Word's AutoCorrect feature is turned on by default. It automatically corrects common spelling problems as you type. You may see it in action as you mistype a word, such as inverting two characters or misspelling a word, and it magically fixes itself. Try it and see for yourself. Type something like teh to see AutoCorrect in action. As soon as you type a space after the mistake, AutoCorrect jumps into action and fixes the error. In fact, it happens so fast that you might not even notice it. Autocorrect works behind the scenes to fix mistakes, basing its work on an exhaustive list of commonly misspelled words and special characters. AutoCorrect fixes everything from misspellings to common typos, such as typing two initial capital letters instead of one, or forgetting to capitalize the first letter of a sentence or the names of days.

If you move your mouse pointer over a word that AutoCorrect just fixed, you can display the AutoCorrect smart button, shown in Figure 6.2. Click the button to reveal a pop-up menu pertaining to the word or action. The menu may list an option for changing the word back to the way you originally typed it, an option for stopping any AutoCorrect actions on future uses of the same word, and an option for opening the AutoCorrect dialog box. Of course, you can click any option on the menu to activate the option. There's more you can do with AutoCorrect, including adding to and deleting from its list of misspelled words, or turning the feature off entirely.

Figure 6.2. Click the AutoCorrect smart button to view a pop-up menu of related commands.

You can use the AutoCorrect dialog box to control and change options for the AutoCorrect feature. The dialog box, shown in Figure 6.3, offers various settings for controlling what types of things AutoCorrect checks for as you type and keeps a list of special characters and commonly misspelled words. In addition, you can use the dialog box to access settings for Word's AutoFormat and AutoText tools, covered later in this chapter.

The top of the AutoCorrect list is filled with special characters you can type and replace with emoticons. These are handy if you're typing a blog. As you scroll through the library, you'll quickly see that it's filled with a variety of common words and various ways in which they're mangled during typing.

Figure 6.3. You can find AutoCorrect's list of commonly misspelled words in the AutoCorrect dialog box, along with options for controlling how the feature checks your text.

Adding a word to AutoCorrect

If you find yourself making a mistake on a word not covered in the list, such as the spelling of a corporate name or a person's name, you can add it to the list. Follow these steps:

1. Choose Tools

   
   AutoCorrect.

   The AutoCorrect dialog box opens (refer to Figure 6.3).

2. In the Replace: field, type the word you commonly misspell, as shown in Figure 6.4.

3. In the With: field, type the correct spelling of the word.

   

   Figure 6.4. You can use the AutoCorrect dialog box to add and delete words from the list of misspellings.

4. Click the Add button.

   AutoCorrect adds the word to the list.

5. Click OK to exit the dialog box.

The next time you misspell the word, AutoCorrect goes into action and corrects it without any hesitation.

Tip

You also can access the AutoCorrect dialog box through the Word Preferences dialog box. Choose Word

Turning off AutoCorrect

Sometimes, you do not want AutoCorrect to fix anything. To undo a correction while typing, press

1. Reopen the AutoCorrect dialog box, as shown in the first set of steps.

2. Deselect the Automatically correct spelling and formatting as you type check box at the top of the dialog box (refer to Figure 6.4).

3. Click OK to exit the dialog box.

   Word turns off the feature.

Another Word feature you'll encounter while typing text is AutoText. This feature automatically fills in common words and phrases so you don't have to type the whole thing. For example, if you're typing the name of a day in the week, such as Sunday, AutoText attempts to complete the word for you when you first start typing it. A yellow AutoComplete box appears listing the word in its entirety. You simply press Return, and AutoText fills it in for you. If you ignore the box and keep typing, the AutoText box disappears.

AutoText is part of the whole AutoCorrect group, which includes AutoFormat (you learn about that in Chapter 7). AutoText is turned on by default. Like AutoCorrect, AutoText keeps track of some common words and phrases in its library of entries. For example, if you type Attention: or Dear Sir or Madam: AutoText offers to help. You may want to add some words or phrases of your own to the library. If you type the name of your company over and over again, for instance, add it to AutoText and make typing easier on yourself. You can add and delete entries using the AutoCorrect dialog box. With the AutoText options displayed, you also can control how the feature works and what items are included in its realm of help.

