The Office 2003 Environment

A Brief History of Word Processing
(Through 1986)
by Brian Kunde
Word processing did not develop out of computer technology. It evolved from the needs of
writers rather than those of mathemeticians, only later merging with the computer field.
1 The history of word processing is the story of the gradual automation of the physical aspects of
writing and editing, and the refinement of the technology to make it available to individual and
corporate users.
The invention of printing and moveable type at the end of the Middle Ages
2 was the initial step in this automation. But the first major advance from manual writing as far as
the individual was concerned was the typewriter. Henry Mill, an English engineer of the early
eighteenth century, is credited with its invention. The fact that almost nothing is known about his
early version today is evidence of its lack of success.
3
Christopher Latham Sholes, with the assistance of two colleagues, invented the first successful
manual typewriter in 1867. It began to be marketed commercially in 1874, rather improbably by a
gun manufacturing company, E. Remington and Sons.
4 The main drawback of this model was that it printed on the underside of the roller, so that the
typist could not view his work until he had finished.
5
Acceptance of the typewriter was slow at first, but was facilitated over the next several years by
various improvements. These included: the shift key, which made it possible to type both capital
and lower-case letters with the same keys (1878); printing on the upper side of the roller (1880);
and the tab key, permitting the setting of margins (1897).
6
Eventually, at first in the corporate sector, the typewriter began to catch on. Businesses, which
had hitherto had their records and correspondence written and copied by hand, found their
paperwork could be done more quickly and legibly on the typewriter.
7 Typewriting was put within the reach of individuals by the development of portable models, first
marketed in the early 1900s.
8
Thomas Edison patented an electric typewriter in 1872, but the first workable model was not
introduced until the 1920s. In the 1930s IBM introduced a more refined version, the IBM
Electromatic.
9 It "greatly increased typing speeds and quickly gained wide acceptance in the business
community."
10
This was soon followed by the M. Shultz Company's introduction of the automatic or repetitive
typewriter, perhaps the greatest step from the typewriter towards modern word processing. The
Shultz machine's main innovation was automatic storage of information for later retrieval. It was a
sort of "player typewriter," punch-coding text onto paper rolls similar to those used in player
pianos, which could later be used to activate the keys of the typewriter in the same order as the
initial typing.
11 With the automatic typewriter, it was possible to produce multiple typed copies of form letters
identical in appearance to the hand-typed original, without the intermediary of carbons,
photocopiers or typesetting.
The bulky paper roll machine was succeeded by a device called the Flexowriter, which used
paper tape. This had a key that allowed the deletion of mistakes from the tape and copies by
punching a "non-print" code over the code for the character erroniously typed. Long passages of
text could be deleted or moved by literally cutting the tape and pasting it back together.
12
In 1961 IBM introduced the Selectric typewriter, which replaced the standard movable carriage
and individual typestrikers with a revolving typeball (often refered to as a "golfball" or "walnut").
This could print faster than the traditional typewriter.
13.
In 1964 IBM brought out the MT/ST (Magnetic Tape/Selectric Typewriter), which combined
the features of the Selectric with a magnetic tape drive. Magnetic tape was the first reusable
storage medium for typed information.
14 With this, for the first time, typed material could be edited without having to retype the whole
text or chop up a coded copy. On the tape, information could be stored, replayed (that is, retyped
automatically from the stored information), corrected, reprinted as many times as needed, and then
erased and reused for other projects. This development marked the beginning of word processing
as it is known today.
15
It also introduced word processing as a definite idea and concept. The term was first used in
IBM's marketing of the MT/ST as a "word processing" machine.
16. It was a translation of the German word textverabeitung, coined in the late 1950s by Ulrich
Steinhilper, an IBM engineer. He used it as a more precise term for what was done by the act of
typing.
17 IBM redefined it "to describe electronic ways of handling a standard set of office activities -composing, revising, printing, and filing written documents."
18
Since the invention of the MT/ST, advances in technology have made word processing systems
less expensive to produce, leading to intensified competition among developers and an increase in
the development rate of new packages.
19
In 1969 IBM introduced MagCards, magnetic cards that were slipped into a box attached to the
typewriter and recorded text as it was typed on paper. The cards could then be used to recall and
reprint text. These were useful mostly to companies which sent out large numbers of form letters.
However, only about one page-worth of text could be stored on each card.
20
In 1972 Lexitron and Linolex developed a similar word processing system, but included video
display screens and tape cassettes for storage. With the screen, text could be entered and corrected
without having to produce a hard copy. Printing could be delayed until the writer was satisfied with
the material.
21
The floppy disk marked a new stage in the evolution of storage media. Developed by IBM in
the early 1970s for use in data processing (that is, traditional number computation), it was soon
adopted by the word processing industry.
22 Vydec, in 1973, seems to have been the first manufacturer to produce a word processing system
using floppy disks for storage. Previous storage media could only hold one or two pages of text,
but the early disks were capable of holding 80 to 100 pages. This increased storage capacity
permitted the creation and easy editing of multipage documents without the necessity of changing
storage receptacles.
23
Floppy disks could also be used to hold programs. The most important advance in word
processing was the change from "hard wired" instructions built into the machinery to software on
disks. When the programs were part of the equipment they were difficult to change and expensive
to upgrade. Programs on disks could be updated more economically, since a rewritten program
could be loaded into and used with the same hardware as the old one.
24
Before disk programs most word processing packages were "dedicated" systems, which were
bulky and expensive, and did not admit computing functions other than word processing.
25 Disk programs made it practical to develop packages for use with personal computers, first
made available in completely assembled form in 1977.
26 Thus the separation of the software from the hardware also opened up the field to individuals.
Word processing is now "one of the most common general applications for personal computers."
27
Over the next ten years many new features were introduced in the field. One important
innovation was the development of spelling check and mailing list programs.
28 Another advance, introduced by Xerox in its Star Information System, allowed working on
more than one document at a time on the same screen.
29
Some programs now even incorporate bookkeeping and inventory functions, combining word
processing with data processing and completing the marriage of the word processor to the
computer.
30 The combined field is known as information processing.
31
The introduction and evolution of the specific word processing programs available today is not
covered well in the literature. Authors seem to assume that their readers will automatically be
familiar with recent developments, despite the fact that if they were they would not be buying the
literature. WordStar, put out by Micropro International, has emerged as the industry standard in
software packages, though others surpass it in one feature or another.
32
There are now more than sixty complete word processing systems on the market, and more than
thirty software packages for use with various computers,* all with different capabilities and claims
about their efficiency.
Definition
A full-featured word processing program for Windows and the Macintosh from Microsoft.
Included in the Microsoft application suite, it is a sophisticated program with rudimentary desktop
publishing capabilities that has become the most widely used word processing application on the
market. The first versions of Word came out under DOS and provided both graphics-based and
text-based interfaces for working with a document.
The Office 2003 Environment

The Office 2003 environment includes features that are aimed at making all of the Office programs
more user-friendly and efficient. The following features will be explained in this document:
Microsoft Word 2003/2002 for Windows

This tutorial teaches Microsoft Word basics. Although knowledge of how to navigate in a Windows
environment is helpful, this tutorial was created for the computer novice. To begin, open Microsoft
Word. Your screen will look like the one shown here.
Click the X in the upper right corner of the New Document pane to close the New Document pane.
Your screen will then look like the one shown here.
The Title Bar
This lesson will familiarize you with the Microsoft Word screen. We will start with the Title bar,
which is located at the very top of the screen. On the Title bar, Microsoft Word displays the name
of the document on which you are currently working. At the top of your screen, you should see
"Microsoft Word - Document1" or a similar name.
The Menu Bar
The Menu bar is generally found directly below the Title bar. The Menu bar displays the menu.
The Menu bar begins with the word File and continues with Edit, View, Insert, Format, Tools,
Table, Window, and Help. You use the menus to give instructions to the software. Point with your
mouse to a menu option and click the left mouse button to open a drop-down menu. You can now
use the left and right arrow keys on your keyboard to move left and right across the Menu bar
options. You can use the up and down arrow keys to move up and down the drop-down menu.
The most frequently used menu options appear on the menu list. A chevron appears at the bottom
of the list. Click the chevron to display additional menu options.
Things You Need to Know

These instruct you on how to set up your computer so that you can compete the lessons that follow
successfully and it provides you with background information on Microsoft Word. To begin thi
lesson, open Microsoft Word.
Click
During the lessons that follow, you will be asked to "click" items. When asked to click:
1. Point to the item.
2. Press your left mouse button once.
If you are asked to double-click an item:

2. Quickly press your left mouse button twice.
If you are asked to right-click:
2. Press your right mouse button.
Options
The following is an introduction to various features of the Microsoft Word screen.
Status Bar
The Status bar appears at the very bottom of the screen and provides such information as the
current page, current section, total number of pages, inches from the top of the page, current line
number, and current column number. The Status bar also provides options that enable you to track
changes or turn on the Record mode, the Extension mode, the Overtype mode, and the Spelling
and Grammar check.
Word 2002
The Status bar for the 2002 version of Word includes WordPerfect help, but
does not include Spelling and Grammar check.

Horizontal and Vertical Scroll Bars
The Horizontal and Vertical scroll bars, if turned on, enable you to move up and down or across the
window simply by pressing the icons located on the scroll bars. The Horizontal scroll bar is located
above the Status bar. The Vertical scroll bar is located along the right side of the screen. To move
up and down your document, click and drag the Vertical scroll bar up and down. To move back and
forth across your document, click and drag the Horizontal scroll bar.
Nonprinting Characters
Certain characters do not print but do affect the document layout. You can elect to see these
characters on the screen as you type or have them remain invisible. For these lessons, you should
opt to see them onscreen. Here are most of them:
Denotes a tab
..
Denotes a space
Denotes the end of a paragraph
....
Denotes hidden text
To show non-printing characters:

1. Click Home
2. Click the Show/Hide button. The button is orange.
Recently Used File List
If you enable the recently used file list, clicking File displays the most recently opened files near
the bottom of the drop-down menu. You can click the file name to open the file quickly.
Setting Options
Before proceeding, turn on the Status bar, Horizontal scroll bar, Vertical scroll bar, nonprinting
characters, and the recently used file list. Follow the procedure outlined here:
1.
2.
3.
4.
Click Tools on the Menu bar.

Click Options.
Click View to choose the View tab.
In the Show frame, check to see if there are checks next to Status Bar, Horizontal Scroll
Bar, and Vertical Scroll Bar.
5. If all these items do not have check marks, go to the box next to the unchecked item(s) and
click the left mouse button.
Note: You toggle the check mark on and off by clicking the left mouse button.
6. In the Formatting Marks frame, check to see if there is a check mark next to All.
7. If there is no check mark next to All, go to the box next to All and click the left mouse
button. A check mark will now appear.
8. Click General to choose the General tab.
9. Check to see if there is a check mark next to the Recently Used File List. If there is no
check mark, go to the box next to Recently Used File List and click the left mouse button.
Check to see if the number in the Entries box is at least four. If it is not, type 4 in the box.
10. Check to see if Inches is selected in the Measurement Units box (this sets the unit of
measurement for the ruler). If it is not, click the pull-down menu and then click Inches.
11. Click OK to close the dialog box.
Highlighting Text
Throughout these lessons, you will be asked to highlight text. You can use either of the following
methods:
Highlighting by Using the F8 and Arrow Keys
1. Place the cursor before or after the text you wish to highlight and click the left mouse
button.
2. Press the F8 key, which will serve as an "anchor" showing where text you wish to highlight
begins or ends.
3. Press the appropriate arrow key (left arrow to move to the left or right arrow to move to the
right) until the text is highlighted. You can use the up or down arrow key to highlight one
line at a time. Press Esc to remove the anchor.
Highlighting by Using the Mouse
1. Place the cursor before or after the text you wish to highlight.
2. Hold down the left mouse button.
3. Move the mouse left, right, up, or down until the text is highlighted.
Highlighting Menu Items

Menu Bar
To select a Menu bar item:
1. Click the Menu bar item. A drop-down menu will appear.

2. To change the Menu bar option selected, move the mouse pointer across the Menu bar.
Note: After you highlight an item on the Menu bar, you can also use the left and right
arrow keys to move across the Menu bar.
Drop-Down Menu Items
When you click any option on the Menu bar, a drop-down menu appears. To choose a drop-down
menu item:
Click the drop-down menu item.
Or
1. Use the arrow keys to move up or down the drop-down menu.
2. Press Enter to select a drop-down menu item.
Placing the Cursor

During the lessons, you will often be asked to place the cursor at a specific location on the screen.
You place the cursor by moving the cursor to the specified location and pressing the left mouse
button or by using the arrow keys to move to the specified location.
Choosing Menu Commands by Using the Alt Key

There are many methods to accomplish tasks when you are using Microsoft Word. Generally, when
selecting items from the menu, we will ask you to click or highlight the menu item. However, you
can also select a menu option by:
1. Pressing the Alt key while typing the underlined letter on the Menu bar.
2. Typing the letter underlined on a drop-down menu. If a dialog box appears, you can move
around the dialog box by pressing the Alt key and any underlined option.
Shortcut Key Demonstration
1.
2.
3.
4.
5.
Hold down the Alt key and press "o" to select Format from the menu.
Press "p" to select Paragraph from the drop-down menu.
Hold down the Alt key and press "i" to select the Indents and Spacing tab.
Hold down the Alt key and press "b" to select Before from the Spacing frame.
Press Enter to close the dialog box.
Shortcut Notations
A key name followed by a dash and a letter means to hold down the key while pressing the letter.
For example, Alt-o means you should hold down the Alt key while pressing "o." A shorthand
notation of the above demonstration would read as follows:
1. Press Alt-o, p.
2. Press Alt-i.
3. Press Alt-b.
4. Press Enter.
Typists who are slowed down by using a mouse usually prefer using keys.
Starting a New Paragraph

When you type in Microsoft Word, you do not need to press a key to move to a new line as you do
when typing with a typewriter. To start a new paragraph, press the Enter key.
Microsoft Word Basic Features

This lesson covers typing, the Backspace key, the Delete key, inserting text, bolding, underlining,
and italicizing. To begin this lesson, open Microsoft Word.
Typing and Using the Backspace Key

The exercises that follow will teach you how to enter and delete text. To enter text, simply type just
as you would if you were using a typewriter. To capitalize, hold down the Shift key while typing
the letter. Use the Backspace key to delete text. You do not need to press Enter to start a new line -Microsoft Word automatically wraps at the end of the line. Press Enter to start a new paragraph.
The Delete Key

You can also delete text by using the Delete key. First, highlight the text you wish to delete; then
press the Delete key.
Inserting Text
You can insert text. To insert text, you must be in the Insert mode. To check to see whether you are
in the Insert mode, look at the Status bar, located at the very bottom of the screen. Look at the right
side of the Status bar. If the letters "OVR" are gray, you are in the Insert mode. If the letters
"OVR" are black, you are in the Overtype mode.
Insert Mode
Overtype Mode
To change to the Insert mode:
1. Double-click the letters "OVR."

2. The letters "OVR" are now gray.
Alternate Method -- Setting Options by Using the Menu
You can also use the menu to change to the Overtype mode.
1.
2.
3.
4.
Choose Tools > Options from the menu. The Options dialog box opens.
Click the Edit tab to choose the Edit tab.
The Overtype Mode box should be blank. If the box is blank, click OK.
If the Overtype Mode box is not blank, click the box to remove the check mark. Then click
OK.
Alternate Method -- Setting Options by Using Key

You can use the keyboard to change to the Overtype mode.
1.
2.
3.
4.
Press Alt-t, o.
Click Edit.
Press Alt-v (toggles between overtype and insert).
Press Enter.
Overtype
You can type over the current text (replace the current text with new text). However, you must be
in the Overtype mode. Do the following to change to the Overtype mode.
1. Double-Click "OVR" on the Status bar.
2. The letters "OVR" should now be black.
Make sure the letters "OVR" are black before proceeding to the following exercise.
Bold, Underline, and Italicize

You can bold, underline, or italicize when using Word. You also can combine these features -- in
other words, you can bold, underline, and italicize a single piece of text. In the exercise that
follows, you will learn three different methods for bolding, italicizing, or underlining when using
Word. You will learn to bold, italicize, or underline by using the menu, an icon, or the keys.
Your screen should look similar to the one shown here.

