Working with MS

Word 2003
Table of Contents

Aim of this document ..........................................................................................................4

Prerequisites .........................................................................................................................5
Starting Word ......................................................................................................................6
The Word window ................................................................................................................7
Entering Text ........................................................................................................................8
Making New Paragraphs ......................................................................................................9
Correcting Errors ...............................................................................................................10
Opening and closing files ...................................................................................................11
Creating a new document ...............................................................................................11
Opening an existing document ......................................................................................12
Saving your document....................................................................................................13
Leaving Word..................................................................................................................14
Simple formatting ..............................................................................................................14
Character formatting ......................................................................................................14
Paragraph formatting .....................................................................................................15
Indenting Quotations......................................................................................................16
Printing ..............................................................................................................................17
Spell checker ......................................................................................................................19
Page Breaks........................................................................................................................20
Page Numbering ................................................................................................................21
Footnotes ............................................................................................................................21
Getting help .......................................................................................................................23
About the Help Task Pane .............................................................................................24
Using the Help Task Pane ..............................................................................................24
Using the Help Task Pane: Text Box Option .............................................................24
Using the Help Task Pane: Table of Contents Option ...............................................25
Viewing Information about a Dialog Box .................................................................25
Using Help with the Office Assistant ............................................................................26
Changing the Office Assistant Character .......................................................................27

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Table of Figures
Figure 1 Microsoft Office word 2003 1............7
Figure 1 Microsoft Office word 2003 1..............................................................................7
Figure 3 Open Dialog box 1...............................................................................................12
Figure 3 Open Dialog box .................................................................................................13
Figure 4 save As Dialog Box 1...........................................................................................14
Figure 5 Font Dialog Box 1................................................................................................15
Figure 6 Paragraph Dialog box 1........................................................................................16
Figure 7 Paragraph Indentation 1.......................................................................................17
Figure 8 Print Dialog box 1................................................................................................18
Figure 9 Spelling and Grammer dialog box 1....................................................................19
Figure 10 page Numbers 1..................................................................................................21
Figure 11 Footnotes and Endnote 1....................................................................................22
Figure 12 Microsoft office word help 1..............................................................................25
Figure 13 Microsoft word help on Font 1...........................................................................26
Figure 15 MS Office word help 1.......................................................................................26
Figure 16Ms word help 1....................................................................................................27

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Aim of this document
This document tells you how to use the Microsoft Word 2003 word processor. Word 2003
is part of the Microsoft Office suite of programs which includes Word, PowerPoint,
Access and Excel. The document gives you a basic introduction to Word 2003, showing
you how to start the program and create simple documents

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Prerequisites
In order to make effective use of this document you should be familiar with Windows
2003, which includes the use of a mouse. If you are not familiar with Windows 2003 you
should read the introductory document Getting Started With Microsoft Windows 2003.

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Starting Word
To run Word, click on the Start icon on the taskbar to display the Start menu and then
move the mouse pointer onto Programs and click on Microsoft Word. If you a have the
Word icon on your Desktop you can also run Word by double-clicking on the icon.

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The Word window
When you open Word, a blank document is automatically opened for you. The Word
window contains several important areas:

Menu bar Across the top of the window is the menu bar which contains drop-
down menus allowing you to access all of Word’s functions. To see
the menu items, click once on the menu name. Where a menu item
has an arrow to the right of it, clicking on it will reveal a further sub-
menu.
Tool bars Below the menu bar you will find one or more toolbars. The window
inThere are a number of other toolbars available in Word. To show or
hide them, click on the View menu and select Toolbars. This shows a
list of all toolbars. To show a toolbar click on its name. Clicking on a
toolbar with a tick next to its name will hide it.
Status bars Along the bottom of the screen is the status bar which displays
information about your document, for example page number. If you
press the <Insert> key to go into overtype mode, the OVR button on
the status bar is highlighted. Pressing the <Insert> key a second time
takes you out of overtype mode.
Rulers You can display rulers along the top and left of your document. The
top ruler shows the indent settings and any tab settings you have
created for the current paragraph.

