Introduction
to
© LULTS 2003, sje
Lehigh University Library & Technology Services
Introduction to Microsoft WORD 2003
Day 1
System Requirements (for MS Word only):
Pentium 233 MHz or higher (absolute minimum)
MS Windows 2000 with SP3 or Windows XP (Windows XP on campus requires 733MHz minimum)
Memory:
Windows 2000 or XP: 128M (256M minimum recommended, 512 minimum for on campus Windows XP)
Note: if you plan to run other programs simultaneously, additional memory may be required
Hard disk space:
150M minimum for default installation of MS Word 2003 alone, options selected during a custom
installation may require more or less disk space
Note: Approximately 600MB or more for full Office XP installation
Monitor:
Super VGA monitor (800 x 600) or higher-resolution recommended
CD ROM or DVD drive
Mouse or compatible pointing device
Starting Word
Click the Start button on the taskbar
Click on Programs (Click on All Programs at a public site)
Click on Microsoft Office
Click on Microsoft Office Word 2003
When you start Word, a new, blank document appears on the Word screen. From this point you
are ready to begin typing or can retrieve an existing document.
Menus and Toolbars
Along the top of the screen, Word has several pull-down menu options to choose from.
To select a pull-down menu, simply point and click. If you want to scan through the
various pull-down menus and options, click and drag. When you release the mouse
button, the option you are pointing to (have highlighted) will be selected.
Commands are grouped in menus. When you use the pull-down menus, some commands
carry out an action immediately. Notice that others have ellipses (...) following them
which open dialog boxes so that you can select options. A check mark (ü) indicates that
the command is “on”. Short-cut keys are listed next to many of the options. If you know
a short-cut key, you can bypass the pull-down menus by typing the key or key sequences
on the keyboard. Example: CTRL S = save
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You can use mnemo nics in place of the mouse. The ALT key will activate the menu bar.
Example: ALT F will place you in the File pull-down menu, the Escape key (ESC) will
take you out one level at a time.
The Standard and Formatting toolbars contain commonly used features that can be
accessed with a click of the mouse. When you point to a button or feature on the toolbar,
Word will display its definition (ToolTip). Word displays different toolbars for different
features. Example: When you are working with a graphic, Word displays the Picture
Toolbar.
Shortcut Menus are accessed with the right mouse button. They contain commands
related to the item you’re working with. To display a Shortcut Menu, place the mouse
pointer in the document window and click the right mouse button. To close the menu
without selecting an option, click the left mouse button in another area of the document
window.
The Ruler can be used to adjust margins. The horizontal ruler can be used to set tab
stops and indents for selected paragraphs and adjust the width of table or newspaper
columns. The vertical ruler is displayed only in print layout view and is used to adjust
top and bottom margins for the page.
Word 2003 displays only the commands used most often on the new personalized
menus and toolbars. Toolbars now share space in a single row so that more screen
space is available for your work. Menus can easily be expanded to view all
commands. After you select a command, it will appear on the personalized menu.
To switch between personalized menus and full menus:
Choose Customize from the Tools pull-down menu, and then click the Options tab
Select Show Standard and Formatting toolbars on two rows to view the toolbars on
two rows and select Always show full menus to view all the
commands on the menu.
Select Show menus after a short delay if you prefer the shorter menu
display.
Task Panes can be viewed by selecting Task Pane from the View pulldown menu or click the
icon on your toolbar.
The most common tasks are now organized in panes that can be
displayed with your document. Task panes allow you to start a new
document from a template, see what’s on your Clipboard, search for
files, insert ClipArt, perform a Mail Merge, or translate text to another
language. For example, the Styles and Formatting task pane allows
you to create, view, select and clear formatting from text. It shows the
attributes applied to your text thru a Reveal Formatting task pane.
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Basics
Creating a Document
To create a new blank document, click the
New Blank Document button (1st button
on the left) on the Standard toolbar. If you are creating a document such as a memo or a
resume, you can often save time by using one of the wizards or templates that come with
Word. You must choose New from the File pull-down menu to select a template OR
choose the New Document task pane. General Templates (On my computer…) include
faxes, memos, thesis, resumes, reports, brochures, etc. There is a link to Templates on
Office Online which takes you to the Microsoft Office Template Gallery where you can
download various templates for use in your documents.
Opening a Document
To quickly open one of the last documents you worked on, choose it from the bottom of
the File pull-down menu.
To open a document, click the
Open button (2nd button from the left) on the
Standard toolbar. When the Open dialog box appears, select the document in the File
Name box and then choose the OK button. The File Name box initially lists files in the
directory in which you last saved or opened a document. If the file you want is not listed,
click on another drive, directory, or choose the Find File button.
