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Microsoft Word is part of the Microsoft Office. Its main function is for producing documents that can includes text, graphics, table, clip art, etc.
If you are not using it at the moment, click on the Close icon to close it. The Word window contains a number of standard features including the Menu bar, Standard toolbar, Formatting toolbar, etc.
To save a file
From the File menu, click Save.
From the Save in drop down menu, select the location where you want to save the file or to the different folder by clicking on it. In the File name box, type in the file name that you would like to give (e.g. File1).
To close a document
From File menu, select Close.
From the Open dialog box as displayed, use the Look in: drop down menu to select the drive or folder that contains the file you want. To open the file you can either double-click on the file name Page 3
OR select the file name by clicking on it, and then click on the Open button.
Click and drag the mouse to the location you wish to place the toolbar.
Microsoft Word 2003 Selection Techniques Important: Before you can apply any formatting to the text, you need to select (highlight) the text first. It can be a word, a line, a paragraph or entire Word document.
To select a word
Double-click on the word.
To select a line
Move the mouse pointer to the left of the line you wish to select, until the mouse pointer changes from an I-bean to an arrow pointing upwards and to the right. Click once with the mouse button.
To select a paragraph
Move the mouse pointer to the left of the paragraph you wish to select, until the mouse pointer changes from an I-bean to an arrow pointing upwards and to the right. Double-click with the left mouse button.
Deleting Text in Microsoft Word 2003 If you wish a particular text to be disappear from your Microsoft Word 2003 document, then you can use the delete function.
To delete a character
Place the insertion point to the left of the character to be deleted and press Delete key on your keyboard.
To delete a word
Select the word to be delete by double-click on it and press the keyboard Delete key.
Note: The item here can be highlight text, select a graphic, etc.
To copy multiple items to the Clipboard To copy multiple items, simply select each item and copy it to the Clipboard.
Note: Microsoft Office 2003 allows you to copy 24 items to the clipboard at once.
To paste multiple items, just click on the multiple icons located on the Clipboard toolbar.
The formatting toolbar is designed to apply many effects of text. Here is the list of icons and it function: Icon Style Menu Function Allows you to define a group of paragraph and character formats as a style, and then the styles in a style sheet. Click the arrowhead to the right of the font name box to view the list of fonts available. Scroll down to the font you want and click once to select it. Click on the white part of the font size box to enter a value for the font size or click the arrowhead to the right of the box to view a list of font sizes available. Select a size by clicking on it once. A font size of 10 or 12 is best for paragraphs of text. Use these buttons to bold, italic and underline the selected text. Text can be aligned to the left, center, or right side of the page or it can be
Font Menu
Font Size
justified and distributed across the page. Line Spacing Numbering Bullets Allows you to set the amount of space between one line to another line. and It is used to set-off and emphasize sections of text and are presented by dots or numbers. Change the indentation of a paragraph in relation to the side of the page. Add a border around selected text. Use this option to change the color behind a selected text. The color shown on the button is the last color used. To select a different color, click the arrowhead next to the button. This option changes the color of the text. The color shown on the button is the last color chosen. Click the arrowhead next to the button to select another color.
Highlight
Font Color
From the Font dialog box, change from the following options:
Text font
Specifies the overall look of the character set. Determines the emphasis given to a character, i.e. Bold or Italic. Determines the size of the character in points. The higher the points, the larger the character will be. Determines the color of the text as it appears on the screen. Determines whether you have None, Single, Double, or Word Only underlining etc. Determines the underline color of the text appears on the screen. Only available after you choose the underline style. A strikethrough line is drawn through selected characters. Two strikethrough lines are drawn through selected characters. Text is raised above its normal position on the text line. Text is lowered below its normal position on the text line. Adds a shadow behind the text. Displays the inner and outer borders of each character.
Text appears to be raised off the page in relief. Text appears to be printed or pressed into the page. Text is formatted in capital letters (smaller size). Text is formatted in capital letters (normal size). Characters are hidden on the page. The effect of the font is displayed before you apply it.
Underline Color Strikethrough Double Strikethrough Superscript Subscript Shadow Outline Emboss
Engrave Small caps All caps Hidden Preview
To align text
Select the text you wish to align (Recommended whole paragraph). In the General section Alignment menu, select one of the option: Aligns text flush with the left margin. This is the default setting. Centers text between the left and right margins.
Align Right (Ctrl+R) Aligns text flush with the right margin. Justify (Ctrl+J) Distributed (Ctrl+Shift+J) Spreads text evenly between the left and right margins by expanding or reducing the space between individual words. Distributes text between the left and right margins. This is clear if your text is short (less than a line).
To indent a paragraph
Select the paragraph you wish to indent or place the insertion point in the paragraph you wish to indent.
From the Format menu, click Paragraph. From the Paragraph dialog box, select the Indents and Spacing tab (if not ready displayed).
In the Indentation section, you can choose from the following options: Left Aligns the paragraph to the left-hand margin when you enter a positive number. Entering a negative number will align a paragraph to the left of the left-hand margin. Aligns the paragraph to the right-hand margin when you enter a positive number. Entering a negative number will align a paragraph to the right of the right-hand margin. Determines whether the indent is to be a First line or Hanging indent.