Bold - Using the Menu
1. On the line that begins with Menu, highlight the word Bold. To do so, place the cursor
before the letter "B" in "Bold." Press the F8 key; then press the right arrow key until the
entire word is highlighted.
2. Choose Format > Font from the menu. The Font Dialog box opens.
3. Click Bold in the Font Style box.
Note: You can see the effect of your selection in the Preview window. To turn off the bold,
click Regular.
5. Click anywhere in the text area to remove the highlighting. You have bolded the word bold.
Alternate Method -- Bold by Using an Icon
1. On the line that begins with "Icon," highlight the word "Bold." To do so, place the cursor
2. Click the Bold icon
on the toolbar.
Note: To turn off bold, highlight the text and press the Bold icon again.
3. Click anywhere in the Text area to remove the highlighting.
Alternate Method -- Bold by Using the Keys
1. On the line that begins with "Keys," highlight the word "Bold." To do so, place the cursor
2. Press Ctrl-b (hold down the Ctrl key while pressing b).
Note: To turn off Bold, press Ctrl-b again. You can also remove formatting by pressing
Ctrl-spacebar.
Italicize - Using the Menu

1. On the line that begins with "Menu," highlight the word "Italicize." To do so, place the
cursor before the letter "I" in "Italicize." Press the F8 key; then press the right arrow key
until the entire word is highlighted.
2. Choose Format > Font from the menu.
3. Click Italic in the Font Style box.
Note: You can see the effect of your selection in the Preview window. To turn off the
italics, click Regular.
Alternate Method -- Italicize by Using an Icon
1. On the line that begins with "Icon," highlight the word "Italicize." To do so, place the
cursor before the letter "I" in "Italicize." Press the F8 key; then press the right arrow key
until the entire word is highlighted.
2. Click the Italic icon
on the toolbar.
Note: To turn off italics, highlight the text and press the Italic icon again.
Alternate Method -- Italicize by Using Keys
1. On the line that begins with "Keys," highlight the word "Italicize." Place the cursor before
the letter "I" in "Italicize." Press the F8 key; then press the right arrow key until the entire
word is highlighted.
2. Press Ctrl-i (hold down the Ctrl key while pressing i).
Note: To toggle Italic off, press Ctrl-i again. You can also remove formatting by pressing
Ctrl-spacebar.
Underline - Using the Menu
You can underline when using Word. The following are some of the underlines that are available if
you use the menu:
The following illustrates underlining by using the menu:

1. On the line that begins with "Menu," highlight the words "Underline these words."
3. In the Underline Style box, click to open the pull-down menu. Click the type of underline
you wish to use.
Note: To remove an underline, you select None from the pull-down menu.
Alternate Method -- Underline by Using the Icon
1. On the line that begins with "Icon," highlight the words "Underline these words."
2. Click the Underline icon
on the toolbar. You will get a single underline.
Note: To turn off underlining, press the Underline icon again.
Alternate Method -- Underline by Using the Keys
1. On the line that begins with "Keys," highlight the words "Underline these words."
2. Press Ctrl-u (hold down the Ctrl key while pressing u). You will get a single underline.
Note: To turn off underlining, press Ctrl-u again.
All Three - Using the Menu
1. On the line that begins with "Menu," highlight the words "All three."
3. In the Font Style box, click Bold Italic.
Note: You can see the effect of your selection in the preview window. To turn off the Bold
Italic, click Regular.
4. In the Underline box, click to open the pull-down menu. Click the type of underline you
want to use.
Note: To remove an underline, select None from the pull-down menu.
Alternate Method -- All Three by Using Icons
1.
2.
3.
4.
5.
On the line that begins with "Icon," highlight the words "All three."
Click the Bold icon on the toolbar.
Click the Italic icon on the toolbar.
Click the Underline icon on the toolbar.
Click anywhere in the Text area to remove the highlighting.
Alternate Method -- All Three by Using the Keys

1.
2.
3.
4.
On the line that begins with "Keys," highlight the words "All three."
Press Ctrl-b (bold).
Press Ctrl-i (italicize).
Press Ctrl-u (underline).
Note: You can remove formatting by highlighting the text and pressing Ctrl-spacebar.
To select an option, click the option or use the arrow keys to move to the option on the drop-down
menu and press Enter. An ellipse or a right arrow after a menu item signifies additional options; if
you select that menu item, a dialog box appears. Items in gray are not available.
You can customize your screen so that all of the menu options display when you click a menu item.
This tutorial assumes that your menu is set to display all menu options. To customize your menu to
display all of the menu options:
1.
2.
3.
4.
Click Tools on the Menu bar.

Click Customize on the drop down menu. The Customize dialog box opens.
Click the Options tab.
Click in the check box to select Always Show Full Menus.
5. Click Close.
Task Pane
Upon starting any Office 2003 program, the Task Pane is present along the right side of the
window. This eliminates the need for frequent trips to the menu bar by putting commonly used
functions all in one area. With the Task Pane, you can easily and efficiently create a new
document, open an existing document, add clip art, or apply styles.
Showing/Hiding the Task Pane
1. From the View menu, select Task Pane

The Task Pane is showing if the menu choice is checked.
Viewing Other Task Panes

Depending on what feature you are using, you may want to view another Task Pane.
1. On the current Task Pane, click the down arrow
The Other Task Panes pull-down list appears.
2. From the Other Task Panes pull-down list, select the desired Task Pane
Moving the Task Pane

By default, the Task Pane is located on the right side of the window in a docked state, but it can be
easily moved to another location.
The Task Pane can be either docked or floating. When the Task Pane is docked, it becomes part of
the program window. When the Task Pane is floating, it is contained in its own window.
To move the Task Pane:
1. Hold your cursor over the title bar
The pointer now becomes a crossbar.
2. Using the crossbar pointer, click and drag the Task Pane to the desired location
OPTIONAL: To dock the Task Pane, drag it off the left or right edge of the screen
3. Release the mouse button
Smart Tags
Like the Task Pane, Smart Tags put commonly used functions within easy reach. A Smart Tag is a
button containing a menu that appears after you perform a certain action. For example, after you
paste text, a Smart Tag appears with formatting options for that text; however, the tag will
disappear when you begin typing text. Smart Tags also appear with the AutoCorrect feature and
when errors occur in Excel formulas. Overall, Smart Tags help to inform you of the options
available in different situations when using Office 2003.
1. To reveal your Smart Tag options, click the tag
OR
Press [Alt]+[Shift]+[F10]
Smart Tags and AutoCorrect
When Word AutoCorrects your text, a Smart Tag allows you to change or turn off the AutoCorrect
feature. Your options and the implications are listed here using the example of automatically
capitalizing the first letter of sentences. (For more information on AutoCorrect, see AutoCorrect:
Corrections & Replacements.)
Option
Undo Automatic
Corrections
Implication
Selecting this option affects only this AutoCorrect
occurrence in the current document.
Stop Auto-capitalizing
Selecting this option corrects only this occurrence and turns
First Letter of Sentences off this option for all other occurrences in all documents.
Control AutoCorrect
Options...
Selecting this option takes you to the AutoCorrect dialog

box, where you can make choices from multiple
AutoCorrect options for all documents.
Save As and Open Dialog Boxes

The Save As and Open dialog boxes include a Places Bar containing shortcuts to locations where
you are likely to save files. Using the Places Bar, you may go directly to a save location rather
than navigating through layers of folders. The list within the Places Bar includes the following:
My Recent Documents
Displays recently used folders and files in your profile on the C: drive
Desktop
Selects the Desktop in your profile on the C: drive
My Documents
Selects the Documents folder on your H: drive
My Computer
Displays all hard drives and network drives
My Network Places
Selects the My Network Places folder in your profile
To select a shortcut from the Places Bar:
1. From the list of locations in the Places Bar, click the appropriate icon
The Help Task Pane

The Office 2003 Help system includes BACK and FORWARD buttons and a text-based Assistance
pane. To get to the Help system, open the Help task pane. For information on using Office 2003
Help, refer to Using Microsoft Office Help.
Displaying the Help Task Pane: Keyboard Option

1. To open the Help task pane, press [F1]
The Help task pane appears.
Displaying the Help Task Pane: Button Option

1. To open the Help task pane, on the Standard toolbar, click MICROSOFT OFFICE HELP
Displaying the Help Task Pane: Menu Option

1. From the Help menu, select Microsoft Office Word Help
Displaying the Help Task Pane: Office Assistant Option
1. From the Help menu, select Show the Office Assistant

The Office Assistant appears.
2. Click the OFFICE ASSISTANT
The What would you like to do? dialog box appears.
NOTE: The Help task pane does not appear until you submit a search question. Then,
search results are displayed in the Help task pane.
Working with Toolbars
Office 2003 enables you to change the working environment to suit your needs. You can
change the toolbars by adding, removing or rearranging their contents. After you have
customized your Office program to fit your needs, you can save these changes and apply
them for future use.
Toolbars
The Standard Toolbar
The Formatting Toolbar
Toolbars provide shortcuts to menu commands. Toolbars are generally located just below the Menu
bar. Before proceeding with this lesson, make sure the toolbars you will use -- Standard and
Formatting -- are available. Follow these steps:
1. Click View on the Menu bar.
2. Highlight Toolbars.
3. Standard and Formatting should have check marks next to them. If both Standard and
Formatting have heck marks next to them, press Esc three times to close the menu.
4. If they do not both have check marks, click Customize.
5. Click the Toolbars tab.
6. Point to the box next to the unchecked option and click the left mouse button to make a
check mark appear.
Note: You turn the check mark on and off by clicking the left mouse button.
7. Click Close to close the dialog box.
The Ruler
The ruler is generally found below the main toolbars. The ruler is used to change the format of
your document quickly. To display the ruler:
2. The option Ruler should have a check mark next to it. If it has a check mark next to it,
press Esc to close the menu. If it does not have a check mark next to it, continue to the next
step.
3. Click Ruler. The ruler now appears below the toolbars.
Document View
In Word, you can display your document in one of five views: Normal, Web Layout, Print Layout,
Reading Layout, or Online Layout.
Normal View
Normal view is the most often used and shows formatting such as line spacing, font, point
size, and italics. Word displays multiple-column text in one continuous column.
Web Layout
Web layout view enables you to view your document as it would appear in a browser such
as Internet Explorer.
Print Layout
The Print Layout view shows the document as it will look when it is printed.
Reading Layout
Reading Layout view formats your screen to make reading your document more
comfortable.
Outline view
Outline view displays the document in outline form. Headings can be displayed without the
text. If you move a heading, the accompanying text moves with it.
Word 2002
In Word 2002, you can display your document in one of four views: Normal,
Outline, Page Layout, or Online Layout.
Normal view
Normal view is the most often used and shows formatting such as line
spacing, font, point size, and italics. Word displays multiple-column
text in one continuous column.
Outline view
Outline view displays the document in outline form. Headings can be
displayed without the text. If you move a heading, the accompanying
text moves with it.
Print Layout view
The Print Layout view shows the document as it will look when it is
printed.
Online Layout view
The Online Layout view optimizes the document for online viewing
(viewing the document in a browser such as Internet Explorer).
Before moving ahead, check to make sure you are in Normal view:
2. The icon next to Normal should have a box around it. If the icon next to normal has a box
around it, press Esc to close the menu. If the icon next to Normal does not have a box
around it, continue on to the next step.
3. Click Normal. You are now in Normal view.
Viewing/Hiding Toolbars
Before customizing any toolbar, the toolbar must be viewed. The View menu gives the option of
hiding or viewing any toolbar for your particular needs.
NOTE: A toolbar is displayed when a checkmark appears in the Toolbars menu before the toolbar
name.
To view a toolbar:
1. From the View menu, select Toolbars select the desired toolbar
The selected toolbar appears.
To hide a toolbar:
1. From the View menu, select Toolbars deselect the desired toolbar
The selected toolbar is hidden.
Customizing Toolbars
You can customize any toolbar to include only buttons you want to appear. After clicking the
TOOLBAR OPTIONS button, the Add or Remove Buttons menu allows you to customize your
toolbar.
NOTES:
For free-floating toolbars, the TOOLBAR OPTIONS button is located on the title bar
For docked toolbars, the TOOLBAR OPTIONS button is located to the right of the toolbar
buttons.
Customizing Toolbars: Adding Buttons

1. From the appropriate toolbar, click TOOLBAR OPTIONS Add or Remove Buttons
(toolbar name) select the desired button
A toolbar button will be displayed if a checkmark appears before it.
Customizing Toolbars: Removing Buttons

(toolbar name) deselect the desired button
The toolbar button will be hidden if a checkmark does not appear before it.
Resetting Toolbars
After you have customized an existing toolbar, you may want to restore its original button settings.
(toolbar name) Reset Toolbar
The selected toolbar is reset.
Arranging Toolbars
If you prefer, you can arrange the Standard and Formatting toolbars one over the other, rather than
together on one line.
Arranging Toolbars: Menu Option

1. From the Tools menu, select Customize...
The Customize dialog box appears.
2. Select the Options tab
3. Select Show Standard and Formatting toolbars on two rows
4. Click CLOSE
Arranging Toolbars: Toolbar Option

1. Click TOOLBAR OPTIONS
select Show Buttons on Two Rows
Moving Toolbars
Toolbars can be moved to new locations at any time. You can place toolbars anywhere within the
working area of your screen or above, below, or on either side of the working area.
1. Click on any open space on the toolbar (not a button) and drag to a different location
2. When the toolbar reaches the desired location, release the mouse button
The toolbar is moved to the new location.
Reshaping Toolbars
If you want to place a toolbar in the working area of your screen, you may want to alter its shape
so the toolbar stays out of the way as you work on your documents.
1. If the toolbar is not already in the working area, move it there
2. Place the insertion point over any corner of the toolbar
The cursor changes to a two-headed arrow.
3. Click and drag the edge of the toolbar in either direction of the arrow
4. When the toolbar reaches the desired shape, release the mouse button
The toolbar is reshaped.
The Standard toolbar

This entire toolbar could become a floating window by double-clicking on the control
bar at the far left end of this toolbar. That gives the following window, which can be
placed anywhere on the screen:
This toolbar can be restored to its original position by clicking in the gray bar at the top
and dragging it back to the top of the screen. Push the top of the window up to the
bottom of the menu bar.
Function of commonly used buttons

Creates a new blank
document based on the
Opens or finds a file
default template
Saves the active file with its
Prints the active file - for
current file name, location
more print options go to the
and file format

Print preview - Shows how
the document will look when
you print it.
Cut - Removes the selection
from the document and places
it on the clipboard
Paste - Places the content of
the clipboard at the insertion
point
Undo - Reverses the last
command, use pull-down
menu to undo several steps
Displays the Tables and
Borders toolbar
Insert an Excel spreadsheet
into the Word document
Displays or hides the
Drawing toolbar
File menu and select Print

Spelling, grammar and
writing style checker
Copy - Copies the selected
item(s) to the clipboard
Format painter - Copies the
format from a selected object
or text and applies to other
objects or text
Redo - Reverses the action of
the Undo button, use the pulldown menu to redo several
steps
Insert a table into the
document, or make a table of
selected text
Columns - Changes the
number of columns in a
document
Zoom - Enlarge or reduce the
display of the active
document
Carefully review the function of each of the buttons above. When you think that you are
familiar with each of the buttons take the short quiz below. (The Standard toolbar has
been included as a reference)
This quiz is available on a page without the table above
A
1
2
D
You have completed the document and want to make
certain that you have not made spelling or grammar
errors.
Which button do you select?
Text is selected and you want to remove the selection
from the active document and place it on the
clipboard.
You have made a change to the active document and

want to make certain that those changes are saved.
A phrase will appear several times in the document.

