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Microsoft Word 2003 Basic Usage

Revision as of 09:59, 29 January 2010 by Petar Mitrevski (talk | contribs)

Starting Microsoft Word

Click on the word (Word 2003 icon.png) icon in the System Tray.
or
Trace the menu path Start => Programs => Microsoft Office => Microsoft Office Word 2003.

Parts of the Microsoft Word Document Window

Title Bar shows the name of the application and the name of the file.
Word 2003 title bar.png

Close button (Close x button.PNG) closes the Microsoft Word application window.

Restore Up button (Restore up button.png) and Restore Down button (Restore down button.png) resize the window.

Minimize button (Minimize button.jpg) collapses the window to a button on the System Tray.

Menu Bar displays the names of the dropdown menus.
Word 2003 menu bar.jpg

Standard Toolbar displays shortcuts for menu commands.
Word 2003 standard bar.jpg

Formatting Toolbar displays shortcuts for formatting commands.
Word 2003 formatting toolbar.jpg

Ruler shows indent markers and tabs.
Word 2003 ruler.jpg

Status Bar displays the position of the insertion point and brief info about the document.
Word 2003 status bar.jpg

Scroll Bars are used to move through a document that is too large to fit in the window at one time.
Scroll bar horizontal.jpgand Scroll bar vertical.jpg

Resize Drag Handle (Resize drag handle.jpg) is used to resize the window. Note that the window must be less than fullscreen for this drag handle to be visible.

To view both toolbars and full menus, do the following:
1. From the Tools menu, select Customize.
2. Click the Options tab.
3. Click to check both Show Standard and Formatting toolbars on two rows and Always show full menus.
4. Click Close.

Using Commands in Word

Accessing the menu commands using the mouse:
1. Click on the desired menu.
2. Slide down with your mouse (if there is a right arrow (> ) on the menu for the command you want, follow the arrow to the right to reveal a submenu).
3. Click on the desired submenu command.
A good example of using a menu command (and one you should know!) is Edit => Undo.
Accessing the menu commands using keyboard keys:
Note that some menu commands have hints for using keyboard keys to perform the command as shown at right. To use the Edit => Undo command simply hold down the CTRL key and press Z
Word 2003 edit menu.jpg

Inserting Text

When you open a blank Word document, you may simply begin to type to begin inserting text. As you type, your Insertion Point (a blinking vertical line) moves to the right as you type. When your Insertion Point approaches the right margin allow it to continue. If a word is too long to fit on a line, Word will move to the next line automatically. This is called wrapping. It is only necessary to press ENTER when you want a new paragraph.
When you open an existing document you must hover with your cursor over the place that you want to insert text and then click with the mouse to establish the Insertion Point. As you type the existing text
will shift to make room for the inserted text.

Deleting Text

1. Establish your Insertion Point to the right of the text you want to delete.
2. Press Backspace to delete the character to the left of the Insertion Point.

Saving Your Document

It is VERY IMPORTANT to periodically save new and edited text in case of technical failure!
To save your document for the first time do the following:
1. From the File menu, select Save or Save As. The Save As dialog box opens.
2. Navigate to the location you want the file to reside using the Save In drop-down list and/or click on locations in the display area. Your storage space on MiddFiles is a good place to save your documents.
3. In the File Name field type a name for your document. Filenames should be descriptive and can be up to 255 characters long.
4. Click Save.
To save your document after changes have been made:
From the File menu, select Save.
or
Press CTRL + S.
or
Click on the save button (Save icon 2007.PNG) on the Standard Toolbar.

Closing A Document

Close your document one of two ways:
From the File menu, select Close.
or
Click the close button (Close x button.PNG) in the upper-right corner.

Ending Your Word Session

To end your editing session in Word simply select Exit from the File menu.

Opening A New Document

You can open a new blank document when another is already open in any of the following ways.
• From the File menu select New.
• Click on the New Document button (New button.jpg) on the Standard Toolbar.
• Press CTRL + N.

Opening An Existing Document

When you open an existing document, a copy of that document is brought to the screen. The original is not affected until you replace it by saving the document.
Open a document using the menu commands:
1. From the File menu select Open. The Open dialog box displays.
2. Navigate to the location of the existing file.
3. Double-click on the filename.
or
Select the filename and then click Open.

