Information Technology Rice University

Document PC 48 April 2004

Beginning Microsoft Word 2003

Microsoft Word 2003 is an extensive word processing program that allows users to create documents that they can edit, save and print. This document gives the basics for using a word processor and using Microsoft Word 2003 for the PC.

Rice University, 2002 All Rights Reserved

Document may not be resold to, used by, nor licensed to third parties without written permission from User Services, Rice University.

Table of Contents

Table of Contents
Table of Contents ......................................................................................................2 Word Processing Terminology ..................................................................................4 Menu Bar...................................................................................................................5 Using the Menus ................................................................................................5 Tool Bar.....................................................................................................................6 Task Panes.................................................................................................................8 Basic Word Processing Techniques with MS Word 2003.........................................8 Word Basics ..............................................................................................................9 Starting MS Word 2003 with a Blank Page ...................................................9 Format Defaults .................................................................................................9 Saving Your Document ...........................................................................................10 Save after Editing....................................................................................................11 Creating Another Blank Document from Inside Word 2003 ..................................11 Switching Between Documents ..............................................................................11 Menu Method...................................................................................................11 Layer Method...................................................................................................12 Retrieving a Document from Disk ..........................................................................12 Starting Word 2003 with an Existing Document ....................................................12 Editing Existing Text...............................................................................................13 Adding and Deleting Text................................................................................13 ..................................................................................................................13 Common Selection Techniques ................................................................13 Replacing Text .................................................................................................13 Adding and Deleting Blank Lines ...................................................................13 The Undo and Redo Commands .............................................................................14 Editing Tools ...........................................................................................................14 Using Word 2003 Spelling & Grammar Checker............................................14 Thesaurus .........................................................................................................15 Moving or Copying Text.........................................................................................16 Selecting Text ..................................................................................................16 Copy, Cut, and Paste........................................................................................16 Collect and Paste..............................................................................................17 Drag and Drop Text Editing ............................................................................17 Between Documents ........................................................................................18

Beginning Microsoft Word 2003

Table of Contents

Find and Replace ....................................................................................................18 Basic Character Formatting ....................................................................................18 Setting up the Default Font..............................................................................19 Text Effects......................................................................................................19 Use Styles Sparingly.................................................................................20 Formatting Text Headings........................................................................20 Basic Paragraph Formatting....................................................................................20 Alignment ........................................................................................................20 Customizing Word Documents with the Format Ruler ...................................21 On-line Paragraph Formatting..................................................................21 After-the-fact Paragraph Formatting ........................................................21 Using the Tool Bar and Ruler...................................................................21 Using Default Tab Settings ......................................................................21 Indentation .......................................................................................................22 Tabs .................................................................................................................22 Line and Page Breaks ......................................................................................22 Pagination ........................................................................................................23 Viewing Formatting Information.....................................................................23 Viewing Your Document ........................................................................................24 Print Preview ...................................................................................................24 Print Layout .....................................................................................................24 Splitting the Document Window .....................................................................24 Printing Word 2003 Documents..............................................................................24 Page Setup Command......................................................................................24 ..................................................................................................................25 Paper Size Options ...................................................................................25 Margins Options .......................................................................................25 Print Preview ...................................................................................................25 The Print Command.........................................................................................26 Getting Help............................................................................................................26 Buttons and their Functions ....................................................................................27

