Lehigh University Library & Technology Services
Microsoft WORD 2003
Day 2
Start Word
Open a file called day2
Click the
Open button on the Standard Toolbar
Go to the A: drive and highlight day2 and click on Open
OR Use the Getting Started Task Pane to open your document by clicking on the
link.
Date and Time Command
Place your cursor at the top of the document.
Choose Date and Time from Insert pull-down menu.
Select the date or time format you want
To automatically update the date and time when you print the document,
select Update Automatically.
Choose OK to insert the date and/or time into your document.
Inserting a New Page
There are two types of page breaks: soft and hard. Soft page breaks are inserted
automatically when the page is full and text will wrap to the next page. You can
manually insert a page break when you want a page to break at a particular place.
It is called a hard page break. Make sure the
Show/Hide button is selected.
Go to the end of the text and press Enter to go to the next line
Press Ctrl + Enter, to insert a page break
Next page
OR Choose Break from the Insert pull-down menu
Select Page Break and click on OK
Type: ‘This is another page.’
To delete a page break
Position the mouse pointer on the dotted line and press the Delete key
Note: A section break is similar to a page break in that it breaks the text, however, a
section break does not always have to start a new page. Section breaks are useful if you
want one page of your document to print in landscape, while the othe r pages are printed
in portrait, or if you want margins set differently for a section of your document.
Types of section breaks are:
Odd/Even
Continuous
Next Page - inserts a section break and starts the new section on the next page.
Continuous - inserts a section break and starts the new section on the same page.
Odd and Even page - inserts a section break and starts the new section on the next odd
or even numbered page.
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Document Formatting
The overall layout of a page, margins (top/bottom, left/right), numbering,
headers/footers, paper size, etc. determine how the document will look when it is
printed. When you begin a new document, you can just start typing. Word uses
default settings for margins and other options. You can change these settings at
any time. However, if you know how you want your document to look, it’s easy
to set these options before you start.
Margin Tab Options:
Top/Bottom
Left/Right
refers to the amount of white space from
the edge of your paper to the body of
your text
Gutter
increases margin to add extra space for
binding or hole punching
Mirror Margins use if you want to print on both sides of
the page, the margins on facing pages
mirror each other
Book Fold
creates a single, center book fold for
documents such as an invitation or a
menu
NOTE: The location to set margins for Headers and Footers has changed. To set the
margins for Headers and Footers, you must select the Layout tab in Page Setup from the
File pull-down menu
From Edge is the distance from top and bottom edge of paper
to top edge of the header and the bottom edge of the footer
Select the Paper tab to select a different paper size.
Exercise:
Choose Page Setup from the File pull-down menu
Select the Margins tab
Set Left and Right margins to 2”
Set Top and Bottom margins to 2.5
Click on OK
Changing Orientation
Word has two page orientations: Portrait (vertical) and Landscape (horizontal).
You can change the paper size and page orientation for a section or for the entire
document.
Choose Page Setup from the File pull-down menu
Select Margins tab
Select Landscape orientation, then click on OK
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Using the Ruler to Change Margins
You can set new margins by dragging the margin boundaries on the horizontal
ruler and vertical ruler in Print Layout View or in
Print Preview. If text is
not divided into section breaks, margins will change for the entire document;
otherwise margins will change only for that section.
Point to the margin boundaries, when the mouse pointer becomes a double- headed
arrow (↔), you can drag the margin boundaries
Selecting Views
Word provides several options for viewing your document. When you switch
from one view to another, the insertion point remains at the same place.
Normal View shows text formatting but simplifies the layout of the page to allow for
quick editing and typing, headers and footers don’t appear. ( on horizontal scroll bar)
Web Layout View use when creating a Web page or a document that is viewed on the
screen. In this view, you can see backgrounds, text is wrapped to fit the window, and
graphics are positioned just as they are in a Web browser. ( on horizontal scroll bar)
Print Layout View WYSIWYG (What you see is what you get) shows how text,
graphics, and other elements will be positioned on the printed page. It allows for editing
headers and footers, adjusting margins, and working with columns and drawing objects.
It is useful for checking final appearance of your document. ( on horizontal scroll bar)
Outline View allows you to see the structure of a large document by collapsing to see
only the main headings. You can also expand to see the entire document. ( on
horizontal scroll bar)
Reading Layout View optimizes screen reading. It hides all toolbars except the Reading
Layout and Reviewing toolbars. ( on the horizontal scroll bar) Pages are designed to
fit on your screen and do not represent the pages you would see if you were to print the
document. To view the document as it would appear on the printed page without
switching to print layout view, click Actual Page
on the Reading Layout toolbar.
Print Preview shows entire pages of text at reduced size so you can adjust the document
layout before you print. ( on the Toolbar or under File pull-down menu)
Spelling and Grammar
The Spelling and Grammar command found under the Tools pull-down menu
will check the spelling in the active document, including text in headers, footers,
footnotes, endnotes, and annotations and also When Word finds a possible
mistake, it displays the word in the Spelling dialog box. Word underlines
mistyped words in red and grammar errors in green. You can also right click on
the underlined word to get suggestions
To Spell and Grammar check your document:
Click the
Spelling and Grammar button on the Standard Toolbar
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AutoCorrect
Use this feature to automatically replace common spelling errors and mistyped
words and to correct sentence problems, such as two initial capitals.