Adding a word to AutoText

If you find yourself typing the same word or phrase repeatedly, such as a company name or lengthy motto, you can add it to the AutoText entries list. Follow these steps:

1. Choose Tools

   
   AutoCorrect.

   The AutoCorrect dialog box opens (refer to Figure 6.3).

2. Click the AutoText options, as shown in Figure 6.5.

3. In the Enter AutoText entries here: field, type the word or phrase you want to store as an entry.

4. Click the Add button.

   AutoText adds the word to the list.

5. Click OK to exit the dialog box.

   

   Figure 6.5. You can use the AutoCorrect dialog box to add AutoText entries.

The next time you start typing the word or phrase, AutoText jumps in with an AutoComplete tip box, and you just press Return to complete the entry.

Tip

You also can access the AutoCorrect dialog box through the Word Preferences dialog box. Choose Word

Learning to select text in Word is a crucial skill necessary for making edits to a document. You can easily select a single character, a word, a sentence, a paragraph, or the entire document. When you select text, it appears highlighted with a bluish-gray block of color. In Word for Windows, you may be used to seeing highlighted text with a black block behind it. Mac users get the cooler bluish block. After you've selected text, you can make changes, such as retyping, changing the formatting, moving or copying the selection, and so on. Figure 6.6 shows an example of selected text.

Figure 6.6. Selected text appears with a bluish block of color behind it.

When it comes to mouse selection methods or keyboard selection methods, it really depends on which you prefer. Some people like the mouse best for editing text, so zooming around the screen with a hand movement seems second nature to them. Other people prefer to keep their hands on the keyboard at all times, fingers flying over the keys. These folks prefer using keyboard techniques for selecting and editing text. A third group of people utilize both the mouse and the keyboard at different times and whims.

Selecting text with the keyboard

As discussed earlier, the arrow keys—↑, ↓, ←, →—are perfect for navigating around the document from the keyboard and changing the location of the cursor. Like the mouse selection techniques, keyboard selection methods are fairly universal, which means the same methods are common among most word-processing programs and other programs as well. Table 6.2 lists the keyboard shortcut keys for selecting text.

Table 6.1. Mouse Selection Techniques

Selection	Technique
A single character	Click in front of the character, and drag across the character to select it.
A single word	Double-click the word. You also can click in front of the word and drag across it to select it.
A sentence	Click in front of the first word in the sentence, and click and drag across to the end of the sentence. You also can press the
A paragraph	Triple-click anywhere in the paragraph, or double-click in the left margin's selection strip in front of the paragraph.
A line of text	Move the mouse pointer in front of the line of text and click in the selection strip.
The entire document	Triple-click anywhere in the selection strip.
Sections of text	Click in the selection strip in front of the line of text you want to start with, and drag down the margin to add more lines to the selection.

Table 6.2. Keyboard Selection Techniques

Keys and Combinations	Selection
Shift+→	Selects one character to the right of the cursor.
Shift+←	Selects one character to the left of the cursor.
Option+Shift+→	Selects from the current cursor location to the end of the word.
Option+Shift+←	Selects from the current cursor location to the beginning of the word.
	Selects from the current cursor location to the end of the line of text.
	Selects from the current cursor location to the beginning of the line of text.
Shift+Home	Selects from the current cursor location to the beginning of the line of text.
Shift+End	Selects from the current cursor location to the end of a line of text.
	Selects everything from the current cursor to the beginning of the document.
	Selects everything from the current cursor to the end of the document.
Shift+↓	Selects from the current cursor location to one line down.
Shift+↑	Selects from the current cursor location to one line up.
	Selects from the current cursor location to the end of the paragraph.
	Selects from the current cursor location to the beginning of the paragraph.
Shift+Page Up	Selects a screenful or half page of text from the current cursor upward.
Shift+Page Down	Selects a screenful or half page of text from the current cursor downward.
	Select everything in the document.

Figure 6.7. You can use the Undo menu to undo several actions at once.