Beginning Microsoft Word 2003

Word Processing Terminology

Word Processing Terminology

Text: .................. All or part of a document. Cursor: ..............A symbol, usually an arrow, that moves around the screen in relation to mouse movements. Used to select a point or an area. I-beam: ..............A text-specific cursor. Document: .........One or more keystrokes that can be created, edited, and saved on Word. Section: ..............A part of a document with its own specific formatting settings. Delete: ................ To erase a keystroke or a section of text. Insert:................. To place a keystroke(s) between two adjacent keystrokes. Edit: ................... To change text. Typeover:........... To replace one keystroke with another. Block: ................. A group of text (all or part of a sentence, paragraph, page, section, or document). Copy:.................. To place a duplicate of a block of text in another part of the document. (In Word, this is a command that places a duplicate of a block of text on the clipboard. Paste places it in any file of any application that can receive it.) Move: ................. To remove a block from one place in the document and place it in another location. Save:................... To place a copy of the document that is displayed on the screen in a file on a disk. Open: ................. To place a copy of a document on a disk onto the screen. Character: .........A single keystroke. Wordwrap: ........ A feature that automatically moves a word to the next line when it goes past the right margin. Justify: ............... To align text at the left and/or right margin or in the center of the page. Format: ..............Aspects of page layout that include margins, tab stops, spacing, justification, text enhancements, indentation, etc. Global: ............... Refers to an instruction that applies to the whole document. Default: ..............A value (e.g., margin width) set by the word processor, usually may be overridden. Replace: ............. To remove the current file from the disk and save the screen displayed file using the same name. Or, to search through an entire document for one specific word with the intention of replacing it everywhere with a different word. Font:................... The design and size of the characters used for display on the screen and in printing. The availability depends on both the computer and the printer. Mail Merge:....... The process of combining information from a database file with a text file. (In Word, the command is Print Merge.) Dialog Box: ........ A small box that appears on the screen whenever specific interaction between the user and the computer is necessary. Sometimes, a dialog box asks the user to select options or perform commands, sometimes it merely asks a user to acknowledge an important message. Dialog boxes always appear after selecting menu commands followed by an ellipsis (like Save as...).

Beginning Microsoft Word 2003

Menu Bar

WYSIWYG: ...... What you see is what you get.

Menu Bar

TABLE 1.

Menu File Edit View

Commonly Used Commands New, Open, Save, Print, Page Setup Cut, Copy, Paste Normal View, Print Layout, Toolbar, Ruler, Header and Footer Insert Break, Page Number, Picture, Footnotes Font, Paragraphs, Tabs, Bullets, Columns Spelling and Grammar, Language/Thesaurus, Mail Merge, Options Insert Table, Headings, Delete Cells, Draw Table, Sort Shows Open Documents

General information Used to place files and recall files from a disk, to preview or print files, and to set printing options for your document. Text manipulation. Gives you a choice of editing views for your document, and displays the toolbar and the ruler. Also allows you to add headers and footers to your document. Allows you to insert special formatting commands or objects, and insert footnotes. Allows you to format text and change paragraph settings; insert columns, tabs or bullets. Provides access to Words capability to check text for spelling and grammar. Also, allows for customizing of features and commands of Word. Mail merge is a great tool that allows users to create mass mailings with the use of a database. Allows the insertion and editing of a table within the Word 2003 Document. A list of other open documents is displayed at the bottom of the Window menu. View another document by clicking on Window and selecting the document's name.

Insert

Format

Tools

Table

Window

Using the Menus

In Word 2003, the menus are dynamic in that they can change according to usage. If you are to stay on a menu long enough, more options will appear under the heading; for example, if you were to click on View for the first time you might see:

However, if you stay on the menu for an extended period of time or you go to the menu often while editing your document, the View menu may look like this:

Beginning Microsoft Word 2003

Tool Bar

This change can also be achieved by clicking on the double arrows at the bottom of the menu. This shows you all of the options available to you under the menu, while the first view of the menu shows you the options you most often use. If this document refers to a command that you do not see in your menu, click on the double arrow in the menu to see the complete list of commands available and then proceed normally. To always see the full menus, click on Tools, Customize, and the Options tab. Check Always show full menus.

Tool Bar
To find out what each button does, simply hold the mouse pointer over the button, and a small box will appear telling you the function of the button. Some of the commonly used buttons are explained in the section Buttons and their Functions on the last page.

Beginning Microsoft Word 2003

Tool Bar By default, part of the formatting toolbar is folded up into the standard tool bar (shown on above). By clicking on the down arrow at the right-hand side of the tool bar the rest of the formatting toolbar can be seen. If you click on Show Buttons on Two Rows, you can see all the buttons at once.

