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Word 2003

Getting Started
What is Microsoft Word?
Word is an application that allows you to create and edit text documents. In addition to text, Word
allows you to insert pictures, tables, charts, drawings, and features that will make your text richer and
more interactive.
Word 2003 version has brand new features as well as old features, similar to older versions of Word
that have simply changed location, name, or appearance. Word 2003 can open files created from
earlier versions like Word 97, 2000, or XP.

The Word Application Window

The default
Word
document
includes
the
following
layout
tools:

• Title
bar:

Shows the document name, for example “Document 1” and the program name “Microsoft
Word”.

• Menu bar: Contains the list of menus available inside Word, each menu contains a specific set
of commands.

• Standard toolbar: Contains a shortcut list of the same commands found inside the menus on the
Menu bar.

• Formatting toolbar: Contains a shortcut list of formatting options available inside the Format
menu.

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• Horizontal and vertical rulers: Are used for measurement purposes like any normal ruler; the
default unit of measure is in inches.
Note: Depending on the selected view, the ruler might not show.

• White page area: is the space area where you type, edit, and format your document.

• Views: Allows the user to view a document in different ways.

• Status bar: Shows the page number the user is working on, section number, page number out of
the total pages found in the document, line number, column number, etc.

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Menu Bar
When you open a menu in Word from the Menu bar, it will display initially the
commands you have recently used. To view all options in any selected menu, you
must click the double arrow at the bottom of the menu list. The images on the right
show an example of a collapsed menu (Figure 1) and an example for the same menu
expanded (Figure 2).

Viewing or Hiding
Toolbars
Many toolbars, displaying shortcut buttons,
are also available to make editing and
formatting quicker and easier. From the
Menu bar, select View > Toolbars to see the
list of all toolbars available inside Word.

Click on the name of the toolbar that you


wish to view or hide, and the toolbar will be
automatically displayed or hidden inside
Word document, depending if it was initially
checked or unchecked.

Shortcut Menus SIMS : Computer Fundamentals


Shortcut menus allow you to access various 3
Word commands faster than using the
options on the Menu bar. While working
within your document, right-click on the
Task Pane
The Task Pane is an interactive menu that opens inside Word and provides
users with shortcut commands. It is divided into 14 sub panes; you can switch
between the sub panes by just clicking on drop down arrow found next to the
Task Pane name and select the name of another sub pane.

1. Getting Started: Allows you to connect to the internet to get more


information on Word; you can also use it to open a new/existing document.

2. Help: Provides help in using any feature inside Word, by typing a keyword
inside the Search for box and Word will provide you with information
relevant to the keyword from the Microsoft website or from Word help.

3. Search Results: Allows you to view the result of your previous search
under Help.

4. Clip Art: Allows you to search the Clip Art Gallery using keywords.

5. Research: Provides you with online search for reference books, research and business sites.

6. Clipboard: Lists the items you have recently cut or copied.

7. New Document: Allows you to create the Word document of your


choice.

8. Shared Workspace: Allows you to create a document workspace if you


want to share a copy of your document. A workspace also enables you to
invite other assign them tasks to link to additional resources.

9. Document Updates: Allows you to update your document if found in a


shared workspace.

10. Protect Document: Allows you to restrict formatting and editing


changes done to your document.

11. Styles and Formatting: Facilitates the formatting of text in the current
document.

12. Reveal Formatting: Shows all the formatting in the current document.
It has information such as the font, font size, paragraph alignment, margins
and paper width as well as other types of information.

13. Mail Merge: Allows you to create multiple letters, e-mails, envelopes, and labels.

14. XML Structure: Allows you to represent a Word document as an XML document.

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Views
Word gives you the option to view your document in five different layouts. To change a current view,
use one of the following methods:

Normal view

You can work in Normal View to type, edit and format your text. This view shows text formatting
but simplifies the layout of the page so that you can type and edit quickly.

Web Layout View

You can work in Web Layout View, when you are creating a web page. In this view, backgrounds
are visible, and text is wrapped to fit the window, and graphics are positioned just as they are in a web
browser.

Print Layout View

You can work in Print Layout View, to see how text, graphics and other elements will be positioned
when the document is printed.