Figure 1 Microsoft Office word 2003 1 Figure 1 Microsoft Office word 2003 1

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Entering Text
Once you have opened MS-Word, entering text is very easy. All you have to do is type.

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Making New Paragraphs

It is very easy to make a new paragraph. If you are at the end of a paragraph and want to
start a new one, all you have to do is hit the <enter> key twice. The same applies when
you want to divide one paragraph into two or more paragraphs. Place your cursor at the
beginning of the sentence where the new paragraph starts, and press the <enter> key
twice.

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Correcting Errors
To correct mistakes you can use either the <backspace> key or the <delete> key. It all
depends on the position of the cursor.

<Backspace> key: When deleting characters with the <backspace> key, the character to
the immediate left of the cursor will be deleted

<Delete> key: The delete key deletes the character to the immediate right of the cursor
position. It looks like the characters are being dragged from the right.

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Opening and closing files

Creating a new document

To create a new document, select New from the File menu. This displays the New dialog
box (Figure 2) This appears toward the right side of the screen. Select the Blank
Document icon and click on <OK>. Alternatively, press <Control> and <N> together.
This creates a new blank document without bringing up the New dialog box.

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Figure 3 Open Dialog box 1

To open a file from the list, click on the file name to select it and click on the <Open> button.

Opening an existing document

To open an existing document, select Open from the File menu. The
Open dialog box displays a list of files in the current directory. To change
the directory, click on the down arrow next to the Look in: box and
choose your directory.

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Figure 3 Open Dialog box

To open a file from the list, click on the file name to select it and click on the <Open> button.

Saving your document

To save the current Word document, choose Save from the File menu. The
first time you save a new document, the Save As dialog box is displayed.

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Figure 4 save As Dialog Box 1

Select the directory you want to save your file in by clicking on the down arrow to the
right of the Save in: box. Type a name for your document in the File name: box. If you
plan to share the document, use it across the network, or on a Windows 3.1 computer,
your file name should be eight characters or fewer. Finally, click on the Save button. The
next time you save your document the Save As dialog box will not appear. If you want to
save your document with a different name, choose Save As from the File menu to bring
up the Save As dialog box.

You can also use the Tool bar to save. Click on the Floppy disk icon:

Leaving Word
To close Word, choose File, Exit or press <Alt> and <F4> together, or click in the close box
at the top right of the Word window. If you have not saved your document, a dialog box
appears asking if you want to save it. Select Yes to save the document, No to quit without
saving or Cancel to return to editing your document in Word.

Simple formatting
Character formatting

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To enter text into a document, simply click in the main document area of the Word
window and begin typing. To select an area of text to format, place the cursor at the start
of the text then, holding down the left mouse button, move the cursor to the end of the
text and release the mouse button. This method selects text one word at a time. To select
text one character at a time, move the cursor to the start of the text then holding the
<Shift> key down, move the cursor using the arrow keys on the keyboard.
If the Formatting toolbar is not visible, select Toolbars from the View menu and click on
Formatting. Click on the buttons shown below to apply the described formatting.

Bookman Old Style

10
B
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U
These font formatting options and several additional options can also be changed by
selecting Font from the Format menu to display the Font dialog box (Figure 6).

Figure 5 Font Dialog Box 1

Paragraph formatting

The following buttons on the Formatting toolbar all control justification, and apply to the
whole paragraph.

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 Left justified
Center justified
Right justified
Fully justified – the selected paragraphs will be aligned to both the left and right
margins.

More paragraph formatting options are available by selecting Format, Paragraph (Figure 6).

Figure 6 Paragraph Dialog box 1

Options available include:

Alignment The same options as available through the Formatting toolbar
Indentation Left and Right indent the whole paragraph by the specified
amount. Special options include First line to indent only the
first line of a paragraph, and Hanging to indent every line
except the first.
Spacing Controls the spacing before and after a paragraph.
Line Spacing Controls the space between lines within a paragraph.