Beginning Microsoft Word 2003

Task Panes

Task Panes
Word now has TASK PANES, located to the right of the document area, which provide easy access to a variety of helpful functions.

Basic Word Processing Techniques with MS Word 2003

If you are new to word processing, you'll find that there are certain techniques that are different from ordinary typing. Here are a few you will need to keep in mind: Type continuously. Your text will wrap automatically to the next line. Do not press ENTER until the end of a paragraph. To move your typing position to a new location on the page, move your I-beam cursor to a new location and click on the mouse. Word is always in insert mode characters you type in the middle of a line will automatically be inserted, pushing the following text to the right and the next line if necessary.

Beginning Microsoft Word 2003

Word Basics

As you type your document, Word will automatically keep track of page breaks. A light dotted line shows where the program breaks the document at the end of a page. When you select Widow Orphan Control in the Format, Paragraph, Line and Page Breaks window, Word will make page breaks in such a way that it will not leave one sentence of a paragraph on one page and the rest of the paragraph on the next page.

Word Basics
Starting MS Word 2003 with a Blank Page
Launch Word. The Word program is started, and a new, blank document page called Document 1 is automatically created. Remember to allow Word Wrap to do its job. Word Wrap automatically takes care of the carriage returns you would need on a typewriter by wrapping your text down to the next line when you reach the margin with your text.

Format Defaults
When you type your document, it will be initially displayed with the default format settings. These may be edited at any time without retyping your text.

TABLE 2.

Format Margins Line Spacing Page Numbering Tab Spacing Alignment Paper Size

Command Locations Ruler or File, Page Setup Format, Paragraph, Indents and Spacing Insert, Page Numbers Ruler or Format, Tabs Tool Bar or Format, Paragraphs File, Page Setup Single spaced None Every 0.5 inch Left justified

Default 1.25 inch left & right, 1 inch top and bottom

Standard 8.5 x 11 inches

Beginning Microsoft Word 2003

Saving Your Document

TABLE 2.

Format Font Style

Command Locations Format, Font, Font menu or Tool Bar Format, Font or Tool Bar

Default 12 point Times New Roman Regular

Saving Your Document

When you type a sentence, or even one keystroke, Word recognizes your creation as a document. It is, however, an untitled Microsoft Word document. You can name your document and save it as a file to a disk or folder at any time. The File, Save and Save As... commands will both save a file to a disk, a folder, or online. When you select either of the save commands with a new file, you will be asked for a name for the file. Go to the File menu and select Save or Save As... and give the document a name (like Practice.doc). Select the disk, folder, or online folder to save to. When you exit, Word will prompt you to save any documents that you have changed since the last save. The Toolbar icon that looks like a small diskette is also a Save.

When you enter a name and select an appropriate destination disk, the Save command becomes available. Press ENTER or click on Save to write the file onto the disk. Note that the file name now appears in the title bar of your document. The difference between Save and Save As... is not apparent until at least the second time you save. Save will save the document with the same file name under your default type of file (like a Word 2003 document or a Word 97 document). Save As... lets you save the document under a new name, under a different format, or in a different location. Additionally, Save is the faster save command of the two.

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Save after Editing

Save after Editing

As you create your document, you will save it many times. The first save will assign a file name and additional saves insure that your latest work is backed up on your disk. Practice saving at regular time intervals or after each paragraph or page. Once a file has been named, the Save command instructs Word to replace the previous copy on the disk with the on-screen copy. When you use the Save As... command with an already named file, Word will allow you to save the current, on-screen document with a different name or in a different location. The old file with the old name will still be on the disk, along with the file that contains the on-screen copy, which now has the new name displayed in the title bar.

Practice saving at regular time intervals or after each paragraph or page.

