Microsoft Word 2003 Quick Reference
IEP Program - 2006
International University of Japan
Kokusai-cho, Minami Uonuma-shi
Niigata 949-7277 JAPAN
Tel: +81 25 779-1111
Contents
1.
Create a New Document using Getting Started Task Pane
3
2.
Performing Basic Editing Tasks
4
3.
Formatting the Text
5
4.
Mastering Page Setup and Pagination
9
5.
Copying Styles Using the Format Painter
10
6.
Clearing Formatting Attributes
10
7.
Changing Case
11
8.
Adding Symbols and Special Characters
11
9.
Creating and Using AutoText
12
10.
Spelling Check
13
11.
Find and Replace
13
12.
Creating Tables
13
13.
Splitting the Document in to two or more Columns
14
14.
Comparing Documents in Word
14
15.
Protecting Word Documents
15
16.
Saving Documents
15
17.
Saving a Document as a TIFF File
17
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Microsoft Office Word 2003
Microsoft Word is a powerful tool to create professional looking documents.
The Main Microsoft Word Document Screen
Title Bar
Menu Bar
Status bar
Standard toolbar
Formatting toolbar
Ruler
Document Window
Creating and Working with Content in Word:
The top most bar in the word is the title bar. Microsoft Word displays the name of the document
on which you are currently working. By default you can see the Document1- Microsoft Word
when you start the word application. After you saved your document, you will see the name of
the saved document.
The Menu bar is generally found directly below the Title bar. The Menu bar displays the menu.
The Menu bar begins with the word File and continues with Edit, View, Insert, Format, Tools,
Table, Window, and Help. The most frequently used menu options appear on the menu list.
A chevron appears at the bottom of the list. Click the chevron to display additional menu options.
Toolbars provide shortcuts to menu commands. Toolbars are generally located just below the
Menu bar. Toolbars contain buttons for performing operations such as opening, closing, saving
and printing a document. It is generally much faster to click a button on a toolbar than to select a
command from a menu. There are several toolbars in Word, you can display or hide these
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toolbars depending on your needs. Each toolbar is composed of buttons that perform related
tasks.
Take a moment to familiarize yourself with the buttons on the standard toolbar. Move the mouse
pointer over a button and wait for a moment, a screen tip, which is an on-screen description of a
toolbar button, appears.
The ruler is generally found below the main toolbars. The ruler is used to change the alignment
of your document quickly.
Just below the ruler is a large area called the "text area." You type your document in the text
area. The blinking vertical line in the upper left corner of the text area is the cursor. It marks the
insertion point. As you type, your work shows at the cursor location. When you type in Microsoft
Word, you do not need to press a key to move to a new line as you do when typing with a
typewriter. To start a new paragraph, press the Enter key.
The first task in Word is opening a blank document. This procedure sounds pretty straightforward,
but just to warm up a little, let's look at the various ways you can create a blank document.
First, you can simply open Word. By default, a blank document and the Getting Started task pane
open whenever you start Word. If you want to create a new blank document from within Word,
you can use any of Word's traditional methods, including the following:
1)Click the New Blank Document button on the Standard toolbar.
2)Press Ctrl+N.
3)Choose File, New to display the New Document task pane and then click Blank Document.
Create a New Document using Getting Started Task Pane:
At this point, you should take a moment to look over the new Getting Started task pane. This
pane debuts in Word 2003 and serves as a home base, giving you a task pane view that can link
you to a few helpful resources.
With the New Document Task Pane you can quickly create a variety of document types. It
provides the following options for creating documents:
Blank document
XML document
Web page
Email message
From existing document…
XML Document - Opens a new document as an XML file. When you use this new document
option, Word automatically specifies the document as an XML document when you save your
work. Saving a document as an XML file makes the data available to any application that
supports XML, not just to Microsoft Office programs. Further, you can use XML documents in
various ways, such as using a document in Word as well as a Web page, without having to
manipulate the content in any way.
Web Page - Opens a blank Web page and enables Web page components. By default, Word
saves a Web Page created with this option as a Single File Web Page. You can also save a Web
page using filtered designations in the Save As dialog box.
E-mail Message - Displays an untitled message window that you can use to create and send an
e-mail message. If Outlook hasn't been set up on the system yet, the Outlook Startup Wizard
appears when you first select the E-mail Message hyperlink.