Open a document using the toolbar

Click the Open button (Open button.jpg) on the Standard Toolbar.
Open a document using the keyboard keys:
Press CTRL + O.

An easy way to open one of the last files used

From the File menu select the name of the file to be opened (toward the bottom of the menu).


Moving Through Your Document With the Keyboard

Keyboard navigation.jpg


Selection Techniques

Mouse Selection

Action
Selects
Double click or Drag across
Word
CTRL + click (in the sentence)
Sentence
Click (in the selection bar*) or Drag across
Line
Click 3 times
Paragraph
CTRL + A (or)
CTRL + click (in the selection bar*)
Entire Document
Drag Across
Multiple Lines
  • The Selection bar is anywhere in the left hand margin of the document when the mouse pointer
    turns into an arrow and is pointing right (toward the text).

Error Correction

KEY
FUNCTION
Backspace
Deletes the character before the insertion point
Delete
Deletes the character in front of the insertion point
CTRL + Delete
Deletes the word or characters to the right of the insertion point
CTRL + Backspace
Deletes the word or characters before the insertion point

 
Use the arrow keys or the mouse to move the insertion point to errors. Use Backspace or Delete to erase the error and insert the correction or select the text to be deleted and type over to make the correction.


Four Ways To Move Text

Moving Text Using the Menu Bar

1. Select the text to be moved.
2. From the Edit menu select Cut.
3. Move the insertion point to the new location.
4. From the Edit menu select Paste.

Using the Standard Toolbar

1. Select the text to be moved.
2. Click on the Standard Toolbar.
3. Move the insertion point to the new location.
4. Click on the Standard Toolbar.

Using the Right Mouse Button

1. Select the text to be moved.
2. Right-click on the selected text.
3. From the pop-up menu select Cut.
4. Move the insertion point to the new location.
5. Right-click the desired spot and select Paste from the pop-up menu.

Using Drag and Drop

1. Select the text to be moved.
2. Click on the selected text and hold down the mouse button until you see a small rectangle under
the mouse pointer.
3. Drag the text to the new location and release.
Introduction to Microsoft Word 9 of 15

Copying Text

Copying text is done the same way as cutting and pasting only its copied not cut. The original text
remains in place.
• Using the Menu Bar (Edit 􀃆 Copy, Edit 􀃆 Paste)
• Using the Standard Toolbar ( and buttons)
• Using the right mouse button (right click and select Copy, right click and select Paste)