To save time you have selected the phrase and want
to copy it.
The document had been checked for spelling errors, it

has been saved, and now you are ready to print.
A document which has been saved into a folder on

your computer is to be opened so changes can be
made.
The document had been checked for spelling and has

been saved. Before sending it to the printer you want
to see how it will look.
The Formatting toolbar
Select the style to apply to
paragraphs
Changes the font of the

selected text
Changes the size of selected

text and numbers
Makes selected text and

numbers bold
Makes selected text and

numbers italic
Underlines selected text and

numbers
Aligns to the left with a ragged

right margin
Centers the selected text
Aligns to the right with a

ragged left margin
Aligns the selected text to both

the left and right margins
Makes a numbered list or

reverts back to normal
Add, or remove, bullets in a

selected paragraph
Decreases the indent to the

previous tab stop
Indents the selected paragraph

to the next tab stop
Adds or removes a border

around selected text or objects
Marks text so that it is

highlighted and stands out
Formats the selected text with

the color you click
familiar with each of the buttons take the short quiz below. (The Formatting toolbar has
You wish to call attention to a statement in your

document by making the text bold.
A flyer is to be prepared inviting parents to a

performance. You want the headline to be
centered on the page.
You want to make sure that your instructions are

clear and plan to place them in a bulleted list.
To call attention to a block of text, you want

place a block of color behind the text to highlight
it.
Another way to call attention to a block of text is

to place a border around it.
A quoted block of text has been indented. You

wish to continue the document but you need to
undo the indent.

You have made a birthday certificate and you
want the student's name to be displayed in color.
7
The Drawing toolbar
A pull down menu with
several
drawing options
Changes the pointer to a

selection arrow
Rotates the selected object

to any degree
A pull down menu with

several libraries of shapes
Draws a line where you

click and drag. Hold the
Shift key down to make the
line straight
Inserts a line with an

arrowhead where you click
and drag
Draws a rectangle where

you click and drag. Hold
down Shift to draw a square
Draws an oval where you

click and drag. Hold down
Shift to draw a circle
Draws a text box where you

click and drag
Create text effects with
Add, modify, or remove fill

color from a selected object
Add, modify, or remove line

color
Formats the selected text

with the color you click
Changes the thickness of

lines
Selects dash style for

dashed lines
Select arrow style;

placement and shape of
arrowhead
Word Art
A pull down menu offers

shadow choices
Add 3-d effects to

rectangles or ovals
familiar with each of the buttons take the short quiz below. (The Drawing toolbar has
Instead of striking the underline key fifteen

times, you plan to draw a single line by clicking
and dragging.
You have drawn a line, and now want to change

the color of the selected line.
The last line you drew had an arrowhead at the

wrong end. You want to change the arrowhead to
the other end of the line.
You created an object in a document and you

want to tilt it at an angle.
You have drawn a rectangle around a section of a

flyer and want to change it to a dashed line.
The heading of a flyer is just plain text and you

would rather create special effects with text.
You are going to draw a perfect circle on your

document by holding down the shift key, clicking
and dragging.
Text Area
Just below the ruler is a large area called the "text area." You type your document in the text area.
The blinking vertical line in the upper left corner of the text area is the cursor. It marks the
insertion point. As you type, your work shows at the cursor location. The horizontal line next to the
cursor marks the end of the document.
More Basic Features

This lesson covers cut, copy, paste, AutoText, spell check, find, replace, and fonts. To begin this
Cut and Paste

In Microsoft Word, you can cut (delete) text from one area of a document and save that text so it
can be pasted elsewhere in the document. When you cut text, it is stored on the Clipboard. You can
also copy text. When you copy text, it is also stored on the Clipboard. Information stored on the
Clipboard stays there until new information is either cut or copied. Each time you execute Cut or
Copy, you replace the old information on the Clipboard with whatever you just cut or copied. You
can paste Clipboard information as often as you like.
Paste - Using the Menu
1.
2.
3.
4.
Place the cursor after the period in the sentence "I am content where I am."
Press the spacebar to leave a space.
Choose Edit > Paste from the menu.
Your text should now rea
"I am content where I am. I want to move."
Alternate Method -- Cut by Using the Icon

1. Type the following:
I want to move. I am content where I am.
2. Highlight "I want to move."
3. Click the Cut icon
.
4. Your text should now read:
" I am content where I am."
Alternate Method -- Paste by Using the Icon
1. Place the cursor after the period in the sentence
"I am content where I am."
2. Press the spacebar to leave a space.
3. Click the Paste icon
.
Alternate Method -- Cut by Using Keys
I want to move. I am content where I am.
2. Highlight "I want to move."
3. Press Ctrl-x.
4. Your text should now read.
" I am content where I am."
Alternate Method -- Paste by Using Keys
1.
2.
3.
4.
Place the cursor after the period in the sentence: "I am content where I am."
Press Ctrl-v.
Your text should now read.
Copy and Paste

In Microsoft Word, you can copy text from one area of the document and place that text elsewhere
in the document. As with cut data, copied data is stored on the Clipboard.
Paste - Using the Menu
1. Place the cursor after the period in the sentence: "One of me is all you need."
3. Choose Edit > Paste from the menu.

"You will want to copy me. One of me is all you need. You will want to copy me."
Alternate Method -- Copy by Using the Icon
You will want to copy me. One of me is all you need.
2. Highlight "You will want to copy me."
3. Click the Copy icon
Alternate Method -- Paste by Using the Icon

1. Place the cursor after the period in the sentence: "One of me is all you need."
3. Click the Paste icon
.
Alternate Method -- Copy by Using Keys
You will want to copy me. One of me is all you need.
2. Highlight "You will want to copy me."
3. Press Ctrl-c.
Alternate Method -- Paste by Using Keys
1.
2.
3.
4.
Place the cursor after the period in the sentence "One of me is all you need."
Press Ctrl-v.
Your text should now read:
AutoText
Cut and Copy both store information on the Clipboard. Each time you store new information on
the Clipboard, the old information is lost. If you wish to store text permanently so you can use it
repeatedly, use AutoText.
Spell Check
Word checks your spelling and grammar as you type. Spelling errors display with a red wavy line
under the word. Grammar errors display with a green wavy line under the error. If you want to
spell check your entire document, press F7 and click the spelling icon
, or choose Tools >
Spelling and Grammar from the menu. If you want to spell check part of your document, highlight
the area you want to spell check. Then press F7 and click the spelling icon
Spelling and Grammar from the menu.
, or choose Tools >
Find and Replace

If you need to find a particular word or piece of text, you can use the Find command. If you want
to search the entire document, simply execute the Find command. If you want to limit your search
to a selected area, highlight that area and then execute the Find command.
After you have found the word or piece of text you are searching for, you can replace it with new
text by executing the Replace command.
Alternate Method -- Find by Using Keys
1. Highlight: "Monica is from Easton. She lives on the east side of town. Her daughter attends
Eastern High School."
2. Press Ctrl-f.
3. Follow steps 5 through 10 in the preceding section.
Replace - Using the Menu
1. Highlight "Monica is from Easton. She lives on the east side of town. Her daughter attends
Eastern High School."
2. Choose Edit > Replace from the menu.
3. Type "east" in the Find What box.
4. Click Find Next. Do not replace the "East" in "Easton."
5. Click Find Next.
6. In the Replace With box, type west.
7. Click Replace. Word replaces east with west.
8. The "East" in Eastern is highlighted.
9. Click Replace. Eastern becomes Western.
10. The following message will appear: "Word has finished searching the selection. Do you
want to search the remainder of the document?"
11. Click No.
12. Click Close.
13. Your text should now read,
"Monica is from Easton. She lives on the west side of town. Her daughter attends Western
High School."
Alternate Method -- Replace by Using Keys
1. Highlight "Monica is from Easton. She lives on the west side of town. Her daughter attends
Western High School."
2. Press Ctrl-h.
3. Follow steps 4 through 13 in the preceding section, but type East in the Replace With box.
Font Size
In Microsoft Word, you can change the size of your font (text). The following exercise illustrates
changing the font size.
Change Font Size - Using the Menu
I am the smallest. I am a little bigger. I am the biggest.
2. Highlight "I am the smallest."
4. Choose the Font tab.
5. Type 8 in the Size field, or click 8 in the box below the Size field.
6. Click OK.
7. Highlight "I am a little bigger."
11. Click OK.
12. Highlight "I am the biggest."
16. Click OK.
17. Your text should now look similar to the following:
"I am the smallest. I am a little bigger. I am the biggest."
Alternate Method -- Change Font Size by Using the Toolbar
1. Highlight:
"I am the smallest. I am a little bigger. I am the biggest."
2. Press Ctrl-spacebar to set the formatting back to the default.
3. Highlight "I am the smallest."
4. In the Font Size box
on the toolbar, type 8.
5. Press Enter.
6. Highlight "I am a little bigger."
8. Press Enter.
9. Highlight "I am the biggest."

11. Press Enter.
Fonts
In Microsoft Word, you can change the font (the "family" of type you use for your text). This
feature is illustrated in the following exercise:
Change the Font - Using the Menu
Arial Courier Times New Roman
2. Highlight "Arial."
5. In the box below the Font field, click "Arial."
6. Click OK.
7. Highlight "Courier."
10. In the box below the Font field, click "Courier New."
11. Click OK.
12. Highlight "Times New Roman."
15. In the box below the Font field, click "Times New Roman."
16. Click OK.
"Arial Courier Times New Roman"
Alternate Method -- Change the Font by Using the Formatting Toolbar
1. Highlight "Arial Courier Times New Roman."

2. Press Ctrl-spacebar. Ctrl-spacebar sets the formatting back to the default.
3. Highlight "Arial."
4. Click to open the Font pull-down menu
toolbar.
5. Click "Arial."
6. Next, highlight "Courier."
on the Formatting

toolbar.
8. Click "Courier."
9. Next, highlight "Times New Roman."
on the Formatting

toolbar.
11. Click "Times New Roman."
"Arial Courier Times New Roman"
on the Formatting
Working with Paragraphs

Open Microsoft Word. In the lesson that follows, you will learn various ways to format a
paragraph. When you are formatting a paragraph, you do not need to highlight the entire
paragraph. Placing the cursor anywhere in the paragraph enables you to format it. After you set a
paragraph format, subsequent paragraphs will have the same format unless you change their
format.
You will need text to work with to perform the exercises for this lesson, so type the following
exactly as shown. End paragraphs where you see the end-of-paragraph marker (). Press Enter
once to end the paragraph, but do not leave spaces between paragraphs. You will set the space
between paragraphs during the exercise. Do not press Enter to move to a new line -- Microsoft
Word automatically wraps at the end of a line.
Sample Paragraphs
We will use this paragraph to illustrate several Microsoft Word features. It will be used to
illustrate Space Before, Space After, and Line Spacing. Space Before tells Microsoft Word
how much space to leave before the paragraph. Space After tells Microsoft Word how much
space to leave after the paragraph. Line Spacing sets the space between lines within a
paragraph.
We will use this paragraph to illustrate some additional Microsoft Word features. It will be
used to illustrate first-line indent. With first-line indent, you can indent the first line of your
paragraph. We will also look at indentation. Indentation enables you to indent from the left
or right margin of your document.
Space Before and Space After

Space Before sets the amount of space before the paragraph. Space After sets the amount of space
after the paragraph. Following are the sample paragraphs with Space After set to 12 pt. The
exercises that follow give you a chance to see how Space Before and Space After work.
Example -- Space After
Sample Paragraphs
We will use this paragraph to illustrate several Microsoft Word features. It will be used to illustrate
Space Before, Space After, and line spacing. Space Before tells Microsoft Word how much space
to leave before the paragraph. Space After tells Microsoft Word how much space to leave after the
paragraph. Line Spacing sets the space between lines within a paragraph.
We will use this paragraph to illustrate some additional Word features. It will be used to illustrate
first-line indent. With first-line indent, you can indent the first line of your paragraph. We will also
look at Indentation. Indentation enables you to indent from the left and/or right margins of your
document.
Space After
1. Highlight all of the text you typed (the title and both paragraphs):
2.
3.
4.
5.
Choose Format > Paragraph from the menu.

Choose the Indents and Spacing tab.
Enter 12 pt in the After field.
Click OK. You now have 12 points after each paragraph.
Line Spacing
Line Spacing sets the amount of space between lines within a paragraph. Single spacing is the
default. The spacing for each line is set to accommodate the largest font on that line. If there are
smaller fonts on the line, there will appear to be extra space between lines where the smaller fonts
are located. At 1.5 lines, the Line Spacing is set to one-and-a-half times the single-space amount.
For double-spaced lines, the line spacing is set to two times the single-space amount.
First-Line Indent
This exercise demonstrates how you can indent the left side of the first line of your paragraph, as
in the following example.
Example -- First-line Indent
The first-line indent feature indents the first line of the paragraph. The amount of the indent is
specified in the By field. The remainder of the paragraph is indented by the amount specified in the
Indentation field.
Indentation
Indentation allows you to indent your paragraph from the left or right margin. The following
examples show different types of indentation.
Example -- Indentation
We will use this paragraph to illustrate several Word features. We will illustrate Space Before,
Space After, and Line Spacing. Space Before tells Word how much space to leave before the
paragraph. Space After tells Word how much space to leave after the paragraph. Line Spacing sets
the space between lines within a paragraph.
We will use this paragraph to illustrate some additional Word features. We will illustrate first-line
indent. With first-line indent, you can indent the first line of your paragraph. We will also look at
Indentation. Indentation enables you to indent from the left or right margins of your document.
Alignment
Microsoft Word gives you a choice of several types of alignment. Left-justified text is aligned on
the left side. It is the default setting.
Example -- Left-Justified
Sample Paragraph
This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the
left. Right-justified text is aligned on the right. Centered text is centered between the left and right
margins. You can use Center to center your titles. Justified text is flush on both sides.
Right-justified text is aligned on the right side.
Example -- Right-Justified
Sample Paragraph
left. Right-justified text is aligned with on the right. Centered text is centered between the left and
right margins. You can use Center to center your titles. Justified text is flush on both sides.
Centered text is centered between the left and right margins.
Example -- Centered
Sample Paragraph
Justified text is flush on both sides.
Example -- Justified
Sample Paragraph
The following exercises demonstrate how to justify text.
Left-Justify
1. Highlight the first paragraph you typed, beginning with "We will use" and ending with
"within a paragraph."
2. Choose Format > Paragraph from the menu.
3. Choose the Indents and Spacing tab.
4. Click to open the Alignment pull-down menu.
5. Click Left.
6. Click OK. The paragraph is now left-aligned.
Alternate Method -- Right-Justify by Using Keys
1. Highlight the text.

