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1 MS Word Manual ICT Staff Training & Development, University of the Western Cape ICS Department: e-learning Office:

2 Table of Contents Introduction to Microsoft Word Microsoft Word New Document...5 Saving a File...6 FORMATTING TEXT AND PARAGRAPHS...7 Format font...7 Insert a bulleted or numbered list...8 Cut, Copy and Paste contents...9 Cut Text...9 Copy Text...10 Paste Text:...11 EDITING AND PROOFING TOOLS...12 Check spelling and grammar:...12 Set the Background...13 Setting Borders...14 Paragraph...15 Margins...16 Fonts...17 Single and double spacing...18 Inserting Pictures & Graphics...19 Inserting Pictures...19 Inserting Graphics...20 Tables and Lists...21 Tables...21 Lists...22 Headers & Footers...23 Footnotes and Endnotes...25 Footnotes...25 Endnotes...26 Correcting spelling and grammar...27 Word count...28 Previewing and Printing...29 Page Break & Section Break...31 Tracking Changes...32 KEYBOARD SHORTCUTS...33 Office Button Shortcuts:...33 Font Group Shortcuts:...33 Paragraph Group Shortcuts:...33 Editing Group Shortcuts:...33 Editing and Proofing Shortcuts:

3 Introduction to Microsoft Word 2003 By using this tutorial you will learn how to: 1. Start using Word 2. Format your documents 3. Cut, Copy and Paste content from the same/other documents 4. Insert pictures and clip arts 5. Create Tables and Lists 6. Edit Headers and Footers 7. Check Spelling, Grammar & Word Count 8. Print Documents 9. Insert Page break and Section breaks 10. Track Changes 3

4 Microsoft Word 2003 Steps on Opening WORD Step 1: Click the Start button from the Task Bar Step 2: Select on All Programs menu to view a list of installed programs. Step 3: A list of select Microsoft Office Group, and then Step 4: Click on the Microsoft Office Word 2003 icon. The following screen will appear: 4

5 New Document Step 1: Click on File on the toolbar, Step 2: Select New from the drop-down list. Step 3: On your right hand side of the screen, click on Blank document. 5

6 Saving a File By saving in a structured manner using the Save As feature we will have a copy of the file saved to a specific area. Step 1: Click on File on the toolbar Step 2: Next, select Save As from the drop-down list. Step 3: Navigate your Drive, choose a location in which to save your file, and then write the file name. Note: You can use up to 255 characters including spaces; however it is wise to condense your filenames as much as possible, remembering that they are filed alphabetically Step 4: Click on the Save button. 6

7 Formatting Text And Paragraphs Format font Using the Format menu is useful if you want to make several enhancements at once. It is also useful if you are unsure of what the different fonts look like as a preview of the font is shown in the dialog box. To format text using the menu Step 1: Click on Format on the toolbar, Step 2: Select Font group from the list of options, The following screen will be displayed: Step 3: Select the appropriate formatting option(s), or select to open the Font dialog box, then Step 4: Click OK. 7

8 Insert a bulleted or numbered list Step 1: Click on Format on the toolbar. Step 2: Select the Bullets or Numbering buttons from the list of options. Step 3: Select the options from the Paragraph group: Click the arrow on the Bullets button to select your bulleted list style, or Click the arrow on the Numbering button to select your numbered list Step 4: And click OK. 8

9 Cut, Copy and Paste contents Cut Text The 'Cut' command in Microsoft Word 2003 is very similar to the Copy command in that it places items on the clipboard in order for you to paste to a different location in the same or in a different document. However, rather than make a copy of the selected items the 'Cut' command will actually take the text out of your document in order to move it to different location. In order to cut a piece of text, first select the item you wish to copy Step 1: Select (Highlight) the Phrase, then Step 2: Select Edit from the Menu Bar Step 3: Select Cut from the resulting menu. 9

10 Copy Text The 'copy' command in Microsoft Word will make a duplicate of a particular item while retaining the original copy in the original location In order to copy a piece of text, first select the item you wish to copy Step 1: Select (Highlight) the Phrase, then Step 2: Select Edit from the Menu Bar. Step 3: Select Copy from the resulting menu. 10

11 Paste Text: Once you have items on the clipboard you can choose to place a copy of them anywhere in your document or in fact any other document. In order to paste your selected items: Place your cursor where you want to paste the item/items, either click on paste icon on the standard toolbar, Word will paste the most recently cut or copied item Step 1: Select Edit from the Menu Bar. Step 2: Select Paste from the resulting menu. 11

12 EDITING AND PROOFING TOOLS Check spelling and grammar: Step 1: Select Tools from the Menu Bar Step 2: Select Spelling and Grammar from the list of options Step 3: Click on Options, and then Step 4: Click Recheck Document, then select OK. 12

13 Set the Background To change the background of the document Step 1: Select Format from the menu bar. Step 2: Click on Background, and Step 3: Select any Color or Fill Effects for the background of the document. 13

14 Setting Borders Step 1: Click on Format from the menu bar at the top of the application. Step 2: Select Borders and Shaders from this menu. Step 3: Choose Box Setting and select the required Style, Color, Width, then Step 4: Click OK 14

15 Paragraph Step 1: Select Format from the menu bar. Step 2: Click on Paragraph Step 3: Select the changes of options, then Step 4: Click OK to apply. 15

16 Margins The margins are the blank space between the text and the edge of the page. The left and right margins can be set to the size required. The size of the margins determines the number of characters that will fit on one line of text. The top and bottom margins can also be set - these affect the number of lines of text that will fit on one page. Step 1: Click on File from the toolbar. Step 2: Select Page Setup from the list of options Step 3: Click the size margin to increase or decrease for the paragraph, then Step 4: Click OK to apply the changes. 16