Creating Another Blank Document from Inside Word 2003

Click on the File menu; select New. A dialog box will appear. To start a new blank document, click on the icon that says Blank Document. A new document, Document2, will open. Enter a sentence, then Save the document, giving it a unique name. The new title is now displayed on the windows title bar instead of Document2. The Toolbar icon that looks like a blank piece of paper with a folded corner can also be used for creating a new document.

Switching Between Documents

Menu Method
Use the Window menu to see which documents are currently open. At the bottom of the menu, documents that are currently open are listed. Select the name of the document you wish to work on, and the selected document will come to the front of the screen. Note that the document you are currently working on has a check next to it.

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Retrieving a Document from Disk

Layer Method
Find the window of the document that you wish to use and click on it. It may be overlapped by the document that you are currently working on so a very small portion may be visible. You may also choose to arrange all of the open documents so that the layer method will be more effective by selecting Window, Arrange All or Split.

Retrieving a Document from Disk

Select the File menu and drag the cursor to Open. Word will present a list of available Word document files in the current folder. Double-click on the name to open a file, or select the name and click on the Open button. To look at Word document files on other drives, locate your disk or other folder.

Starting Word 2003 with an Existing Document

Like most Windows programs, you can start Word either by double-clicking on the program icon or by double-clicking on a document created with Word, provided that a copy of the program exists somewhere in the hard drive. The Word program will be started automatically and the selected document will be opened. You may also select a group of files to work on (by holding down the SHIFT key and clicking on multiple file icons). Double-clicking on any of the selected files will open all of the files. When you exit the program, you will first be prompted to save each open document that you have modified during that session. NOTE: If you have two or three versions of Word on your disk (e.g., versions 7.0, 97 and 2003), launching from a document will open whichever version it comes to first. This may not be the version you want. When two versions are available, always launch from the desired version and not from a document.

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Editing Existing Text

Editing Existing Text

An existing document is often repeatedly edited prior to being printed. You can edit both the text (actual keystrokes) and the format (printing/display characteristics). Beginning Microsoft Word 2003 will cover the text editing and some formatting. Please see the document Intermediate Word 2003 for additional assistance in editing the format of your documents.

Adding and Deleting Text

To insert text, place the I-beam cursor at the desired location, click the mouse button once, and then start typing. The existing text will move to the right to accommodate the new text. To delete, select the text and then press the DELETE or BACKSPACE key.

Common Selection Techniques Place the mouse cursor at the beginning of the text. Press the mouse button, select the text by dragging the mouse across the text to be selected, releasing the mouse at the end of the selection. To select a vertical area, hold down the ALT key while you drag. To select non-contiguous areas, hold down the CTRL key while you highlight the areas. To select a word, double-click on it. To select a line, click at its left edge once the cursor is pointing to the right. To select a paragraph, triple-click on a word in it or double click at its left edge. To select a block of text, click at the beginning, hold the SHIFT key and click at the end. To select the entire document, hold down the CONTROL key and press A (for all). This is usually written CTRL - A

Replacing Text
It is also possible to delete a part of your text and replace that part with new text. To do so, first highlight the selection you wish to delete, then start typing. The highlighted text will disappear, and be replaced by whatever new text you type.

Adding and Deleting Blank Lines

Blank lines are created primarily with the ENTER key. The easiest way to add or delete blank lines is to first display the paragraph marks in your document. These paragraph marks are made each time you press the ENTER key. Normally, they are not displayed; however, it is possible to do so by clicking the button on the tool bar. Paragraph marks are non-printing characters. Add blank lines by placing your cursor at the beginning or end of a paragraph and pressing ENTER. (This creates an empty paragraph). Delete blank lines by highlighting the paragraph marker () and pressing the DELETE key.

Beginning Microsoft Word 2003

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The Undo and Redo Commands

The Undo and Redo Commands

If you make a drastic change in your document that you did not intend (like accidentally deleting a whole page), don't panic! As in most Windows applications, you have a chance to take back your last action by selecting Edit, Undo. Certain changes may not be reversible, but Word will often warn you of this beforehand. If you clicked the Undo button, and you wished that you would not have undone your last action, you can click on the Redo button. The arrow curving backwards is the Toolbar icon for Undo, and the arrow curving forwards is the Toolbar icon for Redo. Word 2003 allows for multiple Undos and Redos.