The Redo command works in the same manner, except it redoes an action. So if you deleted a word, decided to put it back with the Undo command, then decided to delete it again, you can apply the Redo command. Or if you undid a sequence of actions, you can redo them all again using Redo. To activate the Redo command, click the Redo button on the Standard toolbar or Choose Edit

Another very important part of editing text is the ability to move it or copy it around the document or to other files and programs. You can use several methods to move and copy text. The method you choose is entirely up to you and depends on how you like to work onscreen. You can use the drag-and-drop technique, you can use the Edit menu, you can use the context pop-up menu, or you can use the old keyboard shortcut keys.

Using the Paste Special command

In addition to a regular paste action, which simply pastes the cut or copied text, you also can activate the Paste from Scrapbook, Paste Special, and Paste as Hyperlink commands, all found on the Edit menu. The Paste from Scrapbook command lets you paste any items you've collected and stored in the Office Scrapbook feature. Learn more about this element in Chapter 33. The Paste as Hyperlink command lets you paste the cut or copied text as a hyperlink in the document. You can use this feature to create links to the original source from which it was copied in the document, becoming a bookmark to the area in the document. Learn more about this element in Chapter 9. The Paste Special command allows you to control how an item is pasted. When you activate this command, the Paste Special dialog box appears, as shown in Figure 6.11. Here you can specify how you want the pasted text treated in the document, as listed below:

• Microsoft Word Document Object: Word treats the text as an embedded object, which you can move and resize like any other object.

• Formatted Text (RTF): Also known as rich text format, Word retains the font and table formatting of the original source text.

• Unformatted Text: Word pastes the text without any of the original formatting.

• Picture: Word treats the text as a picture object.

• Styled Text: Word copies all the original formatting and styles originally applied to the text.

• HTML Format: Word treats the text as Hypertext Markup Language formatting for Web page display.

• PDF: Word treats the text as Adobe Portable Document Format.

You also have the option of treating the pasted text as a link, which means the text retains a link back to the original document, and any changes made to the original text are reflected in the pasted text as well. This is very useful when copying and pasting text between two documents. You can activate the Display as icon check box in the Paste Special dialog box to include an icon representing the program in which the pasted text was created. This works only if you paste the text as a link.

Figure 6.11. You can use the Paste Special dialog box to control how you want the copied text to appear.

Follow these steps to move or copy text using the Paste Special command:

1. Select the text you want to move or copy.

2. Cut or copy the text as needed.

3. Click where you want to insert the text.

4. Choose Edit

   
   Paste Special.

   The Paste Special dialog box appears.

5. Click Paste, and choose how you want the text treated.

   If you choose to paste the text as a link, Word inserts the text as a link to the source file.

6. Click OK.

   Word inserts the text.

Removing text is an inevitable part of editing. You may need to remove a single character or word, remove text to type new text, or delete entire sentences, paragraphs, or pages of text. Several key tools are in your editing arsenal for removing text. First, you have the Backspace key on the keyboard. Use it as you're typing to quickly delete characters and retype them again. If it's the big guns you need, however, break out the Del key. It's good for all kinds of removal tasks in Word. You can click in a sentence or word and press Del to remove characters to the right of the cursor. You can select any text you want to remove and press Del to quickly delete it from the document. You also can use the Del key to delete selected objects, paragraphs, tables, drawn objects, and more.

If you're looking for a tool for removing formatting and not the text, use the Clear command. Select the text, and choose Edit

As your document grows in length and complexity, you'll encounter times in which you need to find a particular word or phrase in the document. Or perhaps you need to replace a word with another word entirely throughout the document. You can use Word's Find and Replace commands to help you locate text as well as replace it with something else. The Find and Replace dialog box is the nerve center for searching through your document. It includes three tabs: Find, Replace, and Go To. This section discusses how you can use each tab and how to utilize the Advance Find options.

Using Advanced Find options

The Find and Replace dialog box can expand to show additional Advanced Find search options you can apply, as shown in Figure 6.15. Click the Expand arrow button to reveal the hidden options. You can click the button again to hide the extra options.

Figure 6.15. You can expand the dialog box to view Advanced Find search options.

You can use the additional search options to narrow down exactly what Word locates in the document. The Advanced Search options are organized into two categories: Search and Find. Here's what you can do with the settings under the Search category:

• Search pop-up menu: Click the Search pop-up menu to specify how you want to search the main document: from the current insertion point down or up, from the very beginning of the document, or all open documents one at a time.