2. Press Ctrl-r. The paragraph is now right-aligned.
Alternate Method -- Left-Justify by Using Keys
2. Press Ctrl-l. The paragraph is now left-aligned.
Alternate Method -- Right-Justify by Using the Icon
2. Click the Align Right icon
. The paragraph is now right-aligned.
Alternate Method -- Left-Justify by Using the Icon

2. Click the Align Left icon
. The paragraph is now left-aligned.
Center - Using the Menu

5. Click Centered.
6. Click OK. The paragraph is now centered.
Justify - Using the Menu
5. Click Justified.
6. Click OK. The paragraph is now justified.
Alternate Method -- Justify and Center by Using Keys
2. Press Ctrl-e. The text is now centered.
3. Press Ctrl-j. The text is now justified.
Alternate Method -- Justify and Center by Using the Icon
2. Click the Center icon
. The text is now centered.
3. Click the Justify icon
. The text is now justified.
Hanging Indent
The hanging indent feature indents each line except the first line by the amount specified in the By
field, as shown in the example.
Example: Hanging Indent
Hanging Indent:
The hanging indent feature indents the first line of the

paragraph from the margin by the amount specified in
the Left field. The amount in the Left field plus the
amount specified in the By field indent all subsequent
lines.
Cutting, Copying, and Pasting Text

Cutting, copying, and pasting are convenient ways of having control over text. Once you cut or
copy your text, it will be saved onto the Clipboard. In order to paste any of the cut or copied text,
use the Paste option or select the text from the Clipboard. The following instructions will show
you how to use the Clipboard to cut, copy, and paste text.
Cutting, Copying, and Pasting

Using the Clipboard
Cutting, Copying, and Pasting

These commands are used to rearrange paragraphs, sentences, words, or characters in your
document with ease. Before you cut, copy, or paste your text, the text must be selected. For
information on how to select text, see Editing a Document. Cut or copied text is temporarily saved
to the Clipboard (a special storage area) to be pasted elsewhere. The difference between Cut and
Copy is that cut text is removed, while copied text is simply copied; copied text remains in its
original location while a duplicate goes onto the Clipboard.
HINTS:
Text can be pasted within the same document or into different documents.
You may cut, copy, or paste as little as one character of text or as much as an entire document.
Cutting and Pasting
Cut text is removed from its original location and placed on the Clipboard to be pasted. Up to 24
items can be stored on the Clipboard. For instruction on how to use the Clipboard, see Using the
Clipboard.
1. Select the text you wish to move
2. From the Edit menu, select Cut
OR
From the Standard toolbar, click CUT
OR
Press [Ctrl] + [X]
The text is removed from your document and temporarily stored on the Clipboard.
3. Place the insertion point where you would like to move the text
4. From the Edit menu, select Paste
OR
From the Standard toolbar, click PASTE
OR
Press [Ctrl] + [V]
OR
In the Clipboard task pane, click the item you want pasted
The desired text is cut and pasted to the new location.
Copying and Pasting

Copied text is not removed from its original position; a duplicate copy is placed on the Clipboard.
Up to 24 items can be temporarily saved onto the Clipboard. For instruction on how to use the
Clipboard, see Using the Clipboard.
1. Select the text you wish to copy
2. From the Edit menu, select Copy
OR
From the Standard toolbar, click COPY
OR
Press [Ctrl] + [C]
A text is copied to the Clipboard.
3. Place the insertion point where you would like to insert the copied text
OR
From the Standard toolbar, click PASTE
OR
Press [Ctrl]+[V]
OR
In the Clipboard task pane, click the item you want pasted
A copy of the desired text is pasted to the new location.
Tab Key, Bulleting, Numbering, Undo, Redo, and Printing

This lesson is on the Tab key, bulleting, numbering, undo, redo, printing, and help. To begin this
The Tab Key

The default tab setting for Microsoft Word is .5 inches. When you press the Tab key, the cursor
moves 1/2 inch across the page and an arrow appears on the screen. The arrow is a nonprinting
character, when you print your document the arrow does not print.
Illustration
Press the Tab key a few times. Note how the cursor moves across the page.
To change the default tab setting:
1.
2.
3.
4.
Choose Format > Tabs from the menu. The Tabs dialog box opens.
Enter 1" in the Default Tab Stops field.
Click OK.
Press the Tab key a few times. Note how the cursor moves across the page. The cursor
stops at every inch.
You can also set up custom tab stops. To set your tab stops to 1.5", 3.5", and 6":
1.
2.
3.
4.
5.
6.
7.
8.
Choose Format > Tabs from the menu. The Tabs dialog box opens.
Enter 1.5" in the Tab Stop Position field.
Click Set.
Enter 3.5 in the Tab Stop Position field.
Click Set.
Enter 6 in the Tab Stop Position field.
Click OK.
Press the Tab key a few times. Note how the cursor moves across the page.
Bullets and Numbering

In Microsoft Word, you can easily create bulleted or numbered lists of items. Several bulleting and
numbering styles are available, as shown in the examples. You select the one you wish to use. Try
the exercises to see how it works.
Examples -- Numbering
Examples -- Bulleting
Alternate Method -- Numbering by Using the Icon.

1. Highlight the list you typed.
2. Click the Numbering icon
on the Formatting toolbar. Your list is now numbered.
To remove the numbering:

1. Highlight the list again.
2. Click again on the Numbering icon
Bulleting
. Your list is no longer numbered.
2.
3.
4.
5.
Choose Format > Bullets and Numbering from the menu.

Choose the Bulleted tab.
Several styles are available to you. Click the style you want to use.
Click OK. Your list is now bulleted.
To remove bulleting:
1.
2.
3.
4.
Highlight the list again.

Choose Format > Bullets and Numbering from the menu.
Click None.
Click OK. Your list is no longer bulleted.
Alternate Method -- Bulleting by Using the Icon

2. Click the Bullets icon
on the Formatting toolbar. Your list is now bulleted.
To remove the bulleting:

1. Highlight the list again.
2. Click the Bullets icon
again. Your list is no longer bulleted.
Undo & Redo

You can quickly reverse most commands you execute by using Undo. If you then change your
mind, you can use Redo.
Printing
After you have finished typing your document, you will want to print it. While preparing to print,
you can specify the number of copies you want and the pages you want to print.
Exercise 3 -- Print Your Document
1. Choose File > Print from the menu.
2. Click OK.
Alternate Method - Printing by Using the Icon
Click the Print icon
on the Standard toolbar.
Using the Clipboard
The Clipboard is an area that stores cut or copied items before they are pasted. Every Office 2003
program uses the same Clipboard, which is housed in the Task Pane. The Clipboard can hold up to
24 items. Once items are cut or copied, they are automatically saved to the Clipboard.
NOTE: Information on the Clipboard can be pasted multiple times; however, when the Clipboard
contains 24 items and another item is cut or copied, the oldest item on the Clipboard is removed.
To view the Clipboard:
1. From the View menu, select Task Pane
2. From the Other Task Panes pull-down list, select Clipboard
The Clipboard task pane appears.
To paste items from the Clipboard:

1. Place the insertion point where you want pasted text to appear
2. In the Clipboard task pane, click the item you want pasted or inserted
The desired text is pasted into the document.
To clear individual items from the Clipboard:
1. Move the pointer over the item on the Clipboard that you want deleted
2. Click the arrow next to the item select Delete
The item is deleted from the Clipboard.
To clear all items from the Clipboard:
1. On the Clipboard, click CLEAR ALL
WARNING: All items on the Clipboard will be erased.
Formatting with the Painter

The typical copy and paste functions will copy text and all associated formatting; however, if you
want to copy only the formatting, you can use the Format Painter. The Format Painter will format
the destination text the same as the source text but will not copy or paste any actual text.
Using the Format Painter: One Application

This method allows you to apply formatting to one instance of contiguous text.
1. Highlight the text containing the desired formatting
2. On the Standard toolbar, click FORMAT PAINTER
The pointer changes shape to include a paintbrush or a plus sign ( + ) next to it.
NOTE: The FORMAT PAINTER button may not appear on your Standard toolbar. For
information about adding buttons to toolbars, see Working with Toolbars.
3. Highlight the desired text to be formatted
The format you copied is applied to that text.
Using the Format Painter: Multiple Applications

This method allows you to apply formatting to non-contiguous text.
1. Highlight the text containing the desired formatting
2. On the Standard toolbar, double click FORMAT PAINTER
The pointer changes shape to include a paintbrush or a plus sign ( + ) next to it.
NOTE: The FORMAT PAINTER button may not appear on your Standard toolbar. For
information about adding buttons to toolbars, see Working with Toolbars.
3. Highlight the desired text to be formatted
The format you copied is applied to that text.
4. Repeat step 3 until all additional text is formatted
5. When finished, to turn off the Format Painter, press [Esc]
OR
Click FORMAT PAINTER
Keyboard Shortcuts
Keyboard shortcuts make quick navigation in your Office documents possible. Instead of using the
mouse, you can press keys to perform the same actions. Keyboard shortcuts exist for virtually
every navigational and managing option in Office 2003. This document will provide instructions
on the most common and useful shortcuts.
File Operations
Edit Operations
Selecting Text
Undo and Redo Operations
Current File Navigation
File Navigation
Opening Quick Menus
Additional Keyboard Shortcuts
File Operations
Some of the most common operations used in Office include opening, closing, saving, and
printing. Because these operations are used so commonly, using the keyboard shortcuts can
simplify and speed up the process. The following table provides the action and the shortcut key
command needed to perform each action.
NOTE: Notice that at the beginning of certain keyboard shortcuts, a red arrow appears ( ),
signifying the popularity of that particular shortcut.
Action
Key Command
Open a file
[Ctrl] + [O]
Close a file
[Ctrl] + [W]
Save a file
[Ctrl] + [S]
Print a file
[Ctrl] + [P]
Edit Operations
Editing operations such as cut, copy, paste, and check spelling are also used frequently. Rather than
spending time searching the file or quick menus for these editing options, you can save time using
the shortcut key operations.
Action
Key Command
Cut
[Ctrl] + [X]
Copy
[Ctrl] + [C]
Paste
[Ctrl] + [V]
Check spelling
[F7]
Selecting Text
In order to format text, it must be selected. You can navigate around the document and select
appropriate text with shortcut keys, rather than highlighting using the mouse. These key commands
allow you to select as much or as little text as you need.
Action
Key Command
Select all
[Ctrl] + [A]
Select one character to the right
[Shift] + [Right Arrow]
Select one character to the left
[Shift] + [Left Arrow]
Select to the beginning of a word
[Control] + [Shift] + [Left Arrow]
Select to the end of a word
[Control] + [Shift] + [Right Arrow]
Select to the end of the line
[Shift] + [End]
Select to the beginning of the line
[Shift] + [Home]
Select one line down
[Shift] + [Down Arrow]
Select one line up
[Shift] + [Up Arrow]
Select to the end of the paragraph
[Ctrl] + [Shift] + [Down Arrow]
Select to the beginning of the paragraph [Ctrl] + [Shift] + [Up Arrow]

Select one screen down
[Shift] + [Page Down]
Select one screen up
[Shift] + [Page Up]
Select to the beginning of the document [Ctrl] + [Shift] + [Home]

Select to the end of the document
[Ctrl] + [Shift] + End]
Undo and Redo Options

When making quick adjustments to your document, you may want to undo or redo the most recent
action(s) performed. These keyboard shortcuts can save you time by not having to scroll through
the Edit menu or access the Standard toolbar to perform the action.
Action
Key Command
Undo previous action
[Ctrl] + [Z]
Redo previous action
[Ctrl] + [Y]
Cancel any action
[Esc]
Current File Navigation

Depending on your editing style, you may find navigating through your currently opened
document via keyboard shortcuts to be the fastest and easiest. For example, if you wanted to be at
the top of the next page, you can simply press two keys instead of scrolling up the page with the
mouse.
Action
Key Command
Move one character to the left
[Left Arrow]
Move one character to the right
[Right Arrow]
Move one word to the left
[Ctrl] + [Left Arrow]
Move one word to the right
[Ctrl] + [Right Arrow]
Move one paragraph up
[Ctrl] + [Up Arrow]
Move one paragraph down
[Ctrl] + [Down Arrow]
Move up one line
[Up Arrow]
Move down one line
[Down Arrow]
Move to the end of one line
[End]
Move to the beginning of one line
[Home]
Move one screen up
[Page Up]
Move one screen down
[Page Down]
Move to the top of the next page
[Ctrl] + [Page Down]
Move to the top of the previous page
[Ctrl] + [Page Up]
Move to the end of the document
Ctrl] + [End]
Move to the beginning of the document [Ctrl] + [Home]
File Navigation
Using keyboard shortcuts, you can open and navigate through other files from the Open dialog
box.
1. To open a file, press [Ctrl] + [O]
The Open dialog box appears.
2. To get to major sections of the dialog box (e.g., text boxes, pull-down menus, and buttons),
press [Tab]
3. Navigate through each individual section by pressing the [Left Arrow], [Right Arrow],
[Up Arrow], or [Down Arrow] keys
4. When your file is found or the appropriate option is set, press [Enter] from any area of the
dialog box
5. To cancel operation and close dialog box, press [Esc]
Opening Quick Menus

Right clicking the mouse opens up a Quick menu of commonly used menu options. Using
keyboard shortcuts, however, you can select or place the insertion point within the object and open
the Quick menu without clicking the mouse at all. Once the Quick menu appears, use the arrow
keys to navigate through the menu options.
1. Place the insertion point within the desired text or select the desired object
2. To open the appropriate Quick menu, press [Shift] + [F10]
NOTE: Some keyboards have one key you can press to access the Quick menu from any
application.
The Quick menu appears.
3. To select the appropriate Quick menu option, press the [Up Arrow] or [Down Arrow] keys
4. To choose a menu option, once it is selected, press [Enter]
5. To close the Quick menu, press [Esc]
Using the Menus

If you need to open a main menu (e.g., File, Edit, Insert), you can do so quickly using key
commands. Once the menu appears, navigate to and open the desired menu option using the arrow
keys.
Opening the Menus

Action
Key Command
Open the File menu
[Alt] + [F]
Open the Edit menu
[Alt] + [E]
Open the View menu
[Alt] + [V]
Open the Insert menu
[Alt] + [I]
Open the Format menu
[Alt] + [O]
Open the Tools menu
[Alt] + [T]
Open the Table menu
[Alt] + [A]
Open the Window menu
[Alt] + [W]
Open the Help menu
[Alt] + [H]
Navigating Through the Menus

Action
Key Command
Scroll down one menu

option
[Down Arrow]
Scroll up one menu option
[Up Arrow]
Open a submenu of options [Right Arrow]

Exit a submenu of options
[Left Arrow]
Open selected menu option [Enter]

Exit the menu
[Esc]
Additional Keyboard Shortcuts

This document discusses a handful of the most helpful keyboard shortcuts. However, many other
keyboard shortcuts are available; Office, in particular, offers keyboard shortcuts for virtually every
operation. You can even create your own customized keyboard operations. For further information
about using keyboard shortcuts in Office 2003, use the Help option from any Office application.
1. To open the Help menu, press [F1]
2. In the Search for text box, type Keyboard Shortcuts
3. Press [Enter]
The Search Results task pane appears.
4. To learn more about keyboard shortcuts, select the appropriate related option
For more information, refer to Using Microsoft Office Help.
Using ScreenTips
ScreenTips show information about toolbar buttons and menu commands viewed on the screen.
ScreenTips are helpful if you are unsure about the function of a specific command or button. This
mouseover function allows you to view a brief description of the function of any button on a
toolbar. You can also configure Office 2003 to show you keyboard shortcuts within ScreenTips.
Activating ScreenTips
Viewing ScreenTips
Activating ScreenTips
1. From the Tools menu, select Customize...
2. Select the Options tab
3. In the Other section, select Show ScreenTips on toolbars
4. OPTIONAL: To display keyboard shortcuts in ScreenTips, select Show shortcut keys in
ScreenTips
5. Click CLOSE
The ScreenTips function for toolbar buttons is now activated.
Viewing ScreenTips
Hold the cursor over any toolbar button

The ScreenTips appear for the selected
button.
Working with Spell Check
Spell Check is a feature that checks for spelling errors in a document. Spell Check can be useful in
preventing embarrassing mistakes, but be aware that Spell Check is not always right.
Spelling can be checked simultaneously with grammar. For information on checking grammar,
refer to Word 2003: Working with Grammar Check.
NOTE: Although options and instructions vary slightly by program, the Spell Check feature is
available in all Office programs. This document uses Word's Spell Check feature as an example.
Activating Automatic Spell Check

Modifying the Dictionary
Correcting Spelling
Activating Automatic Spell Check

By default, Spell Check is automatically on whenever an Office program is open. When you turn
this feature off, Spell Check will not run as you work on your document. The feature can be easily
activated using the Options dialog box. You can also check the spelling in a document after you are
finished typing.
1. From the Tools menu, select Options...
The Options dialog box appears.
2. Select the Spelling & Grammar tab
3. Under Spelling, select Check spelling as you type
4. Click OK
Misspelled words appear underlined with a wavy red line.
NOTE: This feature marks spelling errors; it does not correct them.
Modifying the Dictionary

Modifying text in a dictionary can be useful so that Spell Check does not mark certain words and
names as misspelled. In order to remove words from or add words to from a dictionary, you must
first open the dictionary from the Custom Dictionaries dialog box. Your changes to the dictionary
are then saved for future use.