Editing Tools
Using Word 2003 Spelling & Grammar Checker
Word also comes with a substantial built-in dictionary, spell checking facility and grammar checker. In addition to a Spelling Checker, Word 2003 also checks the spelling of your words as you type. Any word that it is unsure of will have a red wavy line underneath. You can either choose to correct it immediately, by right-clicking on the word to bring up the Spelling Checker or wait until you are done to check the entire document for spelling errors. To check a document, do not have any text selected and choose Tools, Spelling & Grammar.... You may also use the Toolbar icon for Spelling and Grammar which is the ABC checkmark button. If you had accidentally misspelled a word, you would see a box like this:

If Word cannot locate the main dictionary, it will ask you to locate it by navigating folders until you can find a dictionary file. Word will check the spelling from the point of the cursor location to the end of the document. At that time, you will be asked if the spell checker can continue checking the first part of the document. If you highlight a specific word that you are unsure of, Word 2003 will check only the spelling of that word. Word will display words that are not in its dictionary. It will also list suggestions for possible correct spellings below the misspelled word. When more than one suggestion is offered, highlight the appropriate one and click on Change, or just double click on the appropriate spelling. You can also

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Editing Tools

choose to Ignore an incorrect spelling (such as an abbreviation unfamiliar to Word), or you can Add a word you might use often to a customized dictionary. You may also edit your original text. Click on the word displayed as Not in Dictionary and make the correction. Then click on the Change button. If Word 2003 detects an awkward sentence structure or incorrect grammar you will see a dialog box like this:

Word will then explain the problem with the sentence and often give several suggestions on how to make the sentence better. Note: The Grammar Checker is not a perfect entity, and its suggestions may not necessarily correct the sentence, so feel free to use your own judgment and not Microsofts. You can select one of the suggestions and click on Change, or click on Ignore or Ignore All if the problem was intentional. If the sentence in question is fine, and you wish to go on to the next sentence, click on the Next Sentence button.

Thesaurus
Word's thesaurus will display related words when selected. Highlight a word, and select Tools, Language, Thesaurus. This feature provides a list of meaning and synonyms for the highlighted word. Parts of speech are presented in parentheses with each meaning.

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Moving or Copying Text

Moving or Copying Text

When text is well written but in the wrong place in a document, move (Edit menu, Cut and Paste commands) the text, don't retype it. Another common situation is the need to repeat text. Let Word copy the text for you so that you can paste it wherever it belongs. With both of these commands, you must select the text before using the Edit, Cut or Copy commands.

Selecting Text
Selected text appears highlighted. The procedure is to select any text, then to act on that text by cutting, copying, or pasting. Click and Drag to select any continuous area of text. To select a vertical area, hold down the ALT key while you drag. To select non-contiguous areas, hold down the CTRL key while you highlight the areas. To select a word, double-click on it. To select a line, click at its left edge. To select a paragraph, double click at its left edge. To select the entire document, hold down the CTRL key and press A (for all).

Copy, Cut, and Paste

The basic copy, cut, and paste operations of the Edit menu work in Word the same way they do in most Windows applications. Text that is copied (the selected original remains in the document) or cut (the selected original is removed) is placed in a temporary storage place called the Clipboard. Remember to first select your text (it should appear highlighted) before you choose the Edit, Copy or Cut command. Move the cursor to the new location and Paste the cut or copied text. You can repeatedly paste stored text.

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Moving or Copying Text

Collect and Paste

Word 2003 allows you to copy more than one item. After youve gone through the above steps with some selected text you would like, click on Edit, Office Clipboard. The clipboard will appear in the Task Pane area, and will display the items you have previously copied.