• Match case: Select this check box to find words that match the specified capitalization you entered.

• Find whole words only: This tells Word to search only whole words, not just instances of the string of characters, such as searching for "we" only and not finding "went," "between," and so on.

• Use wildcards: Activate this feature to use special characters standing in for actual letters, such as substituting "th*" to find words like "the," "that," "theirs," and so on.

• Sounds like: To look for a phonetic spelling of the word, check this option. This is useful if you commonly misspell "their" and "there."

• Find all word forms: Check this option to find irregularly spelled nouns and verbs.

You can use the pop-up menus under the Find category to search for specific formatting attributes throughout the document. For example, the Format pop-up menu lets you open specific formatting dialog boxes, such as the Paragraph dialog box, and choose what attributes you want to search for. After making your selections, you'll see what attributes you selected listed under the Find what field at the top of the Find tab, as shown in Figure 6.15.

Here's what you can do with the Find options:

• No Formatting: Click this option to stop searching for formatting attributes.

• Format: Use this pop-up menu to select which type of formatting attributes you want to include in your search.

• Special: Use this pop-up menu to search for special characters in a document.

Just what sort of formatting can you find with the Find and Replace dialog box? Just about any kind of formatting you can think of. You can search your text for a particular font, font size, indents, tab stops, styles, and more. When used in conjunction with the Replace command, you can find formatting throughout a document and replace it with new formatting. Among the list of Format options offered in the Format pop-up menu, you can search for the following attributes:

• Font: Finds specific fonts and font characteristics, such as bold, italic, or color.

• Paragraph: Finds paragraphs based on indentation, line spacing, alignment, outline level, and page breaks.

• Tabs: Finds tab stops by position or type.

• Language: Finds text based on a certain language.

• Frame: Finds frames and their attributes. (Most people use text boxes instead of frames these days as containers for text that you can freely position and resize on a page.)

• Style: Finds styles and style attributes.

• Highlight: Finds highlighted text in a document.

You can use the Special pop-up menu in the Find and Replace dialog box to search for special characters and non-alphanumeric characters throughout a document, such as hyphens, en dashes, or em dashes. You also can search for document elements that are not text, such as page breaks, column breaks, or even white space. When you click the Special pop-up menu, the following special character choices appear:

• Paragraph Mark

• Tab Character

• Comment Mark

• Any Character

• Any Digit

• Any Letter

• Caret Character

• Column Break

• Em Dash

• En Dash

• Endnote Mark

• Field

• Footnote Mark

• Graphic

• Manual Line Break

• Manual Page Break

• Nonbreaking Hyphen

• Nonbreaking Space

• Optional Hyphen

• Section Break

• White Space

Simply choose what you want to search for from the list. As soon as you choose a character, it appears in the Find what: text box at the top of the dialog box.

As with any dialog box, you can exit without applying any changes, or in this case without conducting a search, by clicking the Cancel button at any time.

In the history of typography and the golden age of the typewriter, tabs were an important tool for indenting text for paragraphs and tables. Today's word-processing indentation tools offer much more flexibility, but because people commonly use tabs, they're still around. Tabs are essentially preset indentations across the width of the page. You can use the ruler to view tab stops in a document, as shown in Figure 6.17. By default, every new document you start in Word has invisible, preset left-aligned tabs every half inch across the page. When you press the Tab key on the keyboard, the cursor (or the insertion point) moves over approximately one-half inch. Any text you type lines up at this tab stop. If you set your own tab stops, the default tab stops disappear.

Figure 6.17. You can view tab stops on the horizontal ruler.

To utilize the default tab stops, just press Tab as you're typing. Many people use the Tab key to create a quick indent at the start of a paragraph. But you can do much more than just create indents: You can create decimal-aligned columns, add leader dashes between columns, and control the alignment of text in a tab column. You can align Tab stops come in five different alignment modes:

You can set your own tab stops using the ruler or using the Tabs dialog box. You can set tab stops for an entire page before you even start typing. You also can set tab stops for the current paragraph or for selected paragraphs in a document. Be sure to select all the paragraphs you want to include with the new tab stops before you set the tabs.