Right Special
First Line To indent the first line of the paragraph only. Hanging To create a Hanging indent. None By No indentation. To determines the distance of the indent from the margins, in tenths of an inch. To increase or decrease of the value, use the up and down arrows.
Adjusts the line spacing above selected lines, in point size. Adjusts the line spacing below selected lines, in point size. The line spacing is automatically specified according to the tallest character on each line. The options for default line spacing include Single, 1.5 lines, Double, At least (current point size), Exactly, and Multiple lines
Single
The default setting. Specifies single spacing, does not add any additional space between lines. Specifies one and a half line spacing, and adds half a line of additional spaces between lines. Specifies double spacing, and adds a single line of additional spaces between lines. Specifies the minimum amount of space between lines. MS Word for Windows will add any additional space required. Specifies a fixed amount of space between lines. MS Word for Windows will not add any additional space, even if it is required. Setting the line spacing to a multiple of 1.2 is equivalent to 20% and to a multiple of 0.8 is equivalent to -20%. Setting the line spacing at a multiple of 2 is equivalent to setting the line spacing at Double. In the At box, type or select the line spacing you want. The default is three lines.
Exactly
Multiple
Note: Proper adjust the paragraph formatting will have a big effect on the overall look of the entire paragraph and document itself.
What is the bullet and numbering feature in Word? Bullets are used to set-off and emphasize sections of text and are symbols such as dots or diamonds. The numbering feature also acts like the bullets only that it use the number instead of symbol to represent. Why bullet and numbering is so critical to your document?
Break the long sentence into points form. Enhance readability and credibility. Grab attention and highlight important points.
Then, here I let you know how to apply bullet or numbering in Microsoft Word.
A list of different bulleted styles will appear, select a style that you like. Click on the OK button or press Enter.
From the Format menu, click Bullets and Numbering. From the Bullets and Numbering dialog box displayed, click on the Numbered tab. A list of different numbered styles displayed, select the numbering format that you require. Click on the OK button or press Enter.
Note: You will notice that the maximum number of columns and rows are 4 X 5 Table. If you are creating a Microsoft Word table that is more that 4 X 5, just click on the existing grid and drag the mouse to the required columns and rows.
To create a drawing
In the toolbar, click on the AutoShapes icon and choose a shape from one of the menus. Draw your object on the document by dragging the mouse and holding down the left mouse button.
Please practices as much as possible the different shapes from the AutoShapes icon in order to get familiar with it.
Note: You only can draw objects in Microsoft Word when you are in Print Layout view. Drawing toolbar icons and functions are listed below:
Draw
Enables you to apply lots of changes to the drawing object such as flip, rotate, text wrapping, etc. Enables you to select a particular drawing object. Click on the AutoShapes button to bring up a list of shape menus.Drag the mouse on to a selected set of shapes and select one from the list. Used to draw a line. To draw perfectly horizontal or vertical line, depress the Shift key while dragging. Used to draw a line with an arrowhead on it. Used to draw a rectangle. To draw perfect square, depress the Shift key while dragging. Used to draw an oval. To draw perfect circle, depress the Shift key while dragging. Used to draw a text box into which you can enter text. Used to draw a text box into which you can type a vertical text. Used to insert WordArt. or Used to insert Diagram or Organization Chart. Used to insert clipart. Used to insert pictures from the location that you saved before. Used to fill a drawing object with a color or shading.
Select Objects
AutoShapes
Oval Text Box Vertical Text Box Insert WordArt Insert Diagram Organization Chart Insert Clip Art Insert Picture Fill Color
Line Color Font Color Line Style Dash Style Arrow Style Shadow Style 3-D Style
Used to define the line color of a drawing object. Used to formats the selected text with the color you pick. Used to define the line style used by an object. Used to define the dashed line style used by an object. Used to define the arrow line style. Click the shadow style you want for the selected object.
Click the 3D style you want for the selected object.
To create a text box From the View menu, click Print Layout to ensure you are in this view. Place the insertion point where you want to create the Text Box. From the Insert menu, click Text Box. OR click on the Text Box icon on the Drawing toolbar. Position the cross-hair pointer using the mouse and depress the left mouse button. Drag the mouse until the size you require, then release the mouse button. The text box will appear in the document, and you can now type in text or import a graphic into the text box.
From the WordArt Gallery select a style to use and click on the OK button OR double-click on the intended style. From the Edit WordArt Text dialog box displayed, enter the required text in the 'Your Text Here' area. Click on the OK button to insert the WordArt. Tip: Right clicking on the WordArt will bring up a menu with a number of options. A particularly good option is Format WordArt that will let you format your WordArt in detail. You also can edit the WordArt using WordArt toolbar.
To insert a clipart
Click on the Insert Clip Art icon, located on the Drawing toolbar to open the Clip Art side pane.
The Search for: field allows you to enter one or more words pertaining to a specific graphic you wish to search for. Once enter, click on Go button to begin search. Note: Most of the time, this required Internet connection. If you do not have, then
Click on the Organize clips (blue color wordings) From the Microsoft Clip Organizer window, double-click on the Office Collections.
