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Microsoft Word:
(Part Six)
(Archived 1-24-02)
The following instructions will work with Microsoft Word 2000 and probably with most of the other versions of Word. Some features may work differently on older versions. Word in OfficeXP may work differently in some instances.
Before we consider the Table menu itself, here are some general characteristics of tables. A Table consists of rows and columns into which text and graphics can be inserted. Tables are primarily used to organize information and display it in an understandable form. Tables can also be used to align numbers in columns, then sort and perform calculations with them. In addition, tables are used to create web page layouts. This page is actually made up of tables and nested tables (tables inside cells of other tables).
In addition to creating a blank table in which to enter information, you can create a table from existing paragraphs of text or from an existing data file. You will be able to establish borders for the table as well as its cells, or you can have non-printable lines as an aid to developing the table with the
printed copy just showing the orderly arrangement without lines. Text can be aligned in the cells horizontally to the left, center or right, as well as vertically to the top, center or bottom. If your table has a heading, you can make it appear at the top of each page (assuming your table covers more than one page). Table entries can automatically be sorted alphabetically or numerically in either ascending (ex: 1-any higher number or A-Z) or descending (ex: higher number-1, or Z-A) order. Word first sorts items beginning with punctuation marks, then numbers and after that alphabetical letters.
The following instructions for the Table menu in Word 2000 will probably work, with few differences, in other versions of Microsoft Word. I have no experience with Word in Office XP yet, so I cannot guarantee that the same options will be available there.
Now, let's get down to business and look at the items on the Table menu, located on the Menu Bar at the top of Word's display window.
The dialog box that appears when you select this first item on the Table menu allows you to do much of what is described above. It will allow you to draw or insert a blank table into your document. You can choose the number of columns and rows and their spacing. Line styles and their weights, as well as border and shading colors are available here. To draw a table, just select the draw tool and make the rectangles by dragging your mouse with the left button depressed. Draw your largest rectangle for the overall table, then draw others for the columns (vertical) and rows
(horizontal). You can use the eraser to erase lines, creating cells that span more than one column or row. This type of table (with variable columns and rows) are often used for web pages and display charts. Once you have created or inserted a table, you can have Word to automatically format it by clicking on the AutoFormat button. The dialog box also has ascending and descending buttons for sorting items in your
table.
Do you have a long list of items entered at random that you wish to alphabetize, but dread losing the time it takes? Just highlight the list and choose insert table. The list will then be in a one-column table. Next, under the Draw Table item, select sort (for either ascending or descending). You can
do the same with lists of numbers. Keep in mind that in sorting numbers, only the first digit is considered unless more than one number starts with the same digit. Then the second digit is considered, etc. Therefore, 10 will be listed before 2. If you goof up on anything, don't panic, just go to the tool bar (above the display window) and click on the arrow that curves back to the left. That will undo what you have just done. If you don't see the arrow, click on the Edit menu and choose "Undo Typing."
With this choice you can insert a table. There are usually several ways to do most things in Word, Windows and many other programs. As you work with a table, you may need to insert additional columns or rows or individual cells. This is the place to do it. To insert a column or row, just click in the column or row next to where you wish to insert another one. On the Table menu, select Insert. In
the drop-down menu that appears, choose whether you want the new column to be inserted to the left or right of the one you selected, or whether the new row should be inserted above or below the one selected. A cell can be inserted in the same manner.
The delete item on the Table menu will allow you to delete a whole table or delete selected columns, rows or cells. If you wish to delete just one column, row or cell, simply click in the entity (column, row or cell) you want to delete, choose the delete item, then in the sub-menu that appears, select
the item to delete. If you wish to delete more than one column, row or cell, just select (highlight by dragging the mouse with left button depressed) contingent cells vertically and choose Delete Rows or horizontally and choose Delete Columns. You do not have to highlight the entire columns or rows. The same method is used to delete multiple cells. But if you just wish to delete the content of a cell, and not the cell itself, highlight the content and press the Delete key on the keyboard.
Instead of dragging your mouse to select cells, columns, or rows in a table, you click your mouse. Just click in a cell, then under the Table menu hover over Select and click on column to select (highlight) the entire column. Click on row to highlight the entire row. Click on cell to highlight the content of the cell. This may sound like the long way around to select these items. But if you have a very large table, long rows and/or columns, it may be both faster and easier.