From existing document - will help you to create the new document with the content of the
document you already have one.
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Performing Basic Editing Tasks:
As you know, merely entering information into a Word document doesn't usually create a finished
product. Instead, your documents are the result of entering information, and editing and
formatting the entered text, images, and objects. Some of the common tasks you'll perform every
time you work on documents in Word are selecting, copying, cutting, pasting text, using the
Clipboard undoing, redoing, and repeating changes.
Selecting Text:
Generally speaking, you can streamline many editing tasks by first selecting the text you want to
edit. In fact, you can speed up most text modification tasks by mastering precise selection
techniques. You can select text in a variety of ways. Usually you will select text using the mouse
or keyboard commands. Regardless of how you select text, you can cancel a selection by
clicking any area outside the selected text or by pressing an arrow key.
Selecting information using the mouse is the most common way to select text and other elements
(such as graphics, tables, objects, and so forth) in Word documents. To select information using
the mouse, you can use any of the options described in table.
Methods of Selecting Text Using the Mouse
Selection
Method
Word or single element
Sentence
Paragraph
Double-click the word or element.
Press Ctrl and click in the sentence.
Triple-click within the paragraph, or double-click in the left margin
next to the paragraph.
Entire line
Click in the left margin.
Multiple lines
Click and drag in the left margin.
Contiguous text or elements Position the insertion point at the beginning of the text to be
selected, click and drag to select the desired text, and then
release the mouse button.
Multiple noncontiguous
Select the first item (as described above), press Ctrl, and then
instances of text or elements select additional text or elements elsewhere within your document.
Entire section
Display your document in Outline view, and then triple-click a
heading or click a heading.
Large block of text
Click at the start of the selection, scroll to the end of the selection,
and then hold down Shift as you click.
Blocks of text using Extend
Click at the beginning of the text you want to select, double-click
mode
EXT on the status bar, and then click at the end of the text you
want to select. To deactivate Extend mode, press Esc or doubleclick EXT again so that it appears dimmed on the status bar.
Vertical block of text
Press Alt, and then drag over the text.
Table Cell
Click the left edge of the cell.
Table Row
Click in the left margin next to the row.
Table Column
Click the column's top gridline or border.
Entire Table
Click in the table and press Alt+Num 5, with Num Lock turned on.
Alternatively, click the table selection box that displays near the
top-left corner of the table when you position the cursor over the
table.
Text box or frame
Position the cursor over the edge of the text box until it changes to
a four-headed arrow, and then click.
Graphic
Click the graphic.
Headers and Footers
In Print Layout View, double-click the dimmed header or footer
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Footnotes and Endnotes
Entire document
text, and then click in the left margin.
In Print Layout View, click in the left margin.
Triple-click in the left margin or press Ctrl+A.
Copying, Cutting, and Pasting Features:
Copying, cutting, and pasting are probably among the top word-processing features responsible
for saving countless trees. Word provides a number of ways to go about your copying, cutting,
and pasting business, as shown in table below. To use the Copy and Cut features, select the text
you want to manipulate, and then choose one of the listed commands. To paste information,
position the insertion point where you want to insert the information, and then choose one of the
Paste commands. Alternatively, you can right-click selected text and choose Cut, Copy, or Paste
from the shortcut menu. In addition to cutting and pasting, you can reposition text by using
Word's drag-and-drop feature, which essentially enables you to use the mouse to cut and paste
text without using the Cut and Paste commands.
Copy, Cut, and Paste Features
Action
Menu Command
Keyboard Shortcut
Copy
Edit, Copy
Ctrl+C or Ctrl+Insert
Copy Format
None
Ctrl+Shift+C
Cut
Edit, Cut
Ctrl+X or Shift+Del
Paste
Edit, Paste
Ctrl+V or Shift+Insert
Paste Format
None
Ctrl+Shift+V
Toolbar Button
NA
When you paste an item, Word displays the Paste Options smart tag, as shown below. This
smart tag provides paste-specific formatting options. To apply a paste option, position the pointer
over the Paste Options smart tag, click the arrow to display the menu, and then choose a
command. To ignore a smart tag after pasting, simply continue to work within your document or
press Esc—the smart tag will quietly disappear until the next time you paste an object.
