Professional Documents
Culture Documents
Word 2003
Toolbars
Choosing Toolbars
On the Menu Bar, click on View º Toolbars.
Click to select the desired toolbar.
Toolbars already showing have a box and a checkmark by them.
Menu Bar
Seeing the Full Menu Each Time
On the Menu Bar, click on Tools þ Customize and choose the Options tab.
Click to place a check mark in front of Always show full menus.
Click on the Close button.
The Task Pane
The Task Pane offers help with the document and with selecting other documents o
r templates.
Opening a Document
Click on Start þ Programs þ Microsoft Word.
On the Menu Bar, click on File þOpen or click on the
Open button.
Choose the name of the file to work with and click on the Open
button.
Print Layout - This view shows the document as it will print out. This is the WY
SIWYG view. (What
You See Is What You Get)
o Choose this view by clicking on View þ Print Layout OR click on the Page Layout
view
button at the bottom of the screen.
Reading Layout - This view shows the document for easy reading and is designed t
o increase legibility
and to fit well on the screen. It does not display the page as it will appear wh
en printed.
o Choose this view by clicking on View þ Reading Layout OR click on the Reading La
yout
view button at the bottom of the screen.
White Space
The feature Hide White Space removes the top and bottom margins from view.
Place the cursor in the gray area between two pages and click. (The White Space
is hidden.)
Place the cursor in the gray area between two pages and click again. (The White
Space is shown.)
Selecting Text
Selecting Text with a Mouse
Move the cursor to the beginning of the text to be selected.
Click with the left mouse button and drag the cursor to the end of the text to b
e selected.
Release the mouse button.
Crazy Clicking
1 click places the cursor in the document.
2 clicks in the middle of a word selects the word
3 clicks in the middle of a paragraph selects the paragraph
Dragging Text
Select the text to be moved.
Place the cursor in the middle of the selected area and drag the text to the new
location.
Release the mouse button.
Be sure to watch the shaded marker to see where the text will be placed.
Little Corrections
Insert or Overtyping
The computer will either insert (place the new text into the current text) or ov
ertype (replace the current
text with the typed text).
Insert moves the text to the right as text is entered.
Overtyping replaces the text to the right with the text being entered.
Erasing Text
The Backspace key erases characters to the left of the cursor.
The Delete key erases characters to the right of the cursor.
Saving a Document
On the Menu Bar, click on File þ Save As.
Check the name of the document and make changes as needed.
By default, Word saves documents to the My Documents folder.
Margins
On the Menu Bar, click on File þ Page Setup.
Click on the Margins tab.
Enter the numbers for Top, Bottom, Left, and Right margins.
In the Apply to: box, choose the whole document or this point forward.
Click on OK.
Selected Text
If text was selected when the margins were changed, there will be an option to
apply the margins to the selected text only.
Note - Changing the margins for a block of text moves the text to a new page.
Formatting Fonts with the Formatting Toolbar
Highlight the text to be changed.
Click on the down arrow of the Font box on the Formatting toolbar and
choose the font.
Click on the down arrow of the Font Size box and choose an appropriate size.
Note: For font sizes not in the list, click in the box and type the desired numb
er.
Exact Font Size
The exact font size desired can be typed in the Font Size box on the Formatting
toolbar.
Click in the Font Size box.
Type in the desired size (i.e. 11.5), and press the Enter key.
Alignment
Click in the title or paragraph.
Click on the appropriate alignment button on the toolbar.
o Left Text aligns to the left with an uneven edge on the right.
o Center Text aligns to the center.
o Right Text aligns to the right with an uneven edge on the left.
o Full Text aligns with even edges on left and right by spacing words across the
page.
Formatting Fonts with the Menu Bar
Highlight the text to be changed.
On the Menu Bar, click on Format þ Font.
Click on the Font tab.
Make choices for Font, Font Style, Size, Underline, Color, and
Effects.
Click on OK.
Changing Case
(Sentence case, lowercase, UPPERCASE, Title Case, tOGGLE cASE)
Highlight the text to be changed.
