxed or shaded paragraphs. To control paragraph positions relative to page
breaks, use the Line and Page Breaks tab in the Paragraph dialog box (see Figure 2-30).
Table 2-11 describes the options in the Line and Page Breaks tab.

The page breaks created by Word are very different from the page breaks you can cre-
ate yourself using Ctrl+Enter or the Insert_Break command. Word™s page breaks are
placed according to how much text is on the page, the page margins, and so on. On the
other hand, the breaks you enter are fixed. If you place a break immediately before a
paragraph, it doesn™t matter how much text you add before the paragraph, the break
remains there.
Part I ¦ Getting Functional with Office 2003

Figure 2-30: The Line and Page Breaks tab in the Paragraph dialog box.

Table 2-11
Line and Page Breaks Tab Options
in the Paragraph Dialog Box
Option Action
Widow/Orphan control Instructs Word not to let a single line from a paragraph appear
by itself at the top or bottom of a page. This option is on by
default. A widow is the final line of a paragraph that jumps to the
top of the next page because it doesn™t fit on the current one. An
orphan is the first line of a paragraph that falls at the end of a
page with the remainder of the paragraph appearing on the next
Keep lines together Instructs Word not to split the paragraph into separate pages.
This is useful when working with lists.
Keep with next Instructs Word to keep the paragraph with the next paragraph.
This is useful when working with captions and lists.
Page break before Instructs Word to place the paragraph on top of the next page.
This is useful when working with figures, tables, and graphics.
Suppress line numbers Instructs Word to remove line numbers from the selected text if
your document displays line numbers.
Don™t hyphenate Instructs Word to exclude the selected paragraph from auto-
matic hyphenation.
Chapter 2 ¦ Paragraph Formatting in Word 49

Speaking of hyphenation, it™s time to cover that subject. Hyphenation reduces ragged right
edges on blocks of text (it also allows you to get more words on a page, though only
slightly). Hyphenation is the process of breaking words between lines, so part of a word
appears on the right side of one line, with a hyphen placed after it, while the rest of the
word appears on the left side of the next line. Why not use paragraph justification to create
nice straight right edges? Because justified text is hard to read. But hyphenation can even
be used with justified text, to reduce the amount of white space inserted between words.
The following sections look at four types of hyphenation:
. Automatic hyphenation
. Manual hyphenation
. Optional hyphenation
. Nonbreaking hyphenation

Using automatic hyphenation
Automatic hyphenation inserts optional hyphens. An optional hyphen is a hyphen that
Word uses only when a word or a phrase appears at the end of a line. If the word or phrase
moves to a different position because of editing, the optional hyphen is removed.

Normally, optional hyphens are not visible in your document. You can view optional hy-
phens by choosing Tools_Options and then clicking the View tab. Under Formatting
Marks, select the Optional Hyphens check box.

To select automatic hyphenation, follow these steps:
1. Choose Tools_Language_Hyphenation to open the Hyphenation dialog box (see
Figure 2-31).
2. Select the Automatically Hyphenate Document check box.
3. If you do not want to hyphenate words in uppercase letters, leave the Hyphenate
Words in CAPS check box blank.
4. Set a value in the Hyphenation Zone. This value is the distance in inches between
the end of the last complete word in a line of text and the margin ” in other words,
the degree of raggedness Word should allow. Word uses this measurement to
determine if a word should be hyphenated. Large values decrease the number of
hyphens; low values increase the number of hyphens but reduce the raggedness of
the right margin.
5. If you don™t want consecutive lines to have hyphens ” it can make a document look
a little strange ” set a limit in the Limit Consecutive Hyphens To box.
6. Click OK.
Part I ¦ Getting Functional with Office 2003

Figure 2-31: The Hyphenation dialog box.

If you don™t want certain paragraphs to be hyphenated automatically, select those para-
graphs and then choose Format_Paragraph. In the Paragraph dialog box, select the
Line and Page Breaks tab and then the Don™t Hyphenate check box.