You can choose any of your previously copied items (up to 24 total) to paste. You can continue to copy items (up to 24 total) or you can choose to paste the items right away. When you wish to paste, you have a few options. You can paste each item individually by clicking on the icon in the list. Word gives you a preview of the copied selection so you know what each copied item is. Click the icon and that copied information will be pasted into place. You can also choose to Paste All, this will paste all of the copied material into one location. Finally, you can choose Clear All, which will clear your clipboard.

Drag and Drop Text Editing

Word Version 2003 features Drag and Drop Text Editing, which allows you to quickly move or copy text within a single document using the mouse pointer. Select the text to be moved or copied. Position the mouse cursor somewhere within the selected text. If you wish to move the text, hold down on the mouse button. If you wish to copy the text, hold down the CTRL key and the mouse button. Your mouse cursor will become a pointer with a small dotted box at its corner. Place this special cursor wherever you want to move or copy your selected text, and release the mouse button.

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Find and Replace

Between Documents
To Copy, Cut, and Paste between documents it is easier to open all necessary documents, but the computer will save the copied text on the clipboard while opening and closing other documents. Using the Window menu, select the document that has the text you wish to cut or copy from, select and Cut or Copy the text. Use the Window menu again to go to the document where you want to place your text. Click the cursor at the desired location and Paste the cut or copied text.

Find and Replace

Perhaps you had been typing a certain term or word incorrectly throughout your entire document. Instead of scrolling and searching for several of these words, you can use the Edit, Find command to save yourself time. Simply select Edit, Find and a dialog box will appear asking for the text to search for. Type in the desired text and click on the Find button. If you wish to have Word 2003 automatically find each of the incorrect words and replace them with a correction, select Edit, Replace. Enter the word that you would like to find in the Find What line and place the word that you would like to replace it with in the Replace With line.

Basic Character Formatting

In formatting characters, you will first need to select or highlight the text you wish to modify. Characteristics like boldface, underline, and italic are options available under the Format, Font menu, or, on buttons on the toolbar. Font type and size are also options under the Format, Font menu, or on the toolbars font pull-down menu. Superscript, subscript, font color, in addition to all other character formatting, can be changed by selecting Effects from the dialog box.

In formatting characters, you will first need to select or highlight the text you wish to modify.

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Basic Character Formatting

You can establish a default font by using the Format, Font menu, making the desired changes and then clicking on the Default button.

Setting up the Default Font

Words default font is Times 12 pt. You can establish a customized default font (includes font name and size) using the Format, Font menu. Make the selections for the type of font you want as the default and click on the Default button. Word will then ask you if you want to make that selected font your default, and you can click Yes.

Text Effects
Word 2003 allows you to add animation to the screen fonts. This function may be used to draw attention to special text or titles, but it will not print out. This is best used for files that will be viewed only on Microsoft Word 2003 and will not be used for hard copy.

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Basic Paragraph Formatting

Use Styles Sparingly Style enhancements like boldface and underlining serve to draw the reader's attention to a certain part of your text. Use enhancements sparingly when emphasizing crucial terms or points in your document. Gratuitous use of style enhancements makes the document harder to read and may distract the reader from your message. Formatting Text Headings Headings indicate important sections of your document. The proper use of the right fonts and enhancements will serve to make these headings much more efficient. The general approach to formatting text headings is to put the headings in boldface, sometimes underlining, and making the font size larger than that of the body text. By appropriately enhancing text headings you can improve the visual organization of your document.