Outline View

You can work in Outline View to look at the structure of a document and to move, copy, and
reorganize text by dragging headings.

Reading Layout View


Reading layout view is designed to make reading easier on the screen without the need to print them
out. In this view, Word displays only the tools you need for reading and allows you to flip pages like
you do when reading a book.

Note: Reading Layout View does not display the document the way it is formatted for printing.

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Working with Files
Create New Documents

• Click the New Blank Document button


on the Standard toolbar.

• Or, from the Menu bar, choose File >


New, the New Document Task Pane
will open, and select Blank Document.

Open Existing Documents

• Click the Open button found on


the Standard toolbar.

• Or, from the Task Pane, select Getting Started and the select More.

• Or, from the Menu bar, select File > Open

Any of these methods will show the Open dialog box. Choose the file and click the Open button.

Save Documents

• Click the Save button on the Menu bar

• Or, from the Menu bar, select File > Save.

Rename Documents
To rename a Word document, select File > Open
and find the file you want to rename. Right- click on
the document name with the mouse and select
Rename from the Shortcut menu. Type the new
name for the file and press the ENTER key on the
keyboard.

Close Documents

• Select File > Close.

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• Or, click on the small x found on the right top next to the Menu bar and under the Title bar.

Working with Text


Type and Insert Text

When you open a new Word document, you will notice a blinking cursor at the start of the document,
indicating that you can start typing where the cursor is positioned.

Start typing your text and you will see that the text will appear where the blinking cursor is located. Move
the cursor by using the ARROW buttons on the keyboard ( ) or positioning the mouse and
clicking the left button.

Highlight Text

In order to change the format of the text you just typed, it must be first highlighted, that is, selected
with the mouse cursor.

To highlight the whole text or part of it, locate the mouse at the start of the text you wish to highlight
and click the left button, then drag the mouse over the desired text while keeping the left mouse
button pressed (i.e. clicked).

The table below summarizes the shortcuts used for selecting a portion of the text:

Selection Technique
Whole word Double click within the word.
Whole paragraph Triple click within the paragraph
Several words or lines Drag the mouse over to hightlight or
hold down SHIFT key while using the
arrow keys.
Entire Document Select Edit > Select All ftom the Menu
bar.

Note: To deselect the text, click anywhere outside of the selected area on the page.

Delete Text

Use the BACKSPACE or the DELETE key found on the keyboard to delete text. BACKSPACE
key will delete text to the left of the cursor and DELETE key will erase text to the right. To delete a

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large selection of text, highlight the text using any of the methods outlined above and press the
DELETE key.

Spelling and Grammar

Word will automatically check for spelling


and grammar errors as you type. Spelling
errors are noted in the document with a red
underline. Grammar errors are indicated by a
green underline.

To disable this feature, go to Tools > Options


from the Menu bar and click the Spelling and
Grammar tab on the dialog box. Uncheck the
checkbox named Check spelling as you type
and the checkbox named Check grammar as
you type, then click on the OK button.

To use the spelling and grammar checker, follow these steps:

1. Select Tools > Spelling and Grammar from the Menu bar.

2. The Spelling and Grammar dialog box will notify you of the first mistake in the document and
misspelled words will have a red color.

3. If the word is spelled correctly, click the Ignore Once button or click the Ignore All button if the
word appears more than once in the document.

4. If the word is spelled incorrectly, choose one of the suggested spellings in the Suggestions box and
click the Change button to correct one occurrence of the word or Change All button to correct all
occurrences of the word. If the correct spelling is not suggested, enter the correct spelling in the
Not in Dictionary box and click the Change button.

5. If the word is spelled correctly and will appear in many documents you type (such as your name),
click the Add to Dictionary button to add the word to the dictionary so it will no longer appear as
a misspelled word.

As long as the Check Grammar box is checked in the Spelling and Grammar dialog box, Word
will check the grammar of the document in addition to the spelling. If you do not want the grammar
checked, remove the checkmark from this box.
Otherwise, follow these steps for correcting grammar:

1. If Word finds a grammar mistake, it will be shown in the


box just like spelling errors. The mistake appears in green
text. Several suggestions may be given in the Suggestions
box. Select the correction that best applies and click
Change.