Using manual hyphenation
Using manual hyphenation, you have more control over what is hyphenated and how it is
hyphenated. You can select which parts of the document are hyphenated and where a
hyphen appears in specific words. This is a huge hassle for a large document, but it does
allow you to do a better job than Word might do automatically ” Word sometimes
hyphenates words in positions that don™t look good.
To select manual hyphenation, follow these steps:
1. Select the text you want to hyphenate manually. If you want to hyphenate manually
the entire document, don™t select anything.
2. Choose Tools_Language_Hyphenation to open the Hyphenation dialog box.
3. Click the Manual button, and Word immediately begins scanning the selection or the
document for words to be hyphenated. When such a word is located, Word displays
the Manual Hyphenation dialog box (see Figure 2-32).
4. To hyphenate the word at a point other than that suggested in the Hyphenate At box,
click where you want the hyphen to appear.
5. To accept the suggestion, click Yes.
6. To skip the word and move on, click No.
7. To stop the manual hyphenation, click Cancel.

Figure 2-32: The Manual Hyphenation dialog box.
Chapter 2 ¦ Paragraph Formatting in Word 51

Using nonbreaking and optional hyphens
Use nonbreaking hyphens to hyphenate phrases or terms that you don™t want to wrap to
another line (for example, 02-12-03). With nonbreaking hyphens, the entire phrase or term
wraps to the next line instead of breaking.
To insert a nonbreaking hyphen, do the following:
1. Position the insertion point where you want to place the nonbreaking hyphen.
2. Press Ctrl+Shift+- (hyphen).
Use an optional hyphen when you want to break specific lines of text. For example, if a
lengthy word wraps to the next line and leaves a large amount of white space, you can
insert an optional hyphen in that specific word so that the first part appears on the first
line. If the word later moves to a different position because of editing, the optional hyphen
does not print. If further editing moves the word back into a hyphenation zone, the hyphen
To insert an optional hyphen, do the following:
1. Position the insertion point where you want the optional hyphen to appear.
2. Press Ctrl+- (hyphen).

Mastering paragraph fundamentals is essential for creating just about any document in
Word. Even when you work with graphics, basic paragraph formatting is used to place the
images. Because of the importance of paragraphs, Word provides several ways to apply
paragraph formats. In this chapter, you learned the key elements of formatting paragraphs,
including how to
. Apply paragraph formatting using the Formatting toolbar or Format Paragraph
dialog box (Format_Paragraph).
. Remove paragraph formatting by pressing Ctrl+Q to return the text to the current
style™s default settings or Ctrl+Shift+N to apply the Normal style to the paragraph.
. Align paragraphs using the following shortcut keys: Ctrl+L for left-align, Ctrl+R for
right-align, Ctrl+E for center-align, and Ctrl+J for justified text. You can also use the
alignment buttons on the Formatting toolbar.
. Set tabs using the horizontal ruler by clicking the Tab Alignment button at the far-
left end to choose the tab style that you want and then clicking the ruler at the point
where you want to insert the tab. You can also use the Tabs dialog box
(Format_Tabs) to set tabs.
. Add borders and shading to paragraphs by clicking the Border button on the
Formatting toolbar to display the Border toolbar or by choosing Format_Borders
and Shading to display the Borders and Shading dialog box.
Part I ¦ Getting Functional with Office 2003

. Insert horizontal lines using the Horizontal Line button in the Borders and Shading
dialog box (Format_Borders and Shading).
. Create bulleted and numbered lists using the Bullets and Numbering buttons on the
Formatting toolbar, or the Bullets and Numbering dialog box (Format_Bullets and
. Use the Hyphenation dialog box to automatically or manually create hyphens
. . .

Outlook 2003
. . . .

