Microsoft Word 2003-
Class 1
TUTORIAL,
1
1) Opening Microsoft Word 2003
2) Components
· Screen Elements
· Tool Bars & Menus
· Font
· Horizontal Ruler
· Show/Hide Button
3) Actions
· Showing & Correcting Errors
· Spelling & Grammar Checker
· Selecting Text
· Moving Text
· Find
· Margins, Line Spacing, Alignment, Paragraph Indents
· Format Painter
· Adding Comments
4) Working with Hyperlinks
· URL or email
· Insert and Edit hyperlink
· Remove hyperlink
· Hyperlink to same document
· Hyperlink to another document
5) Using Word Art
· Create a Headline
· Wrap Text
6) Formatting Text in Newspaper-Style Columns
· Create columns
· Balance columns
· Drop Caps
· Border around a Page
7) Working with Tabs
8) Headers and Footers
9) Text Animation
10) Insert Page break
11) Divide document into Sections
12) Using Outline
· Hyphenation
1
* All files used in the tutorial can be found at \\sandy\cidd\Class_Material\MS Word 1
Click on the Start button in the lower left corner of the screen. Then go to programs and find Microsoft Word in the pop up menu.
Word Window Components
Windows Screen Element Descriptions
Choose commands using toolbars and menus
You will use the Standard and Formatting toolbars when you create documents, therefore, you will want to display these toolbars at all times.
You can display nonprinting characters, including spaces (.) and the symbol that marks the end of a paragraph, by clicking the Show/Hide button on the Standard toolbar.
Using the Formatting toolbar or commands on the Format menu, you can change the font and font size.
• When you select the Font command on the Format menu, the Font dialog box opens, from which you can select a different font and font size
• You could also click the Font button and the Font Size button on the Formatting toolbar
The Standard and Formatting toolbars contain buttons to perform actions used on a frequent basis, such as cut, copy, paste, or changing font attributes such as bold and italic.
These toolbars can be turned on or off by selecting the Toolbars option on the View menu.
The Font dialog box
You can change the font of the text by going to the main menu then FormatàFont… Choose the Font Tab as shown below if it is not open already. Here you can change the text type, style, size, and color. Then on the effects you can set special effects by choosing the options given for example Strikethrough. When you choose the effect you can see a preview in the Preview box.
In addition to using the Font dialog box to change font attributes, you can also use the Formatting toolbar. It has tools to change the font name and size.
Horizontal ruler
Word has a horizontal ruler that can be turned on or off and is helpful when positioning and formatting text on the page. It can be used to set margins, tab stops, and indents.
Display non-printing characters
You can see non-printing characters by clicking the Show/Hide button. This can be helpful when working on the formatting and appearance of the document. For example it will show you where the paragraphs are and where you have pushed the space bar, as dotted lines.
Correcting Errors
Word’s AutoCorrect feature checks for errors as you type and automatically correct common typing errors.
· If AutoCorrect does not recognize a word, it alerts you by displaying a wavy red line under the word
You can replace an incorrect word by highlighting it, clicking the right mouse button to display a list of alternative words, and then selecting the correct word.
Word can also search for more complicated errors by using the Spelling and Grammar checker, which continually checks your document against Word's built-in dictionary and set of grammar rules.
· A wavy green line indicates a possible grammatical error or an extra space between words
‘Spelling and Grammar’ Checker
Spelling and Grammar checker highlights typing errors in red and grammatical errors in green as you type.
If you open an existing document, you can still use the checker to locate errors.
As the checker proceeds through the document, it will stop at each error it finds and suggest one or more possible corrections.
The figure below shows the Spelling and Grammar checker with a suggested correction. You can select a suggestion from the Suggested Correction box and click the Change button. The error will be corrected and the checker will continue to examine the rest of the document, or if you like how it is then just click Ignore Rule. If you don’t know what to do with it now then just click Next Sentence.
Although the Spelling and Grammar checker can find obvious mistakes in your document, you should always proofread the document very carefully. For example the word “too” could be written instead of “two”. Since “too” is spelled correctly, it is not flagged as an error, but it is still incorrect.
Select and delete text
You can use different methods to select text with the mouse or keyboard. Use the mouse to quickly select any amount of text—a letter, a line, or the entire document. To select a single line or more, click in the selection bar, which is the blank space in the left margin where the cursor turns into an arrow.
You can also do selections in many different places that are located apart. This is done by highlighting what you want first then pressing and holding on the control (Ctrl) key and highlighting the second place you want to be highlighted. You can do this as much as you want.
After the text is selected, you can perform many actions, including deleting the highlighted text by pressing the Delete key.
Moving Text within the Document
There are a few ways to move text within a document
Drag-and-drop text: To drag and drop text, first select the text to be moved. Next, press and hold down the mouse button until the pointer changes into the drag-and-drop pointer shown below. Finally, drag the text to its new location and release the mouse button.
Cut, copy and paste text: Cutting or copying and then pasting text is another way to move text from one location to another.
• Cutting text removes it from its original location
• Pasting places it in a new location
• Copying leaves the text in its original location, but places a copy of the text in the new location when you paste
Cut and copied items are stored on the Clipboard, which is usually located at the right side of your screen. In Word 2002, a maximum of 24 items can be stored on the Clipboard (EditàOffice Clipboard…). Any item on the clipboard can be pasted anywhere else in the document by moving the insertion point to the desired location, and then clicking in the clipboard on the item to paste.
