Word 2003 in Pictures

To make all the menu commands appear, click the double arrows at the bottom of the menu: To see what an icon does, rest your mouse on it for a full second.. Highlight the words Fax Cover

Word 2003

In Pictures

by Sarah Fowlie

Word 2003 In Pictures

Copyright

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Trademarks and Disclaimer

Visibooks™ is a trademark of Visibooks, LLC All brand and product names in this book are trademarks or registered trademarks of their respective companies

Visibooks™ makes every effort to ensure that the information in this book is accurate However, Visibooks™ makes no warranty, expressed or implied, with respect to the accuracy, quality, reliability, or freedom from error of this document or the products described in it Visibooks™ makes no representation or warranty with respect to this book’s contents, and specifically disclaims any implied warranties or fitness for any particular purpose Visibooks™ disclaims all liability for any direct, indirect,

consequential, incidental, exemplary, or special damages resulting from the use of the information in this document or from the use of any products described in it Mention of any product does not constitute an endorsement of that product by Visibooks™ Data used in examples are intended to be fictional Any resemblance to real companies, people, or organizations is entirely coincidental

ISBN 1597061123

Table of Contents

Word Basics 1

Create a new document 2

Cut, copy and paste 12

Format words 22

Format paragraphs 35

Use bullets and numbering 47

Adjust page settings 53

Check spelling 59

View pages 63

Long Documents 77

Format text with styles 78

Find and replace 98

Set tabs 103

Insert breaks 108

Employ headers and footers 114

TABLE OF CONTENTS

ii

Special Features 127

Format pages in columns 128

Employ drop caps 131

Insert pictures 134

Draw and paint 145

Employ tables 156

Advanced Word 173

Employ mail merge 174

Employ templates 196

Print envelopes and labels 205

Use the thesaurus 212

Count words 215

Insert table of contents 217

Word Basics

In this section, you’ll learn how to:

• Create a new document

• Cut, copy and paste

• Format words

• Format paragraphs

• Use bullets and numbering

• Adjust page settings

• Check spelling

• View pages

WORD BASICS

2

Create a new document

Type text

1 Start Microsoft Word 2003

You should see a screen that looks like this:

2 Close the Getting Started pane

3 In the blank document, type:

Fax Cover Sheet

at the top of the page

WORD BASICS

4

4 Press the ENTER key on your keyboard twice

The document should look like this:

Tip: Pressing the ENTER key twice should add two blank lines

5 Type:

To: John Smith

6 Press the ENTER key on your keyboard

7 Type:

From: Melissa Jones

Total number of pages: 5

The document should now look like this:

Create a folder for your document

1 On the Menu Bar, click File, then Save

WORD BASICS

8

2 When the Save As window appears, create a new folder in the

My Documents folder called Word Documents

Tip: To create this new folder, first select the My Documents

Then click the icon.

Word Documents

WORD BASICS

10

The Word Documents folder should appear in the Save in box

Save the document

1 In the File name box, type:

Fax Cover Sheet

2 Click the button

3 Click the icon

Tip: Your Standard and Formatting toolbars may share one row

at the top of the window

Some buttons may be hidden:

To see all the buttons, click the Formatting toolbar’s handle (the light gray dotted vertical line)…

Hidden Icons

WORD BASICS

14

Now the toolbars should be stacked one above the other:

Some menu commands also may be hidden To make all the menu commands appear, click the double arrows at the bottom

of the menu:

To see what an icon does, rest your mouse on it for a full second A yellow label will appear that tells you what it does:

4 Click at the beginning of the last line on the page to place the

cursor there

5 Click the icon

WORD BASICS

16

Your document should now look like this:

Copy text

1 On the Menu Bar, click Edit, then Select All

2 Click the icon

WORD BASICS

18

3 Click the icon

This should create a new document

You should now have two Word windows open, and a new blank document:

Paste text

1 Click the icon

All the text from the document Fax Cover Sheet should appear

in the new document:

This should return you to the original document:

WORD BASICS

22

Format words

Change font

1 Highlight the words Fax Cover Sheet

2 Click the drop-down arrow next to the Font list

3 When the Font list appears, click Arial

The text should look like this:

4 Click in white space on the page to un-highlight the text

Sans Serif fonts, like Arial, don’t have “feet” at the bottom of letters:

For the main text of a document, you may want to use a serif font Their “feet” lead your eye across the page, and make long passages easier to read

You may want to use a sans serif font for headings This makes a nice contrast:

Sans Serif Heading

The heading of this descriptive paragraph is in a sans serif font See how

it draws attention to this paragraph below it?