Keyboard Shortcuts for Moving and Copying Text

+ Cut
+ Copy
+ Paste


Formatting New or Selected Text

Toolbar Tool Function
Changes the style of text
Changes the text font
Changes the font size
Changes text to bold
Changes text to italics
Underlines text
Aligns text to the left margin
Centers text
Aligns to the right margin
Justifies text
Distributes text evenly across the line or table cell
Changes the line spacing
Inserts numbered list
Inserts bulleted list
Decreases the indentation of text
Increases the indentation of text
Allows you to select a border for text
Selects a highlighter color for text
Selects a font color for text
Introduction to Microsoft Word 11 of 15
Changing the Tab Settings
To set tab settings for your document or selected text, do the following:
1. From the Format menu select Tabs. The Tabs dialog box opens.
2. In the Tab Stop Position field type the position desired (such as 1.5).
3. Click the Alignment radio button desired for the tab stop (such as Center).
4. If desired, select the Leader style.
5. Click .
6. Continue setting the tabs in the above manner.
7. Click when done.
To reset the tabs back to the default:
1. From the Format menu select Tabs. The Tabs dialog box opens.
2. Click .
3. Click .
Changing the Margins
By default, margins in Word are set at 1.25” for the left and right and 1” for the top and bottom of the
page. To change the margins do the following:
1. From the File menu select Page Setup.
2. On the Margins tab, type the new margin settings in the appropriate fields (or use the arrows to
change margins).
3. Click .
Note: Margins can be set to different values in different areas of a document only if section breaks are
set between the areas.
Introduction to Microsoft Word 12 of 15
Inserting a Page Break
You can set a Page Break using either of the following ways:
1. Position insertion point where the new page should begin
2. Press + .
or
1. Position insertion point where the new page should begin.
2. From the Insert menu select Break. The Break dialog box opens.
3. Click to bullet the Page break radio button.
4. Click .
Deleting a Page Break
1. Select the page break.
2. Press .
Inserting a Section Break
1. Position insertion point where the new section should begin.
2. From the Insert menu select Break. The Break dialog box opens.
3. Click to bullet the radio button for the type of section break desired.
4. Click .
Deleting a Section Break
1. Select the page break and at least one blank line above and below it (insert blank lines if
necessary).
2. Press .
Introduction to Microsoft Word 13 of 15
Inserting Page Numbers
1. From the Insert menu select Page Numbers.
2. Select the desired position from the Position drop-down list.
3. Select the desired alignment from the Alignment drop-down list.
4. Click .
Suppressing the Page Number on the First Page
1. From the Insert menu select Page Numbers.
2. Select the position and alignment for the page numbers.
3. Click to check the checkbox for Show number on first page.
4. Click .
Note: Page numbers appear gray but they will print normally.
Inserting a Header or Footer
1. From the View menu select Header and Footer. The Header and Footer tool opens. A
button on this tool Switch Between Header and Footer ( ), enables you to toggle between
the two placements.
2. Type any desired text such as the title.
3. Click the Insert Page Number ( ), Insert Date ( ) or Insert Time ( ) buttons, if
desired.
4. Click .
Introduction to Microsoft Word 14 of 15
Creating Numbered Lists
1. Click .
2. Type the text for the first numbered item.
3. Press .
4. Repeat steps 2 and 3 for each numbered item.
5. Press TWICE to turn off automatic numbering.
Note: To change existing text into a numbered list select the text and then click .
Creating Bulleted Lists
1. Click .
2. Type the text for the first bulleted item.
3. Press .
4. Repeat steps 2 and 3 for each bulleted item.
5. Press TWICE to turn off automatic bulleting.
Note: To change existing text into a bulleted list select the text and then click .
Introduction to Microsoft Word 15 of 15
Inserting Tables
1. Position the insertion point where you want a table.
2. On the Table menu, point to Insert and then select Table from the submenu. The Table
dialog box opens.
3. Select the number of rows and columns.
4. Choose a format.
5. Click .
Deleting Files
You can delete files from the Open or Save dialog boxes:
1. Use + to open the Open dialog box.
2. Navigate to and select the file(s) to be deleted.
3. Right click the file name.
4. Select Delete from the pop-up menu.

Tracking Changes in Word 2003

Turning On Tracking Changes


1. Open the document to be edited.
2. On the Tools menu, click Track Changes. The Reviewing toolbar appears (if it does not appear: on the View menu, point to Toolbars and then select Reviewing from the submenu.)
3. Adjust the settings on the Reviewing toolbar.

  • Click Down arrow 2003.jpg on Show button.jpg and select the change types you want to track; your options are Comments, Ink Annotations, Insertions and Deletions, and Formatting.
  • Click Down arrow 2003.jpg on Show button.jpg, point to Reviewers, and select All Reviewers from the submenu.

4. Proceed with your revisions. Any alterations will be marked as requested.


Accepting Or Rejecting Changes In Your The Document

Your finished document is full of colors, strikeouts and sidebars. How do you get rid of all this?
1. If the Reviewing toolbar is not open, open it by clicking on the View menu, then point to Toolbars and then select Reviewing from the submenu.
2. Accept or reject changes in your document.

  • Click Next change 2003.jpg or Previous change 2003.jpg  to move to the next or previous change.
  • Click Decline changes 2003.jpg or Decline changes 2003.jpg to accept or reject individual changes and remove all indications of change (color, sidebars, etc.).
  • Click Down arrow 2003.jpg on Show button.jpg to open the drop-down menu that allows you to accept or reject all document changes and remove all indications of change (color, sidebars, etc.)

Turn Off Tracking Changes


Your document is still in Tracking mode. If you no longer wish to mark future revisions, do the following:

  • 1. Adjust the settings on the Reviewing toolbar.
  • Click Down arrow 2003.jpg on Show button.jpg and de-select all the change types that are currently selected (Comments, Ink Annotations, Insertions and Deletions, or Formatting.)
  • Click Down arrow 2003.jpg on Show button.jpg , point to Reviewers, and de-select All Reviewers from the submenu.


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