As you can see, there are sub-categories such as academic, agriculture, etc. Each category has few clip arts on it. Click on the down arrow at the right hand side of the picture and select Copy.
Position your mouse cursor at the location where you wish to place the clip art. Click the Paste icon on the Formatting toolbar.
From the Templates dialog box, click the Other Documents tab.
Double-click on the Resume Wizard. This will start the Wizard, click Next to continue. You will see the screen below:
You can style you like and click Next. Choose the type of resume you would like to create, maybe you can choose 'Professional' and click Next.
Fill in your name and contact info before proceed by clicking Next button.
Choose the resume standard headings according to your needs and qualifications. Remember, you need to fill up those particulars later as you tick. Click Next.
Then, you can add some optional headings to your resume such as objectives, hobbies, etc. Click Next to continue.
You can add extra heading that is not in the wizard as needed here. You also can rearrange the headings in the page using the Move Up and Move Down buttons. Click Next to continue. To finish the wizard, click on the Finish button. You can see the resume headings are added to your document and you can start entering data to your resume.
The document is send to the printer. The same as clicking inside the document. It gives a single-level zoom. Single-page view.
Multiple Pages Allows you to print preview up to six pages at a time on the screen. Zoom Control Allows you to control Zoom view percentages. View Ruler Shrink to Fit Full screen Close Allows you to view the ruler showing tabs and measurements. Enables you to fit a document that is just more than one page long into a single page. Allows you to change to Full Screen view. Allows you to leave Print Preview and return to the MS Word screen.
Note: The step 1 of document printing here is to let you see (preview) the document. If you satisfied, only proceed to the step 2 otherwise just make the necessary changes.
Printer: Name Select the printer you wish to use from the list of installed printers.
Properties button Important! Refer below. Print to file Will print the document to another file, rather than the printer.
Page range:
All Current page Pages Will print all the pages of a document. Will print the current page only. Allows you to print a single page, a range of pages, or disconnected ranges of pages. Enter the value such as 1, 5-9, 18, 25-33.
Print what:
Document Document Properties Will print the document (normally we choose this option). Will print summary information about the current document such as file size, word count, etc.
Will print the document that show markup. Note: Markup features can quickly Document Showing see who made changes to your document, because Word color codes changes by markup reviewer. List of markup Styles AutoText entries Key assignments Will print the list of markup. Will print the construction and set up of the styles for the current document. Will print the AutoText entries for the current document. Will print the keystroke assignments that are used in Microsoft Word.
Print:
All pages in range Will print all of the pages in a specified range. Odd pages Even pages Will print only the odd pages of a document. Will print only the even pages of a document.
Copies:
Number of Enter the number in the box will specify the number of copies that you wish to print the copies document. Will print an entire copy of a document before the next copy of it begins to print. When you select this option, MS Word creates the number of copies specified, and then sends all the copies to the printer. Printing takes longer if you choose the option.
Collate
Zoom:
Pages per sheet: Will specify the number of pages in a sheet of paper, range from 1 page up to 16 pages.
Scale size:
to
paper
This is critical, as it will affect the printing output. However, different printer installed will have slightly different settings. Click OK when finish and return to the Print dialog box. Note: The step 2 of document printing is very important as you are required to change the printer related settings so that the outputs come out will fulfill your needs. Step 3: To Print
To accept the printer selection and setup, and print the document click on the OK button. Before hit the OK button, ensure that you have put the plain papers to the printer tray.
The Customize Keyboard dialog box lets you assign a keyboard shortcut to almost any command, macro, font, AutoText entry, style, or common symbol.
In the Categories: list box, select the category of item for which you want to create or change the keyboard shortcut. The list box to the right of the Categories: list box changes its name to match the category you select.
Each of the eight menu categories (File, Edit, View, Insert, Format, Tools, Table, and Window and Help) lists the commands associated with that menu. The more commonly used commands appear on the menus, while the less-used commands dont appear. For example, the FilePrint command appears on the File menu as the Print command, but the FileConfirmConversions command doesnt appear.
The Drawing category lists the commands associated with the Drawing toolbar. The Borders category lists the commands associated with the border buttons on the Tables and Borders toolbar.
The Mail Merge category lists the commands associated with the Tools > Letters and Mailings submenu (in Word 2003 and XP) and with the Mail Merge toolbar.
The All Commands category lists all Word commands. Because there are so many commands, this list is awkward to use, so youll probably want to use it only when you cant remember which menu a command is associated with.
The Macros category lists all the macros available in the active document and templates.
The Fonts category lists the fonts installed on Windows XP. The AutoText category lists the AutoText entries defined in Word. The Styles category lists the styles available in the active document and templates. The Common Symbols category lists frequently used symbols (such as dashes, and marks, and paragraph marks).
In the Commands: list box, select the command for which you want to create or change a keyboard shortcut. Word displays any existing keyboard shortcut for the command in the Current Keys: list box.