Formatting the Text:
In Word, you can format paragraphs by setting the following paragraph formatting parameters:
• Paragraph alignment
• Indentation
• Spacing between lines
• Spacing before and after paragraphs
• Tabs
• Line and page breaks
• Hyphenation
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Formatting Paragraphs by Aligning and Indenting Text:
One of the most common paragraph formatting tasks is aligning paragraphs within a document.
As you know, you can set margins to specify overall page and document alignment. But
alignment matters don't stop there. You can also control alignment at the paragraph level by
specifying text alignment and indentation. You can configure paragraph alignment settings using
these familiar methods:
ƒ Click buttons on the Formatting toolbar or press keyboard shortcuts to quickly format
paragraphs.
ƒ Use the horizontal ruler to align paragraphs visually.
ƒ Configure settings in the Paragraph dialog box.
Aligning Paragraphs Using Toolbar Buttons and Keyboard Shortcuts:
The quickest way to apply paragraph formatting is to click within a paragraph or select a few
paragraphs, and then click a button on the Formatting toolbar or press a keyboard shortcut. Of
course, these processes are limited by their default settings, but in many cases, the easiest route
proves to be the best when it comes to paragraph formatting. To review which Formatting
buttons and keyboard shortcuts can help you format paragraphs, see the table below:
Toolbar Buttons and Keyboard Shortcuts for Aligning and Formatting Paragraphs
Format
Toolbar
Button
Keyboard Shortcut
Description
Align Left
Ctrl+L
Aligns information along the left
margin of the page or specified area,
with a ragged right edge.
Align Center
Ctrl+E
Aligns the midpoint of each line with
the horizontal center of the page or
area.
Align Right
Ctrl+R
Aligns information along the right
margin of the page or specified area,
with a ragged left edge.
Justify
Ctrl+J
Aligns text flush with both the left and
right margins of the page or specified
area.
Line Spacing
Ctrl+1 (singlespace), Ctrl+2
(double-space), or
Ctrl+5 (1.5-space)
Controls the vertical spacing between
lines of text. Clicking the Line Spacing
arrow displays a list of line spacing
options.
Decrease
Indent
Ctrl+Shift+M
Decreases a paragraph's indent by
one tab stop. By default, tab stops are
set every 0.5 inch.
Increase
Indent
Ctrl+M
Increases a paragraph's indent by one
tab stop. By default, tab stops are set
every 0.5 inch.
Border
None
Applies a border to specified text.
Clicking the Borders arrow displays a
menu of common border options.
Aligning Paragraphs Using the Ruler:
Formatting toolbar buttons and keyboard shortcuts give you quick access to paragraph
formatting options, but the Word ruler offers visually oriented people an intuitive and more
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precise method for controlling paragraph alignment as well as providing a greater variety of
alignment settings. The trick to using the ruler effectively is to become comfortable with the
ruler's markers. To get up to speed, look at Figure below, which shows the Word 2003 ruler.
Displaying and Configuring the Ruler:
By default, Word displays the ruler in Normal, Web Layout, and Print Layout views and does not
display the ruler in Outline and Reading Layout views. If you don't see the ruler in Normal, Web
Layout, or Print Layout view, you can display it by choosing menu View > Ruler.
As you can see in Figure ruler the 0 (zero) spot on the ruler corresponds to the left margin setting.
By default, the left and right margins are set to 1.25 inches on 8.5-by-11-inch paper. Thus, the
default setup provides 6 inches between the margins for content.
You've probably noticed that the ruler measurements are shown in inches. If you prefer to use
other units of measurement, you can change the default measurement unit setting as follows:
1. Choose Tools, Options, and click the General tab.
2. In the General tab, click the Measurement Units arrow, select a measurement unit in the
list, and click OK. Available options are Inches, Centimeters, Millimeters, Points, and
Picas.
Adjusting Left and Right Indents:
To adjust left and right indents using the ruler, click within the paragraph (even if it's an empty
paragraph) or select the paragraphs you want to adjust, or select the entire document (press
Ctrl+A). Then click and drag the Left Indent or Right Indent marker on the ruler.
