MS Word 2003 Manual

8/4/2019 MS Word 2003 Manual

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MicrosoftWord2003

FoundationLevel

created and designed

by Kuben Naidoo


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Before you begin...

A. Menus and ToolbarsA menu displays a list of commands. Some of these commands have images

next to them (icons) so you can quickly associate the command with the image. Most menus arelocated on the menu bar, which is the toolbar at the top of the screen. Toolbars can containbuttons, menus, or a combination of both.

A Menu Bar

B Menu CommandC ToolbarD Button

1. Right-click on a blank area on the right of the toolbar orClick theView Menu - Click on Toolbars(A)The Toolbar Shortcut Menu appears (B).

2. Click the toolbar you want to show.The Toolbars currently displayed have a tick mark next to it.

NOTE: You should at least have the following toolbars on:Standard, Formatting and Drawing

1. Right-click on a blank area on the right of the toolbar orClick theView Menu - Click on Toolbars(A)The Toolbar Shortcut Menu appears (B).

2. Click the toolbar you want to hide.

The Toolbars currently hidden have no tick mark next to it.

B. Show Toolbars

C. Hide Toolbars

CA

B

D

A

B

created and designed by Kuben Naidoo


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1

1. To Start Microsoft Word

To Start Microsoft Word from All Programs

1. Right-click on the program you want to remove

from the Start Menu.The context menu appears (F).

2. Click Unpin from Start Menu.

1. Click Start from the Taskbar (A)2. Click Programs (B)3. Click Microsoft Office (C)4. Click Microsoft Word (D)

To Pin Microsoft Word to Start MenuTo make it easier to start MS Word it is advisable to Pin it to the Start Menu. (E)

1. Right-click on the program you want to display at the top of the Start Menu.The context menu appears.

2. Click Pin to Start Menu.

To remove Programs from the Start Menu

A

B

D

CE

D

F



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Menu BarTitle Bar Standard Toolbar

Formatting

Toolbar

Task

Pane

Drawing

Toolbar

Status Bar

Horizontal

Scrollbar

Text Window

Insertion

Point

Ruler

Vertical

Scrollbar

Title Bar

Found at the top of the screen and displays the:Icon of the software, name of the software, the document name (on the left).Minimise, Maximise and Close buttons (on the right).

Menu Bar

Found below the title bar. (File-Edit-View...)

Standard Toolbar

Contains basic shortcut buttons (New Document, Open, Save, Print...)

Formatting Toolbar

Contains shortcut buttons for formatting the document (Font, Bold, Underline, Alignment...)

Drawing Toolbar

Basic drawing tools and object formatting tools that help enhance document (Autoshapes, text

boxes...)

Status Bar

Found at the bottom of screen. Indicate the current Page, line and column number.

2

2. Labelling the Microsoft Word Screen



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Vertical Scrollbar

Allows you to move the slide screen from top to bottom and vice versa.

Horizontal Scrollbar

Allows you to move the slide screen from left to right and vice versa.

Text Window

It is the blank area occupying most of the screen with a flashing cursor on the left.

Ruler

It is used to change the margin settings.

3

Microsoft Word offers an extensive help system, which is the same as the help

system found in almost every Windows program.

1. You can obtain help by pressing the F1 function key on the keyboard or byclicking Help on the menu bar.

2. Word Help(A) is loaded in the task pane.3. Type in a search term in the Search for box (B).4. Click on the green arrow (C)

3. Help Options

Self Test 1

1. What is the purpose of the Title bar?

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

2. What is the purpose of the Standard Toolbar?

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

3. What is the purpose of the Formatting Toolbar?

________________________________________________________________________________________________________________________________________________________________________

____________________________________________________________________________________

?

A

B C



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4

4.1 The Direction Arrow KeysThe arrow keys (also referred to as Cursor Control Keys) are the easiest wayto move around a document.

takes the cursor one character to the right

takes the cursor one character to the left

takes the cursor one lineup

takes the cursor one linedown

4.2 Other ways to move the cursor

Ctrl + takes the cursor up one paragraph

Ctrl + takes the cursor down one paragraph

Ctrl + takes the cursor one word to the right

Ctrl + takes the cursor one word to the left

4.3 The Enter KeyThe Enter Key is used for the following purposes:- To start a new paragraph

- To leave lines between sentences.- To start a new page. Press the Enter key continuously.- Ctrl+Enter can also be used to start a new page.

