Microsoft Word 2003 Basic Usage

Starting Microsoft Word

Click on the word () 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.

Close button () closes the Microsoft Word application window.

Restore Up button () and Restore Down button () resize the window.

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

Menu Bar displays the names of the dropdown menus.

Standard Toolbar displays shortcuts for menu commands.

Formatting Toolbar displays shortcuts for formatting commands.

Ruler shows indent markers and tabs.

Status Bar displays the position of the insertion point and brief info about the document.

Scroll Bars are used to move through a document that is too large to fit in the window at one time.
and

Resize Drag Handle () 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

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 () 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 () 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 () 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 () 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

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
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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 .
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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 .
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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 on and select the change types you want to track; your options are Comments, Ink Annotations, Insertions and Deletions, and Formatting.
Click on , 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 or to move to the next or previous change.
Click or to accept or reject individual changes and remove all indications of change (color, sidebars, etc.).
Click on 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 on and de-select all the change types that are currently selected (Comments, Ink Annotations, Insertions and Deletions, or Formatting.)
Click on , point to Reviewers, and de-select All Reviewers from the submenu.

Working With Drawing Objects In Word 2003

This document covers the basics of inserting and manipulating drawing objects in the first three pages for those whose needs are not complex. The instructions become more complicated beginning with the section on Elements Of The Drawing Toolbar.

When you place a Drawing Object into a Word file, you can have difficulty getting the drawing just the right size or for lines to display at just the right angle and length because the grid and/or drawing canvas is turned on.

To turn off the grid and canvas and work further with a drawing object, do the following:

If The Drawing Toolbar Is Not Visible, Turn It On

From the View menu, point to Toolbars.
Select Drawing from the submenu. The Drawing toolbar looks like the one below:

Turn Off The Grid So Drawing Is Easier

From the Draw menu, select Grid.
On the Drawing Grid dialog box, click to deselect Snap objects to grid to turn it off.
Click OK.

Turn Off Drawing Canvas

From the Tools menu, select Options. The Options dialog box opens.
Click the General tab.
If Automatically create drawing canvas when inserting Autoshapes is selected, click to deselect it.
Click OK.

Create A Drawing Object

1. Click a drawing tool on the toolbar.

2. Using the tool, create a picture, don't worry about exact size or placement just yet. A couple of examples of simple drawings are shown below. Note the small circles at either end of the arrow and around the rectangle and oval figures. The white circles are drag handles. The colored circle is a rotational tool. See example figures on the next page. If you click anywhere else in your document the circles disappear because the figure becomes deselected.

3. More shapes are available in the Autoshapes drop-down list. If you plan to repeatedly use one of the Autoshape categories, you can drag the menu out to make it float over your document by clicking and dragging on the menu drag bar () or you can place it in the toolbar section of the window to make it a separate toolbar. See the detached Basic Shapes menu at the right. Click the to close the menu.

4. To insert at object on the detached menu, click on the desired object and then click in your document to place it. This is the procedure used to place the smiley face into this document.

Delete A Drawing Object

Deleting a Drawing Object is simple.

Click the Drawing Object.
Press Backspace or Delete.

Resize Or Rotate The Drawing Object

Click the drawing to select it. Small circles (drag handles) appear on the drawing.
To resize an object, hover over one of the drag handles until your cursor changes to a twoâ€‘headed arrow, then click and drag. You can also change the orientation of some objects using the drag handles.
To rotate an object, hover over the small colored circle until your cursor turns into a circular arrow (), then click and drag to rotate the object.\Use the options under the Draw menu to further refine the placement and orientation of your drawing. First select your drawing, then do one of the following:
- Nudge moves your drawing by small increments in the direction chosen.
- Align or Distribute select the vertical and/or horizontal alignment needed.
- Rotate or Flip select the rotation or flipping option desired.