17 Fonts Step 1: Select Format from the menu bar. Step 2: Click Font from the list of options. Step 3: Select change the Font Size, Font Style (Bold, Italic and Underlined), Font (Times New Roman, Verdana etc.) and Font Color, then Step 4: Click OK to apply the changes. 17

18 Single and double spacing Step 1: Click on Format from the toolbar. Step 2: Select Paragraph from the option list. Step 3: Select from Line Spacing as Single, 1.5 lines or Double from the drop-down menu, then Step 4: Click OK to apply the changes. 18

19 Inserting Pictures & Graphics Inserting Pictures Step 1: Click INSERT from the toolbar. Step 2: Select PICTURE from the list of option, then select From File. Step 3: Select a picture from a Location (path), then Step 4: Click Insert to apply changes. 19

20 Inserting Graphics Step 1: Click Insert from the toolbar. Step 2: Select Picture from the list of option, then Step 3: Select the option Clip Art, then Step 4: Typing the keyword associated with the clip art into the Search Box Step 5: Clicking Go. Step 6: Then click Insert to apply the changes. 20

21 Tables and Lists Tables Step 1: Click on Table on the toolbar. Step 2: Select Insert from the list of options, then Step 3: Select Table. (This opens a dialog box where you can specify the number of rows and columns required for the table. You can vary the width and length of the columns and rows by dragging the table from its corners). Step 4: Click OK to view table. 21

22 Lists Step 1: click on FORMAT on the toolbar. Step 2: Select BULLETS AND NUMBERING from the list of options. Step 3: This opens a dialog box where you can select a particular style of list (Numbers, Bullets etc.). After selecting the style, click the OK button. 22

23 Headers & Footers Step 1: Click on VIEW from the toolbar. Step 2: Select HEADER AND FOOTER the list of options, and then Step 3: This highlights the area of the Header where you can type in the name of your project. Step 4: To Insert page numbers, use the toolbox (pop-up window) which appears along with the header. This toolbox has options to insert the page number, date, time etc. Now to edit the footer, again use the toolbox and click on the icon, which switches between the Header and Footer. Once the footer area is highlighted, you can enter your name and other relevant information in the footer. 23

24 If you want a different header and footer for your first page, select the page setup icon from the toolbox. Select the Layout tab on the window as shown in the figure below and check the option Different First Page. Now you have a different Header and Footer for the first page and you can easily omit including the page number on the first page of your document. 24

25 Footnotes and Endnotes Footnotes Step 1: Place your cursor at the reference point ( where you want insert the footnote) Step 2: Click on INSERT on the toolbar. Step 3: Select REFERENCE the list of options, then Step 4: Click on the FOOTNOTE option. (A window pops up where you can select the option Footnote). Step 5: Click on the INSERT button to apply. 25

26 Endnotes Step 1: Place your cursor at the reference point. Step 2: Click on INSERT on the toolbar. Step 3: Select REFERENCE from the list of option. Step 4: Select from the FOOTNOTE option, and then Step 5: A window pops up where you can select the option Endnote, Step 6: Click on the INSERT button to apply. 26

27 Correcting spelling and grammar Step 1: Click the TOOLS option on the toolbar. Step 2: Select SPELLING AND GRAMMAR from the list of options. (This opens a window which highlights any spelling or grammatical errors in the document). Step 3: Click any options will be given in order to correct your sentence. 27

28 Word count Step 1: Click on TOOLS on the toolbar. Step 2: Select WORD COUNT. This opens a small window displaying the number of words in your document. 28

29 Previewing and Printing It is always good practice to preview the document before it is printed out. This is the only time you will get the true view as the Print Preview actually refers to the individual printer set-up. Step 1: Click on FILE in the menu bar, Step 2: Select PRINT PREVIEW from the list of options, and then close. 29

30 Step 3: Click on FILE in the menu again, Step 4: And select PRINT to print your document, 30

31 Page Break & Section Break Step 1: Position your cursor at the end (last character) of the section or page. Step 2: Next, click on INSERT on the toolbar, and then Step 3: Select BREAK from the list of options. Step 4: Select either PAGE BREAK or the NEXT PAGE under SECTION BREAK. 31

32 Tracking Changes Step 1: Click on the TOOLS option on your Menu bar Step 2: Select TRACK CHANGES from the list of options, and then Step 3: and edit the document as you usually would. The tracker keeps track of every character deleted as well as every character inserted. It also keeps track of basic formatting changes. Step 4: Click on the balloons to highlight the change. Step 5: Right clicking on the balloon, select the Accept Change or Reject Change option to accept or reject changes. You can also make use of the icons in the standard toolbar to accept or reject changes and stop tracking. To accept or reject a change using the icons, first select the change bubble and the click on the accept/reject change icon. 32

33 KEYBOARD SHORTCUTS The following page provides keyboard shortcuts for commonly used Word 2003 commands. You may wish to print this page for quick reference. Office Button Shortcuts: Create a new blank document... CTRL+N Open an existing document... CTRL+O Save a file... CTRL+S Save as... CTRL+A Print document... CTRL+P Font Group Shortcuts: Format font... CTRL+Shift+F Font size... CTRL+Shift+P Bold... CTRL+B Italic... CTRL+I Underline... CTRL+U Paragraph Group Shortcuts: Show/Hide formatting marks... CTRL+Shift+8 Align text left:... CTRL+L Align text center... CTRL+E Align Text Right... CTRL+R Justify... CTRL+J Editing Group Shortcuts: Find... CTRL+F Replace... CTRL+H Clipboard Group Shortcuts: Cut text... CTRL+X Copy text... CTRL+C Select all text... CTRL+A Paste text... CTRL+V Editing and Proofing Shortcuts: Check spelling and grammar... F7 33

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