Basic Paragraph Formatting

Alignment
Paragraph alignment: The buttons in the margin are located on the toolbar, and they allow you to align the selected text, or the entire document. The alignment commands are also located under the Format, Paragraph menu. (Left, Centered, Right, Justified)

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Basic Paragraph Formatting

Customizing Word Documents with the Format Ruler

In order to use Word, you must understand how Word uses paragraphs and rulers. Paragraphs are an integral organizing unit of Word document formatting. Every time you press ENTER, you have signaled the end of one paragraph and the beginning of another. Because an extra ENTER creates a blank line, blank lines are also paragraphs. When you select from the tool bar, you can see hidden formatting characters, including the marker. All of the paragraph formatting information for the preceding paragraph is attached to that paragraph marker. If you accidentally delete it, all ruler-set margins and tabs will disappear and the paragraph takes on the settings of the following paragraph. Each paragraph has its own ruler, though you will never see multiple rulers in your document window. Only one ruler is displayed at the top of your screen and you can display it or remove it by choosing View, Ruler. The settings of the current paragraph (in which the insertion point is located) are always displayed in the ruler. On-line Paragraph Formatting Normally, once you have set the ruler options for a paragraph, each succeeding paragraph will automatically inherit those settings. After-the-fact Paragraph Formatting If you change ruler settings, the changes will be applied immediately to the paragraph with the insertion point. You do not need to select the entire paragraph in order to apply ruler changes to a paragraph. Using the Tool Bar and Ruler The Word Tool Bars (top) and ruler (bottom) look something like this:

Use the ruler and tool bar to set most basic paragraph and some character level formatting. Remember that any changes you make using the ruler will affect only the paragraph where the cursor is located (or the group of selected paragraphs). Changes made using the tool bar will affect only selected text, or text entered after an option has been activated. For a list of Tool bar buttons and what they do, see the section Tool Bar. Using Default Tab Settings Numbers and text may be entered into columns that correspond to the tab stops defined using the Tab feature. Initially, by default, Word uses only left tabs and places them every 0.5 inches. Press the TAB key to move to the next default tab marker. Press the LEFT ARROW to move back one tab stop.

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Basic Paragraph Formatting

Going to the Format, Paragraph menus will bring up the following dialog box. Paragraph formatting lets you change settings for indents, tabs, margins, and other document characteristics.

The settings for Spacing (white space before and after the paragraph) will be zero pt. for Default and 12 pt. for Before or After when you choose At Least. You are able to change the line spacing to single, 1.5, double, at least, exactly and multiple.

Indentation
You are able to set special indentation for your paragraph. Indentation allows you to offset your paragraph from the margins by increasing the white space on the left and right sides. You simply need to highlight the paragraph you wish to indent, and select Format, Paragraph. Then you can set the indentation in inches. You can also choose to have a first line indent or hanging indent.

Tabs
You can set individual tabs on the ruler and establish default intervals with the Format, Tabs dialog box. You can set intervals for default tab stops (the minimum interval is 0.056 or 1/18 inch) in this menu, also.

Line and Page Breaks

The Widow/Orphan control, when checked, will attempt to keep single lines from being separated from the paragraph across pages. If you wish to keep two or more lines in the same paragraph from being separated by a page break, highlight the lines in question and then select Keep Lines Together. A similar procedure can be used to keep paragraphs from being separated by a page

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Basic Paragraph Formatting

break. Select the paragraphs in question and then select Keep With Next. Page break Before, when selected, will put a page break before any text you have selected.

Pagination
As you type your document, Word will automatically keep track of page breaks. A light dotted line shows where the program breaks the document at the end of a page. You can also force page breaks by selecting Insert, Break, Page Break from the menu bar. You can also number your pages by selecting Insert, Page Numbers. This brings up a dialog box that will allow you to place the page numbers in various positions.

Viewing Formatting Information

If you choose Reveal Formatting from the Task Pane drop-down list, you can see the formatting characteristics of the text you have selected. You will be shown the: Font Font Language Effects Character Spacing Paragraph Paragraph Style Alignment Outline Level Indentation Tabs Spacing Line and Page Breaks Bullets and Numbering List Section Margins Layout Paper Header/Footer

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Viewing Your Document

Viewing Your Document

Print Preview
Select the File, Print Preview command to see the overall document format with relationship to the page. One or two pages are displayed at a time. You can initiate a Print command, but you cannot edit your text in the Print Preview mode. Exit Print Preview by clicking the Close button.