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2. If no correction is needed (Word is often wrong more than it is right), click the Ignore button.

Formatting Text
Formatting Toolbar

The Formatting toolbar is the easiest way to change many attributes of a text. If the toolbar shown
below isn't displayed on the screen, from the Menu bar, select View > Toolbars and choose
Formatting.

• Style menu: Allows you to make your text Bold, Italic, nderlined...depending on the Style you
choose.

• Font: Allows you to change the font by clicking on the drop-down arrow on the right of the font
name box. You will view a list of fonts available, you can scroll scroll-down to view more fonts,
and select the font name you wish to use by clicking on its name with the mouse.

• Font Size: Allows you to change the font size by clicking inside the Font Size box and entering a
value or by clicking on the drop down arrow on the right of the box to view a list of font sizes
available. Select then a size by clicking on it once. Note: A font size of 10 or 12 is best for
paragraphs of text.

• Bold, Italic, Underline: Each button respectively allows you to make your text appear as bold,
italic or underlined.

• Alignment: Each button respectively allows you to make your text aligned to the left, center, or
right side of the page. You can also justify the text across the page using the Justify button.

• Line Spacing: Allows you to set the amount of space that Word puts when you go to a new line.

• Text Orientation: Allows you to change the typing direction of your text, from left-to-right or
right-to-left manner.

• Numbering, Bullets: Allows you to make your text appear as a Bullets list or as a Numbering list.

• Increase/Decrease Indent: Allows you to increase or decrease the indentation of your paragraph
in relation to the side of the page.

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• Outside Border: Allows you to add a border around a text selection.

• Highlight Color: Allows you to change the color behind a text selection. The color shown on the
button is the last color used. To select a different color, click the arrowhead next to the image on
the button.

• Font Color: Allows you to change the color of the text. The color shown on the button is the
last color chosen. Click the drop down arrow next to the button image to select another color.

An alternative way to access the formatting options found


on the Formatting toolbar and some additional options is
to select from the Menu bar, Format > Font. The Font
dialog box will appear as shown in the figure.

Move / Cut Text

Highlight the text you need to move, and follow one of the
methods listed below:

• From Menu bar, select Edit > Cut.

• Or, from the Standard toolbar, click on the Cut button .

This will move the text to a clipboard in your Task Pane.

Note: To move a small amount of text a short distance, the drag-and-drop method may be quicker.
Highlight the text you want to move, click the selection with the mouse, drag the selection to the new
location without releasing the mouse button, and

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release the mouse button.

Copy Text

Highlight the text you need to copy, and follow one of the methods listed below:

• From Menu bar, select Edit > Copy

• Or, from the Standard toolbar, click the Copy button

Paste Text

To paste previously cut or copied text, move the cursor to the location you want to move the text to
and follow one of the methods listed below:

• From the Menu bar, select Edit > Paste

• Or, from the Standard toolbar, click the Paste button .

Undo and Redo Options

• Word allows you to cancel the effect of one (or more) actions that took place previously by
clicking once (or more than once) on the Undo button found on the Standard toolbar,
or by selecting Edit > Undo from the Menu bar.

• Word allows you to repeat a previously cancelled action using the Undo button by clicking on
the Redo button found on the Standard toolbar or by selecting Edit > Redo.

Lists
Bulleted and Numbered Lists

1. To create a list, click the Bullets button or Numbering button found on the
Formatting toolbar.

2. Type the first entry and press ENTER. This will create a new bullet or number on the next line.
If you want to start a new line without adding another bullet or number, hold down the SHIFT
key while pressing ENTER.

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3. To end the list, continue typing entries and press ENTER twice when you are done.

Use the Increase Indent and Decrease Indent buttons on the Formatting toolbar to create
lists of multiple levels.

Note: You can also type the text first, highlight the section, and click the Bullets or Numbering
buttons to add the bullets or numbers.

Nested Lists

To create a nested list, such as a numbered list inside of a bulleted list, follow these steps:

1. First type the list then increase the indentation of the items that are to be nested by clicking the
Increase Indent button for each item.