Change font size

1 Highlight the words Fax Cover Sheet again

Then click the drop-down arrow next to the Font Size list

2 When the Font Size list appears, click 16

WORD BASICS

26

3 Click in white space on the page to deselect the text

The words Fax Cover Sheet should now be larger:

4 Save the document

Change font style

1 Highlight the words Fax Cover Sheet, then click the icon

The text should look like this:

2 Click the icon again to un-bold the text

The text should look like this:

WORD BASICS

28

3 Click the icon

The text should now look like this:

4 Click the icon again to un-italicize the text

5 Click the icon one more time

6 Click in white space on the page to de-select the text

The text should look like this:

WORD BASICS

30

Change font color

1 Highlight the words Fax Cover Sheet

2 Click the drop-down arrow next to the icon

3 When the Font Color grid appears, click Teal

4 Deselect the text

The text should now be teal-colored

5 Save the document

WORD BASICS

32

Apply text effects

1 Highlight the words Fax Cover Sheet

2 On the Menu Bar, click Format, then Font

3 When the Font window appears, check the All Caps checkbox

4 Click the button

WORD BASICS

34

5 Save the document

It should now look like this:

Format paragraphs

Change paragraph alignment

1 Make sure the words FAX COVER SHEET are still highlighted,

then click the icon

The document should look like this:

WORD BASICS

36

2 Click the icon

The text FAX COVER SHEET should shift to the center of the

page

Indent paragraphs

1 Click at the end of the last line to place your cursor there

2 Press ENTER twice to start a new line and create a little space

below the last line of text

3 Type the phrase:

Here is the travel information you requested Please contact me if you have any additional questions

4

WORD BASICS

38

The document should now look like this:

5 Click the icon again

The text should indent further:

6 Click the icon

The text should go back to its previous indent:

7 Save the document

WORD BASICS

40

Change line spacing

1 Make sure the cursor is still in the paragraph that begins

Here is the travel…

Then in the Menu Bar, click Format

2 When the menu appears, click Paragraph

3 When the Paragraph window appears, click Double in the Line

spacing drop-down list

4 Click the button

WORD BASICS

42

The paragraph should now be double-spaced:

Apply borders

1 Click the first line, FAX COVER SHEET, to place your cursor in

it

2 On the menu bar, click Format

3 When the menu appears, click Borders and Shading

WORD BASICS

44

4 When the Borders and Shading window appears, make sure

the Borders tab is on top

Then in the Style list, click Double Line

5 In the Width list, click 1 ½ pt

WORD BASICS

46

6 Click the button

The paragraph should now have a double-line border around it:

7 Save the document

Use bullets and numbering

Apply bullets

1 Highlight the lines from

To: John Smith

through

Total Number of Pages: 5

2

WORD BASICS

48

The lines should now look like this:

Tip: If you want to just start a new line under the same bullet, use a soft return Soft returns start a new line instead of a new paragraph

To do a soft return, place your cursor at the end of a line, hold

Apply numbering

1 Click the icon

The lines should now look like this:

WORD BASICS

50

2 Click the icon again to change the lines back to bulleted

Tip: Sometimes Word carries over numbering from a previous numbered list into a new list

To restart numbering, place the cursor in the first line of the numbered list

On the Menu Bar, click Format, then Bullets and Numbering Make sure the Numbered tab is on top, then click the Restart

numbering radio button

Change bullet character

1 On the Menu Bar, click Format, then Bullets and Numbering

2 When the Bullets and Numbering window appears, click the

Diamonds bullet

WORD BASICS

52

3 Click the button

The lines should now look like this:

4 Save the document

Adjust page settings

Set margins

1 On the Menu Bar, click File, then Page Setup

Tip: If you can’t see Page Setup, click the double down arrows

WORD BASICS

54

2 Make sure the Margins tab is on top

Then enter 0.75” for the Top, Bottom, Left and Right margins

3 Click the button

Change orientation

1 On the Menu Bar, click File, then Page Setup

2 When the Page Setup window appears, click Landscape

This changes the page orientation to horizontal

Set paper size

1 At the top of the Page Setup window, click the Paper tab

2 Click the drop-down arrow under Paper size, then click Legal

WORD BASICS

58

3 Change paper size back to Letter

4 Click the button

The new 75” page margins should take effect

5 Save the document

Check spelling

1 Change the words FAX COVER SHEET at the top of the page to

read Faxe Cover Sheet

2 Click in blank white space on the page

A red squiggly line should appear under the word Faxe:

