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Summarizes the current document by highlighting summary information (in yellow, by default). The remainder of the document text appears in gray. The AutoSummarize toolbar appears by default; it includes a Highlight/Show Only Summary button, a Percent Of Original slider that enables you to adjust the per centage of the document included in the summary, and a Close button that returns you to your original document. Figure 6-23 shows a sample document with key points highlighted; notice the AutoSummarize toolbar in the upper-right corner.
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Part 1: Professional Tools for Professional Documents
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Figure 6-23. You can temporarily highlight a document s key points using the AutoSummarize feature, which automatically displays the AutoSummarize toolbar. Create A New Document And Put The Summary There
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Displays the summarized information in a new document. This option creates a separate document with no link to the original text. The only way you can adjust the percentage of information in this type of summary is to re-create the summary. This type of summary is helpful if you want to create an abstract or executive summary of a document. Inserts the summary at the beginning of the document under the heading Summary. Using this option, the summary becomes part of your document. To remove the summary, click Undo (or press Ctrl+Z), or delete the added text manually. Hides all document text except the text included in the summary. This option doesn t change your text; it merely temporarily hides the text not included in the summary. If you print your document, only the summary will be printed. To return to the display of the complete document, click the Close button on the AutoSummarize toolbar.
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Insert An Executive Summary Or Abstract At The Top Of The Document
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AutoSummarize can t summarize text in textboxes, frames, or tables. For more information about text boxes and frames, see 17, Formatting Layouts Using Text Boxes, Frames, Backgrounds, and Themes, and for more information about tables, see 13, Organizing Concepts in Tables.
Part 1: Professional Tools for Professional Documents
Microsoft Office Word 2003 Inside Out To summarize a document using the AutoSummarize tool, follow these steps:
1 Open the document you want to summarize, and then choose Tools, AutoSummarize
to display the AutoSummarize dialog box, shown in Figure 6-24.
Figure 6-24. AutoSummarize provides various options for displaying a summary of the current document.
Tip The AutoSummarize processing can take a few moments to complete. If you find the processing is taking too long, you can stop it by pressing Esc.
2 In the AutoSummarize dialog box, choose the type of summary you want to create. 3 In the Percent Of Original box, specify the level of detail that you want to include in your
summary. You can choose among the following options: 10 Sentences, 20 Sentences, 100 Words Or Less, 500 Words Or Less, 10%, 25%, 50%, or 75%. A higher percentage includes more details in your summary, whereas a lower percentage includes less detail.
4 Specify whether you want AutoSummarize to replace existing keywords and com
ments in the Summary tab in the document s Properties dialog box (the document s Properties can be viewed by choosing File, Properties, and clicking the Statistics tab). If you don t want AutoSummarize to replace this information, clear the Update Docu ment Statistics check box.
5 Click OK to create the summary.
After you create a summary using the AutoSummarize feature, you should proofread and edit the summary to smooth any rough edges, especially if you chose to create a new docu ment or inserted the summary at the beginning of your document. Sometimes, you might find that it s better to include more in your summary at first and then pare down the infor mation as needed generally, it s easier to cut text than to put text back in.
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Part 1: Professional Tools for Professional Documents
Making the Most of Research Services and Reference Tools Note AutoSummarize creates summaries based on the language in use when Office was installed on the computer. If you use AutoSummarize on a document written in another lan guage, the summary is created in the document s language. Further, if multiple languages are used in a document that s being summarized, AutoSummarize generates the summary in the language that s used most frequently in the document. Tip Include text formatted with the No Proofing option in a summary AutoSummarize can t summarize text that s marked not to be checked for spelling or grammar. To ensure that text isn t formatted with the No Proofing option, choose Tools, Language, Set Language, and ensure that the Do Not Check Spelling Or Grammar check box is not selected.
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