Setting tab stops using the ruler

The fastest way to create your own tab stops is to do so directly on the horizontal ruler at the top of the document window. The Tab button, also called the tab well, at the far left end of the ruler lets you control what type of tab stop you create. When the button is clicked, as shown in Figure 6.18, you can view the five alignment options. Notice that the pop-up menu has an option for opening the Tabs dialog box. After you select a tab alignment, you're ready to start adding tab stops to the ruler. For example, if you want a tab stop at 2″, just click on the 2″ mark on the ruler. The little icon that Word adds to the ruler to represent the tab stop also shows the alignment of the tab, as shown in Figure 6.18.

Figure 6.18. The Tab pop-up menu lets you choose a tab type.

To set tab stops using the ruler, follow these steps:

1. Click the Tab button.

2. Click a tab alignment.

3. Click on the ruler where you want to insert the tab.

   Word adds the tab stop.

You can easily edit tab stops on the ruler, too. Simply drag them where you want them placed. If you no longer want the tab stop, drag it off the ruler, and it's deleted.

You can use Word's Columns feature to create newspaper or magazine-style columns in a document. When using these types of columns, text flows from one column before proceeding to the next column. You can create columns using the Columns button on the Standard toolbar or by opening the Columns dialog box. You can apply columns to selected text or to a document you just opened. This section shows you how, along with tips on editing columns after you've added them to a document.

Editing columns

After you've added columns, you can control the column width and how the text flows from one column to the next. You can use the ruler to quickly adjust the width of any column. However, in order to do this, you must use Print Layout view. The column markers appear at either end of the blue "gutter" that signifies the distance between the columns, as shown in Figure 6.22. Simply drag the column markers to change the width.

For more precise controls, revisit the Column dialog box, shown in Figure 6.21, and set your own measurements for column widths in the Width fields for each column. If you leave the column width check box selected, Word makes sure all the columns are always the same width.

To control how text flows from one column to another, you can insert a column break. Column breaks tell Word exactly where you want the text to flow into another column. To insert a column break, click where you want it to start and choose Insert

By default, column text is left-aligned, and the right margin is uneven. For some documents, you may prefer both margins to look neat and aligned. You can justify column text for a professional look. To do so, select the text, click the Alignment and Spacing pane on the Formatting Palette, and then click the Justify button.

Figure 6.22. You can adjust the width of your columns using the ruler.

When you apply columns, you may want to turn on automatic hyphenation to automatically break longer words at the right margin. This can help create a straighter, more even right margin for your columns. To turn on the feature, choose Tools

If you're having trouble making your columns come out evenly at the bottom of the columns, try adjusting the paragraph spacing. In the Formatting Palette, click the Alignment and Spacing pane and use the Before and After fields to set space before and after the paragraphs.

Drop caps are a feature commonly used in publishing in which the first character of a word in the first paragraph is super large compared to all the other text. These extra large capitals are common in books at the beginning of the book or a chapter. You might think you can create the same effect just by making the first character a large font size. Alas, you cannot. The effect also involves dropping the capital letter well below the other characters on the line, and the only way to do that is with the built-in drop cap feature.

To create a drop cap, follow these steps:

Figure 6.23 shows an example of a drop cap applied to text. If you need to edit the drop cap in any way, simply reopen the Drop Cap dialog box and make your adjustments to the settings.

As you're typing along creating a document, you may find yourself needing to insert some characters not found on the keyboard. For example, you may want to insert a copyright symbol, a registered trademark, or an em dash (a very long dash). You can easily add symbols and other special characters using the Symbol dialog box, shown in Figure 6.25. Most fonts include symbols you can insert, but a few are geared just for symbols. The fonts Symbol and Wingdings, for example, offer a huge selection of symbols. If you're looking for a symbol from another language, the font list offers other language selections as well.

Follow these steps to insert symbols:

Follow these steps to insert special characters:

As you're typing text, you may have occasion to change the text case. Normally, unless you've left the Cap Lock key on, you type using both uppercase and lowercase letters. To quickly change the text case, you can activate the Change Case dialog box, as shown in Figure 6.28. You can choose from five different case options. Follow these steps to change text case:

Figure 6.27. The Formatting Palette's Font pane also has a couple of text case options you can apply.