3. Click CUSTOM DICTIONARIES...
The Custom Dictionaries dialog box appears.
4. From the Dictionary list scroll box, select the dictionary to be modified
5. Click MODIFY...
The Custom Dictionary appears. If this is your first time modifying the dictionary, the list
will contain no items.
6. To add words to the dictionary,
a. In the Word text box, type the word to be added
b. Click ADD
The word appears in the Dictionary scroll box.
7. To delete words from the dictionary,
a. Select the word(s) to be deleted
b. Click DELETE
The word(s) disappears from the Dictionary scroll list.
8. When finished, click OK
9. Click OK
10. To return to your Office program, click OK
Correcting Spelling
When the dictionary recognizes a word as misspelled, the word is underlined with a wavy red line.
You can correct misspelled text through the Quick menu or through a dialog box. For words that
are often misspelled or mistyped, you may use AutoCorrect to automatically correct the mistakes
as they are typed.
For information on correcting grammar, refer to Word 2003: Working with Grammar Check.
Correcting Spelling: Quick Menu Option

Using the Quick menu to modify misspelled text allows you to manage your misspelled word(s)
quickly and easily.
1. Right click the misspelled word select the appropriate option:
Quick Menu
Option
Action
Spelling
Suggestions
Gives word choices as spelling suggestions for the misspelled word.
Ignore All
Ignores that word and every other instance of that word.
Add to Dictionary
Adds the word to the custom dictionary.
AutoCorrect
Provides word choices for the automatic correction of the misspelled

word.
Language
Allows the misspelled word to be corrected according to the selected

language.
Spelling...
Opens the Spelling and Grammar dialog box, which allows you to
change the misspelled word.
Correcting Spelling: Dialog Box Option

Using the dialog box option is a little more time-consuming, but you have more options for
correcting misspelled words.
1. From the Tools menu, select Spelling and Grammar...
OR
Click SPELLING AND GRAMMAR
OR
Press [F7]
The Spelling and Grammar dialog box appears.
2. Make the desired selection for each misspelling

NOTE: The dialog box options include all Quick menu options in addition to the options
described in the following table.
Dialog Box
Option
Action
Changes the word to the selected suggestion.

Change
Changes all identical misspellings to the selected suggestion.
Change All
AutoCorrect
Changes the word in the current document and continues to make this
correction in the future.
3. When Spell Check is complete, in the dialog box that appears, click OK
Working with the Remove Hidden Data

Utility
The Remove Hidden Data utility can strip hidden data, such as "track changes" from any Microsoft
document. It is recommended for documents that will be published to the public (e.g., D2L)
because it strips all summary information as well as track changes. In order to use this application,
the utility must first be installed by the user.
Installing the Remove Hidden Data Utility

Using the Remove Hidden Data Utility
Working with the Remove Hidden Data Utility
Installing the Remove Hidden Data Utility

In order to utilize the Remove Hidden Data utility in any Microsoft document, you must install the
utility.
1. From the Start menu, select All Programs Microsoft Office Microsoft Office Tools
UWEC Remove Hidden Data
As the installation begins, the Remove Hidden Data Tool Setup dialog box appears.
2. Select I accept the terms in the License Agreement
3. Click NEXT
The Remove Hidden Data Tool Setup dialog box refreshes.
4. OPTIONAL: For the location to Install Remove Hidden Data Tool to, if not already
indicated, navigate to C:\Program Files\Microsoft Office\Remove Hidden Data Tool\
5. Click INSTALL
The Remove Hidden Data Tool Setup dialog box appears stating it was installed
successfully.
6. Click OK
Using the Remove Hidden Data Utility

Once you have installed the Remove Hidden Data utility, make sure you have saved the document
in which you want to remove hidden data. If you have not saved your document, then the Remove
Hidden Data dialog box will not appear.
1. Open your saved document
2. From the File menu, select Remove Hidden Data...

The Remove Hidden Data dialog box appears.
3. In the File name text box, type a new file name

NOTES:
You can overwrite your original file, but it is recommended that you save it as a different
file name.
The newly named file will be saved to the same location as the original file.
4. OPTIONAL: To save the new file to a different location,
a. Click BROWSE
The File Save dialog box appears.
b. From the Save in pull-down list, select a location to save the file
c. In the File name text box, type a new file name
NOTE: You can overwrite your original file, but it is recommended that you save it
as a different file name.
d. Click SAVE
The path and filename appear in the Remove Hidden Data dialog box.
5. Click NEXT
The Remove Hidden Data utility checks for hidden data.
6. Click FINISH
NOTE: A Notepad file will appear with a list of the information removed from your
document.
7. OPTIONAL: To save the Notepad file results,
a. From the File menu, select Save As...
The Save As dialog box appears.
b. From the Save in pull-down list, select a location for the file
c. In the File name text box, type in an appropriate file name
d. Click SAVE
Working with the Converted Document
The first time that you open your converted document, a dialog box will appear asking if you want
to open your document as read-only.
If you choose YES, your document will open in read-only format. If you decide that you want to
make any changes after you have already selected read-only, you may want to close the document
and reopen it.
If you choose NO, your document will open and you can then proceed in making any revisions to
it. You will need to save your document after the revisions are completed.
Additional Considerations
If you send your new converted file as an attachment, the person who receives it will be prompted
in the same manner to open the document as a read-only file or to save it. On the other hand, if you
post your document on Desire2Learn, the user can freely open the document.
After going through the process of Removing Hidden Data, you may decide to make more changes
on the original document or converted document, or you may want to track your changes. Your
document will then need to be stripped again by repeating the steps for Removing Hidden Data.
Using Microsoft Office Help

The Microsoft Office Help (hereafter referred to as "Help") system provides concise, printable
descriptions and procedures for virtually every possible Office topic. Every feature and view is
explained, and the Help system offers suggestions regarding how to most effectively use the
features in the program.
NOTE: The same Help system is available in all Office programs (Access, Excel, FrontPage,
Outlook, PowerPoint, Publisher, and Word). This document uses PowerPoint as a guide; however,
you can easily substitute PowerPoint for the Office program you are using.
About the Help Task Pane

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

The Help task pane gives you two basic ways of searching for your topic: the Search for text box
and Table of Contents. Using the Help task pane also gives you navigation and print options. The
Help task pane provides a toolbar with these useful options:
Button
Action
Auto Tile
Tiles the work area and the Help dialog box so they do not overlap
Untile
Untiles the work area and the Help dialog box so they overlap
Back
Navigates backward through the list of topic instructions
Forward
Navigates forward through the list of topic instructions
Print
Prints the instructions currently in view
Using the Help Task Pane

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

Using the Search for text box means you will be searching for keywords throughout the entire
library of Help topics to find your topic. This approach is similar to using the Office Assistant,
described later in this document.
1. Open the Help task pane
2. In the Search for text box, type a question, word, or phrase that describes your topic
3. Click START SEARCHING
The search results appear in the Help task pane.
4. Select the desired search result
The Microsoft Office Help dialog box appears.
5. Use the toolbar buttons to change views, navigate, and print information about your topic
6. When finished, to close the Help dialog box, click the X in the top right corner
Using the Help Task Pane: Table of Contents Option

The Table of Contents option is helpful if your topic is fairly broad or if you are unsure what
exactly you are looking for.
1. Open the Help task pane
2. Click TABLE OF CONTENTS
The Table of Contents appears in the task pane.
3. Navigate through and select the desired topic(s) by category
Viewing Information about a Dialog Box

If you want to know more about an option within a dialog box without actually experimenting on
your document, you can use the Help button in any dialog box. This Help function allows you to
get information about elements within a dialog box since you cannot access outside menu
commands while a dialog box is open.
1. In the upper right hand corner of any Office dialog box, click HELP
The Microsoft Office Help task pane appears, containing information related to the selected
dialog box.
2. To find out more about the listed dialog box features, click the appropriate link(s)
Information about your selection(s) appears in the Microsoft Office Help dialog box.
3. When finished, in the upper right corner of the Microsoft Office Help dialog box, click the
X
Using Help with the Office Assistant

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

The Office Assistant appears.
To open the Help dialog box using Office Assistant:
1. Click the Office Assistant
The What would you like to do? dialog box appears.
2. In the text box, type a question, word, or phrase that describes your topic
3. Click SEARCH
The search results appear in the Help task pane.
4. Select the desired search result
The Microsoft Office Help dialog box appears.
5. Use the toolbar buttons to change views, navigate, and print information about your topic
6. When finished, to close the Help dialog box, click the X in the top right corner
To turn off Office Assistant:
1. From the Help menu, select Hide the Office Assistant
The Office Assistant disappears.
Changing the Office Assistant Character

The default Office Assistant character is Merlin the wizard, but you have many other character
options from which to choose.
1. Turn on the Office Assistant
2. Right click the Office Assistant select Choose Assistant...

The Office Assistant dialog box appears.
3. To scroll through the options, from the Gallery tab, click NEXT or BACK
4. When you have selected a character, click OK
The new Office Assistant appears.
Additional Help Resources

The LTS Online Help Collection is just one of the resources available for users. The following
resources are also available for work with Office 2003. Please note that some resources are only
available for University of Wisconsin-Eau Claire faculty, staff, and students.
Workshops
Additional Documentation
Workshops
BITS/PALS Workshops for UW-Eau Claire students

BITS provides FREE workshops for UW-Eau Claire students on a variety of topics
including Microsoft Publisher. For more information, see the BITS website.
Workshops for UW-Eau Claire Faculty and Staff
The LTS workshop series provides FREE workshops for UW-Eau Claire faculty and staff
for supported software programs. For more information, please refer to the Training
website.
Additional Documentation
Office 2003 programs provide extensive help within each program. These instructions assume that
you have the Office Assistant turned off.
Turning Off the Office Assistant

1. Right click the Office Assistant select Options...
The Office Assistant dialog box appears.
2. Deselect Use the Office Assistant
3. Click OK
Using Help Files

1. Open the desired Office 2003 program
2. From the Help menu, select Microsoft (program name) Help
3. In the Search for text box, type a word or phrase for your topic
4. Click START SEARCHING
Results matching your search term(s) appear.
5. Select a topic by clicking it once
The Microsoft (program name) Help dialog box appears with the topic displayed.
6. When done, close the Microsoft (program name) Help dialog box and Help task pane.
Creating a Custom Toolbar

To help you work more efficiently, Office allows you to customize your toolbars. A customized
toolbar leads to less time spent searching through pull-down menus and more time spent on actual
tasks. This document uses the example of creating a customized FrontPage Forms toolbar;
however, you may create a different toolbar in a different application by using the same process.

Viewing a Custom Toolbar
Deleting a Custom Toolbar

1. Right click anywhere on an existing toolbar select Customize...
2. From the Toolbars tab, click NEW...
The New Toolbar dialog box appears.
3. In the Toolbar name text box, type the desired name for the toolbar
EXAMPLE: Type Forms
4. Click OK
The new toolbar window appears.
5. From the Commands tab, in the Categories scroll box, select the desired category of
commands
EXAMPLE: Select Insert
6. From the Commands scroll box, drag the desired commands onto the new toolbar window
NOTES:
Release the mouse button when an "I" shaped bar appears on the new toolbar.
The command will appear as a button on the toolbar.

EXAMPLE: Drag the Textbox command onto the Forms toolbar window.
7. OPTIONAL: To add additional buttons, repeat steps 5-6
NOTE: The toolbar grows as you add buttons/functions.
EXAMPLE: Add more buttons appropriate to a Forms toolbar (e.g., Text Area, Checkbox,
Option Button, Drop-Down Box)
8. When finished, click CLOSE
EXAMPLE: The Forms toolbar appears like the one below.
Viewing a Custom Toolbar

To avoid on-screen clutter, not all available toolbars are displayed at the same time. To view a
toolbar that is not currently displayed, follow these instructions:
1. From the View menu, select Toolbars appropriate toolbar name
The toolbar is displayed.
Deleting a Custom Toolbar

If a customized toolbar is no longer needed, you can delete it.
1. Right click anywhere on an existing toolbar select Customize...
2. From the Toolbars tab, in the Toolbars scroll box, select the toolbar you wish to delete
3. Click DELETE
4. At the confirmation dialog box, click OK
The toolbar is deleted.
5. Click CLOSE
Customizing the Dictionary

A custom dictionary contains words not available in the main dictionary offered by Microsoft
Office. You can create a new custom dictionary for Office or you can add or remove words from
the main dictionary. You can create a new custom dictionary in Microsoft Word, which shares that
dictionary with all of the Office programs, many of which allow you to add or delete a word from
the dictionary. This document contains instructions for creating a custom dictionary and editing a
custom dictionary using Word.
Creating a Custom Dictionary
Editing a Custom Dictionary
Creating a Custom Dictionary

4. Click NEW...
The Create Custom Dictionary dialog box appears.
5. In the File name text box, type the name for the custom dictionary
6. Click SAVE
7. Under Dictionary list, select the new custom dictionary
NOTE: The new custom dictionary is selected if a check appears in the box next to it.
8. Click OK
9. On the Spelling and Grammar tab, deselect the Suggest from main dictionary only check
box
10. Click OK
Editing a Custom Dictionary

You may add or delete words in a custom dictionary. To change the spelling of a word delete it,
and add it with the correct spelling.
Editing a Custom Dictionary: Adding a Word

4. Select the dictionary you want to edit
NOTE: The dictionary is selected if there is a check mark in the box next to it.
5. Click MODIFY...
The selected dictionary dialog box appears.
6. In the Word text box, type the word you want to add
7. Click ADD
The word has been added to the custom dictionary.
8. Click OK until all dialog boxes are closed
Editing a Custom Dictionary: Deleting a Word

4. Select the dictionary you want to edit
NOTE: The dictionary is selected if there is a check mark in the box.
5. Click MODIFY...
The selected dictionary dialog box appears.
6. From the Dictionary scroll box, select the word you want to delete
7. Click DELETE
8. Click OK until all dialog boxes are closed
Overview of Clip Art

A picture is worth a thousand words. However, sometimes when you are developing documents
you do not have the time to create custom graphics or pictures. This is when Clip Art comes in
handy. This collection of drawings, pictures, and graphics includes pieces of Clip Art for any
creation.
Clip Art is stored in two locations: on the campus network and on the Web. For more information
on accessing Clip Art on the campus network, refer to Importing Clip Art from the Office 2003
Server. For more information on accessing Clip Art on the Web, refer to Importing Clip Art from
the Web.
After you choose the source of your Clip Art, finding the appropriate piece is easy. The Clip Art
Gallery can be searched using keywords or you can browse through Clip Art grouped into
categories (e.g., Animals, Buildings, Food). For more information on using Clip Art, refer to Using
Clip Art.
Once the Clip Art is inserted into the document, it can be manipulated using common Office 2003
features. The remainder of this document discusses the features available to modify Clip Art.
Common Toolbar Buttons

Depending on the Office program, you will be using either the Drawing or Picture toolbar to
modify Clip Art. Not all the options on these toolbars appear in all Office programs. The following
is a list of common toolbar buttons and their functions.
HINT: If you are unsure of the function of a toolbar button not listed here, simply hold your mouse
pointer over the button (without clicking) and a tool tip will appear.
Button
Name
Function
Select
Selects any object or placeholder
Insert Picture
Inserts a picture from a file
More Contrast
Makes dark colors darker and light colors lighter
Less Contrast
Makes dark colors lighter and light colors darker
More
Brightness
Makes all colors lighter
Less
Brightness
Makes all colors darker
Crop Tool
Crops an image (cuts out unneeded areas)
Line Style
Selects a border style and thickness
Set
Transparent
Color
Makes certain areas of a picture transparent
Text Tool
Adds text to images
Text Box
Creates a text box
Restore
Restores the picture to its original form
Auto
Thumbnail
Creates a thumbnail of the selected picture
Position
Absolutely
Holds a graphic in position when other elements on

the page are moved
Bring Forward Brings an object to the front of a group of objects

Send
Backward
Brings an object to the back of a group of objects
Rotate Left
Rotates an object 90 degrees counterclockwise
Rotate Right
Rotates an object 90 degrees clockwise
Flip Horizontal Flips an object along a horizontal axis

Flip Vertical
Flips an object along a vertical axis
Color
Changes the color of an object
Bevel
Creates a raised edge around an object
Resample
Sharpens an object after it has been resized
Rectangular
Hotspot
Creates a rectangular clickable area on an image
Circular
Hotspot
Creates a circular clickable area on an image
Polygon
Hotspot
Creates a polygonal clickable area on an image
Highlight
Hotspots
Displays only hotspots, not the image the hotspots are

applied
Using Clip Art

You can use Clip Art to add pictures to your document and make it more dynamic, colorful, and
creative. You can obtain Clip Art from the Microsoft Clip Organizer and by importing it from the
Web.
Inserting Clip Art

Using Text Wrap
Moving Clip Art
Modifying Clip Art
Adding to the Microsoft Clip Organizer
Inserting Clip Art

Inserting free Clip Art in Office 2003 is easy and can add creativity to your document.
Inserting Clip Art: Search Option
1. From the Insert menu, select Picture Clip Art...