In This Chapter

S imilar to most applications, Outlook configures itself
Configuring e-mail
automatically using a host of settings based on specific
assumptions that Microsoft has made about how you will use
Outlook. Although those assumptions are based on usability
Adding data files
research, there is no guarantee those default settings will suit your
needs or preferences. What™s more, you™ll need to set up your
Creating and managing
own e-mail accounts because, all privacy jokes aside, Microsoft
Outlook profiles
can™t possibly know what accounts you use.
It isn™t difficult to set up an account, a profile, and a new file in
Configuring message
which to store your Outlook data. In this chapter you learn how to
delivery options
perform each of these tasks as well as configure Outlook to
function the way you want. Some of these tasks include adding
. . . .
other data storage files to your profile, creating additional
profiles, and defining the way Outlook delivers messages.

Configuring E-mail Accounts
Although you could use Outlook solely for tasks other than e-
mail, it™s likely that you™ll want to use Outlook for at least one e-
mail account. Before you can send or receive e-mail with
Outlook, you must set up the account.
Outlook 2000 offered two modes”Internet Mail Only (IMO) and
Corporate Workgroup (CW)”that were designed for two
different uses. IMO was targeted at non-Exchange Server users,
and CW was targeted primarily to Exchange Server users. These
two modes made it difficult to manage multiple account types.
In Outlook 2002, Microsoft did away with these two modes, and
introduced a single unified mode that enabled Outlook users to
work with multiple account types in a single profile. This
capability carries over to Outlook 2003, making it easy, for
example, to work with an Exchange Server account, a POP3
account, and a Hotmail account, all in one profile.
Part I ¦ Getting Functional with Office 2003

The following sections explain how to add accounts to an existing profile. For information
on adding profiles, see “Creating and Managing Outlook Profiles” later in this chapter.

Using the E-mail Accounts Wizard
Outlook provides a wizard to help you add e-mail accounts to a profile. This section
explains how to use the wizard; the following sections explain how to configure specific
types of e-mail accounts.
Follow these steps to launch the E-mail Accounts Wizard:
1. Close Outlook, right-click the Outlook icon on the desktop (or in the Start menu),
and then choose Properties, or open the Mail applet from the Control Panel. Either
action opens the Mail Setup ” Outlook dialog box.
2. In the Mail Setup ” Outlook dialog box, click E-mail Accounts to start the wizard.
3. To add a new account, choose the Add a New E-mail Account option. You can
choose the type of account to add to the existing profile (Figure 3-1). To modify an
existing account, choose View or Change Existing E-mail Accounts; then click Next.

Tip You can add or modify accounts with Outlook running. Choose Tools_E-mail Accounts to open
the wizard.

At this point in the wizard, you can choose the type of account to add or select an existing
account to modify (Figure 3-2). The following sections explain how to configure specific
types of accounts.

Figure 3-1: Choose the type of account to add to the existing profile.
Chapter 3 ¦ Configuring Outlook 2003 55

Figure 3-2: You can modify existing accounts with the wizard.

Configuring Exchange Server accounts
It™s relatively easy to set up an Exchange Server account in Outlook because you need to
specify only a handful of settings, such as the server name and the account name. You don™t
have to worry about the e-mail address or other settings as you do with a POP or IMAP
account because these settings are configured at the server by the Exchange Server
1. Run the E-mail Accounts Wizard as explained in the previous section.
2. From the Server Type page of the wizard, choose Microsoft Exchange Server and
then click Next.
3. In the Exchange Server Settings page (Figure 3-3), enter the server name or IP
address in the Microsoft Exchange Server field.
4. In the User Name field, type the mailbox name or the account alias (this is often the
logon account name).
5. Choose the Use Local Copy of Mailbox option if you want to work with Ex-
change Server in cached local mode (explained later in the section, “Setting
advanced options”).

You can enter the NetBIOS name for the server in the Microsoft Exchange Server field, or
specify the Fully Qualified Domain Name (FQDN) for the server.
Part I ¦ Getting Functional with Office 2003

Figure 3-3: Set the server and account name on the Exchange Server Settings page.

At this point you can click Next and then click Finish to add the account with default

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