If you wish to assign the keyboard shortcut for a specific command, key in the shortcut in the Press new shortcut key: text box.
Note: If this shortcut is currently assigned to another command, Word displays the Currently Assigned To line listing the command, so that youll know which existing shortcut youre about to overwrite. Choose a different keyboard shortcut if necessary. Click the Assign button to assign the keyboard shortcut to the command. Click the Close button to close the Customize Keyboard dialog box.
Note: The Reset All button isnt available until the document or template contains customized keyboard shortcuts. After removing or resetting Microsoft Word keyboard shortcuts, save the document or template.
A Word add-in has the file extension (".dot") and is a template that is always loaded when Word is open. There is a lot of third party Word add-ins available for free download from websites. But remember that the more add-ins you have installed, the longer Word will take to open. Word has several add-ins that come as standard in the following locations:
Word 2003 - C:-Program Files-Microsoft Office-Office11-Library Word 2002 - C:-Program Files-Microsoft Office-Office10-Library Word 2000 - C:-Windows-Application Data-Microsoft Addins Word 97 - C:-Program Files-Microsoft Office-Office-Library
From the Templates and Add-ins dialog box, click on the Attach button will bring out the Attach Template dialog box.
Select/browse to the appropriate template that you wish to attach and click on the Open button. This will attach a different template to the active document. Click on the Add button will loads a template or installed add-in program that doesn't appear in the list. If the template or add-in is listed, select the item's check box to load it. The Remove button will removes the selected template or add-in from the list.
Note: If you remove a Word Add-in the changes are not saved until you actually close Word completely.
Explore the Word Hyperlink Feature Why we need the Word hyperlink? Yes, linking documents together. You can hyperlink documents together so that when someone read and see the link, they can click on a hyperlink and it will take them to a previous document that is referred to in the instant document. Word hyperlinks feature makes it easy to link to from one document to the other. Also, you can prevent readers from changing the hyperlinks. To insert Word hyperlinks in a document
Open two Word documents. From the Window menu, click Arrange All. You will see both documents are open in one screen. Select (highlight) the text term (e.g. Test) in your first document. The highlighted text will appear as a text link in another document later. Right-click and drag the selected text to any place of the new document that you wish to insert the hyperlink. You will see something like this:
Release the mouse button and select Create Hyperlink Here. The previously "selected word" will appear in new document as a hyperlink. When the mouse move to the hyperlink word, press the Ctrl key and then click the hyperlink word in your document. You will prompt a warning message as follow:
Click on the Yes button will bring you to the previous Word document.
From the Options dialog box displayed, click the Edit tab. Under Editing options section, clear the check mark in the Use CTRL + Click to follow hyperlink check box. Click OK.Now, when the reader clicks on the hyperlink, the page will link directly to the location of another page. They will have to press Ctrl + link to edit it.
Insert the text for the header or footer in the appropriate text entry box. You can just type any text that you like. You can change between header or footer by clicking on the Switch Between Header and Footer icon. You also can click on the appropriate Header and Footer toolbar icons to insert the page number, time, date, etc in the header or footer. The following options are available:
Icon Page 38
Function
Insert AutoText Insert Page Number Insert Number of Pages Format Page Number Insert Date Insert Time Page Setup
Inserts the default auto text. Inserts page number into the header or footer. Inserts the total number of the document. Format the page number. Inserts the current date. Inserts the current time. Opens the Page Setup dialog box.
Show/Hide Document Text Displays or hides document text. Same as Previous Switch Between and Footer Show Previous Header Section header/footers should be the same as the previous section, or new. Toggle between allowing you to edit the header and footer. Shows the previous section header/footer (only useful where a document is made up of multiple sections). Shows the next section header/footer (only useful where a document is made up of multiple sections).
Show Next
When you have entered your header and footer text, click on the Close button on the Header and Footer toolbar.
In the Header or Footer text entry box, press the Tab key on your keyboard to move the cursor to the middle or right hand side of the entry box.
You also can use the Align Left, Right, Center, or Justify icons on the Formatting toolbar to do this.
Word 2003 Paragraph Indent Feature Paragraph Indent is the amount of horizontal space of the paragraph i.e. offset them to the right or left of the body text margin. To apply the paragraph indent
Select the paragraph you wish to indent or place the insertion point in the paragraph you wish to indent. From the Format menu, click Paragraph.
From the Paragraph dialog box, select the Indents and Spacing tab (if not ready displayed). In the Indentation section, enter a positive number in the Left: box (try 0.5) Click OK. This will offset the entire paragraph to the right.
Note: If you enter a positive number in the Right: box, this will offset the entire paragraph to the left (from the paragraph right hand side)
Tip: You can apply the negative indent too. Just enter the negative number to the Left: or Right: box. To apply the first line indent
Select the paragraph you wish to indent or place the insertion point in the paragraph you wish to indent.
From the Format menu, click Paragraph. From the Paragraph dialog box, select the Indents and Spacing tab (if not ready displayed).
In the Indentation section, choose First line from the Special: drop down menu. You can modify the range in the By: box, the default is 0.5.