Find and replace text
The Find feature enables you to locate a word or phrase in a document. The Replace feature enables you to automatically change the word or phrase after it is found.
You can set the options to automatically replace every occurrence of the text or to only replace individually selected occurrences. Delete a recurring word by searching for the word and replacing it with nothing or a space. You can also change the document's appearance by replacing a font, a special character, or the appearance of the text (bold, italic, etc.).
From the main menu go to EditàFind This will open up the Edit and Replace dialog box. If the Search Options section is not open, click on More button.
Change margins, Line Spacing, Alignment, and Paragraph Indents
Margins: affect the amount of white space between the type and the edge of the paper. To change the Margin go To FileàPage Setup on the main menu. Make sure the Margin Tab is selected.
The horizontal ruler can be used to set margins and indention. By moving the pointers on the ruler you can adjust the margins for each paragraph and for each side (left/right).
Align text:
The Formatting toolbar has buttons that can be used to align left, center, right or justify text. Select the text to be aligned, and then click one of the alignment buttons to apply the formatting to the text.
Line Spacing:
This is where you can make your text double spaced. You need to first highlight where you want to change the spacing. Then go to FormatàParagraph… on the main menu. Make sure the Indents and Spacing Tab is on. Then from the drop down list choose the spacing you want (e.g. Double Space).
Copy formatting with
the Format Painter
The Format Painter copies formatting from one paragraph to another in three steps:
• Highlight the entire formatted paragraph
• Click the Format Painter button on the Standard toolbar
• Click in the paragraph to be formatted. The format is copied to the second paragraph
• Click the Format Painter button again to turn the function off.
Changing Fonts and Adjusting Font Sizes
A quick way to alter either the font or the font size is to access the font list or the font size list. These drop-down lists allow you to quickly change the font/font size.
When selecting from the font list (as shown in the figure below), the name of the font is displayed in that given font so that you can see an example of what the text will look like. Or you can go to FormatàFont… on the main menu bar.
Bullets, Numbering, Boldface, Underlining, and Italics
Click the Bullets or Numbering button on the Formatting toolbar to add bullets or numbers to each paragraph. Or go to the main menu, FormatàBullets and Numbering… Choose the type of bullets you want and click OK. If you add or remove an item in a numbered list, Word will automatically adjust the numbers.
Adding a Comment to a Document
A comment is an electronic way of attaching a note about a certain word or section of the text, much as you would write a note in the margins of a paper document.
You can insert, edit, and delete comments without affecting the document. Insert comments at any point in the text. Select sections of the text to indicate that your comment references all of the text selected. The Reviewing Pane displays comments for viewing or editing. Comments can also be viewed as ScreenTips or, if you alter the default settings, as margin notes.
The figure below shows a document with comments. The Reviewing Pane is open and awaiting the entry of the comment text.
Notice that the name of the person writing the comment (based upon the computer user name) is visible as well as the time and date the comment was written. If you have written the comment then you will see your login name (e.g. mjohnson).
To view a comment after it has been added, move the mouse pointer over the text that comment was added to. A box will appear containing the comment text and the name and date information.
Creating a Letter
1. Now we are going to create a letter. Go to FileàNew… (New Blank Document).
2. On the right hand side of your screen a new window should open.
3. Under New from template title click on “On my computer”… A window called Templates should open. Click on the Letters and Faxes Tab.
2. Click on the Professional Letter icon. This will format your new document in the form of letter.
3. Where it says Click here at the top of the page type in Sam’s Pet Shop. Next type in your return address where it say “Return address here.”
4. The next line asks you to type in the recipients address. Type in the name and address of someone you know.
5. Type in the greeting. Dear Baas (or the name you have selected).
6. Where it says “Type your letter here” type the body of your letter (some text). At the end of the letter type in your name and a title.
Working With the ClipArt
1. Now we are going to insert a clip art.
2. Go to Drawing Toolbar at the bottom of the page and click on the Insert Clip Art button
3. A search window will pop up on right side of the screen. In the Search For
window type in the word dog and click Search.
4. Scroll down in the Clip Art window until you find a picture of a dog you like.
Click on it.
5. As you’ll see the picture is quite large. You might want to resize it.
6. Place your cursor over the picture and click once. A box with several black squares appears around the picture. These are the handles you will use to resize your picture.
7. Move the mouse over the lower right corner of the picture. A double point arrow appears. Press the Shift key while you Click, Hold, and Drag, moving toward the upper left corner of the picture.
8. The picture is reduced in size. Once you think you have it to the size you want it to be, Release the mouse.
Creating a Table
A table organizes information into rows and columns. This makes the information easier to read and understand.
You can create tables in two ways:
• Create a blank table and insert text into it
• Convert existing text into a table
On the Main Menu Bar go to TableàInsertàTable. Enter in the number of rows and columns you would like and click OK.
To enter text into a table, move the insertion point to the correct cell and begin typing. Word will wrap the text to the next line in the same cell and increase the height of the cells in the row. Continue moving the insertion point and entering text to complete your table.
Sorting Your Table: You can sort the rows in a table based on the contents of one of the columns. Rows can be sorted in ascending or descending order based on alphabetical, numerical, or chronological criterion. The Sort buttons on the Tables and Borders toolbar provide easy access to the sorting function. While all of the sorting options that are available with a spreadsheet or database program are not available in a Word table, basic sorting functions can be performed.