Indenting Quotations

Lengthy quotations in an essay are normally displayed as an indented paragraph, with the
indent equal from both left and right margins. To indent a quotation:

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 • Type the quotation as a normal paragraph.

• With your cursor somewhere in the paragraph click on the Format menu, then
Paragraph.

• Click on the up (or down) arrow for the left and right until the required measurement
is set.

• Click on OK to close the dialogue box

Figure 7 Paragraph Indentation 1

Printing

To print your document select Print from the File menu to display the Print dialog box
(Figure 7).

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Figure 8 Print Dialog box 1

Make sure that the correct printer is selected. If not, click on the down arrow to the right of
the Name: box and choose one from the list. In the Page range section select:

All to print the whole document.

Current page to print only the page the cursor is on.

Pages to print specified pages. Enter the page numbers in the box as a range e.g. 1-5 or as
individual numbers e.g. 1,2,5. Click on the <OK> button to print to the document.

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Spell checker

A spell checker and thesaurus are provided with Word. To spell-check a document, select
Spelling and Grammar from the Tools menu or press <F7>.

Figure 9 Spelling and Grammer dialog box 1

When the checker finds a mis-spelling it highlights the word and displays a list of alternatives.
You can choose from the following options:

Ignore Ignore Do not change this occurrence of the word.

Ignore All Ignore all words spelt this way.
Add Add Do not change the word, and add this spelling to the dictionary.
Change Change the word for the highlighted suggestion.
Change All Change all words spelt this way to the highlighted suggestion.
AutoCorrect Correct the spelling to the highlighted suggestion and automatically
correct any future similar mis-spellings.
Cancel Leave the spell checker.

To look a word up in the Thesaurus, place your cursor on the word, and from the Tools menu
select Language, Thesaurus or press <Shift> and <F7> together.

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Page Breaks

A very useful feature of MS-Word is the option to insert and remove your own page breaks.
Word has two types of page breaks. The program itself inserts automatic page breaks. You
cannot remove automatic page breaks. Word adjusts their position automatically as you add
and remove text from a page. The second type of page break is called a manual page break
because you place and remove them yourself.

To insert a manual page break:

1. Place your cursor at the point where you went to insert the page break.

2. Hold down the <control> key and press the <enter> key.

3. A line across the screen will appear with the words Page Break. (If you don’t see the words
go the “View” menu and choose “Normal”)

To remove a manual page break:

1. Place your cursor immediately below the page break

2. Press the <backspace> key

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Page Numbering
As a general rule, always leave page numbering to the end, as this practice leads to fewer
problems.

To insert page numbers:

• Go to the beginning of the document.

• Click on the Insert menu, then Page Numbers.
• You can change the position of the page numbers from the Footer to the Header.
• The actual position of the number can be changed to left, right or center within the
header and footer.

Leave “show number on first page” turned on, unless your first page is a title page and you
don’t want a number displayed.

Figure 10 page Numbers 1

Footnotes
Being able to use the footnote feature of MS-Word is very important. Word allows you to
enter a footnote and if necessary edit it later on.

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A few points on footnoting:

Check the style of footnoting that is required by the Department/Faculty you are enrolled
in.
• Footnote numbering is automatic. They will start at number one and go on.
• Word will automatically adjust your footnote numbering if you insert an earlier
one.
• However you can change the number of the first footnote, if you want.
• To view the footnotes you must be in page layout view.
• To edit your footnotes you must be in page layout view.
• Footnotes are always at the bottom of the page.