Note: Word shows Files of Type as Word Documents (*.doc). To view all files in that
directory, click the
in the Files of Type box and select All Files (*.*). MS Word will
automatically convert WordPerfect files to open in Word.
Note: The Getting Started task pane will also display the last files that were open.
Saving a Document
To quickly save a document to disk, click the
Save button (looks like a disk, 3rd
from left) on the Standard toolbar. When you save a document for the first time, Word
displays the Save As dialog box so you can type in the name of the document.
Printing a Document
Before you print a document, click the
Print Preview button or choose Print
Preview from the File pull-down menu to check the overall appearance of your
document. When you are ready to print, click the
Print button on the Standard
toolbar. The Print option on the File pull-down menu allows you to select a different
printer or to print a single page or specific pages
Closing a Document and Exiting Word
To quit Word, chose Exit from the File pull-down menu or click the
on the blue Title
bar. To work on another document in Word, close the active document by choosing
Close from the File pull-down menu or the under the blue title bar.
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Typing and Revising Text
When you open Word, the insertion point is at the top of the document ready for you to
begin typing. When you reach the right margin, Word automatically “wraps” text to the
next line. Just press the Enter key when you want to start a new paragraph. All
nonprinting characters such as paragraph marks, tabs and spaces can be displayed by
clicking the
Show/Hide button on the Standard toolbar. These characters are not
printed whether or not they are displayed.
If the
Show/Hide button is not on the toolbar, do the following:
On the Tools pull-down menu, click Options , and then click the View tab.
Under Formatting marks, click the boxes next to the characters you want to
display or click the All check box instead of selecting each individual check box.
OR click the
Toolbar Options button and then select
Show/Hide
Type the following:
Little Miss Muffet sat on her tuffet eating her curds and stew, along came a spider who sat down
beside her and she ate him too!
Word wrap is a feature used by all word processors. When text reaches the right margin, the text
will wrap to the next line. To force a new line, simply press the Enter key.
Moving around your Document
An easy way to move the insertion point short distances is to use the arrow keys.
↓
↑
Moves to the next line
Moves to the previous line
→
Moves to the next character
←
End key
Moves to the previous character
Moves to the end of the line
Home key
Ctrl + ←
→
Moves to the beginning of the line
Moves to the previous (or next) word
Ctrl + ↑↓
Ctrl + Home
Moves to the previous (or next) paragraph
Moves to the beginning of the document
Ctrl + End
Moves to the end of the document
Page Down
Page Up
Moves down one screen
Moves up one screen
Ctrl + Page Up
Moves to the top of the previous page
Ctrl + Page Down
Moves to the top of the next page
Moves to the location of the insertion point when the
document was last closed (or to a previous revision)
Shift +F5
Note: You can also use the scroll bars to move through your document.
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Insert and Overtype Modes
Word moves existing text to the right as you insert new characters. If you would like the
new text that you type to replace existing text character by character, switch to overtype
mode.
Exercise: Move your mouse pointer to the word ‘spider’ and click the left mouse button
to move the cursor. Type ‘big, scary’. Move your mouse pointer to the word ‘stew’, and
click the left mouse button to move your cursor.
Double-click the
button on the Status Bar. This puts you in overtype mode. Type
‘whey’. Move to the word ‘she’ in the last line and type ‘frightened Miss Muffet away!’
To switch back to insert mode, double-click the
on the status bar.
Note: The insert key also works as a toggle switch for overtype mode
Deleting text: The Backspace key deletes one character at a time to the left of the cursor,
the Delete key deletes one character at a time to the right of the cursor. Try it.
Paragraphs
A paragraph is any amount of text and graphics that ends with a paragraph mark (¶). A
paragraph ends when you press the Enter key. You can display or hide non-printing
characters by clicking the
Show/Hide button on the Standard toolbar.
Don’t delete the ¶ marks. A paragraph’s format (such as alignment, indents, and tab
stops) is stored in the mark, not the text itself. Don’t separate a ¶ mark from its
corresponding paragraph or the text will lose its formatting and merge with the next
paragraph. When you press Enter to start a new paragraph, Word carries over the
proceeding paragraph’s formatting, such as font and tab stops, to the new paragraph.
To start a new line within the same paragraph, press the SHIFT + ENTER keys.
Word inserts a line break character ( ) and moves the insertion point to the beginning of
the next line.
Exercise: Turn the first paragraph of text into verse mode.
Opening a File
Click on File, Open
Change the drive to A:
Click on the file called sample
Click on OK
Note: When you open a WordPerfect file into MS Word, it will automatically convert
and open the document.