4.4 The Space BarIt is used to insert a space between characters, words or sentences.Note: - It is only pressed once between each word.

- Leave a space after a punctuation mark but not before.

4.5 The Shift KeyIt is used to produce capital letters and to select secondary function on keys (eg. @, #, $ ...)

4.6 The Tab KeyIt is used to indent text to an exact position to align text neatly.

4.7 The Alt KeyIt is used to with other keys to perform a shortcut function.

4.4 The Delete and Backspace Key

The Delete Key deletes the character to the right of the cursor.

The Backspace Key deletes the character to the left of the cursor.

4. Moving around in the Document

Delete



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Self Test 2

1. What key moves the cursor one line up?

____________________________________________________________________________________

2. What key will move the cursor to the beginning of the line?____________________________________________________________________________________

3. What is the purpose of the Alt Key?

____________________________________________________________________________________

4. What is the difference between the Delete and the Backspace key?

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

5

Notes



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Click onBlankDocument

6

5. Documents

5.1 To Open a New Document- Click File, from the Menu bar and select New

or

- In the Task Pane that appears select Blank Document

5.2 To Close a Document- Click File, from the Menu bar and select Close

When the dialogue box appears (as seen below) select the option you want.

Open New Doc.:

Ctrl+N

Shortcut Keys:



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Click Inside

Click Inside andtype a file name Click Save

7

5.3 To Save a DocumentTo save document to a Stiffy Disk or a Flash Drive:- Click File from Menu bar- Click Save As- Click inside the Save In box (as seen below)- Select 3.5 Floppy (a:) or Flash Drive (make sure disks are in drive)- Click inside the File Name box and type a Filename

- Click Save

5.4 To Save the changes to a DocumentSaving a document for a second time updates the file on the disk (saves the changes you havemade).- Click File on the Menu Bar- Select Save

or

- Use shortcut key (Ctrl+S)

Save Document:

Ctrl+S

Shortcut Keys:

Save Document:Ctrl+S

Shortcut Keys:



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Click Inside

Click Open

5.5 Retrieving a Document from disk- Click File- Select Open- Click inside the Look In box (as seen below)- Click on 3.5 Floppy A: or Flash Drive- Click on the Filename- Click Open

8

Open Document:

Ctrl+O

Shortcut Keys:



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5.6 Previewing a DocumentBefore printing a document always preview the document first.This allows you to see the document and the format.- Click File- Click Print Preview- Click on Close to return to your document.

9

Print Preview:Ctrl+F2

Shortcut Keys:



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10

5.7 Printing a Document- Click File- Click Print- Click in the Page Range, select one option- Click in the number of copies- Click on OK

Print Document:

Ctrl+P

Shortcut Keys:



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Self Test 3

1. List the steps involved when saving a document for the first time:

________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________

2. What is the purpose of Print Preview?

____________________________________________________________________________________

3. How would you close a document?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

4. How would you retrieve a document from disk?

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

11

Notes



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Review Questions

Question 1:

State whether the following statements are True or False.If the statement is False then give a reason.

1.1 The name of the current document is found on the Menu bar.____________________________________________________________________________

1.2 The Home key takes the cursor to the beginning of the document.____________________________________________________________________________

1.3 The Save command will save the document with a Filename.____________________________________________________________________________

1.4 Microsoft Word is an Operating System.____________________________________________________________________________

1.5 The Vertical Scrollbar moves the cursor from the left of the line to the right and viceversa.____________________________________________________________________________

Question 2:Short Questions.