2. Highlight the items and click the Numbering button found on the Formatting toolbar.

Columns

To quickly place text in a column format, first you need to highlight the text. Click then on the
Columns button found on the Standard toolbar and select the number of columns by dragging
the mouse over the diagram. For more column options, select Format > Columns from the Menu
bar. The Columns dialog box allows you to choose the properties of the columns. Select the Number
and Width of the columns from the dialog box. Note: For the column feature to run properly you
need to be in the Print Layout View.

Note:
Let’s say
you
created
two
columns
and the
first is
filled
with text
however
the
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second is still empty and you keep trying to add text to it but it simply
won’t work! In this case, Word only accepts text in the second column IF
the first column is COMPLETELY filled with text (i.e. there is no more
space for text in the first column). In this case you can do the following:

Place your cursor right after the text that appears in column one then go to
Insert > Break > Column Break. Notice that the text that was below the
cursor has been shifted to the second column.

Graphics
Add Clip Art Images

Word comes with a set of pictures called Clip Art. These pictures are
found in the Clip Art Gallery and are organized according to their type
or category. To add a clip art image from the Microsoft library to a
document, follow these steps:

1. Select Insert > Picture > Clip Art from the Menu bar. The sub pane named Clip Art will appear.

2. To find an image, in the Search For textbox, type a keyword describing the image you want to use,
and press on the Go button
3. Click once on the downward arrow that appears when you place your mouse pointer over an
image. A pop-up menu (as shown in the figure on the right) will appear: The most important options
in this menu are the following:

• Insert to add the image to the document.


• Copy to place the clip on the clipboard to paste it later on.
• Find Similar Style to retrieve images similar to the one you have
chosen.

4. Select images to add to the document

5. When you are done, click the Close button (small x) on the top right corner
of the Task Pane.

Add Images from Files


Pictures from various sources (scanned
images and other image files saved in
your computer) can be inserted in a
Word document. Follow these steps to
add a photo or graphic:

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1. Select Insert >Picture > From File on the Menu bar.

2. Click the down arrow button on the right of the Look in: window to find the image on your
computer.

Highlight the file name from the list and click the Insert button.

Print Documents
Print Preview
Preview your document by clicking the Print Preview button found on the Standard toolbar or by
selecting File > Print Preview.

Printing
• From File menu, select Print
option
• Choose a Page range.
• Select the Number of copies as
desired.
• You can choose from the Print
drop down menu to print All
pages in range, only Odd, or
Even pages.
• You can also choose the number
of Pages per sheet

When the document is ready to print,


click on the OK button.

Paragraph Formatting
Paragraph Attributes

You can format a paragraph by placing the cursor within


the paragraph and selecting
Format > Paragraph from the Menu bar. From the
Paragraph dialog box, select the
Indents and Spacing tab.

Under the Indentation section, you can set the


indentation to be either Before text,
After text, or both by assigning the desired values.

There are special types of indentations:

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• None: No indentation occurs.
• First line: Indents the first line.
• Hanging: Indents every line except
the first.

Under the Spacing section, from the Line spacing drop down menu, you can select the space you
would like between lines of the paragraph.

You can view the changes you have made from the Preview section, click OK when finished.

Non-printing characters

To be able to view the non-printing characters within a paragraph, e.g., spaces and paragraphs, click
the Show/Hide button found on the Standard toolbar.
Observe the paragraph symbols (¶) as well as the dots (.) between each word.
Each dot represents a space. To easily see the dots, create more spaces between two words. To hide
all non-printing characters, click the Show/Hide button again.

Drop Caps

A drop cap is a larger letter that begins a paragraph and drops through several lines of your text. To
add a drop cap to a paragraph:

1. Place the cursor within the paragraph whose first letter will be
dropped.

2. Select Format > Drop Cap from the Menu bar. The Drop Cap
dialog box allows you to select the Position of the drop cap, the
Font, the number of Lines to drop, and the Distance from text.

3. Click OK when all selections have been made.

4. To modify a drop cap, select Format > Drop Cap again to


change the attributes, or click on the letter and use the handles to
move and resize the letter.

Text Formatting

Styles and Formatting

You can use the Styles and Formatting Task Pane to create, view, select, apply, and clear formatting
from text.