To move the First Line Indent marker along with the Hanging Indent marker, drag the small
rectangle below the Hanging Indent marker (the Left Indent marker) on the ruler. Dragging the
Left Indent marker retains the relative settings of the first line and left margin.
Creating First Line and Hanging Indents:
You can use the ruler to create a hanging indent or a first-line indent, as illustrated in Figure. To
do so, click in the paragraph you want to format or select multiple paragraphs, and then drag the
First Line Indent marker left or right to the desired location.
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You can press Ctrl+T to create a hanging indent that aligns body text with the first tab marker.
(By default, tabs are set every 0.5 inch.) You can press Ctrl+Shift+T to "unhang" an indent,
regardless of how the hanging indent was created.
Aligning Paragraphs Using the Paragraph Dialog Box:
Using toolbar buttons, keyboard shortcuts, and ruler markers to align paragraphs can be quick,
but aligning paragraphs by using the Paragraph dialog box offers its own advantages. By
configuring settings in the Paragraph dialog box, you can align paragraphs precisely as well as
apply a number of paragraph formatting settings at one time.
To display the Paragraph dialog box, shown in Figure below, choose menu Format>Paragraph,
or right-click a paragraph (or selected paragraphs), and choose Paragraph from the shortcut
menu.
Putting the Ruler to Work to Set Tabs:
You can set tabs using the horizontal ruler in Word. Using the ruler has a couple of advantages:
you get visual feedback as soon as you set the tabs, and you can drag the ruler tabs to the left or
right until you're satisfied with their positions. (You can even drag tabs off the ruler to delete
them.) As soon as you set a tab on the ruler, your selected text moves to reflect the setting. To
set tabs using the ruler, you need to complete the following steps:
1. Click in a paragraph or select multiple paragraphs in which you want to set tabs, or position
the insertion point at the location where you want to create a new paragraph containing the
tab settings.
2. Set the desired tab style by clicking the button at the left end of the horizontal ruler. To
cycle through the available tab styles, click the button repeatedly. The table below lists the
tab styles along with other available ruler markers, and button shows the various tab styles
in action.
3. After you select a tab style, click the ruler to insert a tab. If you position a tab incorrectly,
you can drag it off the ruler to delete it or drag it left or right to reposition it.
Ruler Markers
Button
Name
Description
Left Tab
Text begins at the tab stop and continues right. This is the
most commonly used tab style.
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Ruler Markers
Button
Name
Description
Center Tab
Text is centered on the tab stop as you type.
Right Tab
Text begins at the tab stop and moves left as new text is
typed.
Decimal Tab
Rows of numbers are aligned on the decimal point,
regardless of the number of decimal places in each
number.
Bar Tab
Creates a vertical line. This setting enables you to draw
vertical lines that span any number of horizontal lines of
text.
First
Indent
Line
Hanging
Indent
Activates the First Line Indent feature. Click the ruler to
set a first-line indent. (Using this method, you can create a
first-line indent with a single click instead of dragging the
ruler marker.)
Activates the Hanging Indent feature. Click the ruler to
position a hanging indent.
Clearing Custom Tabs:
Just as you can add custom tabs using the horizontal ruler and the Tabs dialog box, you can also
clear tabs using these same tools. You can even clear all tabs at one time if you're really in
"spring cleaning" mode. To remove tabs, select the paragraph(s) you want to modify, and then
perform one of the following procedures:
• Drag the tab markers off the ruler. (Simply click a tab marker and drag it down into the
document area.)
• Display the Tabs dialog box (by choosing Format, Tabs or double-clicking an existing tab
marker in the Ruler), select the tab you want to delete, and click Clear.
• Display the Tabs dialog box, and click Clear All.
Mastering Page Setup and Pagination:
Microsoft Word's page setup features help you control page layout basics. Specifically, when you
plan your pages, you can make choices about the following page setup specifications and
options:
•
•
•
•
•
•
•
•
•
Sections, headers, footers, and page number settings
Top, bottom, left, and right margin sizes
Document orientation
Paper size and tray or cartridge to use when printing
Whether to print one or two pages per sheet
Spaces between columns
Page, column, and text breaks
Header and footer content and positioning
Text flow and spacing for languages that use vertical orientation
In most cases, you'll use the Page Setup dialog box to enter page settings. To display the Page
Setup dialog box use any of the following techniques:
ƒ Choose File > Page Setup.