Explain the differences between each of the following:

2.1 Close and Exit________________________________________________________________________________________________________________________________________________________

2.2 Page Up and Page Down________________________________________________________________________________________________________________________________________________________

2.3 Delete and Backspace________________________________________________________________________________________________________________________________________________________

2.4 Enter and Spacebar________________________________________________________________________________________________________________________________________________________

2.5 Print and Preview

________________________________________________________________________________________________________________________________________________________

12created and designed by Kuben Naidoo


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6. Highlighting / Marking Text

6.1 Highlighting Text using the Mousea) Position the mouse pointer ( ) where you want to start highlighting

the text. In Microsoft Word the mouse pointer is an I-beam ( )

b) Click the left mouse button.c) Press the left mouse button down and at the same time slowly drag the mouse

pointer over the text.Note: The highlighted text would have a black background and the text would be white.

d) Release the mouse button once you have finished highlighting.

6.2 To Highlight:

Single Word

Position mouse pointer on the word and double-click.

Single Line / SentencePosition mouse pointer at the beginning of the line and double-click (in the margins).

Entire ParagraphPosition mouse pointer in the centre of the paragraph and click the mouse button three times.



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7. Document Formatting

14

7.1 To make text BoldHighlight the textClick on the icon on the Formatting Toolbar.

Highlight the textPress Ctrl+B on the keyboard

7.2 To make text ItalicisedHighlight the textClick on the icon on the Formatting Toolbar.

Highlight the textPress Ctrl+I on the keyboard

7.3 To Underline TextHighlight the textClick on the icon on the Formatting Toolbar.

Highlight the textPress Ctrl+U on the keyboard

7.4 To Change the Style of Texta) Highlight the textb) Click on the font style box on the Formatting Toolbarc) Click on the style you want. (Arial, Times New Roman, etc.)

7.5 To Change the Size of Texta) Highlight the textb) Click on the font size box on the Formatting Toolbar

7.6 To Change Text to Uppercasea) Highlight the textb) Click on the Format Menuc) Click Change Cased) Click Uppercasee) Click OK

B

I

EG. Phoenix Education Centre


U


12

Times New Roman

EG. Arial Phoenix EducationTimes New Roman Phoenix EducationArial Black Phoenix EducationBrush Script Phoenix Education

EG.

12 16 20 24 30

EG.

phoenix education centrePHOENIX EDUCATION CENTRE

Bold Text:

Ctrl+B

Underline Text:

Ctrl+U

Italicise Text:

Ctrl+I

Shortcut Keys:



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hoenix Teachers Centre is situated in Spire Street, Stonebridge. It has amedia centre, library and printing facilities. These can only be used byeducators.

Step 1: Highlight the letter

Step 2: Click Inside

Step 3: Click OK

7.7 Drop CapsA Drop Cap is where the first letter of a report, article, chapter or story appears in a bigger andin a different font than the rest of the text.

a) Highlight the first letter only.b) Click on the Format Menu.c) Click on Drop Cap

The Drop Cap dialogue box appearsd) There are 2 options:

- Dropped- In Margin

e) Click inside anyone of the 2 options.f) Click OKg) Click YES



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7.8 Aligning Text (Centre)Highlight textClick on the Centre Icon on theFormatting Toolbar

Highlight textPress Ctrl+E on the keyboard

7.9 Aligning Text (Right)Highlight textClick on the Align Right Icon on theFormatting Toolbar

Highlight textPress Ctrl+E on the keyboard

7.9 Changing the Line Spacinga) Highlight textb) Click on the Line Spacing Iconc) Select from the drop-down list

EG:

Left Align:

Sample text sample text sampleSample text sample

Centre Align:Sample text sample text sample

Sample text sample

Right Align:

Sample text sample text sampleSample text sample

Sample text sample textSample text sample textSample text sample textSample text sample text

Sample text sample text








1.0 2.0 3.0

Example - Line Spacing:



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17

8. Adjusting Page Margins

1) Click on File Menu2) Click Page Setup (A)

The Page Setup Dialogue box appears (as above).3) Click on the Margins Tab (B)4) Enter the measurements for the Top, Bottom, Left and Right Margins. (C)

Use the Tab key to jump boxes.5) Click OK (D)

A

C

B

D

Move between input

boxes:

Keyboard Tab Key

Shortcut Keys:



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9. Adjust Paper Size and Orientation

1) Position the cursor on the page you want to change.2) Click on the File Menu3) Click on Page Setup