To see how it works, type ‘adn’, then press the space bar. The spelling will be corrected.
Choose AutoCorrect Options from the Tools pull-down menu
In the Replace field, type LU
In the With field, type Lehigh University
Click on the Add button, then OK
NOTE: Make sure Replace Text as You Type is selected.
Type ‘LU’ in your document and press the space bar
To delete an entry, select it in the list and click the Delete button
Click the Exceptions button to add any exceptions to
AutoCorrect.
When AutoCorrect makes an unwanted correction, Ctrl z will
undo it. If you select Automatically add word to list check box
in Autocorrect Exceptions , the unwanted corrections that you undo are added to the list
of exceptions.
AutoText
Allows you to store and quickly insert text, graphics, fields and other items you
use frequently into your document. To use a built- in AutoText entry that Word
provides, choose AutoText from the Insert pull-down menu and select an entry.
To create an AutoText entry
Type a closing: Sincerely, <RET> <RET><RET>
Your name <RET>
title <RET>
department
Select the closing you just typed
Choose AutoText from the Insert pull-down menu, then select New
Type ‘signoff’ in the Create AutoText box
‘Signoff’ should be found under Normal when you want to insert the AutoText
entry
NOTE: An AutoText name must be at least 5 characters long.
To insert an AutoText entry
Place your cursor where you want the closing to be inserted
Select AutoText from the Insert pull-down menu, highlight ‘signoff’ from the
Normal entry, and it will be inserted into your document.
NOTE: When you start to type the first fe w letters of an AutoText entry, a tip
box with the name of the entry will appear, to accept that entry at your cursor, just
press Enter to accept. Try it…type ‘sign’ and press enter.
To delete an AutoText entry
Choose AutoText from the Insert pull-down menu, then select AutoText
Find the AutoText entry name you wish to delete in the list, click to select it and
then click the Delete button
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Headers and/or Footers
Headers and footers contain descriptive text or graphics that print in the top/bottom
margin of every page. Often books are written with the chapter name at the top and a
page number at the bottom of every page. Headers and footers appear only in Print
Layout view or Print Preview, not Normal view. Documents saved as a Web page do
not display headers and footers. However, they are retained in the Web document, and
will appear when you go back to the .doc format of the document.
To add a header or footer
Choose Header and Footer from the View pull-down menu
(The insertion point moves to the header area and the Header and Footer toolbar
appears, text in the main document is dimmed.)
Click the
Switch Between Header and Footer button to move the
insertion point between the header area and the footer area.
Switch back to the Header
Inserting a page number
Set justification to align right
Type ‘Page’ and click the
Page # button on the Header/Footer toolbar
Press enter twice and set justification to center
Type ‘Lehigh University’ and press enter 3 times
Type ‘MEMORANDUM’
Inserting a line
Go to the line after ‘Lehigh University’
Click the
Line button on the Drawing Toolbar
Click and drag to create a line
Double click the line to apply different line styles
Type or select a desired thickness under Weight and click on OK
Note: Click the
Drawing button on the Standard toolbar if the
Drawing toolbar is not displayed above the Status bar
To capitalize typed text
Select ‘Lehigh University’
Choose Change Case from the Format pull-down menu
Select UPPERCASE and click on OK
To add a border
Select everything in your header
Select Borders and Shading from the Format pull-down menu
Select Shadow and then click on OK
Example of the header:
Page 1
LEHIGH UNIVERSITY
MEMORANDUM
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To preview the document
Select Print Preview from the File pull-down menu
OR click on the
Print Preview button
To delete a header or footer
You must first select the text in the header or footer area and then delete it.
Document Windows
Word allows you to have several document windows open at the same time and is only
limited to the amount of memory (RAM) your computer has available.
Choose New from the File pull-down menu to open another document window or
click the
New button on the toolbar to open a blank document.
(As each document is opened, a new window is opened on top of the present
window. The title bar indicates the name of the document.)
Click on OK, using the Blank document template (this is the default)
Type ‘This is another document’
Choose day2 from the Window pull-down menu
To quickly arrange all open documents on screen, choose Arrange All from the
Window pull-down menu
Note: To activate a window, click in the document or on the title bar. The title bar will
be blue on the active window. An active document window can be maximized (enlarged
to fill the screen) or minimized (reduced to an icon on the taskbar)
Click the minimize button to reduce both documents to icons. Click each icon to
restore the documents.
Compare Documents Side By Side
Choose Compare Side by Side with ‘filename’ from the Windows pull-down
menu
Both files will appear side by side and the Compare Side by Side toolbar
will display
Click
Synchronous Scrolling to scroll through both documents
simultaneously
Choose
Reset Window Position to return to the positions they were in when
you first started comparing the documents
Click Close Side by Side to stop comparing the documents
Cut, Copy, and Paste
Use
Cut with
Paste to move selected text or graphics, or use
Copy
with
Paste to copy selected text or graphics. Once you have cut or copied
information to the clipboard, you can paste it anywhere in the current document,
in another document, or in another application until you exit Windows.