On the Menu Bar, click on Format þ Change Case.
Choose the case and click on OK.
Formatting a Paragraph
Click in the paragraph to be formatted or highlight the paragraphs if
formatting more than one.
On the Menu Bar, click on Format þ Paragraph.
In the Indentation section, change the Left and/or Right to the
desired distance of indentation from the margin.
Notice the change in the Preview box.
Click on OK.
Making a Sub-Bullet
Click at the beginning of the line.
Press the Tab key OR click on the Increase Indent button.
Customizing Bullets
Highlight the bulleted text to be changed.
On the Menu Bar, click on Format .. Bullets
and Numbering .
Click on the Bulleted tab.
Click on the Customize button.
Select a bullet from the row at the top OR
Click on the Character button.
Select from the recently used symbols row OR
Choose a font by clicking on the down arrow and selecting from the
list. (i.e. Wingdings, Symbols, etc.)
Scroll through the font and choose a symbol.
Click on OK.
Look at the Preview to make sure it is as desired.
Click on OK.
Making a Sub-Item
Click at the beginning of the line.
Press the Tab key OR click on the Increase Indent button.
Number Alignment
A numbered list with 10 or more items usually looks better when the numbers
are aligned to the right.
Click and drag to highlight the list.
On the Menu Bar, click on Format .. Bullets and Numbering .
Click on the Customize button.
In the Number position section, click on the down arrow and choose Right.
Click on OK.
Tab Stops
Default Tab Stops
Tab stops are set for every .5 inches by default.
Spelling Check
On the Menu Bar, click on Tools þ Spelling and Grammar.
OR on the Standard toolbar, click on the Spelling and Grammar button.
The word in question will be shown in red in the context of the sentence.
Choose one of the following:
o Ignore Once - Don t replaced the word.
o Ignore All - Don t replace the word and don t stop
if encountered again.
o Add to Dictionary- Add the word to the
dictionary. This is dangerous because it changes
the Spelling Dictionary.
o Change - Change the word in red to the selected
word in the Suggestions box.
o Change All - Change all occurrences of the word
in the document to the selected word in the
Suggestions box.
o AutoCorrect - Sets the computer to automatically help with spelling. Note- aut
omatic spelling
must be turned on in Options.
Grammar Check
When the computer encounters a grammar question, the window changes slightly.
Choose one of the following:
o Ignore Once - Don t replaced it.
o Ignore Rule - Don t replace it and don t stop if encountered
again.
o Next Sentence - Used to move to the next problem after
making corrections to the sentence in the window.
o Change - Change the word in red to the selected word in the
Suggestions box.
o Explain - Offers an explanation of the grammar in question.
Options Button
On the Menu Bar, click on Tools .. Options.
Click on the Spelling & Grammar tab.
Make choices from the list.
Click on OK.
Readability Statistics
Displaying Readability Statistics
On the Menu Bar, click on Tools þ Options.
Click on the Spelling & Grammar tab.
In the Grammar section, click in front of Show readability statistics.
Click on OK.
Word Count
On the Menu Bar click on Tools þ Word Count.
Click at the bottom of the window to include footnotes and
endnotes if desired.
Click on Close when finished.
Thesaurus
Fast and Easy
o Right click on the desired word.
o Choose Synonyms and click on the desired word.
More Options
o Click in the word to look up.
o On the Menu Bar click on Tools þ Language þ Thesaurus.
o Click on the desired meaning if the list of words is not showing.
o Right click on the desired word and choose Insert.
AutoCorrect
On the Menu Bar, click on Tools þ AutoCorrect Options .
Choose from the checkboxes:
o Correct TWo INitial CApitals
o Capitalize first letter of sentences
o Capitalize names of days
o Correct accidental usage of cAPS lOCK key
Click on OK.
Correcting Automatically
In the box under Replace:, type the word to be changed automatically.
In the box under With:, type the word or words to automatically replace
the word typed in Replace:.
Click on OK.
Symbols Automatically
On the Menu Bar, click on Insert þ Symbol.