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ƒ In Print Layout view, double-click anywhere in the vertical or horizontal ruler or in the
upper-left corner of the page
ƒ Press Alt+F+U.
ƒ Click Page Setup on the Header and Footer toolbar.
ƒ Double-click a Section Break marker.
The Page Setup dialog box enables you to choose the settings that affect the margins, paper
type, layout, and spacing of your document.
ƒ Margins - Allow you to specify settings for the top, bottom, left, right, and gutter margins;
choose page orientation; and select the format for multiple pages.
ƒ Paper - Includes options regarding the paper size and the source for the paper and
envelopes on which you'll print your information. In addition, you can access the Print
dialog box from this tab by clicking Print Options.
ƒ Layout - Enables you to set options for sections, headers and footers, and overall content
alignment. In addition, you can access the Line Numbers dialog box by clicking Line
Numbers and the Borders and Shading dialog box by clicking Borders.
ƒ Document Grid - Enables you to control the horizontal and vertical text flow as well as line
and character spacing in documents that use East Asian languages. Using this tab, you
can also specify Drawing Grid settings (click Drawing Grid), which give you control over the
grid display and other grid settings.
Copying Styles Using the Format Painter:
A paint brush like icon in the standard toolbar is known to be a format painter. After you've
formatted your text, you might want to apply similar attributes to other text. For example, suppose
you've used the following settings to style a book’s title that's embedded in body text: bold italic,
12 points, Arial, red. When you type the next book title in your document, you could either apply
all the formatting settings manually, create a style, or use the Format Painter tool to copy and
paste the settings from the last book title to the current book title. Usually, the quick-andconvenient route of copying formatting settings will be preferable to manually applying a set of
attributes over and over.
Using the Format Painter tool is a breeze. By default, the Format Painter tool is available on the
Standard toolbar. To use the Format Painter, follow these steps:
1) Click in or select the text that has the formatting you want to apply to other text.
2) Click the Format Painter button.
3) Click or select the text you want to format.
To format multiple instances of text using the Format Painter, select the text with the desired
format, and then double-click the Format Painter; this keeps the Format Painter turned on until
you turn it off. All text you select or words you click while the Format Painter is activated will be
reformatted. To turn off the Format Painter, click the Format Painter button on the Standard
toolbar or press Esc.
You can also use keyboard commands to copy formatting. The advantage of using keyboard
shortcuts in this case is that you can repeat the Ctrl+Shift+V command as many times as
necessary on various instances of selected text—the formatting settings are retained during the
current session until you execute another Ctrl+Shift+C command. Sometimes, having a group of
formatting commands available with a single keyboard shortcut can prove to be a real time-saver.
Clearing Formatting Attributes:
Up to now, we've been looking at adding font formatting attributes, but at times you might want to
remove all formatting attributes from within a paragraph. Word provides a quick way to clear all
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formatting attributes from text at one time. This must be very helpful when you copy the
information from various websites having different attributes like different font size, font style, font
color, alignment. To clear all formatting from a single word or selected text, follow these steps:
1. Select the word or text you want to convert to plain text.
2. Press Ctrl+Spacebar.
You can remove formatting from an entire document by pressing Ctrl+A to select the entire
document, and then pressing Ctrl+Spacebar.
Changing Case:
Occasionally, you might want to change lowercase text to all caps, all caps to lowercase, or
mixed-case text to all caps or all lowercase. Fortunately, you can perform these potentially
tedious maneuvers without displaying the Font dialog box or retyping text. In fact, all you need to
do is select the text you want to change and press Ctrl+Shift+A to alternate between all
lowercase and all uppercase or press Shift+F3 to cycle through all lowercase, initial capped, and
all uppercase.
In addition, Word offers more advanced capitalization schemes in the Change Case dialog box.
To display the Change Case dialog box, shown in Figure below, choose Format, Change Case
(or press Alt+O+E). Notice that you can format selected text using the following options:
Sentence Case, Lowercase, Uppercase, Title Case, or Toggle Case.
Adding Symbols and Special Characters:
Word provides the Symbol dialog box to take care of your symbol and special character needs.
To access the Symbol dialog box, choose Insert, Symbol. The figure below shows the Symbols
tab in the Symbol dialog box.