The Clip Art task pane appears.
2. In the Search for text box, type keywords related to the Clip Art you desire
3. Click GO
In the Results section, a list of images appears.
4. Click the image you want to insert
The Clip Art is now inserted into the document.
5. OPTIONAL: Repeat steps 2-4 as necessary
Inserting Clip Art: Browse Option

2. Under the Results section, click ORGANIZE CLIPS...

The Microsoft Clip Organizer dialog box appears.
3. In the Collection List section, click the plus sign before Office Collections
A list of Clip Art categories appears.
4. Select a category
In the right half of the window, a list of Clip Art appears.
HINT: A plus sign indicates subfolders (more specific categories).
5. Move the pointer over the desired piece of Clip Art
6. Click the arrow next to the Clip Art select Copy
7. Return to the document you are creating by closing Microsoft Clip Organizer
The Clip Art appears in the document.
Using Text Wrap

NOTE: The text wrap feature is available only in Word and Publisher.
By default, Clip Art is inserted in Word documents as In line with text. Before you can move or
reposition it, you must change the wrapping style. The text wrap feature also allows you several
options for positioning your Clip Art image in or around text.
Using Text Wrap: Toolbar Option

1. Select the Clip Art image
The Picture toolbar appears.
NOTE: If the Picture toolbar does not appear, from the View menu, select Toolbars
Picture.
2. On the Picture toolbar, click TEXT WRAPPING

The Text Wrapping pull-down list appears.
3. From the list, select the appropriate Text Wrapping option:
o
o
o
o
o
o
o
o
In Line with Text: the image is placed on the same line as the surrounding text
Square: text is wrapped squarely around the image
Tight: text is wrapped closely and completely around the image
Behind Text: the image is placed behind the text
In Front of Text: the image is in front of the text, blocking the text from view
Top and Bottom: the image is placed between lines of text
Through: text is wrapped closely around the image
Edit Wrap Points: you can select where you want the text to wrap around the
image
4. OPTIONAL: To deselect the Clip Art, click somewhere else in the document
Using Text Wrap: Quick Menu Option

1. Right click the Clip Art select Format Picture...
The Format Picture dialog box appears.
2. Select the Layout tab
3. In the Wrapping style section, select the appropriate style
4. Click OK
The text is wrapped.
Moving Clip Art

You can easily move Clip Art from one location to another on your page.
Moving Clip Art: Mouse Option

1. Select the Clip Art you wish to move by clicking it once
2. Drag the Clip Art to the desired location on the page
The Clip Art is moved to the new location.
NOTE: If you are not satisfied with the results, on the toolbar, click UNDO
Moving Clip Art: Menu Option

Word and Publisher:
For more precise positioning, including text wrap options, access the Advanced options:
1. Select the Clip Art

2. From the Format menu, select Picture...
The Format Picture dialog box appears.
4. In the Layout tab, click ADVANCED...
5. Choose the Picture Position or Text Wrapping tab as appropriate
6. Make the appropriate changes
7. Click OK
8. Click OK
Modifying Clip Art

You can modify Clip Art by using the features on the Drawing toolbar. To see the functions of
specific buttons on the toolbar, see Common Toolbar Buttons in the document Overview of Clip
Art.
1. Select the Clip Art you want to modify
2. On the Drawing or Picture toolbar, click the appropriate button
Adding to the Microsoft Clip Organizer

You can add to the Microsoft Clip Organizer by importing files that are saved on a floppy disk or
hard-drive. To add Clip Art from the Web, see Importing Clip Art from the Web.
2. Under the Results section, click ORGANIZE CLIPS...
The Microsoft Clip Organizer dialog box appears.
3. From the File menu, select Add Clips to Organizer On My Own...
The Add Clips to Organizer dialog box appears.
4. Using the Look in pull-down list, navigate to the drive and/or folder containing the file you
want to add
5. Select the file you want to import (add)
6. Click ADD TO...
The Import to Collection dialog box appears.
7. Select the desired collection in which your file should appear

OR
To create a new collection,
a. Click NEW...
The New Collection dialog box appears.
b. In the Name text box, type a name for the collection
c. Under the Select where to place the collection section, select the folder to contain
the collection
d. Click OK
A new category is added.
8. Click OK
9. Click ADD
The Clip Art is now added to the collection.
10. OPTIONAL: To add keywords to describe (and to aid in searching for) the new Clip Art,
a. Right click the Clip Art select Edit Keywords...
The Keywords dialog box appears.
b. In the Keyword text box, type a keyword
c. Click ADD
The keyword now appears in the Keywords for current clip scroll box.
d. Repeat steps b-c for each keyword
e. When finished, click OK
11. To close the Microsoft Clip Organizer dialog box, in the upper right corner of the dialog
box, click the X
Importing Clip Art from the Web

Occasionally, a user will receive little to no Clip Art when Office 2003 is initially installed. In
other cases, users may simply want to expand their collections of images by importing from the
Web. The following instructions explain how to import Clip Art from the Web into the Microsoft
Clip Organizer. Once it is saved, this Clip Art can be accessed and used at any time in the future
from the Microsoft Clip Organizer. For information on importing Clip Art from the server, see
Importing Clip Art from the Office 2003 Server.
The following instructions will work for faculty and staff working on their office desktop
computers.
2. Click CLIP ART ON OFFICE ONLINE
The Microsoft Office Clip Art and Media Home Page appears in your default web browser.
3. From the Search pull-down menu, select the desired type of search to be performed
4. In the text box, type keywords related to the desired type of clip art
5. Click GO
The search results appear.
6. Select the check box below the Clip Art you want to download
With each image selected, the toolbar is updated with the number of items selected.
OPTIONAL: To view the previous or next page of images, click the arrow buttons on the
right
7. Click DOWNLOAD ITEM(S)

If the ActiveX control for Microsoft Office Online is not currently installed on your
computer, the web application will automatically download and install it.
Once the Active X control is successfully installed, click CONTINUE
The Download page appears.
8. To download the item(s),
a. Click DOWNLOAD NOW
The File Download dialog box appears.
b. Click SAVE
The Save As dialog box appears.
c. Select the desired save location
d. Click SAVE
9. When the download is completed, click OPEN
The Microsoft Clip Organizer appears with the downloaded clip art displayed.
NOTES:
When you download Clip Art, it is automatically added to the Microsoft Clip Organizer.
For information on inserting clip art, refer to Using Clip Art.
Using WordArt
You can use WordArt to make display text (e.g., the heading of your document) more eyecatching. WordArt can be resized, moved, and edited to fit your needs.
Creating WordArt
Resizing WordArt
Moving WordArt
Editing WordArt
Creating WordArt
WordArt can be inserted through a button on the Drawing toolbar, the WordArt toolbar, or through
the Insert menu.
Accessing WordArt
1. From the View menu, select Toolbars Drawing or WordArt
Inserting WordArt
1. From the Drawing or WordArt toolbar, click INSERT WORDART
OR
From the Insert menu, select Picture WordArt...
The WordArt Gallery dialog box appears.
2. From the WordArt Gallery, select the desired style

3. Click OK
The Edit WordArt Text dialog box appears.
4. In the Text text box, type your text

5. To format your text, from the Font or Size pull-down lists, make the desired selections
6. To change the front style, click BOLD or ITALICS
7. Click OK
Your selected WordArt and the WordArt toolbar appears. For a description of the options
available, refer to Editing WordArt with the WordArt Toolbar.
Resizing WordArt
WARNING: Be careful when resizing text so that you do not distort the letters excessively, making
them unreadable. Using side handles does not resize proportionally. To resize proportionally, use
the corner handles and hold down [Shift].
1. Select the WordArt

Sizing handles appear on the text box area.
2. Place the pointer over one of the square handles
When the pointer changes to a two-directional arrow, you can move the pointer in any
direction.
HINT: To resize proportionally, hold down [Shift] while moving a corner handle or open
box.
3. Click and drag the border to the desired size
A dotted outline appears indicating the new size.
4. Release the mouse
Moving WordArt
If the WordArt you have created is in the wrong place, the image can be easily moved.
1. Select the WordArt
2. From the WordArt toolbar, click TEXT WRAPPING
In Front of Text
3. Place your pointer over a letter of your WordArt

4. When the pointer turns into a four-directional arrow, click and drag the WordArt to the
desired location
5. Release the mouse
Editing WordArt
To change the spelling or wording of the WordArt you have created, use the WordArt toolbar.
1. Select the appropriate piece of WordArt by clicking it once
The WordArt toolbar appears.
2. Click EDIT TEXT...

3. Make the desired changes
4. Click OK
To edit the style of your WordArt, refer to Editing WordArt.
Editing WordArt
After creating WordArt, you can change its color and style to make it even more appealing. This
document includes instructions on the following topics that apply to Microsoft Excel, PowerPoint,
and Word:
Editing WordArt with the WordArt Toolbar

Adjusting WordArt Colors
Editing WordArt Text
Changing WordArt Font Face & Size
Changing WordArt Shapes
Rotating WordArt
Wrapping Text around WordArt
Adding a Shadow to WordArt
Adding a 3-D Effect to WordArt
Editing WordArt with the WordArt Toolbar

When a WordArt text box is selected, the WordArt toolbar should be showing. If it is not:
1. With the WordArt text box selected, right click on the WordArt text box select Show
WordArt Toolbar
The following table identifies what the buttons on the toolbar represent.
Toolbar Icon
Function(s)
Insert WordArt: Insert another WordArt object in any style.
Edit Text: Change the character formatting (font, size, bold,
italics) or text of WordArt.
WordArt Gallery: View the gallery to change an existing
WordArt style.
Format WordArt: Change the colors and lines, size, position,
or wrapping of WordArt, or add alternate text (for web use).
WordArt Shape: Mold your WordArt text into a shape.
Text Wrapping: Make text wrap around a WordArt object.
Available only in Word.
WordArt Same Letter Heights: Make lowercase and uppercase
letters the same height.
WordArt Vertical Text: Shift a horizontal word to a vertical
orientation and vice versa.
WordArt Alignment: Choose from the following options: Left
Align, Center, Right Align, Word Justify, Letter Justify, or
Stretch Justify.
WordArt Character Spacing: Change the spacing between

characters (tracking or kerning) of WordArt.
Adjusting WordArt Colors

Fill color and line color may be adjusted in WordArt. Fill color is the color of the inside of the
letters, and line color is the color of the letter outlining.
Adjusting Fill Color: Drawing Toolbar

1. Select the WordArt image
2. From the Drawing toolbar, click the to the right of FILL COLOR
NOTE: If the Drawing toolbar is not shown, from the Standard toolbar, click DRAWING
.
3. From the Fill Color pull-down list, select a color
For more fill effects, click FILL EFFECTS...
Adjusting Fill Color: WordArt Toolbar

2. From the WordArt toolbar, click FORMAT WORDART
The Format WordArt dialog box appears.
3. Select the Colors and Lines tab
4. In the Fill section, from the Color pull-down list, select a color
For more fill effects, click FILL EFFECTS...
5. Click OK
Adjusting Line Color: Drawing Toolbar

This option is available only if the WordArt in use contains lines.
2. From the Drawing toolbar, click the to the right of LINE COLOR
NOTE: If the Drawing toolbar is not shown, from the Standard toolbar, click DRAWING
.
3. From the Line Color pull-down list, select a color
For more line colors and pattern options, click MORE COLORS... or PATTERNED
LINES...
Adjusting Line Color: WordArt Toolbar

This option is only available if the WordArt in use contains lines.
3. In the Line section, from the Color pull-down list, select a color
For more line colors and pattern options, click MORE COLORS... or PATTERNED
LINES...
4. Click OK
Editing WordArt Text

If you need to change the spelling or words of the WordArt you have created, use the WordArt
toolbar editing option.
2. From the WordArt toolbar, click EDIT TEXT...
3. In the Text text box, make your changes
4. Click OK
Changing WordArt Font Face & Size

If the font or size of the WordArt letters do not suit you, use the WordArt toolbar editing option.
2. From the WordArt toolbar, click EDIT TEXT...
3. From the Font pull-down list, select a font
4. From the Size pull-down list, select a font size
HINTS: You may also adjust the size by using the image handles. To adjust proportionally
using the image handles, hold [Shift] down while moving a corner image handle.
5. Click OK
Changing WordArt Shapes
One interesting effect WordArt allows you is to mold the text of the WordArt into a particular
shape.
2. From the WordArt toolbar, click WORDART SHAPE
3. From the menu, select the shape that you want your text to be in
The WordArt shape adjusts.
Rotating WordArt
To slant or turn your straight, horizontal WordArt image, you can use the rotating tool. See FreeRotating for more detailed information.
NOTE: The text wrapping style for your WordArt must be something other than "in line" before
you can rotate it. For information on changing the text wrapping style, see Wrapping Text around
WordArt.
2. From the Drawing toolbar, click DRAW Rotate or Flip Free Rotate
3. Position the mouse pointer over one of the green dots that appear at the corners or the top
of the text box
4. Click and drag the pointer to change the angle of the text box
The WordArt position adjusts.
6. To deselect free rotate, click outside the WordArt
Wrapping Text around WordArt

NOTE: This option applies only to Microsoft Word.
For a professional-looking document, wrapping text around your WordArt image will improve the
uniformity and not interrupt the text.
Wrapping Text: Dialog Box

4. Under Wrapping style, select a style

5. Under Horizontal alignment, select a position
6. Click OK
Any text wraps around the WordArt.
Wrapping Text: Toolbar

2. From the WordArt toolbar, click TEXT WRAPPING
The Text Wrapping pull-down list appears.
3. Select the desired option
Adding a Shadow to WordArt

Depending on the font and the WordArt shape you have selected, a shadow effect can enhance your
WordArt image.
2. From the Drawing toolbar, click SHADOW STYLE
3. From the Shadow Style pull-down list, select a style
OR
For more shadow options, select Shadow Settings...
The Shadow Settings toolbar appears.
Adding a 3-D Effect to WordArt

A three-dimensional effect can give depth to your WordArt image.
2. From the Drawing toolbar, click 3-D STYLE
3. From the pull-down list, select your choice of a 3-D style
OR
For more 3-D options, select 3-D Settings...
The 3-D Settings toolbar appears.
Office Drawing Toolbar

Using the Office drawing tools is an easy way to enhance any document. Whether you are adding
color to text or adding shapes and 3-D effects, the Office drawing tools make it easy for any user.
This document gives instructions on how to access the Drawing toolbar and defines the toolbar
options available in Office 2003.
Accessing the Drawing Toolbar