Figure 11 Footnotes and Endnote 1

If they are at the end of your document they are endnotes. You cannot have both.
To insert a footnote:
• Place your cursor at the end of the text that is to be referenced.
• Click on the Insert Menu, go to the Reference menu and then choose Footnote1.
• Make sure that Footnote and Numbering is set to Continuous and click OK.
• You will now be returned to your document in the footnote section.
• Notice the number of the footnote is inserted automatically.
• Type in your footnote.
• If you are in Page layout view, click back in the main text of your document to end
the footnote.
1
Example of footnote

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 • If you are in normal view, click on close to end the footnote.
• This will also close the footnote editing area.

Getting help

The Microsoft Office Help (hereafter referred to as "Help") system provides

concise, printable descriptions and procedures for virtually every possible Office topic.

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Every feature and view is explained, and the Help system offers suggestions regarding
how to most effectively use the features in the program

NOTE: The same Help system is available in all Office programs (Access, Excel,
FrontPage, Outlook, PowerPoint, Publisher, and Word). This document uses PowerPoint
as a guide; however, you can easily substitute PowerPoint for the Office program you are
using.

• About the Help Task Pane

• Using the Help Task Pane
• Viewing Information about a Dialog Box
• Using Help with the Office Assistant
• Changing the Office Assistant Character

About the Help Task Pane

The Help task pane gives you two basic ways of searching for your topic: the Search
for text box and Table of Contents. Using the Help task pane also gives you
navigation and print options. The Help task pane provides a toolbar with these useful
options:

Using the Help Task Pane

Searching for a topic with the Help task pane means you will not have to go through the
Office Assistant. You can access the Help task pane in a variety of ways. To learn how
to use Help and the Office Assistant together, refer to Using Help with the Office
Assistant.

Using the Help Task Pane: Text Box Option

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Using the Search for text box means you will be searching for keywords throughout the
entire library of Help topics to find your topic. This approach is similar to using the Office
Assistant, described later in this document.

1) Open the Help task pane

2) In the Search for text box, type a question, word, or phrase that describes your
topic
3) Click START SEARCHING
4) The search results appear in the Help task pane.
5) Select the desired search result
6) The Microsoft Office Help dialog box appears.

Figure 12 Microsoft office word help 1

6. When finished, to close the Help dialog box, click the X in the top right corner

Using the Help Task Pane: Table of Contents Option

The Table of Contents option is helpful if your topic is fairly broad or if you are unsure
what exactly you are looking for.

1. Open the Help task pane

2. Click TABLE OF CONTENTS The Table of Contents appears in the task pane.
3. Navigate through and select the desired topic(s) by category

Viewing Information about a Dialog Box

If you want to know more about an option within a dialog box without actually experimenting
on your document, you can use the Help button in any dialog box. This Help function
allows you to get information about elements within a dialog box since you cannot access
outside menu commands while a dialog box is open.

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Figure 13 Microsoft word help on Font 1

1. To find out more about the listed dialog box features, click the appropriate link(s)
Information about your selection(s) appears in the Microsoft Office Help
dialog box.

2. When finished, in the upper right corner of the Microsoft Office Help dialog
box, click the X

Using Help with the Office Assistant

The Office Assistant is a character that helps you find Help topics. Instead of going
directly to the Help dialog box, you can ask the Office Assistant for help. In order to
do this, the Office Assistant must first be turned on.

To turn on Office Assistant:

1. From the Help menu, select Show the Office Assistant The Office Assistant
appears.

Figure 15 MS Office word help 1

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4. Click SEARCH The search results appear in the Help task pane.

5. Select the desired search result

The Microsoft Office Help dialog box appears.

Figure 16Ms word help 1

6. Use the toolbar buttons to change views, navigate, and print information about your topic

7. When finished, to close the Help dialog box, click the X in the top right corner

Changing the Office Assistant Character

The default Office Assistant character is Merlin the wizard, but you have many other
character options from which to choose.

1. Turn on the Office Assistant

2. Right click the Office Assistant » select Choose Assistant... The Office
Assistant dialog box appears.

3. To scroll through the options, from the Gallery tab, click NEXT or BACK

4. When you have selected a character, click OK The new Office Assistant appears.

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