You can insert symbols in three main ways:
ƒ
Click a symbol in the symbol table, and then click the Insert button.
ƒ
Double-click a symbol in the symbol table.
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ƒ
Press the symbol's shortcut key.
Pressing a keyboard shortcut command to insert a symbol without displaying the Symbol dialog
box, you need to know the shortcut key. If you don't know the keyboard shortcut for a symbol,
you can click the symbol in the Symbol dialog box and view the associated keyboard command
in the lower portion of the dialog box or by clicking the Shortcut button.
When you're inserting symbols from within the Symbol dialog box, keep in mind that you can
insert multiple symbols during a single visit. In fact, inserting all the symbols you'll need for a
while can prove to be fairly efficient. (After all, cutting and pasting or dragging and dropping
inserted symbols are quicker and easier than repeatedly accessing the Symbol dialog box.)
When you've inserted the symbols you need, click Close to close the Symbol dialog box.
Using Shortcut Keys to Insert Symbols and Special Characters:
If you frequently need to insert a symbol or special character that requires displaying the Symbol
dialog box, you can simplify this by memorizing pre-assigned keyboard shortcuts or by creating
custom keyboard shortcuts. In Figure shown below, you can see that both tabs in the Symbol
dialog box contain a Shortcut Key button. In addition, both tabs display currently assigned
keyboard shortcuts for quick reference. In the Symbols tab, available keyboard shortcuts appear
next to the Shortcut Key button when a symbol is selected; in the Special Characters tab,
keyboard shortcuts are listed in the Shortcut Key column.
Creating and Using AutoText :
Auto Text is used to store the text in the word which one is repeatedly used. Cut and Copy both
store information on the Clipboard. Each time you store new information on the Clipboard, the old
information is lost. If you wish to store text permanently so you can use it repeatedly, use
AutoText.
To Create AutoText, do the following steps,
1. Type
the
sentence
you
want
to
create
auto
text:
for
example
International University of Japan
2. Select the sentence " International University of Japan"
3. Choose Insert > AutoText > New from the menu.
4. Microsoft Word suggests a name. The suggestion displays in the dialog box. Type the
name you want (by typing IUJ in the Please Name Your AutoText Entry field).
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5.
6.
7.
8.
9.
Click OK.
Click anywhere in the text area to deselect the text.
Place the cursor where you want to insert the auto text and type the name.(IUJ)
Press F3.
Your text should now insert.
Whenever you need the text, simply type the name and press F3
Spelling Check:
Word checks your spelling and grammar as you type. Spelling errors display with a red wavy line
under the word. Grammar errors display with a green wavy line under the error. If you want to
spell check your entire document, press F7 or click the spelling icon, or choose Tools > Spelling
and Grammar from the menu. If you want to spell check part of your document, highlight the area
you want to spell check. Then you start the spelling check by any one of the method.
Find and Replace:
If you need to find a particular word or piece of text, you can use the Find command. If you want
to search the entire document, simply execute the Find command. If you want to limit your
search to a selected area, select the area you want to find and then execute the Find command.
To start the Find and Replace, press Ctrl+F or Choose Edit > Find. In the Find and Replace
window you can choose different search options by clicking More button and select the search
option. After you have found the word or piece of text you are searching for, you can replace it
with new text by executing the Replace command.
Creating Tables:
Tables are a powerful tool that can help you organize and format complex documents with very
little work. Table is the most important one to make the display meaningful. Unlike Excel
worksheets, however, which are designed primarily for managing data, Word tables are about
displaying and managing content in your documents.
You can follow any one of the method to draw table as follows:
•
•
•
Choose menu Table > Insert > Table
Click the Tables and Borders button on the Standard toolbar.
Click the Insert Table button on the Standard toolbar.
You have to follow different methods to use various models. In the first method it will ask to enter
table size, auto fit behavior and also the Table style if you like to use the preformatted one.
In the second method you need to draw the cells as you like.
Moving Around a Table:
Each block in a table is called a cell. Use the Tab key to move from cell to cell from left to right.
Use Shift-Tab to move from cell to cell from right to left. The following exercise demonstrates.