Drawing Toolbar Options
Accessing the Drawing Toolbar

The View menu gives the option of viewing any toolbar for your particular needs.
1. From the View menu, select Toolbars Drawing
The Drawing toolbar appears at the bottom of the screen.
Drawing Toolbar Options

With Office's drawing tools, you can draw shapes, add color to text or backgrounds, add Clip Art,
shading, and 3-D effects to enhance any project. Located along the bottom of the window is a set
of drawing tools on the Drawing toolbar. You can move the toolbar or have it be a free-floating
window depending on your needs.
The following table shows the Drawing toolbar options and their uses.
Icon
Tool Name
Use
Draw
Access a submenu to manipulate shapes and

text boxes
Select Objects
Select any object or placeholder
AutoShapes
Access a submenu of readymade shapes
Line
Draw a single straight line
Arrow
Draw an arrow which can be modified using

the FORMATTING button
Rectangle
Draws boxes or rectangles
Oval
Draws ovals and circles
Text Box
Enter text in a text box
Insert WordArt
Insert pre-formatted, stylized text. For more

information, see Using WordArt.
Insert Diagram or
Insert a diagram or organization chart
Organization Chart
Insert Clip Art
Opens Insert ClipArt task pane for you to

select Clip Art
Insert Picture from File
Insert an image stored on a disk.
Fill Color
Apply color from edge to edge of a selected

shape
Line Color
Apply color to a selected line or border
Font Color
Apply color to selected text
Line Style
Choose a style (thickness) for a selected line

or border
Dash Style
Choose a dash style for a selected line or

border
Arrow Style
Modify the style (arrow head, direction) of a

selected arrow
Shadow Style
Choose a shadow style for selected text,

shape, or object
3-D Style
Choose a 3-D effect for a selected shape
Drawing in Office 2003

Adding visual components to your projects can enhance or emphasize your message. Office
provides tools that allow you to draw objects. You can draw your own or select from a number of
ready-made shapes that can then be colored and sized as preferred. You can also add text to the
shapes you draw. This document's instructions work with most Office 2003 programs; however, for
instructions specific to Publisher 2003, refer to Drawing and Manipulating Objects.
This document covers the following:
Drawing Objects
Working with AutoShapes
Formatting AutoShapes
Working with Text in Objects
Drawing Objects
Office allows you to create simple shapes and objects with its built-in drawing tools. Once you
have drawn an object, you can format the object in several ways.
1. From the Drawing toolbar, click the tool for the object you want to draw
The Drawing toolbar appears.
If the Drawing toolbar is not visible, from the View menu, select Toolbars Drawing
2. Position your pointer where you want the object to start
3. Click and drag the pointer to where you want object to end
The shape appears.
Working with AutoShapes

Office comes with a set of ready-made shapes you can use in your documents. The shapes can be
resized, rotated, flipped, colored, and combined with other shapes, such as circles and squares, to
make more complex shapes. The AUTOSHAPES button on the Drawing toolbar contains several
categories of shapes, including lines, basic shapes, block arrows, flowchart elements, stars and
banners, and callouts.
Working with AutoShapes: Drawing an AutoShape

1. Open the project that you would like to add the AutoShape to
2. On the Drawing toolbar, click AUTOSHAPES
3. From the submenu that appears, select the shape category you want click the shape you
want
4. Position your pointer where you want the shape to start
5. Click and drag the pointer where you want the shape to end
An outline indicating the size of your shape appears.
The AutoShape appears in your document.
Working with AutoShapes: Drawing a Custom AutoShape

By using the three freehand drawing tools - Curve, Freeform, and Scribble - you can create your
own shape. Curve lets you draw shapes that have curves. Freeform lets you draw shapes that have
both straight lines and curves. Scribble lets you draw shapes with fine detail.
Curve
To access custom shapes:
Freeform
Scribble
1. From the Drawing toolbar, click AUTOSHAPES select Lines select the drawing tool
you want to use
2. If you select Curve, click and release the mouse button to begin your shape. As you draw,
click the mouse button to anchor a curve. To finish your drawing, double click.
If you select Freeform, click and release the mouse button to begin your shape. As you
draw, click the mouse button to anchor the endpoints of straight lines or click and drag the
mouse to draw curves - you can do both in one drawing. To finish your drawing, double
click.
If you select Scribble, click and drag the mouse to draw your shape. To finish your
drawing, release the mouse button.
To edit the custom shape:
You can use the same process to modify (i.e., change the appearance) and manipulate (i.e., change
the position) your drawing as you do with AutoShapes. However, Office features an additional
method, called Edit Points, to fine-tune the look of custom shapes. These allow you to reshape
small segments of your drawing.
1. Select your custom shape
2. From the Drawing toolbar, click DRAW
select Edit Points
Black dots, called Edit Points, will appear at various places in your shape.
3. Click and drag an Edit Point to make the desired changes
4. When you are finished editing your object, to turn off Edit Points, click anywhere on the
page
Formatting AutoShapes
Once you have created an object in your document, you can change its appearance by moving,
adjusting the size, and changing the color of the object. When selected, an object has "handles"
that can be used to stretch the object taller or shorter, wider or thinner, or proportionally larger or
smaller. You can also manipulate your objects several other ways, such as coloring them, shading
them, and adjusting them to fit text inside.
For more information on changing the size or color of autoshapes, refer to Modifying Objects. For
more information on moving autoshapes, refer to Manipulating Objects.
Working with Text in Objects

You can add text to objects. This eliminates the need to create a text box within an object
Working with Text in Objects: Adding Text

NOTE: You cannot add text to shapes from the Lines or Connectors categories in the AutoShapes
menu
1. Right click the shape select Add Text

2. Type the text
3. OPTIONAL: To format the font and size of the text, use the Formatting toolbar
4. OPTIONAL: To format the color of the text, use the Drawing toolbar
5. When you are done entering and formatting the text, click anywhere outside of the object
Working with Text in Objects: Editing Text

You can always go back and edit text in an existing object.
1. Select the object that contains the text you want to edit
2. Select the text
3. Make the desired changes
4. When finished, to deselect the text, click outside the object
Working with Text in Objects: Text Fitting Options

You have several options available to customize the fit of your text within the object.
1. Right click the shape select Format AutoShape...
The Format AutoShape dialog box appears.
2. Select the Text Box tab
3. Select the desired options
Option
Description
Word wrap text in

AutoShape
Text appears on multiple lines to fit within

your AutoShape optimally.
Resize AutoShape to fit

text
Resizes the AutoShape to optimally fit your

text.
Rotate text within

AutoShape by 90
Rotates the text 90 clockwise within the

AutoShape.
Working with Text Boxes

Text boxes can be used as labels, or to highlight or emphasize text. Using text boxes combines the
formatting options of an object with text. You can fill the text box with color or give it a colored
border. You can also wrap other text around the text box and link text boxes.
Creating Text Boxes

Formatting Text
Formatting the Text Boxes
Moving Text Boxes
Linking Text Boxes
Creating Text Boxes

There are two ways you can create a text box. With most Office programs you will insert a text box
and then type the text. Word allows you the added option of creating a text box from selected text.
Creating Text Boxes: Toolbar Option

Creating a text box is very simple and can be done in a few clicks.
1. From the Drawing toolbar, click TEXT BOX
2. Move your cursor to the area in which you would like to place the text box
3. Click and hold the mouse button
4. Drag the mouse until the text box reaches the desired size
The text box is created.
6. Type the text
Creating Text Boxes: Selected Text Option

Word:
Creating a text box can also be done after you type the text.
NOTE: If you use this method to create a text box and then add text to the text box, the text box
automatically resizes to fit the text.
1. Type the text
2. Select the desired text in which you would like to place the text box around
3. From the Drawing toolbar, click TEXT BOX
The text box is created around the selected text
Formatting Text
Formatting text within a text box follows the same process as formatting any other type of text and
is completed using the Formatting toolbar.
1. Select the text you wish to format

2. From the Formatting toolbar, select the desired formatting options
For more information on formatting text, refer to Working with Text Options
Formatting the Text Boxes

When working with text boxes, not only are you allowed to change the look of the text, but you
can also format the text box itself. Formatting a text box is no different than formatting any other
object.
For information on formatting objects in Office 2003, see the following documents:
Using the Fill Effects Dialog Box: This document includes instructions on adding a fill
color, gradient, or texture to your text boxes.
Modifying Objects: This document contains information on adding shadows and 3D effects
to your text boxes.
Moving Text Boxes

An advantage of using text boxes is that text within a box can easily be moved around a document.
1. Select the text box to be moved
2. Move the pointer to the border of the text box
The pointer now becomes a four-headed arrow.
3. Click and drag the text box to its new location
Linking Text Boxes

Linked text boxes allow text to flow from one text box to another seamlessly. This can be useful if
there is too much text in one text box. You do not want to enlarge the first text box or to flow the
text into a box on another page.
To link text boxes
1. Create the new text box
2. Select the text box which contains the extra text
3. From the Text Box toolbar, click CREATE TEXT BOX LINK
The pointer now looks like a bucket.
4. Click inside the text box where you would like to place the text
The extra text is placed in the box and the text boxes are now linked.
To unlink text boxes:
1. Select the text box that contains the forward link

HINT: This is the text box that originally contained the extra text.
2. From the Text Box toolbar, click BREAK FORWARD LINK
The text boxes are now unlinked and all text is back in its original text box.
Manipulating Objects
Many times, documents have multiple objects; getting them all in the correct location can be
difficult. Knowing the ins and outs of manipulating objects will help you create a professionallooking document every time.
To learn how to modify object properties (e.g., color), see Modifying Objects.
Selecting Objects
Moving Objects
Nudging Objects
Ordering Objects
Aligning Objects
Rotating or Flipping Objects
Grouping Objects
Selecting Objects
When working with your project, you must select the objects you want to manipulate. To select an
object, simply click on it. Once an object is selected, you can order, duplicate, or group it.
To select multiple objects:
1. Hold down the [Shift] key
2. Click on each of the objects you want to work with
To deselect one of the objects:
1. Hold down the [Shift] key
2. Click the object you want to deselect
Moving Objects
1. Select the object
2. Click and drag the object to the desired position on your document
Nudging Objects
When you want your object to be "nudged," or moved just a little, you can choose one of two
available options. You can use the keyboard arrow keys to move the object, which is the fastest and
easiest way. Or, you can access the Nudge option through the Drawing toolbar.
Nudging Objects: Keyboard Option

NOTE: In Excel, both of the following methods move an object the same amount of pixels.
1. Select the object you want to nudge
2. Word and PowerPoint:
To move your object 5 pixels at a time, press the desired arrow key
To move your object 1 pixel at a time, hold the [Ctrl] key and press the desired arrow key
Publisher:
To move your object 5 pixels at a time, hold the [Shift] key and press the desired arrow key
To move your object 1 pixel at a time, press the desired arrow key
Nudging Objects: Toolbar Option

NOTE: This option is not available in Publisher.
1. Click the object you want to nudge
2. On the Drawing toolbar, click DRAW select Nudge desired direction
Ordering Objects
Objects often must be ordered a certain way if they are to be visible. If you have overlapping
objects, each object can be sent to the back or brought forward. Ordering can be performed with
any object.
The example below walks you through the ordering process. This general example can be applied
to your specific case.
NOTE: In Publisher, these options are available from the Arrange menu.
1. Select the triangle (i.e., the object you wish to move)
Notice it is in the middle of the three layers.
2. On the Drawing toolbar, click DRAW select Order Bring Forward or Bring to Front
The triangle is brought to the front of the three layers.
NOTES: Using the Bring Forward option moves the object forward one layer.
Using the Bring to Front option moves the object to the first layer.
3. Select the triangle (i.e., the object you wish to move)

4. On the Drawing toolbar, click DRAW select Order Send Backward or Send to Back
The triangle is sent to the back of the three layers.
NOTE: If your object does not appear behind the other object(s), repeat this step
Aligning Objects
If you want to align multiple objects in your document, the align option will help you do so
quickly and easily.
1. Select the objects you want to align
2. On the Drawing toolbar, click DRAW select Align or Distribute desired alignment
Rotating or Flipping Objects

Rotating or flipping an object is made easy with Office drawing tools. You can control the rotation
by choosing the Free Rotate option, or you can rotate your object to the left or right. If you want to
flip an object, you can choose to flip it horizontally or vertically.
1. Select the object or group of objects you want to rotate or flip

2. On the Drawing toolbar, click DRAW select Rotate or Flip select desired option
Free Rotate Option

If you select the Free Rotate option, you designate the degree of rotation by using the handles.
1. Select one of the handles located around your object
2. Drag your pointer in the direction and degree you want your object to rotate
HINT: Holding [Shift] while dragging rotates the object in 15 degree increments.
Grouping Objects
You may want your shapes to become one group if you want them to move as one or if you want to
apply the same formatting to all of them. Office gives you this option to group shapes together.
Grouping Objects
1. Select the object(s) you want in the group
2. On the Drawing toolbar, click DRAW select Group
The handles for the individual objects disappear and handles appear around the group of
objects.
3. Make any necessary changes to the group of objects
Ungrouping Objects
1. Select the group by clicking on one of the groups objects
2. On the Drawing toolbar, click DRAW select Ungroup
Regrouping Objects
1. On the Drawing toolbar, click DRAW select Regroup
The handles reappear around the most recently ungrouped group.
Hints for Grouping, Ungrouping, and Regrouping
A quick way to group and ungroup objects is to use the shortcut menu that appears when
you select the group and click the right mouse button
To work with an individual object after you have ungrouped the objects, first click outside
the groups selection rectangle to cancel the selection, and then click the object.
If you open a dialog box to change an object attributefor example, the Format Object
dialog box to change a colorand you do not see an option selected, it may be because the
group of objects you have selected has a variety of fill colors.
Modifying Objects
Once you have created an object, you can change its appearance to meet your design needs by
resizing, shading, adding shadows, and/or creating 3-D effects. This document will show you how
to use all of these Office drawing options. To learn how to access the Drawing toolbar, see Office
Drawing Toolbar.
Resizing Objects
Reshaping AutoShapes
Coloring Objects
Adding Shadows
Adding 3-D Effects
Resizing Objects
1. Select the shape that you want to adjust
2. Click and drag a handle until the shape is the size you want
HINT: To maintain the shape's width-to-height ratio, hold down [Shift] while you drag the
corner handle.
3. Once your shape has reached the desired size, release the mouse button
Reshaping AutoShapes
Some AutoShapes appear with a yellow diamond(s). If your shape has one or more, you can use a
diamond to change the width, rotation, or parts of your shape without affecting its overall size.
Here are some examples of how the yellow diamond works:
Before
Before
After
After
Using the Yellow Diamonds:

1. Select your shape
2. Click and drag the yellow diamond for the desired effect
Coloring Objects
Once you have drawn objects using the drawing tools or selected a shape from the AutoShape
menu, you can enhance them with color. There are two ways to add color to your object: use the
FILL COLOR and LINE COLOR buttons on the Drawing toolbar, or use the Format AutoShape
dialog box.
An even more customized look can be obtained by adding a gradient, pattern, texture, or picture as
fill for your object. You can do this by using the Fill Effects dialog box.
Coloring Objects: Toolbar Option

To color the inside of the object:
1. Select the object or line that you want to shade
2. From the Drawing toolbar, click the arrow next to FILL COLOR
3. From the Color submenu, select the desired color
To color the border of the object:
1. Select the object or line that you want to shade
2. From the Drawing toolbar, click the arrow next to LINE COLOR
3. From the Color submenu, select the desired color
Coloring Objects: Dialog Box Option

1. Select the object that you want to shade
2. From the Format menu, select AutoShape...


4. To color the inside of an object, in the Fill section, from the Color pull-down list, select the
desired color
5. To color the border of an object, in the Line section, from the Color pull-down list, select
the desired color
6. Click OK
Adding Shadows
You can add a shadow to any object. The size, direction, and color of shadows can also be
modified to fit your needs.
NOTE: You can enhance objects by adding 3-D or shadow effects. You may add one or the other to
any object, but not both.
1. Select the object or group of objects you want to shadow
3. From the Shadow pull-down list, select the desired shadow effect
Customizing Shadows
1. Select the object or group of objects you want to customize
3. From the Shadow pull-down list, select Shadow Settings...