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• After you apply formatting font changes to your text, select the Task Pane named Styles and
Formatting from the drop-down menu found at the top of the Task Pane window
Note: Remember that in order to show or hide the Task Pane window, go to the Menu bar,
choose View > Task Pane. Click on the arrow next to Getting Started and select Styles and
Formatting.

• From the Show drop down menu found on the bottom of the Styles and Formatting Task
Pane, select Formatting in use option, this will show you all the fonts format that \ you can
use to format your text.

• If you select a word, or part of a word, that has a certain type of format, notice that the format
appears in the Formatting of selected text box showing on the top of the Styles and
Formatting Task Pane. You should see that same format in the list box named Pick
formatting to apply.

• So if you highlight your text, and click on the name of that format from the list box named
Pick formatting to apply, the same formatting is automatically applied.

• Now if you click on any part of your text, and from the Styles and Formatting Task Pane you
choose Select All button, this will highlight all the text with this formatting throughout the
whole document.

• The New Style button allows you to create a totally new


style to be applied on any part of the document.

• If you highlight a part of the document and choose the


Clear Formatting option from the drop down
menu list from the Formatting of selected text box
this will clear all types of formats in the selected text
and will keep you with only the basic default
format.

Reveal Formatting

Another option would be choosing the Reveal Formatting Task Pane from the dropdown menu, and
that would give you details about the selected format, rather than showing it to you visually.

Tables
Tables are used to display data and there are several ways to build them in Word. Begin by placing
the cursor where you want the table to appear in the document and choose one of the following
methods.

Insert Tables

There are two ways to add a table to the document using the Insert feature:

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Click the Insert Table button on the Standard toolbar. Drag the
mouse along the grid, highlighting the number of rows and columns for
the table.

Or, select Table > Insert > Table from the Menu bar. Specify the
number of rows and columns for the table and click OK.

A table can also be drawn on the document:

1. Draw the table by selecting Table >


Draw Table from the bar. The cursor is
now the image of a pencil and the Tables and
Borders toolbar has appeared.

2. Draw the cells of the table with the mouse. If you make a mistake, click the Eraser button and
click/drag the mouse over the area to be deleted.

3. To draw more cells, click on the Draw Table button

Nested Tables

You can insert a table inside another table or cell the same way you insert a regular table.
You can delete that table the same way you delete the outer one. To do that, place your mouse where
you want to insert the table and click on the Insert Table button from the Standard toolbar.

Insert Rows and Columns


Once the table is drawn, you can insert additional rows by placing the cursor in the row next to which
you want to insert the new row. Select Table > Insert > Rows Above or Rows Below. Or, select an
entire row and right-click the mouse. Choose Insert Rows from the Table Shortcut menu, a new row
appears above the selected one.

Similar to inserting a row, you can add a new column by placing the cursor in a cell adjacent to where
you want the new column be added. Select Table > Insert > Columns to the Left or Columns to the
Right. Or, select the column, right-click the mouse, and select Insert Columns, a new column
appears to the right of the selected one.

Move and Resize Tables

Place your mouse within the table. A four arrow shape appears on the upper left side of the table. A
resizing handle will appear in the right part of the table.

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• To move the table, click and drag the four-ended arrow. Position the table on your document
and release the mouse click.

• To resize the table, click and drag the resizing handle.

• Change the column widths and row heights by clicking and dragging the mouse on the line
divider between rows or columns. Drag the mouse to increase or decrease the column width or
the row height.

Moving the order of the column and/or rows inside a table

Highlight the column or row, and drag it to the destination position. For example in a 4 x 4 table, if
you want to move the first column to the third position, drag the first column to position of the fourth
column – and you can see that first column has been moved to third position.

Moving a part of table (column/row) outside the table

Put the mouse pointer outside the table and press ENTER several times,
then highlight a column or row and move it to outside the table; Word will
create a new table with the same data.

Splitting or Merging cells

To split a cell in 2 columns or 2 rows:

Click once inside the cell. From the Menu bar, select
Table > Split Cells

Specify in the Split Cells dialog box the number of columns or rows. Click
OK. The cell is split now into the number of rows and columns you specified.

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To merge one or more cells:

Highlight the cells you want to merge. From the Menu bar, select Table > Merge Cells.

Table Properties

Click inside a table. From the Menu bar, select Table > Table Properties. Use the
Table Properties dialog box to modify the alignment of the table with the body text and the text
within the table.