Print Layout
Selecting the page layout view, View, Print Layout, lets you look at and edit the document as complete pages before you print. Text and graphics appear true to size and in their exact locations. Headers, footers, and footnotes are also displayed. Exit Print Layout by selecting View, Normal.

Splitting the Document Window

It is possible to split the document window so that you can look at one part of the document while editing another. To split the window, drag down the gray rectangle at the top of the vertical scroll bar. The document window will be divided into two separate views, each with its own vertical scroll bar. To reunite the views, double-click on the gray rectangle between the split scroll bars.

Printing Word 2003 Documents

Page Setup Command
When you select File, Page Setup, the options presented depend on the printer you are using. The dialog box, brought up by selecting Page Setup, controls settings which effect the formatting of the page as a whole size of paper used, orientation of the paper, etc. The majority of the Page Setup options will apply to EVERY PAGE of a document. (Other set options may not occur on every page). There are four options available by selecting the tabs at the top of the window: Margins, Paper Size, Paper Source, Layout.

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Printing Word 2003 Documents

Paper Size Options Paper size: Sets overall paper size. Paper size determines initial margin settings. Orientation: Determines whether page will be constructed in portrait (tall, normal) or landscape (wide, sideways) orientation. Changing this setting also changes initial margin settings. Margins Options Margins: Allows you to set the margins for the page. From edge: Allows you to set the distance headers and footers are located from the edge of the paper.

Print Preview
Though in most respects the screen display should be the same as your final printed results, some features, such as footnotes, headers and footers, page numbers, multiple columns and page breaks may not. You don't have to print the result in order to preview it. Use the File, Print Preview command to display all the features of the printed page. Scroll through the document using the scroll bar slide or arrows. The keys PAGE UP and PAGE DOWN may also be used for scrolling through your document in print preview. To quit Print Preview simply click the Close button on the upper part of the screen. Beginning Microsoft Word 2003

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Getting Help

The Print Command

In order to print your document, select File, Print. The toolbar icon for print looks like a miniature printer.

In the Print window, some available options include the number of copies made and the range of pages printed. When you click on the Options button, additional options such as printing hidden text and printing in reverse order, from the last page to the first are available. Once you have made the appropriate choices, select Print. If you are printing to an Owlnet printer, be sure you are familiar with accessing your printing account, or it wont print.

Getting Help
The Word 2003 program includes a useful, on-line, help assistant that looks like a paper clip. This may answer many of your questions while you are working. From the Help menu select Microsoft Word Help and the office assistant will appear. The assistant will guide you through the help index and hopefully answer any questions you may have about the program. If you have problems working with Word 2003 or any of the hardware, contact the Consulting Center at 713.348.4983, stop by Mudd 103, or send email to [email protected].

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Beginning Microsoft Word 2003

Buttons and their Functions

Buttons and their Functions

TABLE 3.

Button

Function New, to create a new file.

Button

Function Cut, cuts the selected text.

Button

Function Undo, undoes the last commands or keystrokes. Redo, redoes the last commands or keystrokes. Align Left, justifies the selected text to the left. Center, justifies the selected text to the center. Align Right justifies the selected text to the right. Justify, forces line justification.

Open, opens an already existing file. Save, saves the file to the selected folder or disk. Print, prints the current file to selected printer. Print Preview, allows you to see the file as it will be printed. Spelling and Grammar, checks the spelling of the document. Show/Hide, shows or hides the printing commands.

Copy, copies the selected text to the clipboard. Paste, pastes the current clipboard item into the document. Format, allows you to copy the formatting of selected text. Drawing, allows you to draw and insert graphics. Office Assistant, provides you with help and the office assistant. Insert Excel Worksheet into the document. Style, allows you to choose type style for selected text. Font, allows you to choose the font for the selected text. Font Size, changes the size of the selected text.

Columns, allows you to insert columns. Insert Table, allows you to insert a table.

Beginning Microsoft Word 2003

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