Click the icon

4 Click the button

5 When the Spell Check Complete window appears, click the

button

6

7

8

9 Change the words Fax Cover Sheet back to All Caps

10 Save the document

Tip: You can also right click on a word with a red squiggly line

AutoCorrect

You might notice that Microsoft Word automatically corrects common spelling errors If you type teh, it will automatically change it to the

This feature is called AutoCorrect You can see all of the entries for

AutoCorrect by clicking Tools, then AutoCorrect Options

You can even add AutoCorrect entries for common typos you make

WORD BASICS

62

Grammar check

By default, Microsoft Word checks grammar as well as spelling

Grammatical errors are underlined with a green squiggly line A

grammar check will run when you perform a spell check

To correct grammar, right-click on the underlined words and choose alternative phrasing Keep in mind that the grammar check is only

75%-80% accurate

If you don’t want Microsoft Word to run grammar checks, when you run

a spell check, uncheck the Check Grammar box in the Spelling and

Grammar window

View pages

Employ different page views

1 At the bottom of the screen, click the icon

Tip: If the icon is depressed, you are already in Print Layout View

WORD BASICS

64

2 Click the icon

Tip: Note that you no longer see the edges of the page

Different page views

There are four views in Microsoft Word: Print, Normal, Web, and

Outline

Print Layout View shows not only formatting, but the layout of the

document

Normal View concentrates on the text and formatting, and doesn’t

show all the formatting of a document, like columns

WORD BASICS

66

Show/Hide invisible symbols

1 Click the icon

Tip: Note that symbols representing hard returns, spaces, tab

2 Click the icon again

The symbols should disappear

The Show/Hide icon

The Show/Hide icon displays invisible formatting symbols It can be very helpful for troubleshooting

Paragraph symbols represent hard returns

The dots between words represent spaces

Right arrows represent tab characters

Bent arrows represent soft returns

Change the Zoom level

1 Click the drop-down arrow next to the Zoom box

2 When the Percentage list appears, click 200%

3 At the bottom of the screen, click the icon

WORD BASICS

68

4 Click the Zoom drop-down arrow again, then click 75%

The screen should look like this:

5 Click the Zoom drop-down arrow again, then click Page Width

The screen should look like this:

2 Click once near the top of the document

WORD BASICS

72

The view should zoom in so the text is legible:

3 Click on the page again

The view should zoom out:

4 Click the icon

5 Save the document

WORD BASICS

74

Print a document

1 On the Menu Bar, click File, then Print

The Print window should appear

Notice the options available:

2 Click the button

3 Save and close the document Fax Cover Sheet

WORD BASICS

76

Long Documents

In this section, you’ll learn how to:

• Format text with styles

• Find and replace

• Set tabs

• Insert breaks

• Employ headers and footers

2 Place the cursor over the ParisGuide.doc link, then click your

right mouse button

Tip: All Word Documents have the extension .doc

3 When the menu appears, click Save Target As

4 When the Save As window appears, navigate to the Word

Documents folder in the My Documents folder, so it appears in

the Save in box

5 Click the button

This will save ParisGuide.doc in the Word Documents folder

6 Close the browser

LONG DOCUMENTS

80

Open an existing document

1 On the Standard toolbar, click the icon

2 Click the drop-down arrow in the Look in list, then click the My

Documents folder

3 From the list of folders and files, double-click Word Documents

It should appear in the Look in box

4 Click ParisGuide.doc once to select it

Then click the button

LONG DOCUMENTS

82

Apply styles

1 Click in front of the first word, Paris, to place your cursor there:

2 Click the drop-down arrow next to the Style list

3 When the Style list appears, click Heading 1

4 Click in front of the word Overview in the second line:

5 Click the drop-down arrow next to the Style list

6 In the Style list, click Heading 2

Create new styles

1 Scroll down about 2/3 of the way down the document

2 Highlight the words

Atelier Montparnasse $$

3 Make this text bold and italic

LONG DOCUMENTS

86

4 Change the font size to 14 points

5 Click inside the Style box to highlight its contents

then type:

Hotel Name

6 Press the ENTER key on your keyboard