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Selecting Text
Before you can move, format, delete, or change text or a graphic, you must select the
item. You can select items using the mouse. Text will be highlighted when it is selected.
To cancel the selection, click outside the highlighted area or use the arrow keys to move
the insertion point.
To select:
Action:
Any item or amount of text
Drag over the text you want to select
A word
Double-click the word
A graphic
Click the graphic
A line of text
Click to the left of the line
Multiple lines of text
Drag up or down to the left of the lines
A sentence
Hold down the CTRL key and click anywhere in the sentence
Double-click to the left of the paragraph, or triple-click
anywhere in the paragraph
Double-click then drag in the margin
A paragraph
Multiple paragraphs
An entire document
A vertical block of text
(except within a table cell)
Multiple items
Triple-click to the left of the text ( CTRL A)
Hold down the ALT key and then click the mouse button and
drag
Click to select first item , then hold down the CTRL key to select
additional items
NOTE: When you move your mouse pointer to the left of the text, it changes to a (right
pointing arrow), then you can click to select. Text can be “unselected” by clicking once
anywhere outside the selected text
Select and Delete
Double-click on the word ‘Corporate’ to select, and press the Backspace key
Hold down the CTRL key and click on the second sentence in the second paragraph,
press the delete key
Select the first sentence in the first paragraph.
Press Delete to delete the sentence
Click on the
Undo button on the Toolbar to undo the last editing change
Select the first paragraph (click 3 times) and delete it
Click on the
(down arrow) next to the
paragraph is ‘undeleted’
Undo button, select the first option, the
Select and Replace
Select ‘Halva International has’
Type ‘We have’
As you begin typing, the selected text will be deleted and replaced by the text you type
in. The paragraph is automatically realigned.
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Select and Format (Fonts)
You can change fonts and font sizes from the Formatting toolbar or apply bold, italic, or
underline attributes to your text. You can also format text from the Styles and Formatting
superscript
Task Pane. To change other character formats such as
and subscript, choose Font
from the Format pull-down menu.
Select the ‘Memo’ title
Select Font under the Format pull-down menu
Select Century Gothic or a different font.
Change the Font Size to 18 pt. and the Style to Bold Italic
Choose OK to close the dialog box and format the memo title
Select ‘Parkway Hotel’
Click on the
(down arrow) next to the Font button on the Formatting toolbar
Select a different font, the font is changed only for the selected text.
Select each of the memo line title headings
Click on the
Bold button on the Formatting toolbar for each line title
Select ‘tentatively’ in the first sentence of the first paragraph
Click on the
Italic button on the Formatting Toolbar
Multi-selection
Office XP allows you to select items in your document that are not next to each other.
You can only select multiple items of the same type, such as two or more text selections
or two or more graphics that aren’t next to each other.
Select the first item, such as a paragraph or word
Hold down the CTRL key
Select additional items
Move and Copy
The mouse allows you to take advantage of the drag and drop-editing feature, which is
the easiest way to move and copy text short distances.
To move text
First select the text, and then place the mouse pointer anywhere within the selected
text. Hold down the left mouse button until you see a small square appear at the end
of your pointer. Drag the pointer to a new location and release the mouse button to
‘drop’ the text into place. The arrow tip indicates where the text will be ‘dropped’
To copy text
Select the text you want to copy and point to it with your mouse. Press and hold the
Ctrl key. Hold down the left mouse button until you see a small square with a ‘+’
appear at the end of your pointer. Drag the pointer to a new location and release the
mouse button and the Ctrl key, to ‘drop’ the text you copied.
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Find and Replace
The Find command searches for specified text, formatting, footnotes, endnotes, or
annotation marks in the active document. Special characters, such as tab characters, page
and section breaks, and paragraph marks can be included in your search. Replace will
search for text, formatting, and special characters and replace them with another word,
format, or special character.
Type your name on 3 separate lines.
Choose Replace from the Edit pull-down menu.
Type your name in the Find what box.
Type another name in the Replace with box.
Click on More and then the Format button, and choose Font.
Select a different font or point size and click on OK.
Click on the Find Next button, then the Replace button.
Click the Replace All button if you want all occurrences of your search replaced.
Paragraph Formatting
Place your cursor anywhere in a paragraph
Select one of the
Justification buttons on the Formatting toolbar
You can left align, center, right align, or justify your text, left align is the default.
(Justify will expand text to be aligned between the left and right margins)
Choose Undo from the Edit pull-down menu to reverse the last formatting change
made to your document. Justification will return to left align.