Elements Of The Drawing Toolbar

Tool	Purpose
	The Draw drop-down list gives you fast access to picture layering, picture movement, options to wrap text around objects.
	The Select Objects tool lets you click and drag to select several objects at once.
	The Auto Shapes drop-down list gives access to several submenus with dozens of shapes you can choose.
	When you click the Line tool your cursor changes to [[Image:]] which lets you click and drag to create a line.
	The Arrow tool has the same behavior as the Line tool but results in an arrow.
	The Rectangle tool also uses the [[Image:]] so you can click and drag to form a rectangle.
	The Oval tool uses the [[Image:]] so you can click and drag to form an oval or round shape.
and	The Text Box and Vertical Text Box let you draw text boxes that hold text in different orientations.
	The Insert WordArt lets you apply embossed, engraved, outlined, or shadow formatting to text.
	The Insert Diagram or Organization Chart helps you create a diagram or organization chart in your document.
	The Insert Clip Art tool gives you access to the Clip Art library.
	The Insert Picture tool lets you browse for and insert a picture file.
	The Fill Color drop-down list lets you select from hundreds of colors to use as fill for a Drawing Object.
	The Line Color tool lets you change the color of selected lines.
	The Font Color tool lets you change font color in a text box.
and	The Line Style and Dash Style tools let you change the style on selected lines or arrows.
	The Arrow Style tool gives you choices for arrows far beyond the defaults.
and	The Shadow Style and 3-D Style tools let you apple these styles to drawing objects.

Using The Format AutoShape Dialog Box

The Format Picture dialog box gives you many control features for your picture in one easy-to-use interface.

To open the Format AutoShape dialog box do one of the following:

Double-click the AutoShape.

or

Select the AutoShape, and then from the Format menu, select AutoShape.

The Colors and Lines tab in the Format AutoShape dialog box lets you control the following:

The Fill Color white is the default but there are many selectable colors. Choose No Fill to make the interior of the AutoShape transparent.

Transparency you can select gradients of transparency for different effects.
Line Color, Style, and Dashed drop-down lists give you quick access to variations available.
The Line Weight scrolling list allows you finer control over the heaviness of the line.
The Arrows section allows you to vary the Style and Size of the lines and shapes used to compose the arrow.

The Size tab in the Format AutoShape dialog box gives you precise control the following:

Height and Width expressed in inches.
Rotation of the image expressing in degrees.
Height and Width expressed as a percentage of the original.

Note: Click the Lock aspect ratio radio button to avoid distortion of the image.

The Layout tab in the Format AutoShape dialog box lets you control the following:

The Wrapping style buttons control the relationship of the AutoShape to the text in your document.
The Horizontal alignment radio buttons assist in placement of the AutoShape horizontally on the page.

Click [[Image:]] for even more options for picture positioning and text wrapping.

When you insert a picture from a file or from a screen saver program, you can use many of the same formatting features in the Format AutoShape dialog box to format your picture. To open the Format Picture dialog box do one of the following:

Double-click the Picture.

or

Select the Picture, and then from the Format menu, select Picture.

The Colors and Lines tab allows you to select a fill color if appropriate.

The Size and Layout tabs give you all the options available in the Format AutoShape dialog box.

The Picture tab allows you to do the following:

The Crop from section lets you crop from the Left, Right, Top or Bottom of the picture by specifying a measurement.
The Image control section give you a choice of color options (Automatic, Grayscale, Black & White, or Washout.
The Brightness and Contrast tools let you use a sliding scale or percentages using a scrolling list.

Click Compress to Change Resolution, Compress pictures, or Delete cropped areas of pictures.

When you insert a Text Box, you can use many of the same formatting features in the Format AutoShape dialog box to format your picture. To open the Format Text Box dialog box do one of the following:

Double-click the edge of theText Box.

or

Select the Text Box, and then from the Format menu, select Text Box.

The Colors and Lines tab allows you to select a Fill Color, Transparency, Line Color, Style, andWeight.