This item allows you to merge two or more contingent cells (empty or with content in them). If you merge two cells, they will become one cell. This can be helpful in designing a table with variable size and uneven number of cells in the columns or rows, often used to display information.
To split a cell into multiple parts, highlight it and select this item. You will be given the opportunity to span 1 or more columns and/or rows. If you wish to split multiple cells, the check box provided will allow you to merge the cells before splitting them.
To divide a table, making it two tables, just highlight a cell, then click on Split Table in the Table menu. The cell row you highlighted will go with the lower table. All above it will become a separate table.
Click anywhere in a table, then choose the Table AutoFormat item in the Table menu. A dialog box will appear giving you a number of choices about the style of table you want. As you select from the long list, a preview window will show you how the selected table style will look. Some are especially suited for calendars, but are also useful for other applications. Checkboxes are available for formatting features you want AutoFormat to use. This is the same dialog box you get when
you choose Draw Table on the Table menu and then click on the AutoFormat icon.
This item will provide the following options for your table: AutoFit to Contents, AutoFit to Window, Fixed Column Width, Distribute Rows Evenly and Distribute Columns Evenly. Let's briefly look at these one by one.
AutoFit to Contents. To make columns in a table automatically fit the contents, click on the table, point to AutoFit on the Table menu, than click AutoFit to Contents.
AutoFit to Window. If you are working on a web page or Web layout view, you can set the table to automatically resize to fit the window when you change the window size.
Fixed Column Width. To make each column in a table a fixed width, using the current width of the columns.
Distribute Rows Evenly. Click on the table and select this item to make all rows the same height.
Distribute Columns Evenly. Click on the table and select this item to make all columns the same width.
The purpose of this item is to cause your table heading to repeat on subsequent page(s), assuming your table covers continues beyond one page. Here's how it works. Select the row or rows that you wish to use as a table
heading. This selection must include the first row of your table. Click Heading Rows Repeat, on the Table menu. Word will automatically repeat the table heading on new pages that result from automatic page breaks. The heading will not be repeated on pages resulting from a manual page break within the table. These repeated table headings are visible only in Print layout view and on the printed document.
Select this item to convert a table to text or text to a table.
Converting a table to text. Select the table and rest your pointer on Convert. In the submenu that pops up, click on "Table to Text." In the dialog box, select how you want the information in the cells separated (by Paragraph marks, Tabs, Commas, or Other). If you choose other, there is a one-character text box for you to type in the character (such as a punctuation mark) that you want to separate the information currently in cells. If you have nested tables (tables inside tables) there is a checkbox to allow you to also convert the nested tables. You can
uncheck the box if you do not want the nested tables converted. When you are finished, click OK.
Text to Table. When converting text to a table the text may be separated by paragraph marks, tabs, commas, or a character of your choice. This separation tells Word where to separate the cells. Select the text and rest your pointer on Convert. In the submenu that appears, click on how the text is separated. You can also enter the number of columns or rows. Check the AutoFit behavior you desire. The choices are Fixed Column Width (type a width or choose Auto), AutoFit Contents and AutoFit Window. These are explained above under AutoFit. You may also click on the AutoFormat button and get a dialog box from which to choose one of many styles of tables listed. The preview window will show you the effects of each style. Other options may also be chosen there. When finished, click OK.
If you wish to sort a table, select the table and click Sort, on the Table menu. In the dialog box, choose the column by which you wish to sort and the type of sort (Text, Number, or Date). Choose whether you want an Ascending or Descending sort. If you wish to sort by other columns also, make your choices for them. Indicate whether or not the sort list has a header row. You can also click the Options button and get another dialog box. There you can indicate how you want fields separated, set sort options and the sort language to use. If you make choices here, click OK. If you made no choices or you wish to disregard choices made, just click cancel. Then on the first dialog box click OK.
If you wish to sort text (perhaps a list), use the same method as for sorting a table. However, some of your choices will be different.