You can also change the type of alignment by choosing the Paragra ph command from
the Format pull-down menu. Click the
next to the Alignment field and select the
alignment of your choice. Click on OK to return to your document.
OR
Display a Shortcut Menu by clicking the right mouse button, choose Paragraph and
select the alignment of your choice.
The Paragraph Command (Format pull-down menu) also allows you to modify paragraph
indents, text alignment, and line spacing.
Paragraph Indents and Spacing Tab
Indentation determines the position of text in relation to the left and right margins
Left / Right
Select or type the distance you want to indent a paragraph from the left or right margin.
Type a negative measurement if you want text to appear in the left or right margin.
Special
Affects the type of indent for the first line of each selected paragraph
None
First line of each selected paragraph aligns with left indent
First Line
First line of each selected paragraph indents by amount specified in the By box
Hanging
Indents lines after the first line of each selected paragraph to the right by the amount
specified in the By box.
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Line Spacing and Paragraph Spacing
To improve the readability of your document you can adjust the line spacing and
paragraph spacing. Line spacing controls the amount of vertical space between lines in a
paragraph. Paragraph spacing controls the amount of vertical space between paragraphs.
Before/After
Type or select a positive decimal measurement for the amount of space you want above
or below the first or last line of the each selected paragraph.
Line Spacing
Single
Will accommodate the largest font in each line:
1.5 Lines
Line spacing will be one-and-a-half times that of single line spacing:
Double
Line spacing for each line will be twice that of single line spacing:
At Least
Sets a minimum line spacing that can adjust to accommodate larger font sizes or
graphics that would not otherwise fit within the specified spacing:
Exactly
Sets a fixed line spacing that will not adjust to larger fonts or graphics. This option
makes all lines evenly spaced. If portions of graphics or characters look clipped,
simply increase spacing specified in the minimum or fixed line spacing:
Multiple
Line spacing can be increased or decreased by any percentage (1.2 will increase line
space by 20%, 0.8 will decrease the line space by 20%)
Exercise: With your cursor in a paragraph, click the right mouse button, select Paragraph
Set Special to a hanging indent by 0.5”, set Spacing Before to 24 pt. and Line spacing at 1.5.
NOTE: To easily change line spacing, click on the
toolbar and select a desired setting
Line Spacing button on the formatting
Setting Tabs
The default tab stops are set at every half inch, and do not appear on the Ruler Bar. To
customize tab stops for your document select Tabs from the Format pull-down menu. It
is easy to change tab stops from the ruler. Choose Ruler from the View pull-down menu.
Tab stop alignment
Left
First character of the text aligns with the tab stop
Center
Text is centered over the tab stop
Right
Last character of the text aligns with the tab stop
Decimal
Aligns a decimal point at the tab stop, works like a right tab for whole
numbers or text
Inserts a vertical line through the selected paragraph at the ruler position
specified
Bar
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Before setting tab stops, select all of the text you want to change. If you are just starting
a document, set tab stops for the first paragraph and then when you press Enter, the
current tab settings will be carried over to the new paragraph.
To delete a tab
To reset a tab
click and drag the tab off the ruler
click the left (center, right, or decimal) tab marker to the desired setting
then click on the ruler where you want the tab stop positioned
Exercise: Press return at the end of your document to start a new paragraph. Either drag the tab
stops off the ruler or clear them using the Tabs command from the Format pull-down menu.
Using the horizontal ruler, set the following tab stops:
left tab: .5”, right tab: 2”, center tab: 3.5”, decimal tab: 5.5
Press the tab key before typing each of the following:
left
tab
name
right
tab
address
center
tab
department
1.01
101.01
.0001
Checking Text Formatting
To find out which formats are applied to existing text, select the Reveal
Formatting Task Pane. Select the text you want to check.
You can also check the text formatting by selecting the text and reading the
settings displayed on the toolbars. Or check the settings in the Font and
Paragraph dialog boxes from the Format pull-down menu.
Format Painter
The Format Painter
on the Standard toolbar can be used to apply some basic
graphic formatting, such as borders, fills, and text formatting.
Select the text that has the formatting you want to reuse; click on the
Format Painter button, the mouse pointer will turn into a brush
Click and drag over the text you want to format.
Tip: If you want to use the same formatting more than once, double click the
Format Painter
button and you can continue to drag over text you want
formatted to the original selected text. To turn the Format Painter off, just
click the
button again.
Save and Exit
To save the modified document, click on the
Save button
To save in a different file type, such as Plain Text:
Choose Save As from the File pull-down menu,
then choose the type from the Save File as Type list.
To exit Word, choose Exit from the File pull-down menu
OR click the
on the blue Title bar.
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