1. Click in the first cell in the first column.
2. Press the Tab key nine times. The cursor moves forward nine cells.
3. Press Shift-Tab six times. The cursor moves backward six cells.
Note: You can also move to a cell by clicking in the cell. In addition, you can move around the
table by using the left, right, up, and down arrow keys.
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Adding a New Row to the End of the Table:
You can add additional rows to your table. The simplest way to add a new row is to move to the
last column of the last row and press the Tab key. You can then type any additional text you
need to add.
Adding a Row within the Table:
You can add a new row anywhere in the table. Place the cursor anywhere in the row. Choose
Table > Insert > Rows Above (or) Rows Below from the menu according to your requirement.
Adding a Column to the Table:
You can add a new column to the table by placing the cursor in any one of the cell in the
particular column in which you want to create the column before or after. Choose the Table >
Insert > Column to the left (or) Column to the Right from the menu.
Resizing the Columns :
You can easily change the size of your column widths. In this exercise, you will select the entire
table and adjust all the column widths.
1.
2.
3.
4.
5.
Click anywhere in your table.
Choose Table > Select > Table from the menu. Your table is selected.
Choose Table > Table Properties from the menu.
Choose the Column tab.
Type 1" in the Preferred Width field. This will cause Microsoft Word to set all the columns
to a width of one inch.
6. Click OK.
Resizing Your Column Widths by Using the Width Indicator:
You can resize your column widths by placing the cursor on the line that separates two columns.
This causes the width indicator to appear. After the width indicator appears, left-click and drag
with the mouse to adjust the column width.
Deleting a Column or Row or cell:
You can delete columns or rows from your table. To delete a column or row, Place the cursor in
any one of the cell of the row or column which you want to delete. Choose Table > Delete>
Columns (or) Rows (or) cells from the menu according to your need.
Splitting the Document in to two or more Columns:
In some situation we need to create document like news papers formats or we need to create the
label of our address. For that we can do it by clicking the columns button in standard tool bar or
by choosing the Format > Columns in the menu bar. In the columns dialog window you can
specify the number of columns you want to split and also the space between the columns.
Comparing Documents in Word:
In some situation, you need to compare the information in the same document or in some other
word files. For this word provide you the facility to compare the document without toggling from
one document to other.
To compare the information contained in same file but in different pages. Choose Windows >
Split from the menu bar. Then Word automatically provides you a dragging line for you to fix the
splitting point. Click the mouse where you want to split. You can scroll the document in to
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different pages to compare. To remove splitting from the word choose Window > Remove Split
from the menu bar.
To compare the information contained in different files. Open the file you want to compare from
the File menu. It will open one another word window. Come back to the original window by
clicking your mouse pointer in the taskbar. Then you choose Window > Compare side by side
with (filename.doc). It will display the two document windows side by side. You also have a
synchronous scrolling option to scroll both the documents simultaneously.
Protecting Word Documents:
Microsoft Word supports three levels of document protection. The user who creates a document
has read/write permission to a document and controls the protection level. Users can set
passwords for these protection by clicking Tools > Options on menu bar. The three levels of
protection are:
• File open protection - Word requires the user to enter a password to open a document.
• File modify protection - Word requires the user to enter a password to open the
document with read/write permission. If the user clicks Read-only at the prompt, Word
opens the document as read-only.
• Read-only recommended protection - Word prompts the user to open the document as
read-only. If the user clicks No at the prompt, Word opens the document with read/write
permission, unless the document has other password protection.
In addition to protecting an entire document, users can also protect specific elements from
unauthorized changes by Choosing the Tools > Protect Document. This method is not as secure
as using a password to protect the entire document, because Word does not use encryption
when users protect only specific elements. For example, field codes can be viewed in a text
editor even if forms or sections of a document are protected.
The specific document elements that users can protect include the following:
• Tracked changes - Changes made to the document can be neither accepted nor rejected,
and change tracking cannot be turned off.
• Comments - Users can insert comments into the document but cannot change the content
of the document.
• Forms or sections - Users can make changes only in form fields or unprotected sections
of a document.
If a user assigns password protection to a document and then forgets the password, you cannot
open the document. So, users need to keep a list of passwords and corresponding document
names in a safe place.
Saving Documents:
Whenever you create and edit documents, you need to save your work. You should save your
work as frequently as possible, not just when you're closing a document.