Select the text you want to copy
Click on the
Copy button from the toolbar
Activate the other document window
Position the cursor where you want to insert the information
Choose the
Paste button from the toolbar
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Collect and Paste
The Office Clipboard will allow you to collect and paste multiple items. You can
copy items from any program that provides the copy and paste function, but only
paste into MS Word, Excel, Access, Outlook or PowerPoint.
Clipboard Task Pane
The Office Clipboard works with the standard Copy and Paste commands. When
you select and copy more than one item to the clipboard, the Clipboard task pane
will appear with the items you copied listed. The newest entry will be added to
the top of the Clipboard Gallery.
Each entry includes an icon with a portion of the copied text or a thumbnail
picture of a copied graphic. The icon will display what program the copied item
is from, i.e., Excel, Word, Paint, etc.
The clipboard will hold up to 24 items. You can Paste All or
Clear All the items in the clipboard or paste or delete specific
items in clipboard.
When you select an item in the list, you will have the opportunity
to paste or delete it, by clicking on the arrow next to the item.
Note: The Office Clipboard is related to the Windows system clipboard.
When you copy multiple items to the Office Clipboard, the item you copy
is always copied to the system clipboard. When you clear the Office
Clipboard, you also clear the system clipboard. When you use the Paste
command or Ctrl V, you paste the contents of the system clipboard and
not the Office clipboard.
The collected items stay on the clipboard until you exit Office.
To copy items to the Clipboard, you can either choose Copy from
the Edit pull-down menu or click the
Copy button from the
standard toolbar or from the floating Clipboard.
To paste an item in an Office program, click in your document
where you want to paste
Select
if you want to paste all the items collected in the clipboard
OR Click the icon you want to paste and it will be pasted into your document
To clear all the items in the clipboard, click the
button.
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Inserting one document into another
To insert an existing document into the current document
Place your cursor where you want to insert the document
Choose File from the Insert pull-down menu
Type the filename or select it from the list and click on OK
Note: To insert a character or symbol into your document, choose Symbol from the
Insert pull-down menu. Select a character or symbol and click on Insert, then Close.
Try it.
J
To display a different character set,
click the
next to the Font field
and select a different font.
Using Help
Word has an extensive on- line and off- line help facility available to you at
any time. Help provides step-by-step instructions, on- line demos, and
product support. An example of the Word Help Table of Contents Menu
is displayed:
There are several ways to access Help:
Help Key
Help Button
Help Contents
F1 displays the Help Task Pane
Click the
help button on the Standard Toolbar
Click on
and select the topic
you need help on
Help Answer Wizard Type your question and then click on search
Ask a question
Word XP provides a convenient access to Help with an Ask a
question box on the Menu Bar:
You can type a question and Help responds by displaying a list of
Help topics, whether you are running the Office Assistant or not.
Tip of the Day
Provides useful hints and reminders on how you can use Word
more productively.
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Click Show the Office Assistant from the Help pull-down menu. The Office
Assistant will open up on your screen. Choose Options to view the Tip of the
Day. You can also do a search on a particular topic.
You can also change the look
of the Office Assistant from
Clippit (the Paperclip)
to Merlin
to The Dot
to F1
,
,
, and more.
Choose Options, click on the
Gallery tab, and click Next to
see all the choices.
Turn off the Assistant for an entire Word session
In the Assistant balloon, click Options . (If the Assistant balloon isn't visible, click
the Assistant.)
On the Options tab, clear the Use the Office Assistant check box.
You can also right-click on the Assistant and choose Hide
Changing from Online to Offline Help
Word defaults to searching on- line content when
connected to the web. This is often very slow.
To change the setting to offline help (which is
installed with Word 2003):
Choose Microsoft Office Word Help from the
Help pull-down menu
Click on Online Content Settings…
Click to unselect Searc h online content when
connected and click OK
Exiting Help
Click the
to close the Help Menu
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Customizing the Toolbar
You might find that the commands you use most often are not present on the
existing toolbars. Word allows you to customize an existing toolbar or create a
new toolbar to ho ld all the buttons for features you use on a regular basis.
Right click on the Toolbar and choose Customize . On the Toolbars Tab is a list
of available toolbars, select those you wish to customize. You can also create a
new toolbar by clicking the New button.
Click the Commands tab and select the category, notice that it follows the same
path as the pull-down menus on the top of your screen. On the right side select
the command and drag it up to the toolbar. You can switch between Categories
and Commands in the same session. Click on the Close button when you are
finished. When you click the button on the toolbar, it will issue that command.
To delete a button from the toolbar, while in Customize , simply click and drag
the button down off the toolbar.
To change the position of a toolbar, place the mouse pointer on a seam between
buttons or in a blank area of the toolbar, not on any button, and drag the toolbar to
a new position. When you drag it to the side of a window, it will snap into
position.
To make a floating toolbar, drag to a
position anywhere on the screen. You can
change the shape and size of a floating
toolbar to display more rows or columns. Drag the border of the floating toolbar,
the resized toolbar must be wide enough to sho w at least the widest item on the
toolbar.
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