The Formula item on the Table menu is used to calculate a number by using a mathematical formula. To perform calculations in a table, (1) Click the cell in which you want the result to appear. (2) Click the Formula item on the Table menu. A dialog box will appear. (3) If a formula that you do not want is already in the Formula box, delete it. (4) In the Paste function box, use the down arrow and select the function you wish. If you wish to add a column, select SUM (may have to scroll down the list to find it). The formula will appear in the Formula box. To reference the cells to which the formula is to apply, type the references in
the parentheses in the formula. To add cells B3, C5 and E8, the formula would be =SUM(b3,c5,e8)
In the Number format box, use the down arrow to select a number format. To display the numbers as a decimal percentage, click on 0.00%. The calculation result will appear as a field in the cell you selected. If you change the referenced cells, select the field and press F9 to update the calculation.
Self-explanatory. This item is a toggle. If Show Gridlines option is in view, click it to show gridlines. The item will change to Hide Gridlines. Click it to hide the gridlines.
The Table Properties item on the Table menu will open the Table Properties dialog box. To make this item available, you must first click inside your table to place the cursor there. This dialog box has four tabs: Table, Row, Column, and Cell.
The Table tab will offer options for setting the table size, if you wish, and indention as well as placement of the table in your document (left, center or right alignment) and whether or not you wish the document
text to flow around the table. In addition, there are two buttons on this tab page to allow you to further customize your table.
The Borders and Shading button on the Table tab page will produce another dialog box, with three tabs, allowing you to further customize your table. On the Borders tab page you can select the placement, style, border weight (line thickness) and color for your table, if you wish. You can apply your selections to the overall table or to a cell or a paragraph. If you choose to apply your selections to a paragraph, the Options button will become available to give you additional choices. A preview pane shows you the effects of any choices or changes you make.
On the Page Borders tab page (still in the Borders and Shading dialog box) you can set borders for the page (same idea as selecting borders for the table). The Shading tab page will let you shade or color one or more cells, your entire table, or a paragraph. Click OK for any selections you have made.
You are now returned to the main part of the Table tab. There is still another button on this tab page. It is the Options button (not the same as the one on the Borders and Shading box). This Options button opens a dialog box that lets you set the default cell margins (the space between the text in the cell and the cell border) and the space between cells, if any. You can also check a box to allow the cells to automatically resize to fit the content.
The Row tab of the Table Properties dialog box will provide you the opportunity to specify the row heights, if you wish, and indicate whether the specified height is to be exactly or at least the height you choose. You do not have to specify a height. In addition two check boxes are provided. One is to allow a row to break across pages. The other will allow you to cause row to repeat as a header row at the top of each page. The two buttons, Previous Row and Next Row make your job easier. These buttons will highlight the row, and the changes will apply to the row highlighted. Also the row number will be shown above the "Specify height" check box.
The Column tab of the Table Properties dialog box provides options for you to select a preferred column width, if you wish. This width can be shown in inches or a percent of the table width. This tab page has a Previous Column button and a Next Column button. Clicking on the button will highlight a column in your table and show the column number above the "Preferred Width" check box. The selections you make will be applied to the selected column.
The Cell tab of the Table Properties dialog box lets you set the preferred width of the cells measured in inches or a percent of the row width. Also you choose for the text
You may be wasting up to hundreds of megabytes from duplicate files. People downloading from the Internet often download files they already had and put them in different folders or give them different names. Duplicate images can waste lots of space for those who work in graphics or develop and maintain websites. Sometimes the same program is installed in different folders. Windows duplicate file finder only locates duplicate text files. Some utilities locate any type of duplicate files, even graphics and audio. Be sure that the duplicate finder you use does not rely on matching file names or time stamps. Here are a few duplicate finders with differing features. I cannot vouch for any of them, but I'll present the information the venders supply. I do not know how well they will run on XP if they do not show that they support this new OS. Free and shareware trial period programs generally use advertising banners to
support them. Registering the program should stop the banners.
That's a simple name for this utility. The trial version gives you ten free uses. The registered version is $15. Supports Windows 98, ME, 2000, and XP. Can be downloaded at ABC-View. Find duplicate downloads and applications in more than one folder. Use for selected folders or whole drive. It compares file length first and then does a bit by bit comparison. This will find duplicates that may even have different file names. This program will not work on images. Some programs, not this one, will also detect truncated files.