On the other hand, the All Caps button, when clicked, just turns the selected letters to all capital letters. Strangely enough, if you toggle the All Caps button off again, the text reverts to the way you typed it. You can't do this if you typed everything with the Cap Lock key engaged. Word treats the Small Caps and All Caps buttons like formatting you apply, the same as applying bold or italics.

From time to time, you may need to insert a block of text that sits separately from the rest of the document. For example, you may want to set a quote aside in the middle of the document and format it differently to stand out. You can create text boxes to create text that is independent from the rest of the document. Word treats the text box as a graphic object, which means you can move and resize the box as needed, and apply special formatting commands to the object. A text box can have a border or no border at all, and you can even apply a fill color to the box to really set it apart from the rest of the document.

Follow these steps to create a text box:

You can now treat the box like any other graphical element. You can select the box and drag it around to a new location. Simply click the box to select. To assign a line or fill color, select the box and use the settings on the Formatting Palette in the Colors, Weights, and Fills pane. To change the text box formatting, such as setting a new margin or text wrap, click the Text Box pane in the Formatting Palette. You also can double-click the text box to open the Format Text Box dialog box and set line and fill colors, inner margins, change wrapping style, and more. To learn more about formatting objects, including text boxes, see Chapter 30.

Outline headings you assign are based on Word's built-in heading styles. Headings can help you arrange your thoughts in an orderly fashion. Heading 1 is the topmost outline heading you can apply, followed by Heading 2, Heading 3, and so on to Heading 7. When you finally get to the point of adding some regular text, you can assign the Body Text style.

To begin any outline, start by typing all the main points as Heading 1 level text in the document. Press Return at the end of each heading and start another heading. You can choose to enter all the level 1 headings first and fill in subheadings afterward, or you can enter in all the text at once and change levels later. It's easy to promote or demote a line to another heading level. To change the heading levels, use any of the following methods:

As you're building your outline, you'll probably need to move parts of it around. You can rearrange your headings in your outline using several methods:

By default, Outline view shows all the headings and text you type into your outline. As you work with the material, you may want to view only headings with level 1 assigned, or just view heading levels 1 and 2. You can control which headings appear in the outline using the buttons on the Outlining toolbar. Use these methods to change your view of the headings:

After completing your outline, you can switch to Print Layout view or Draft view and finish writing the text, fleshing out each heading in the outline.

For many of us, outlines are associated with all the funny numbering techniques they taught you back when you were learning to write research papers and reports, such as Roman numerals or sequences of tiny iii's. You can find these same numbering sequences in Word today. Word offers seven outline numbering formats you can apply, or you can create your own numbering system. To add numbering, follow these steps:

To enter note text in Notebook Layout view, just click where you want to insert it and start typing. When you press Return, you start a new paragraph or outline heading. As you enter each line, a tiny gray circle bullet appears over in the left margin. You can see the bullet when you move your mouse pointer over the note text, as shown in Figure 6.33. This bullet works much like the icons that appear in front of headings in Outline view. You can click and drag the bullet icon to move the text around on the page. To create subheadings under a main heading point in your outline, press Tab. If your text includes subheadings, as in Figure 6.33, you can expand and collapse the headings by clicking the Expand or Collapse arrow icon in the left margin.

The Notebook Layout view offers several special toolbar buttons on the Standard toolbar. Table 6.4 explains each of the buttons you see on the toolbar, including the ones you're already familiar with. The Formatting Palette in the Toolbox also displays some special panes just for working with notebook text and items.

Figure 6.33. You can enter text and drag it around to rearrange its order on the page.

Table 6.4. Notebook Layout Tools

Button	Name	Description
	New	Creates a new notebook document.
	Save	Saves the document.
	Open	Opens a new document.
	Print	Prints the document.
	Print Preview	Opens the document in Print Preview mode.
	Appearance	Changes the appearance of the Notebook and pasteboard background.
	Scribble	Allows you to freehand scribble on the notebook page, turning your mouse into a pen or pencil.
	Eraser	Erases lines you scribble on the page.
	Select Objects	Lets you drag over objects to select them on the page.
	Audio	Displays the Audio Notes toolbar for recording and playing back audio notes.
	Toolbox	Opens the Office Toolbox palettes. The Formatting Palette displays panes geared to Notebook Layout formatting tasks.
	Zoom	Magnifies your view of the notebook page.
	Quick Search	Lets you search the notebook for a keyword or phrase.
	Help	Opens the Word Help files.