The page setup dialogue box appears.4) Click on the Paper tab at the top of the box.5) Click inside the Paper size box.6) Click on any of the options (A4, A3, Envelope)

A4 - Normal Paper Size in South AfricaA5 - Half of A4A3 - Double A4

7) Click OK

To change the orientation:There are 2 types of orientation:

Portrait (Vertical)

Landscape (Horizontal)

1) Click File Menu2) Click Page Setup

The page dialogue box appears (on right)3) Click on the Margins tab.4) Under Orientation click on

Portrait or Landscape.5) Click OK



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Self Test 4

1. List the steps involved when aligning text to the right:

________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________

2. What is line spacing?

____________________________________________________________________________________

3. How would you adjust the margins?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Notes



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10. Finding and Replacing Text

Word can find text anywhere in the document and replace it with another word.

1. Click EditMenu2. Click Replace3. Click inside the Find What box and type the text you want to find.4. Click inside the Replace With box and type the text you want to replace the original with.5. Click on Replace All6. ClickYes7. Click OK8. Click Close



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11. Spelling and Grammar

Word automatically checks all text you type. Words underlined in a red zigzag pattern denotes aspelling error and green denotes a grammatical error.

1. Click Tools from the Menu bar.2. Click Spelling and Grammar.

The Spelling and Grammar dialogue box appears.3. It displays the incorrectly spelt word in red on top and lists possible matches.4. Click on the option you want to use.5. Click Change

Word will continue to check the document until all mistakes have been corrected.



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12. Undo and Redo Text

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Undo

Redo

Icons:

12.1 Undo TextIf you have accidentally deleted text or have made a mistake, you can undo themistake you have made.

Click on the Undo Icon on the Standard Toolbar

orClick Edit MenuClick Undo

Press Ctrl+Z

12.2 Redo TextIf you have accidentally used the Undo key too much, you can redo the text.

Click on the Redo Icon on the Standard Toolbaror

Click Edit MenuClick Redo

Press Ctrl+Y

Undo:

Ctrl+ZRedo:

Ctrl+Y

Shortcut Keys:



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13. Cut, Copy and Paste Text

13.1 Cutting and Pasting TextWhen you Cut text, you move the text from one place to another.

1. Highlight the text you want cut. 1.2. Click Edit Menu 2. Click on the Cut icon on the3. Click Cut Standard Toolbar.4. Move the cursor to the place you want 3.

to paste the text.5. Click Edit Menu 4. Click on the Paste icon on the6. Click Paste Standard Toolbar.

Highlight the text you want cut.

Move the cursor to the place youwant to paste the text.

13.2 Coping and Pasting Text

When you Copy text, youmake a duplicate copy of the text

. The original remains in itsposition while the duplicate is pasted elsewhere.

1. Highlight the text you want to copy. 1. Highlight the text you want cut.2. Click Edit Menu 2. Click on the Copy icon on the3. Click Copy Standard Toolbar.4. Move the cursor to the place you want 3. Move the cursor to the place you

to paste the text. want to paste the text.5. Click Edit Menu 4. Click on the Paste icon on the6. Click Paste Standard Toolbar.

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Cut

Copy

Paste

Icons:

Cut: Ctrl+XCopy: Ctrl+C

Paste: Ctrl+V

Shortcut Keys:



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14. Headers and Footers

14.1 HeadersA header is a line or several lines of text at the top of every page.Usually contains the title.

To create a header:

1. Click on theView Menu2. Click Header and Footer

The header section is show surrounded by a dashed lineThe Header and Footer Toolbar appears (B on Diagram).

3. Type in your Information (Eg. The Title) in the dashed boxNote: This will appear on the top of every page.

4. Click Close on the header and footer toolbar (

(A on Diagram).

(A on Diagram).

E on Diagram).

14.2 FootersA footer is a line or several lines of text at the bottom of every page.Usually contains the page number.

To create a footer:

1. Click on theView Menu2. Click Header and Footer

The Header and Footer Toolbar appears (B on Diagram).3. Click on the Switch Between Header and Footer icon (C on Diagram).

The footer section is show surrounded by a dashed line (F on Diagram).