The default setting skips the Windows folder, including its subfolders, to minimize the risk of presenting essential system files for deletion. When you decide to delete duplicate files, they are placed in the recycle bin. You can also opt to put the files in an archive folder.
d'peg, version 5.16.
After the free trial period, the registered version costs $19.95. It can be downloaded at SomeWare. This is a duplicate graphic image manager. It understands any of 29 graphic formats and supports Windows 95/98/NT/2000. Windows 2000 users
should apply the Win2000 service pack (didn't say which) for improved compatibility.
This is a free program and can be downloaded at Midnight Blue Software. It locates duplicate image and other files. No installation is required. Just make a folder and put the program in it. It is a basic small utility.
Free trial for 30 days. The registered version costs $15. It supports Windows 95/98/NT4/2000 and XP. It can be downloaded at Kewlit. I don't know whether it skips Windows files by default, but you can omit the Windows folder in your selections.
Shareware, free download. Register for $9.95. You can download it at Cequal Software.
Rated 5 stars by ZDNet. Free version is supported with advertising banners. The company says that these banner ads are in the software and do not communicate with any outside agency or 3rd party ad server. The registered version is $20 and it removes the ads. If you don't mind the ads, the free version is just that. Use it as long as you wish. It can be downloaded at More Space. More Space supports Windows 9.x/2000/NT.
This shareware can be used for 30 days free. The registered version costs $59.95. The program can be downloaded at Iolo Technologies. You can choose all files, file types, selected folders, exclude and/or selected folders. "Excluded" files and folders can be added to an "excluded" list. The SYSBACKUP folder that is kept by Windows and contains backup copies of vital Windows files and information can be skipped. This folder may have legitimate duplicates of files found elsewhere. You can also skip "Virtual Folders." These non-physical folders contain indexing information and other data. "My Briefcase" and "Recycle Bin" are examples of these. The program can also show zero-length files and you can clear your system of these if you wish. QuickView lets you view the contents. You are able to access the file properties also.
Registered version is $19.95. Find duplicates of images, video, music, or sound. You get a graphical view of each duplicate. This is nagware. Until you register, a reminder will pop up on each startup and after every 10 files you delete. You can download it at Soho Software.
Do you ever get email that you didn't ask for and don't want? Of course you have. Tons of it! -- unless you have an effective spam blocker to eliminate the junk mail. No program is perfect, but one of these can make a difference. Here are a few.
There are two versions of this, the freeware
version 1.9 and the registered version. The registered version costs $19.95.
Here's the info on the freeware version. It supports Windows 95/98/ME/NT. Run Spam Buster before your email program as the first line of defense against the junk. Then, from Spam Buster, you can launch into your email program (Just click on "check mail") to retrieve and read the email that you wish to read after cleaning up the junk mail. It will delete the junk from your POP account before it gets into your email program. Not only will it flag junk email, it will allow you to delete any massage you wish, simply by marking it.
Now for the registered version. It supports Windows 95/98/ME/NT/2000. Keep unsolicited mail from coming to your email Inbox. Use built-in filters to block adult ads, junk mail and more from reaching your computer. Require. The program requires a POP3 email account, such as is provided by a local ISP and does not support proprietary email such as AOL, Compuserve, MSN. Juno, or web-based mail accounts such as Yahoo and Hotmail.
The free version is supported by banner advertisements that appear on the main screen. The company says that these banner ads are included in the software and do not communicate with any outside agency or 3rd party ad server. Of course the registered version has no ad banners. Tucows rates Spam Buster at 4 cows. ZDNet rates it at 5 stars. It can be downloaded at
Contact Plus Corporation. This is the program I use.
This is a free service, rather than a software program in your computer. I would guess that you will see banner ads to support the service. Here is their pitch. Take control of your email address. Find out who's been sending it. Attach reminder notes with each use. Your real address is never released. (The reminder notes are to remind you why and to whom the email address is being given. The reminder note is recorded in an editable log with the date and time.)As soon as the Spam Motel server has recorded this information (almost instantly), it creates a special email address for you to give out instead of your real one. Simply paste this special address into whatever field requires it. That's all you do.