From the Index and Tables dialog box displayed, click the Table of Contents tab. Under the General section, choose the pre-defined styles Formats: . Indicate the heading depth you would like displayed in the TOC by modifying the Show levels: box. Other options already pre-selected by default: Show page numbers: You can show (or omit) page numbers in the TOC. Right align page numbers: Make your page numbers right align in the TOC.
You can modify the Tab leader, which controls the appearance of the space between the end of the section title and the page number in the TOC. Once finish, click OK.
From the Update Table of Contents dialog box displayed, you can choose to update page numbers only or entire table.
Click OK button.
In the Font: drop-down box, click the font that you want.
Select the symbol you want to insert and click the Insert button. Click Close button.
Select the character you want to insert and click the Insert button. Click Close button.
Click OK.
From the Paragraph dialog box displayed, make sure the Line and Page Breaks tab is selected. Select the appropriate check box:
Widow/Orphan control
: To paragraphs together on a page or in a column. : Always force a page break before a paragraph.
Word Password Protection The Word password protection feature can be use to protect your personal document from being open by other people that can access to your PC. If you share a computer with someone else or you work in a multi-user environment where it is possible for others on your network to gain access to your hard drive, you may want to assign password protection to some of your documents containing sensitive information. To assign password protection in Word
From the Tools menu, click Options.
From the Options dialog box displayed, click the Security tab Under the File encryption options for this document section enter a password in the box labeled Password to open: The Advanced button opens a dialog box that allows you to specify more options, such as whether you wish to protect the document properties. Click OK will open the Confirm Password dialog box.
Retype the same password again and click OK to save your password. Click OK.
Note: If you do not want other to modify your document, enter a password in the Password to modify: box under the File sharing options for this document section.
: :
[Ctrl]+[U] [Ctrl]+[Shift]+[W] :[Ctrl]+[Shift]+[D] [Ctrl]+[=] [Ctrl]+[+] [Alt]+[X] [Ctrl]+[Shift]+[Q] [Ctrl]+[Shift]+[S] [Ctrl]+[Alt]+[K] [Ctrl]+[Shift]+[H] [Ctrl]+[Shift]+[C] [Ctrl]+[Shift]+[V]
13.) Toggle double underlining on the selection 14.) Toggle subscript 15.) Toggle superscript 16.) Toggle character and character code 17.) Apply the Symbol font 18.) Display the Style dialog box 19.) AutoFormat the document 20.) Make the selection hidden text 21.) Copy the formatting of the selection : : : : : : : :
Don't you feel like suddenly you're a Word expert? I believe that you definitely can increase your productivity because you're more knowledgeable using Word 2003 now. To get more Word keyboard shortcuts, visit the links below:
The keyboard shortcuts here can help you to move the screen to another location or to resize the screen either to make it larger or smaller. 1.) Maximize the application window : [Alt]+[F10]
[Alt]+[F5] [Ctrl]+[N]
3.) Create a new document using the default template 4.) Shortcuts for Revealing Formatting :
formatting information. 5.) Launch What's This? Help or display the Reveal Formatting task pane : [Shift]+[F1]
10 Shortcuts for Changing the View How you can use the shortcut keys to quickly change the available view options in Word 2003? Follow the guides below: 6.) Apply Normal view 7.) Apply Print Layout view 8.) Toggle Print Preview 9.) Apply Outline view 10.) Display Outline Level 1 to 9 : : : : : [Ctrl]+[Alt]+[N] [Ctrl]+[Alt]+[P] [Ctrl]+[F2], [Ctrl]+[Alt]+[I] [Ctrl]+[Alt]+[O] [Alt]+[Shift]+[1] to [9] Press [Alt]+[Shift]+[1] to display Outline Level 1 paragraphs only, [Alt]+[Shift]+[2] to display up to Outline Level 2 paragraphs, -------------so on -----------[Alt]+[Shift]+[9] to display up to Outline Level 9 paragraphs. 11.) Close the active pane or remove the document window split : [Alt]+[Shift]+[C]
[Ctrl]+[Alt]+[S]
13.) Switch pane to another pane of the active document window :[F6], [Shift]+[F6] 14.) Activate the next document window : [Ctrl]+[F6],[Alt]+[F6]