To add text on another section tab in your notebook, click the tab heading. Notebook Layout view starts you out with three sections or pages. You can add more if you need them; click the + tab, or Control+click the section heading tab and choose New Section from the context menu. To assign the tabs unique names, double-click the name and type another. Press Return, and the new name is assigned. You also can rearrange sections by dragging and dropping them where you want them to appear in the lineup.

Like Outline view, you can set text levels to promote or demote notes in your notebook outline. Note Level 1 is the highest level, and Note Level 9 is the lowest. You can use the buttons in the Formatting Palette's Note Levels pane to assign text levels, you can drag and drop text to change levels, or you can use keyboard shortcuts. Figure 6.34 shows the Level menu from the Note Levels pane.

Figure 6.34. You can assign levels to your notes using the Note Level headings.

When you first start typing in Notebook Layout view, Note Level 1 is assigned by default. To change the text level, click the line of text and then apply any of these methods:

To add actual bullets or numbers to your text levels, display the Bullets and Numbering pane in the Formatting Palette and click the Bullets or Numbering button.

You can sort your notes using the sorting commands in the Formatting Palette. Display the Sorting pane in the Formatting Palette, as shown in Figure 6.35, and click either Ascending or Descending. Ascending sorts your notes in ascending order based on the first letter of the text level, while descending sorts the notes in descending order.

Figure 6.35. The Sorting pane has options for sorting your notes, while the Note Flags pane has options for flagging your notes.

You also can assign a flag to your notes. For example, you can insert a colored check box in front of a text level or assign a priority level. Display the Note Flags pane, click the Note Flag arrow icon, and choose a flag. To turn a note into an Entourage task, click the note and then click the Create Entourage Task button. The Create Task in Entourage dialog box opens, as shown in Figure 6.36. Set a reminder date and time, and click OK to create the task.

Figure 6.36. You can easily turn a note into an Entourage task.

You can create freehand drawings on your notes pages using the Scribble tool. If you have a pen tablet, you can use a stylus to scribble on the page. If you don't, you can use your mouse. Your scribbles may be a bit rough, but with a little practice, you can create some basic shapes. Word treats the drawings as picture objects, which means you can move, resize, and format them like other graphic objects. To learn more about how to work with graphics in Word, see Chapter 30.

Figure 6.37. Use the Scribble tool to create freehand drawings on your notes pages.

If you're using Notebook Layout view in a classroom or lecture environment, you can turn on the audio features and record notes. You can focus on typing the main points and let the audio recording take care of the details. As you type your notes, the audio tool inserts speaker icons for the snippets of audio that match what you typed at the time, synching the audio as you type. You can play back the recording later to refresh your memory about the material covered. Figure 6.38 shows an example of the audio tools.

Figure 6.38. Use the Audio Notes toolbar to record audio notes in Notebook Layout view.

Table 6.5. Audio Notes Tools

Button	Name	Description
	Record Status	Displays the recording status as Standing By or Recording.
	Input Level Indicator	Displays the microphone volume level.
	Input Volume	Lets you drag the slider to increase or decrease the microphone's volume input.
	Record	Starts recording audio.
	Pause	Pauses audio playback.
	Stop	Stops recording or audio playback.
	Timeline Slider	Displays the audio recording length.
	Audio File Size	Displays the audio file size.

When you're ready to record, click the Record button and begin typing your notes. As you type, Word creates new audio notes for each line you create in the notebook. Click the Stop button to stop recording. To play back the recording, click the Play button or click the audio icon in front of the note text. If you need to pause the recording, click the Pause button.

Any audio notes you record are saved along with the Word document file. If you no longer need the audio recording, you can delete it; choose Tools

Note

You can export any audio files you record in Notebook Layout view. Choose Tools