Choose the desired symbol.
Click on the AutoCorrect... button.
Notice that the symbol has been placed in the With: box.
In the box under Replace:, type the word to automatically be
changed.
Click on OK.
Click on the Close button to close the Symbol window.
Note: Wingdings and Symbols are excellent fonts with symbols.
Find
On the Menu Bar, click on Edit þ Find....
In the Find what box, enter the word or phrase to be found.
Click on the Find Next button.
More Options
Click on the More button.
Click on the down arrow and choose t o search all of the document,
up from that point, or down from that point.
Choose other aspects of the search and then click on the Find Next
button.
More Options
Click on the More button.
Click on the down arrow and choose the type of search.
Choose other aspects of the search and then click on the Find Next button.
Go To
On the Menu Bar, click on Edit þ Go To....
Choose what to go to (i.e. page, section, etc.)
Enter the page number or other indicator of where to go.
Click on Next.
Graphics
Inserting a Graphic from Clip Art
On the Menu Bar, click on Insert .. Picture .. Clip Art .
The Task Pane will appear and display the Insert Clip Art panel.
If the Add Clips to Organizer window pops up, click on the Later button.
o Clicking on the Now button would cause the program to collect all picture, soun
d, and motion
files from the hard drive for use in the collection.
Enter a name in the Search text: box and click on the Search button.
Scroll through the collection and find the desired picture.
Click in the document where the graphic should be placed.
Click on the desired picture.
Resizing a Graphic
Click on the graphic.
Move the cursor to a corner of the graphic (The cursor changes to a two-headed a
rrow.).
Drag the graphic to the desired size.
Icon
Icon Name
Description
Insert Picture
Inserts a picture
Image Control
Click on to set the picture to be automatic (comes in original form),
Grayscale, Black & White, or as a Watermark)
More Contrast
Click to increase the contrast of the picture.
Less Contrast
Click to decrease the contrast of the picture.
More Brightness
Click to increase the brightness of the picture.
Less Brightness
Click to decrease the brightness of the picture.
Crop
Click on to cut off the sides of a picture.
Line Style
Click on to change the size of a border line.
Compress
Graphics
Click on to compress the size of the graphic(s). Compressing graphics reduces
their printed quality.
Text Wrapping
Click on to set the text wrap of the picture (Square, Tight, Behind Text, In
Front of Text, Top and Bottom, Through, or Edit Wrap Points).
Format Object
Click on to format from a single window.
Set Transparent
Color
Click on the Set Transparent Color button and then click on the color in the
graphic to become transparent.
Reset Picture
Click on to set the picture back to the original attributes.
Deleting a Graphic
Click on the graphic.
Press the Delete key on the keyboard.
Page Borders
On the Menu Bar, click on Format .. Borders and
Shading .
Click on the Page Borders tab.
Line Borders Select from the list on the left.
Art Borders Click on the down arrow under Art: at
the bottom of the Style section and select a border.
Look at the Preview to see if the desired effect is
obtained.
Click on the down arrow under Apply to: and select
which pages the border will be on.
Click on OK.
Removing a Border
On the Menu Bar, click on Format .. Borders and Shading .
Click on the Page Borders tab.
Click on the None button.
Click on OK.
File Management
Changing the view in the Window
Click on the Views button and choose Large Icons, Small
Icons, List, Details, Properties, Preview, or Thumbnails.
OR click on View on the Menu Bar and choose Large Icons,
Small Icons, List, Details, Properties, Preview, or
Thumbnails.
Deleting Files
Select the file to delete.
Press the Delete key on the keyboard.
OR right click on the file and choose Delete.
Restore Items
Select the item or items to restore to the original location.
Under Recycle Bin Tasks, click on Restore this item.
If nothing is listed under Recycle Bin Tasks, click on the double arrow.
Shrink to Fit
Word will shrink the document so that it will fit on fewer pages.
For example, a document that is three pages can be shrunk to fit on two pages.
On the Menu Bar, click on File þ Print Preview.
On the Print Preview toolbar, click on the Shrink to Fit button.