With these 15 shortcuts, I strongly believe that you can work faster with the documents if you really go to use the keyboard shortcuts. If you want to learn more Microsoft Word shortcut key (keys), follow the links below
13 Effective Word 2003 Shortcut Keys for Document Navigations and Inserting Items Word 2003 Shortcut Keys for Navigating Through Documents
The following Word 2003 shortcuts keys can quickly help you to move from one place to another in a document. 1.) Display the Find tab of the Find and Replace dialog box [Ctrl]+[F] 2.) Display the Replace tab of the Find and Replace dialog box [Ctrl]+[H] 3.) Display the Go To tab of the Find and Replace dialog box [Ctrl]+[G], [F5] 4.) Find the next occurrence of the search item [Shift]+[F4], [Ctrl]+[Alt]+[Y] 5.) Display the Bookmark dialog box [Ctrl]+[Shift]+[F5] 6.) Select the next Browse object [Ctrl]+[Page{Down] 7.) Select the previous Browse object [Ctrl]+[Page{Up]
Word also offers keyboard shortcuts for inserting various different items, ranging from AutoText entries to time fields, into your documents. 8. Insert an AutoText entry [F3], [Ctrl]+[Alt]+[V] 9. Insert an endnote at the insertion point [Ctrl]+[Alt]+[D] 10. Insert a footnote at the insertion point [Ctrl]+[Alt]+[F] 11. Insert a comment at the insertion point [Ctrl]+[Alt]+[M] 12. Insert a page break at the insertion point [Ctrl]+[Enter] 13. Insert a column break at the insertion point [Ctrl]+[Shift]+[Enter]
The 11 Word keyboard shortcuts to Help You Check and Edit Your Documents Even Faster Keyboard Shortcuts for Editing Text
If you work with documents at all, you can benefit from the editing shortcuts that Word 2003 offers. Here are the common Word shortcuts: 1.) Return to the previous editing point 2.) Repeat the previous action 3.) Undo the previous action : : : [Shift]+[F5], [Ctrl]+[Alt]+[Z] [Ctrl]+[Y], [F4], [Alt]+[Enter] [Ctrl]+[Z], [Alt]+[Backspace]
4.) Select all [Ctrl]+[A], [Ctrl]+[5] on the numeric keypad 5.) Cut the selection and add it to the Spike [Ctrl]+[F3] The Spike is a special AutoText entry to which you can cut a series of selections and then assemble them in order. You then paste the contents of the Spike into the destination. 6.) Insert the contents of the Spike : [Ctrl]+[Shift]+[F3]
Keyboard Shortcuts for Checking Your Documents Do you know that Word come with handy tools that can help you check the spelling and grammar errors. Now, you even can use the keyboard shortcuts to help you.
7.) Run the Spelling and Grammar Checker 8.) Find the next spelling error 9.) Toggle Track Changes on and off 10.) Update the document's word-count statistics
: : : :
11.) Display the Research task pane and activate the Translate feature [Alt]+[Shift]+[F7]
Do you use the Word Shortcut Keys to format your paragraph? Although, paragraph formatting using the mouse is normal, but keyboard also can do the same job as mouse. Word offers a good number of shortcuts for formatting paragraphs as show below: 1.) Apply the specified heading level to the selection [Ctrl]+[Alt]+[1] to [3] [Ctrl]+[Alt]+[1] applies Heading 1 level, [Ctrl]+[Alt]+[2] applies Heading 2 level, and [Ctrl]+[Alt]+[3] applies Heading 3 level. 2.) Apply the List Bullet style to the selection 3.) Apply the Normal style : : [Ctrl]+[Shift]+[L]
4.) Increase the left indent 5.) Decrease the left indent
: :
7.) Decrease or remove the hanging indent : 8.) Apply single line spacing :
9.) Apply 1.5 line spacing 10.) Apply double line spacing
: :
[Ctrl]+[5] [Ctrl]+[2]
11.) Apply the default paragraph format of the current style [Ctrl]+[Q] 12.) Reset the formatting of the current paragraph or selection [Ctrl]+[Spacebar], [Ctrl]+[Shift]+[Z] 13.) Apply justified alignment to the paragraph : [Ctrl]+[J] : [Ctrl]+[Shift]+[J] : [Ctrl]+[0]
14.) Distribute the paragraph (including the last line) 15.) Add or remove extra spacing on selected paragraphs
The Microsoft Word shortcut keys tend to be much faster than mouse if you are working with long or complex documents in Outline view. The following are ten common keyboard shortcuts when working with Word Outline view: 1.) Apply Outline view 2.) Display Outline Level 1 to 9 : : [Ctrl]+[Alt]+[O] [Alt]+[Shift]+[1] to [Alt]+[Shift]+[9] :[Alt]+[_], [Alt]+[Shift]+[-]
4.) Expand the next level of subtext in the selection :[Alt]+[+], [Alt]+[Shift]+[+] on the numeric keypad 5.) Move the selection down one item in the outline : 6.) Move the selection up one item in the outline : [Alt]+[Shift]+[?] [Alt]+[Shift]+[?]