Under the Size section, check the Preferred width


checkbox and enter a value if you want the table to have an
exact width.

Under the Alignment section, highlight the illustration that


represents the alignment of the table in relation to the text of
the document.

Under the Text wrapping section, select


None if the table should appear on a separate line from the
text or choose
Around if the text should wrap around the table.

Click the Borders and Shading button found at the bottom


of the Table Properties dialog box to select from a number
of border styles, colors, and widths. Click the Shading tab
to change the background color and pattern.

Click the Options button found on the Table Properties dialog box to change the spacing between
the document text and the table borders by entering a value or using the up and down arrows from the
Default cell margins. Check the Allow spacing between cells checkbox and enter a value to add
space between the table cells.

Deleting Data from a Table / Part of a Tables / a Whole


Table

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1. To delete data from the whole or part of the table: Highlight the cells containing this data or the
whole table, and press the DELETE button from your keyboard, which will delete only the text
inside the cells highlighted.

2. To delete a part of a table:


a. Highlight a column or a row, and press the BACKSPACE button from your keyboard. The
column or row highlighted will be deleted.
b. Highlight one or more cell (s) (not making a row or column), and press the BACKSPACE
button from your keyboard, it will show the Delete Cells dialog box asking whether you want
to:
 Shift cells left
 Shift cells up
 Delete entire row
 Delete entire column
3. To delete the whole table:
In case you want to delete the whole table and its contents, you should select the table by clicking
either on the top left square box, or the lower right one, and then press the BACKSPACE button
found on the keyboard.

Drawing Canvas

The drawing canvas feature is particularly useful when there are


different parts of a drawing you need to keep together.

To insert a drawing canvas, from the Menu bar, select Insert


>Picture >New Drawing. The drawing canvas and the Drawing
toolbar will appear. The canvas can be resized by clicking and
dragging the black outer edges at the corner or on the border.

You can add a line connector to the drawings in


your canvas by using the Drawing Toolbar.

If you want to delete the drawing and the canvas,


select the canvas by clicking once on its border and
press the BACKSPACE or DELETE key found on
the keyboard.

Spelling and Grammar


AutoCorrect

Word automatically corrects commonly misspelled


words and punctuation marks with the
AutoCorrect feature.

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You can view a list of words that are automatically corrected by Word:

From the Menu bar, select Tools > AutoCorrect Options. If this feature is not showing, expand the
Tools menu by clicking on the double arrows at the bottom of the Tools Menu. The Autocorrect
dialog box will appear, select the first tab called AutoCorrect.

Many options including the accidental capitalization of the first two letters of a word and
capitalization of the first word of the sentence can be automatically corrected from this page. If there
are words you often misspelled, enter the wrong and correct spellings in the Replace and With boxes.

Spelling and Grammar Check

Word will automatically check for spelling and grammar errors as you
type unless you turn this feature off. Spelling errors are identified in the
document with a red underline.
Grammar errors are indicated by a green underline.

To disable this feature

From the Menu bar, select Tools menu > Options

From the Options dialog box, select the Spelling & Grammar tab. Uncheck the checkboxes: Check
spelling as you type and Check grammar as you type and click OK.

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To use the spelling and grammar checker, follow these steps:

1. From the Menu bar, select Tools > Spelling & Grammar.

2. The Spelling and Grammar dialog box will notify you of the first mistake in the document and
misspelled words will be highlighted in red.

3. If the word is spelled correctly, click the Ignore Once button or click the Ignore
All button if the word appears more than once in the document.

4. If the word is spelled incorrectly, choose one of the suggested spellings in the Suggestions box and
click the Change button or Change All button to correct all occurrences of the word in the document.
If the correct spelling is not suggested, enter the correct spelling in the Not in Dictionary section and
click the Change button.

5. If the word is spelled correctly, click the Add to Dictionary button to add the word to the
dictionary so it will no longer appear as a misspelled word.
As long as the Check Grammar box is checked in the Spelling & Grammar dialog box, Word will
check grammar and spelling mistakes. Follow these steps for correcting grammar mistakes:

1. If Word finds a grammar mistake, it will be shown in the box as a spelling error.
The mistake is highlighted in green.