3. Click the Insert Page Number icon (D on Diagram).Note: This will appear on the bottom of every page.

4. Click Close on the header and footer toolbar (E on Diagram).

24

Header

BA

D C

E

Footer F

#



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Self Test 5

1. What is the purpose of the Undo button:

________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________

2. Where is the Header Found?

____________________________________________________________________________________

3. What does Ctrl+C do?

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

25

Notes



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15. Borders

15.1 Add a Border around Text1. Highlight the paragraph you want to put a border around.2. Click Format Menu3. Click Border and Shading

The borders and shading dialogue box appears (A on diagram)4. Click on the Borders Tab (B )5. Under Setting, Click Box Icon (C on diagram).6. Select a Border Style (D on diagram)

You can also choose a Colour and thickness of line (width).7. Click OK

on diagram

15.2 Add a Border around a Page1. Click Format Menu2. Click Border and Shading

The borders and shadingdialogue box appears(A on diagram)

3. Click on the Page Borders Tab(B on diagram)4. Under Setting,

Click Box Icon (C on diagram).5. Select a Border Style

(D on diagram)You can also choose a Colourand thickness of line (width).

6. Click OK

26

A

D

C

E

B

A

D

C

E

B



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16. Inserting Pictures

16.1 From FileYou might have an image on your computer that you have scannedor saved from a digital camera. To insert this picture:

1. Position the cursor you want to insert the picture.2. On the Insert menu, point to Picture, and then click From File

or Click the Insert Picture Icon found on the Drawing Toolbar3. Locate the picture you want to insert.4. Double-click the picture you want to insert.

16.2 From Clip ArtTo insert pre-drawn images from Microsoft Clipart Organiser or the Internet (you must beconnected):

1. Position the cursor you want to insert the picture.2. On the Insert menu, point to Picture, and then click Clip Art

or Click the Insert Clipart Icon (A) found on the Drawing Toolbar3. In the Clip Art task pane, in the Search forbox (C), type a word or phrase that describes

the clip you want or type in all or some of the file name of the clip.4. To narrow your search, do one or both of the following:

o To limit search results to a specific collection of clips, in the Search in box(D),click the drop-down arrow and select the collections you want to search.

o To limit search results to a specific type of media file, in the Results should bebox (E), click the drop-down arrow and select the check box next to the types of

clips you want to find.

27

A B

C

DE



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Self Test 6

1. What is a page border?

________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________

2. How would you insert a Clipart onto your document?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

28

Notes



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17. Tables

17.1 Creating a TableA Table is made up of Columns and Rows.

1. Position the cursor where you want the table to appear.2. Click Table Menu.3. Click Insert - Table

The Insert Table(A) dialogue box appears.4. Enter the number of Columns. (B)5. Enter the number of Rows. (C)6. Click OK (D)

17.2 Moving Around a TableTo move from one row/column to another:1. Use the Tab Key.2. Click the row/column using the mouse.3. Use the arrows keys.

17.3 Inserting a Row1. Position the cursor where you want

the row to appear.2. Click Table Menu.3. Click Insert.

4. Click Rows Above or Rows Below.

17.4 Inserting a Columns1. Position the cursor where you want

the Column to appear.2. Click Table Menu.3. Click Insert.4. Click Columns to the left or

Columns to the Right.

17.5 Deleting a Row/Column1. Highlight the row/column you want

to delete.2. Click Table Menu.3. Click Delete.4. Click Rows or Columns.

A

B

C

D



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Self Test 7

1. What is a Table made up of?

____________________________________________________________________________________

2. How would you insert a row?________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

30

Notes



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Review Questions

Question 1:

Circle the correct answer.

1.1 Text is selected when you want to:a) Underlineb) Cut and Pastec) Bold

1.2 The command that reverses the last action you performed:a) Headerb) Redoc) Undo

1.3 Text that appears at the Top of every page is called a:a) Footerb) Headerc) Page Margins

1.4 Word-wrap is when:a) You press enter to move the cursor to the next line.b) The cursor automatically moves to the next line without pressing enter.c) The text is automatically wrapped around the cursor.

1.5 Text that appears at the bottom of every page is called a:a) Footerb) Headerc) Page Margins