7.) Toggle the outline between displaying the first line of each paragraph and the full text of each paragraph [Alt]+[Shift]+[L]
8.) Toggle the display of all headings and body text 9.) Promote the selection by one heading level 10.) Demote the selection by one heading level
[Alt]+[Shift]+[A]
Word 2003 Keyboard Shortcuts: Working with Tables and Mail Merge Word 2003 Keyboard Shortcuts for Working with Tables
10 Useful Microsoft Word Shortcut keys you can learn from this article. Maybe you did not realize that Word offers only a few of keyboard shortcuts for working with tables, but most of them are well worth knowing. 1.) Select all of the current table [Alt]+[5] on the numeric keypad, with [Num Lock] off 2.) Move to the next cell and select its contents [Tab]
3.) Move to the previous cell and select its contents [Shift]+[Tab] 4.) Split the table at the insertion point [Ctrl]+[Shift]+[Enter] [Ctrl]+[Alt]+[U]
Word 2003 Keyboard Shortcuts for Performing Mail Merge Word supports the following keyboard shortcuts dealing with mail-merge operations. Below are the 5 commonly used shortcuts. 7.) Display the Merge to New Document dialog box [Alt]+[Shift]+[N] 8.) Display the Merge to Printer dialog box [Alt]+[Shift]+[M] 9.) Display the Checking and Reporting Errors dialog box 10.) Open a mail-merge data source [Alt]+[Shift]+[E] [Alt]+[Shift]+[K]
Word Paste Special: It's different from Normal Paste! What you can do with the Word Paste Special? Lets see Word typically preserves all formatting when you copy or cut information from a Web page or other documents and paste it into a Word document. Sometime this is good and helpful, but it can get annoying --such as when you copy the text from web that happens to be a hyperlink and Word inserts the link into your document. There is a simple way to avoid pasting text with all that formatting using the paste special feature. To use Paste Special to paste unformatted text
Copy the text from other sources (i.e. Web or Word document) Open Microsoft Word, where you wish to paste the text. From the Edit menu, click Paste Special
From the Paste Special dialog box displayed, select Unformatted Text. Click OK. You'll insert the words themselves, without all that extraneous formatting.
Click E-mail Options button to display the E-mail Options dialog box.
From the Email Options dialog box displayed, click the E-mail Signature tab. In the Type the title of your e-mail signature or choose from the list box, type a name for your signature. Under Create your e-mail signature box, insert the text or pictures, or both, that you want to use for a signature. (You can format the text using the available formatting tools). When you finish, click OK to close the Email Options dialog box. Click OK.
Check Prompt to save Normal template option. Click OK. A fairly common question is: "How come every time I start a new document there's the same
text already written on my page?" That's because, somehow, the user managed to open the blank document template (Normal.dot), typed something on the page, and saved the text to the Normal.dot, as well as whatever document name they saved the file. So they've altered the master template!
To fix the problem, the user needs to reopen the Normal.dot file, remove the text and resave that master template file without the text. Then, when you open again a new Word document, the page will be empty. However, there are some basic customizations you can do that would probably allow you to work more efficiently. If you want all your documents, or the majority of them, created in a particular font, other than the Times New Roman (the default Normal.dot font), you can change that. To customize the Normal.dot template
Open a new blank Word document. From the Format menu, click Font.
From the Font dialog box displayed, change the font you prefer as your default starting font face, style, color, size, etc. Then, click on a Default button at the bottom of the dialog box. You'll be warned that this change will affect all new documents based on the Normal template.
Click Yes.
If you don't see a color that you want to use, click the More Colors option.
From the Color dialog box displayed, select the color that you want to use and click the OK button.
There are 4 tabs Gradient, Texture, Pattern and Picture that allow you to create different style of backgrounds. The default was in the gradient tab. You need to select what type of color you want, one color, two colors, or preset. A preset is gradient backgrounds that are already made. If you choose one color, select the color you want by dropping the box down on the right side of the screen. If you select two colors, then choose the two colors that you want to use on the right side of the screen. For example, red and yellow
If you want to use one of the presets, tick the presets box and go through the presets and find the one that you want to use. Under the Shading styles section, you can choose the different types of shading style to use. Here we choose the Diagonal up. Under the Variants section, select the variant that you like. Once you have completed, click the OK button.
Mail Merge: Creating the main document On the menu bar, click on Tools. From the pull down menu, select Letters & Mailings, then select Mail Merge... A task pane will appear on the right of the word document. Under Select document type, choose one of the following types of documents:
Directory
Click on Next: Starting document at the bottom of the task pane Selecting the starting document The two most common types of document are letters and labels. Letters: Under Select starting document, select one of the three options:
Use the current document will allow you to start from the current document shown on the screen. Start from a template will allow you to start from a ready-to-use form that can be modified. 1. Click Start from a template. 2. Click Select template... 3. On the Mail Merge tab in the Select Template dialog box, select the template you want, and then click OK.
Start from existing document will allow you to work on an existing mail merge document. 1. Click Start from the existing document. 2. In the Start from existing box, select the document you want, and then click Open... If you do not see the document, click More files..., and then click Open... 3. In the Open dialog box, locate the document you want, and then click Open.
Click on Next: Select recipients at the bottom of the task pane Labels:
Change document layout: 1. Click on Label options..., the following dialog box will appear.
2. You may choose a specific type of label by Label products and Product number. 3. You can adjust the height and width of the label by clicking on Details... Start from Existing: Choose this option if you have saved an existing label document in Word format. Click on Next: Select recipients on the bottom of the task pane Selecting recipients: The process of selecting recipients is identical for creating Letters and Labels. Under Select recipients, select one of the three options:
Use an existing list will allow you to use files and addresses from a file or database. 1. To find an already existing file, select Browse... and navigate your way to the file. 2. If your data source is an Excel worksheet that has data on multiple tabs, select the tab containing the data you want. Click OK.