You can review the reminder notes. They can be sorted, searched and edited. Now when a sender (or spammer) sends you email, it is forwarded to your regular email address, along with your reminder note and other useful information, which appears at the top of the email. The Spam Motel people tell you when a special address was created and how many emails you have received from that sender along with the date that the sender last sent you mail. The service gives you power to stop spam sent to any of the special addresses. You can delete any of the special addresses given out. There is nothing to install. The service is available at Spam Motel.
This is a web-based service rather than a plug-in for your email program. It has three modes. 1. No SPAM. This is the default setting. 2. Tag SPAM and leave in mail box. This will cause SPAM Blocker to insert"xxxxSPAMxxxx" into the subject of the detected spam, but will not block the spam from your mailbox. 3. Discard all detected SPAM. All identified Spam will be deleted automatically. This service can be accessed at Vaxxine.com.
If you are upgrading your Windows operating system, you may be thinking about reformatting and/or partitioning your hard drive. Upgrading over your current OS, you don't have to, but you may want to. When doing a fresh full upgrade, you may want a boot partition for your upgrade OS and programs, perhaps a partition for a second OS and a separate partition for your data, making backups a snap. Or, you may not want to do any of that. But there are some utilities made for the job, with more capability than the utility Windows offers. Some of these will format and partition, resize a partition, change file systems and do other things without losing your data. I would still do a backup first, just in case something goes wrong. Also when upgrading to Windows XP, be sure that the formatting/partitioning program supports XP. Here are some of the utilities.
Demo can be downloaded free. It will allow you to see how it works, but will not actually perform the action on your computer. The working personal version costs $39,95. Bundled with Drive backup 5.0, Advanced Boot Manager 5.0, Disk Wiper, and Ext2FS Anywhere, the cost is $49.95. Multiple unit licenses are available. The utility supports Windows 9.x/ME/NT/2000/XP. Paragon Partition Manager will create, delete, resize, convert, format, modify, copy, move, active inactive, hide/unhide, and change accessibility of partitions. It supports NTFS from Windows 2000/XP along with NTFS standard. It will do a NTFS cluster resize. The program converts FAT/FAT32/ to NTFS. Cluster size can be changed. Note: converter from Microsoft sets minimum cluster size to 512 bytes. Paragon will resize partitions without data loss (FAT, FAT32, NTFS, HPFS, and EXT2FS). It works with large hard drives (more than 80GB). It does not work with Windows 2000 dynamic disks. The product works with basic disks only. The site is available in several languages. You can explore further and purchase at Paragon Software.
Free download will let you see how it works but will not actually format your hard drive. Cost for the full program (on CD) is $49.95, plus shipping and possibly tax. When you buy, you will be given a code that will also allow you to download (40MB) the program within seven days. This way, you do not have to wait in case you are in a hurry. Create, resize, merge and convert partitions on your hard drive without destroying data. The company's claim that this is the world's eading hard-drive partitioning software for PCs is probably correct. The program constantly gets good reviews. Safely run and manage multiple operating systems. Merge NTFS partitions, support for Windows XP, partitions hard drives as large as 80GB, access and partition external USB drives, undelete a deleted partition from rescue disks. Preview the effects of partitioning your hard drives before implementing anything. Convert from one file system or partition type to another without losing data. Supports FAT, FAT32, NTFS, and Linux ext2/Swap file systems. The place to go for this is
PowerQuest.
This is freeware, which means you can use it as long as you want to and never pay for it. I do not know if the utility supports Windows XP. Check on this if you plan to use it for that purpose. This partitioning program will resize and move partitions without data loss. It supports disks up to 2TB in size (2,048GB). It is a small DOS executable program that requires no installation. You can download Partition Resizer at Zeleps.
Free download. I saw no mention of cost. If so it will be stated in the software. Otherwise it is free (not shareware). The program is dated 2-8-01 so it may not support Windows XP. It handles disks over 8GB. It will copy disks and partitions and format and resize FAT partitions. You can boot Ranish Partition Manager from floppy without any Operating System. This program can be downloaded at Ranish.
Finally, I got Microsoft, Part six and these utilities online. I'm thinking that my workload may be reduced in a couple of months and I can get these articles up in a more timely fashion. Also, I hope to expand the Resource Center, but that will have to wait for now.
Until next time, take care and go to church Sunday
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-- Don
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