Saving Changes to Existing Documents:
Saving your document in the same location with the same name is easy. Choose File > Save in
menu bar or Click the Save button on the Standard toolbar or press Ctrl+S.
Save take advantage of the simplicity of the save procedure. Whenever you're about to take a
break, press Ctrl+S. Saving your work periodically helps you avoid major data loss headaches
when you least expect them.
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Saving All Open Documents Simultaneously:
When you want to shut down in a hurry but multiple documents are open, you can save all open
documents at the same time. To do so, press Shift, and then choose File, Save All. Word saves
all the open documents and templates at the same time. If you have open documents that have
never been saved, the Save As dialog box appears so that you can name any newly created files.
Saving Files by Using the Save As Dialog Box:
The Save As dialog box appears every time you save a new document or opt to save an existing
document as a new file or in a new location by choosing File, Save As (or by pressing F12). To
save a new document using the Save As dialog box or to save an existing document with new
parameters (including a new location, a new file type, or a new file name), follow these steps:
1. Choose File, Save As, or press F12. (Or, if you're saving a newly created document for
the first time, click the Save button on the Standard toolbar.)
2. Navigate to the folder in which you want to save the current document (the save location
appears in the Save In text box), type a file name in the File Name box, and then select
the file type in the Save As Type list box. The Word Document file type appears by
default, and Word saves documents with the .doc extension. You can, however, save
Word documents using a variety of file types, which can come in especially handy if
you're saving a file for someone who is using an application other than Word or if you're
creating Hypertext Markup Language (HTML) or XML documents.
3. Click Save.
Some times, you'll want to create a folder to contain a newly created file. You can easily create a
new folder during the save procedure by clicking the Create New Folder button on the Save As
dialog box's toolbar.
Reviewing the Available File Formats in the Save As Type List Box:
File Formats Available in the Save As Type List Box
Format Type
Description
Word Document (.doc)
Saves the file as a Word 2003 document.
XML Document (.xml)
Saves the document in standard XML format using either
the Word XML schema or any custom XML schema.
Further, you can apply Extensible Style sheet Language
Transformations (XSLT) files to XML documents to render
XML data in a desired format.
Single File Web Page (.mht,
mhtlm)
Saves all the elements of a Web site, including text and
graphics, as a single file. In Word 2002, this feature was
called Web Archive.
Web Page (.htm, .html)
Saves the file as a Web page with full Word editing
capabilities.
Web Page, Filtered
(.htm, .html)
Saves a document as a Web page without including
extraneous source code that enables many Word editing
features. Using this option creates smaller HTML files than
files saved with the Web Page option.
Document Template (.dot)
Saves the file as a template that you can use to build similar
documents.
Rich Text Format (.rtf)
Saves the file using a standard text format that's widely
recognized among word-processing applications and used
to exchange word-processing information.
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File Formats Available in the Save As Type List Box
Format Type
Description
Plain Text (.txt)
Eliminates all formatting; converts lines, section breaks, and
page breaks to paragraph marks; and uses the American
National Standards Institute (ANSI) character set. A useful
option for cross-platform availability when formatting isn't a
major consideration.
Word 97-2002 & 6.0/95 –
RTF (.doc)
Saves the file in Rich Text Format with the .doc extension,
which can be recognized by Word 6, Word 95, Word 97,
Word 2000, and Word 2002.
Saving a Document as a TIFF File:
Office includes Microsoft Office Document Imaging (MODI), which enables you to work with
scanned documents. With this feature, you can use the Microsoft Office Document Image Writer
print driver to save any Office document as a Tagged Image File Format (TIFF) image file. To do
so, follow these steps:
1. Open the document, and then choose File, Print or press Ctrl+P.
2. In the Name list box, select Microsoft Office Document Image Writer, and then click
Properties.
3. In the Microsoft Office Document Image Writer Properties dialog box, click the Advanced
tab.
4. In the Advanced tab, select TIFF – Monochrome Fax, and then click OK.
5. In the Print dialog box, click OK.
6. In the Save As dialog box, ensure that the View Document Image check box is selected,
configure any other desired options, and then click OK.
After you save a document as a TIFF file, you can edit the file and work with the content using
Microsoft Office Document Imaging.
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