3. All the entries in the data source will now appear in the Mail Merge
Recipients window, where you can edit the list of recipients. Click OK when finished. 4. To change the file click on Select a different list... 5. To edit the list click on Edit recipient list... (data source)
Create a simple new address list will allow you to create a new contact list. 1. Under Select recipients, click Type a new list. 2. Click Create..., the following window will appear.
3. In the New Address List window, type the data you want to include under Enter Address information; for example, title, names, and address information. You do not have to fill in every field. If you want to edit the field names, click on Customize... button, and the Customize Address List window will appear. Add, delete or rename any field name as you want.
4. To make another entry, click New Entry. 5. Repeat steps 3 and 4 until you've added all the entries you want, and then click Close. 6. In the Save Address List window, type a name for the data list in the File name field, and select a folder to save the list in. By default, the address list is saved in the My Data Sources folder. It is best to keep the file there since Microsoft Word by default looks for data in that folder, so you won't have to navigate through files and folders to locate it. 7. Click Save. 8. The contacts in the new list will appear in the Mail Merge Recipients window where you can edit the list. In the Mail Merge Recipients window, select the recipients you want by checking the boxes next to the recipients. To sort the list, click the column heading of the item you want to sort by. To filter items in the list click the arrow next to the column heading of the item you want to filter by and select any of the following:
Blanks display all the records in which the corresponding field is blank. Nonblanks display all the records in which the corresponding field contains information. If your data source contains records that share the same information, and there are ten or fewer unique values in the column, you can filter by specific information.
If the arrow next to any column heading is blue, that category is screening out names. To display all the recipients again, click and blue arrows and select All. To check all names in your recipients list, click Select All. To uncheck all names, click Clear All. Click OK to return to the Mail Merge Wizard. If you are creating a form letter, click on Next: Write your letter. If you are creating a label, click on Next: Arrange your labels. Formatting letter and label If you are creating a form letter, type the text that you want to appear in every form letter. Insert merge fields where you want to merge names, addresses, and other data from the data source (i.e. recipient list) by clicking anywhere you want in the main document to insert the field. Then click on More Items and insert individual field. You may also use Address block and Greeting line. More details will be found below. If you are creating a label, you may use Address block or More Items to edit the label. If you want every label to appear in the same format, click Updating all labels under Replicate Labels.
Address block 1. Click Address block... 2. In the Insert Address Block window, select the address elements you want to include and the formats you want, and then click OK. 3. If the Match Fields dialog box appears, Microsoft Word may have been unable to find some of the information it needs for the address block. Click the arrow next to not matched, and then select the field from your data source that corresponds to the field required for the mail merge.
Greeting line 1. Click Greeting line... 2. Select the greeting line format (salutation, name format, and following punctuation.) 3. Select the text you want to appear in cases where Microsoft Word can't interpret the recipient's name. 4. Click OK. 5. If the Match Fields window appears, Word may have been unable to find some of the information it needs for the greeting line. Click the arrow next to not matched, and then select the field from your data source that corresponds to the field required for the mail merge.
(a) Address Fields will allow you to select from address fields that will automatically map to corresponding fields in your data source, even if the data source's fields don't have the same name as your fields. (b) Database Fields will allow you to select from fields that always take data directly from a column in a database. 3. In the Fields window, click the field you want. 4. Click Insert, and then click Close. 5. If the Match Fields window appears, Microsoft Word may have been unable to find some of the information it needs to insert the field. Click the arrow next to not matched, and then select the field from your data source that corresponds to the field required for the mail merge. If you are creating a form letter, click Next: Preview your letters. If you are creating a label, click Next: Preview your labels. Preview letters and Labels
To preview the items in order, click the arrows under the Preview your letters/labels heading. To locate a specific item, click Find a recipient..., and then enter the criteria in the Find field.
To change the list of recipients, click Edit recipient list..., and make your changes in the Mail Merge Recipients window.
Click on Next: Complete the Merge at the bottom of the task pane Complete the merge Edit Individual letters/labels
In the Merge to New Document window, select the records you want to merge. Click OK. Microsoft Word will create new merged document. To personalize individual documents, scroll to the information you want to edit, and make your changes.
Print or save the document just as you would any regular document.
If you personalized the items and the merged document is active on the File menu, click Print. If you want to print directly from the mail merge task pane, click Print... under the Merge heading. In the Merge to Printer window, select the options you want, and print.
Save the merged letters/labels Under most circumstances, you do not need to save the merged document. It is simpler and more useful to save the main document and merge it again if you need another copy. Below are examples of times when you might wish to save the merged document:
You wish to keep an archived copy of mailings, including to whom they were sent. You have personalized individual letters or labels within the merge, and want to save those changes.
If you do wish to save the merged document, collect the merged files into a single document by clicking Edit individual letters/labels . In the Merge to New Document window, select one of the following:
To merge all the documents, click All. To merge only the document that you see in the document window, click Current record.
To merge a range of documents, click From, and then type the record numbers in the From and To boxes.
Click OK. Microsoft Word will open one new document that contains all the individual letters. Save the document just as you would any regular document. How to Quit Go the the File menu and click on Exit from the pull down menu.