2. Several suggestions may be given in the Suggestions box. Select the correction that best applies
and click Change.

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3. If no correction is needed, Word is often wrong more than it is right, click the
Ignore button.

Note: If you do not want the grammar checked, uncheck the Check grammar checkbox in the
Spelling & Grammar dialog box.

Synonyms

To find a synonym for a word, right-click on the word


and select Synonyms from the Shortcut menu.

From the list of suggested words, highlight the word you


would like to use or click for more options.

Thesaurus

Steps to use the thesaurus:

From the Menu bar, select Tools > Language >


Thesaurus or select it from the Synonyms Shortcut menu as
explained in the Synonyms paragraph above.

A list of synonyms for the word you are looking for are given in
the Research Task Pane. Click on any of the words listed in
the Thesaurus section to view other synonyms for those
words. Click on the arrow next to any word and select Insert
option to replace the word with its synonym.

Page Formatting
Page Numbers

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To add a page number to a document, follow the steps:

1. From the Menu bar, select Insert > Page


Numbers. The Page
Numbers dialog box will appear.

2. From the Position drop-down menu, select


the position of the page number to make it appear
either on the Top of page or Bottom of page.

3. From the Alignment drop-down menu, select


the alignment of the page numbers.

4. If you do not want the page number to show on the first page (if it is a title page or booklet
covering, for example), uncheck the Show number of first page box.

5. When finished, click OK.

Headers and Footers

Headers are added to the top margin of every page such as a document title or page number. Footers
are added to the lower margin at the bottom of the page. Follow these steps to add or edit headers and
footers in the document:

1. From the Menu bar, select View > Header and Footer. The Header and
Footer toolbar will appear and the top of the page.

2. Type the heading in the Header box. You may use many
of the standard text formatting options such as font face, size,
bold, italics, etc.

3. Click the Insert AutoText button to view a list of options


available.

4. Use the other options on the toolbar to add page numbers,


the current date and time.
5. To edit the footer, click the Switch between Header and
Footer button found on the Header and Footer toolbar.

6. When you are done adding headers and footers, click the
Close button on the Header and Footer toolbar.

Footnotes and Endnotes

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Adding footnotes and endnotes to a document allows you to provide extra information on a topic.
This information could be the source location, or extra details not necessarily in the main body of the
text.

• Footnotes always appear at the bottom of the


current page.
• Endnotes always appear at the bottom of the
last page of a document.

When inserting a footnote or endnote while the


document is in Normal View, the Note pane will open
at the bottom of the document window for easy
editing of footnotes or endnotes.

Place an insertion point in a sentence that the


footnote or endnote is being created for and
where the footnote or endnote mark will
appear.

From the Menu bar, select Insert > Reference


> Footnote To open the Footnote and
Endnote dialog box. Select the Footnotes or
Endnotes option in the Location area.

Once done, click Insert.

Bookmarks

A bookmark identifies a location or selection of text that you name and identify for future reference.
For example, you might use a bookmark to identify text that you want to revise at a later time. Instead
of scrolling through the document to locate the text, you can locate it by using the bookmark dialog
box.

Select a text you want a bookmark assigned to, or click where you want to insert a bookmark.

From the Menu bar, select Insert > Bookmark. Under Bookmark name, type or select a name.
Bookmark names must begin with a letter and can
contain numbers. You can't include spaces in a
bookmark name. However, you can use the underscore
character to separate words — for example,
"First_heading." Click Add.

To show bookmarks:
From the Tools menu, click Options, and then click
the View tab.

Select the Bookmarks check box.

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If you assigned a bookmark to an item, the bookmark appears in brackets […] on the screen. If you
assigned a bookmark to a location, the bookmark appears as an I-beam. The brackets do not print.

Highlight the word or text, which you want to link to the bookmark you have just created and from
the Menu bar, go to Insert > Hyperlink, then click on Bookmark and select your specified
bookmark name. The text appears as a hyperlink that points to the bookmark location.

Page Size and Orientation


From the Menu bar, select File > Page
Setup and choose the Paper tab. Select the proper paper size from the Paper size dropdown menu.

Go to Margins tab and change the Orientation to Portrait or Landscape.

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