The Shadow Settings toolbar appears.
4. Use the Shadow Settings toolbar to make the desired changes
Adding 3-D Effects

Lines, most AutoShapes, and freeform objects can be given a 3-D appearance. With 3-D, you can
change depth, color, rotation, angle, direction of lighting, and surface texture.
NOTE: You can enhance objects by adding 3-D or shadow effects. You may add one or the other to
any object, but not both.
1. Select the object or group of objects you want to appear in 3-D
2. From the Drawing toolbar, click 3-D STYLE
3. From the 3-D pull-down list, select the desired 3-D effect
Customizing 3-D
1. Select the object or group of objects you want to customize
2. From the Drawing toolbar, click 3-D
3. From the 3-D pull-down list, select 3-D Settings...
The 3-D Settings toolbar appears.
4. Use the 3-D Settings toolbar to make desired changes
Using the Fill Effects Dialog Box

A highly customized look for shapes and text boxes can be created by adding a gradient, pattern,
texture, or picture as fill. However, only one of these effects may be applied to your object. You
can create a customized look by using the Fill Effects dialog box. The many options available
through the tabs in this dialog box are discussed in this document.
Accessing the Fill Effects Dialog Box

Adding Color Gradient
Adding Texture
Adding a Pattern
Adding a Picture
Accessing the Fill Effects Dialog Box

1. Select the shape(s) that you want to adjust
2. From the Format menu, select AutoShape...
OR
Right click the shape select Format AutoShape...
4. In the Fill section, from the Color pull-down list, select Fill Effects...
The Fill Effects dialog box appears.
Adding Color Gradient

Rather than filling an object or text box with one color, you may want to fill it with gradations of
one or two colors.
1. Access the Fill Effects dialog box
2. Select the Gradient tab
3. Under the Colors section, select One color, Two colors, or Preset
Your selection will determine further options available to you.
4. If you selected One color, use the Dark/Light scroll bar to adjust the darkness and lightness
of the gradient
If you selected Two colors, from the Color 1 and Color 2 pull-down lists, select the other
colors you want to use
If you selected Preset, from the Preset colors pull-down list, select a preset color
combination
5. Under the Shading styles section, select your style option
Variants of your shading style appear in the Variants section.
6. From the Variants section, select the style you prefer
Your selection appears as the Sample.
7. When satisfied with your selections, click OK
8. Click OK
Adding Texture
You may decide that you want to add texture to your color. You can choose from the Office preset
textures or use a graphic file that you have downloaded or created.
Adding Texture: Preset

2. Select the Texture tab
3. Click a texture to select it

Your selection appears as the Sample.
4. Click OK
5. Click OK
Adding Texture: From a File

2. Select the Texture tab
3. Click OTHER TEXTURE...
The Select Texture dialog box appears.
4. Using the Look in pull-down list, navigate to and select the graphic file you want to use
5. Click INSERT
In the Fill Effects dialog box, your selection appears as the Sample.
6. Click OK
7. Click OK
Adding a Pattern
Office offers 48 patterns to fill your object. You may choose the background and foreground
colors.
2. Select the Pattern tab
3. From the Pattern section, click a pattern to select it

4. From the Foreground pull-down list, select a color
This is the color of the lines or pattern.
The Sample reflects your choice.
5. From the Background pull-down list, select a color
This is the color the pattern will appear on.
The Sample reflects your choice.
6. Continue to adjust your selections until the Sample reflects the pattern and colors you want
7. Click OK
8. Click OK
Adding a Picture
Office gives you the option of filling your object with an image that you have downloaded or
created.
2. Select the Picture tab
3. Click SELECT PICTURE...

The Select Picture dialog box appears.
4. Using the Look in pull-down list, navigate to and select the graphic file you want to use
5. Click INSERT
In the Fill Effects dialog box, your selection appears in the Picture section.
6. Click OK
7. Click OK
Tables
This lesson will teach you how to create tables. You use tables to format all or part of your
document into columns and rows. Each exercise in this lesson is dependent on your having
completed the exercise that preceded it. Complete the exercises in sequence. To begin this lesson,
open Microsoft Word.
Creating a Table
To create a four-column, five-row table:
1.
2.
3.
4.
Choose Table > Insert > Table from the menu. The Insert Table dialog box opens.
Type 4 in the Number of Columns field.
Type 5 in the Number of Rows field.
Select Auto in the Column Width field. Selecting Auto allows Microsoft Word to determine
the size of your column widths. Alternatively, you can enter the column width you desire.
5. Click OK. Your table should look like the one shown here, with four columns and five
rows.
Alternate Method -- Creating a Table by Using the Insert Table Icon

You can also create a table by clicking on the Insert Table icon on the Standard toolbar.
1. Click the Insert Table icon.
2. Highlight the number of rows and columns you need. The maximum table size you can
create by this method is a four-row by five-column table.
3. Press Enter (or click) to create the table.

Note: Microsoft Word has a Tables and Borders toolbar. This lesson does not cover the Tables and
Borders toolbar.
Moving Around a Table

Each block in a table is called a cell. Use the Tab key to move from cell to cell from left to right.
Use Shift-Tab to move from cell to cell from right to left. The following exercise demonstrates.
1. Click in the first cell in the first column.
2. Press the Tab key nine times. The cursor moves forward nine cells.
3. Press Shift-Tab six times. The cursor moves backward six cells.
Note: You can also move to a cell by clicking in the cell. In addition, you can move around the
table by using the left, right, up, and down arrow keys.
Entering Text into a Table

To enter text into a table, simply type as you normally would. Press Tab to move to the next cell.
Enter the text shown below into your table.
1. Type Salesperson in the first cell in the first column. Press the Tab key.
2. Type Dolls in the first cell in the second column. Press the Tab key.
3. Continue until you have entered all of the text.
Salesperson
Dolls
Trucks
Puzzles
Kennedy, Sally
1327
1423
1193
White, Pete
1421
3863
2934
York, George
2190
1278
1928
Banks, Jennifer
1201
2528
1203
Selecting a Row and Bolding the Text

You learned about bolding in Lesson Three. In this exercise, you will select the first row of the
table and bold all of the text on the row.
1. Click anywhere on the first row of your table.
2. Choose Table > Select > Row from the menu.
3. Press Ctrl-b to bold the row.
Right-Aligning Text
You learned about alignment in Lesson Five. In this exercise, you will right-align the second
(Dolls), third (Trucks), and fourth (Puzzles) columns of the table you created.
1. You need to highlight "Dolls," "Trucks," and "Puzzles." Place the cursor before the "D" in
"Dolls." Press the F8 key to anchor the cursor. Then press the right arrow key until you
have highlighted "Dolls," "Trucks," and "Puzzles."
2. Choose Table > Select > Column from the menu.
3. Press Ctrl-r to right-align the cells.
Your table should look like the one shown here. Make any needed corrections before continuing.
Note: All of the formatting options you learned about in previous lessons can be applied to cells in
a table.
Adding a New Row to the End of the Table

You can add additional rows to your table. The simplest way to add a new row is to move to the
last column of the last row and press the Tab key. You can then type any additional text you need to
add.
1. Move to the last column of the last row of your table.
2. Press the Tab key.
3. Type the text shown here.
Atwater, Kelly
4098
3079
2067
Adding a Row Within the Table

You can add a new row anywhere in the table. The exercise that follows demonstrates.
To add a row just above York, George:
1. Place the cursor anywhere in the fourth row (the row with York, George as the salesperson).
2. Choose Table > Insert > Rows Above from the menu.
3. Add the information shown here to the new row.
Pillar, James
5214
3247
5467
Resizing the Columns

You can easily change the size of your column widths. In this exercise, you will select the entire
table and adjust all the column widths.
1.
2.
3.
4.
5.
Click anywhere in your table.

Choose Table > Select > Table from the menu. Your table is selected.
Choose Table > Table Properties from the menu.
Choose the Column tab.
Type 1" in the Preferred Width field. This will cause Microsoft Word to set all the columns
to a width of one inch.
6. Click OK.
Depending on your font, the first column of your table might not be wide enough and the text
might be wrapping.
To widen the first column:

1.
2.
3.
4.
5.
6.
Place the cursor anywhere in the first column.

Choose Table > Select > Column from the menu.
Choose Table > Table Properties from the menu.
Choose the Column tab.
Type 1.5 in the Preferred Width field.
Click OK.
Alternate Method -- Resizing Your Column Widths by Using the Width Indicator
You can resize your column widths by placing the cursor on the line that separates two columns.
This causes the width indicator to appear. After the width indicator appears, left-click and drag
with the mouse to adjust the column width.
Adding a New Column to a Table

You can add new columns to your table. To add a new column between the Salesperson and Dolls
columns:
1. Place the cursor anywhere in the Dolls column.
2. Choose Table > Insert > Columns to the Left from the menu.
3. Label the new column Region and add the text shown in the table below.
Salesperson
Region
Dolls
Trucks
Puzzles
Kennedy, Sally
1327
1423
1193
White, Pete
1421
3863
2934
Pillar, James
5214
3247
5467
York, George
2190
1278
1928
Banks, Jennifer
1201
2528
1203
Atwater, Kelly
4098
3079
2067
Sorting a Table
With Microsoft Word, it is easy to sort the data in your table. To sort your table data by Region and
within Region by Salesperson in ascending order:
1. Click anywhere on your table.
2. Choose Table > Sort from the menu.
3. Select Region in the Sort By field.
4. Select Text in the Type field (because you are sorting text).
5. Select Ascending.
6. Select Salesperson in the Then By field.
7. Select Text in the Type field (because you are sorting text).
8. Select Ascending.
9. Select Header Row (because your table has titles across the top of the table).
10. Click OK.
Microsoft Word should have sorted your table like the one shown here:
Salesperson
Region
Dolls
Trucks
Puzzles
Pillar, James
5214
3247
5467
White, Pete
1421
3863
2934
Atwater, Kelly
4098
3079
2067
Banks, Jennifer
1201
2528
1203
Kennedy, Sally
1327
1423
1193
York, George
2190
1278
1928
The Sum Function

You can perform calculations on the numbers in your table. Several functions are available to you.
A review of all of the functions is beyond the scope of this tutorial, but the exercise that follows
demonstrates the Sum function. In this exercise, you will add a new row to your table, place the
word "Total" at the bottom of the Salesperson column, and sum the Dolls, Trucks, and Puzzles
columns.
1.
2.
3.
4.
Place your cursor in the cell located on the last row in the last column.
Press the Tab key to create a new row.
Type Total in the cell on the bottom row in the Salesperson column.
Move to the Dolls column.
5. Choose Table > Formula from the menu.

6. Type =SUM(ABOVE) in the formula field, if it does not automatically appear.
7. Select #,##0 in the Number Format field. This selection causes Microsoft Word to separate
thousands with a comma.
8. Click OK.
9. Move to the Trucks column.
13. Click OK.
14. Move to the Puzzles column.
18. Click OK.
Deleting a Column
You can delete columns from your table. To delete the Trucks column:
1. Place your cursor anywhere in the Trucks column.
2. Choose Table > Delete> Columns from the menu.
Deleting a Row
You can delete rows from your table. To delete the York, George row:
1. Place your cursor anywhere in the York, George row.
2. Choose Table > Delete > Rows from the menu.
Recalculate
Unlike a spreadsheet, Microsoft Word does not automatically recalculate every time you make a
change to the table. To cause a function to recalculate, you must first move to the cell that contains
the function and then press the F9 key. Alternatively, you can move to the cell that contains the
function, right-click, and select Update Field from the context menu. Because you deleted a row in
the previous exercise, your calculations are now incorrect. To recalculate:
1.
2.
3.
4.
Move to the Dolls/Total cell.

Press F9.
Move to the Puzzles/Total cell and right-click.
Click Update Field.
Note: The context menu is a useful tool. When you right-click, Microsoft Word supplies you with
a list of menu choices. You can execute a command by selecting an option from the context menu.
Merge Cell
Using Microsoft Word, you can merge cells -- turn two or more cells into one cell. In this exercise,
you are going to create a new row at the top of your table, merge the cells, and add a title to the
table.
1. Move to the cell located on the first row of the first column of your table (the Salesperson
cell).
2. Choose Table > Insert > Rows Above from the menu.
3. Choose Table > Merge Cells from the menu.
4. Type Toy Sales in the new cell.
5. Press Ctrl-e to center the title.
Table Headings
If Microsoft Word splits your table with a page break, the table heading will display on the first
page but not on subsequent pages. To correct this problem, you can designate rows as headings.
Heading rows are repeated on the top of your table at the top of each page. To designate a row as a
heading:
1. Place your cursor on the row.
2. Choose Table > Heading Rows Repeat from the menu.
Converting Text to a Table

You can convert text to a table; however, a delimiter such as a comma, paragraph marker, or tab
must separate columns of text. In the exercise that follows, you will convert comma-delimited text
into a table.
1. Type the following as shown (do not bold).
Color, Style, Item
Blue, A980, Van
Red, X023, Car
Green, YL724, Truck
Name, Age, Sex
Bob, 23, M
Linda, 46, F
Tom, 29, M
3. Choose Table > Convert > Text to Table from the menu.
4. Type 3 in the Number of Columns field.
5. Select Auto in the Column Width field.
6. Select the Commas radio button in the Separate Text At frame.
7. Click OK.
Microsoft Word should have converted your text to a table and your table should look like the one
shown here.
Splitting a Table
With Microsoft Word, splitting a single table into two tables is easy. To separate the table you just
created into two tables:
1. Place your cursor anywhere on the row that reads "Name, Age, Sex."
2. Choose Table > Split Table from the menu.
You should now have two tables.
Table AutoFormat
You can use AutoFormats to apply borders, shading, special fonts, and color to your table.
Microsoft Word lists all Formats in the Table AutoFormat dialog box. While in the Table
AutoFormat dialog box, click a format to see that format displayed in the Preview box. You can
customize how the format is applied. Check the features you want in the Formats to Apply and the
Apply Special Formats To frames. Microsoft Word comes with a long list of AutoFormats.
To apply an AutoFormat to your Name, Age, and Sex table:
1.
2.
3.
4.
Click anywhere in the table.

Choose Table > Table AutoFormat from the menu.
Click Table Colorful 1 in the Table Styles box.
Select Heading Rows and First Column in the Apply Special Formats To frame. Do not
select Last Row and Last Column.
5. Click Apply.
Your table should look like the one shown here.

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The Office 2003 Environment

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A Brief History of Word Processing

The Office 2003 Environment

Microsoft Word 2003/2002 for Windows

The Title Bar

The Menu Bar

Things You Need to Know

If you are asked to double-click an item:

does not include Spelling and Grammar check.

Denotes the end of a paragraph

Denotes hidden text

To show non-printing characters:

Click Tools on the Menu bar.

Highlighting Menu Items

1. Click the Menu bar item. A drop-down menu will appear.

Click the drop-down menu item.

Placing the Cursor

Choosing Menu Commands by Using the Alt Key

Starting a New Paragraph

Microsoft Word Basic Features

Typing and Using the Backspace Key

The Delete Key

1. Double-click the letters "OVR."

Alternate Method -- Setting Options by Using Key

Bold, Underline, and Italicize

Your screen should look similar to the one shown here.

Italicize - Using the Menu

The following illustrates underlining by using the menu:

Alternate Method -- All Three by Using the Keys

Click Tools on the Menu bar.

Showing/Hiding the Task Pane

1. From the View menu, select Task Pane

Viewing Other Task Panes

Moving the Task Pane

Smart Tags and AutoCorrect

Selecting this option takes you to the AutoCorrect dialog

Save As and Open Dialog Boxes

The Help Task Pane

Displaying the Help Task Pane: Keyboard Option

Displaying the Help Task Pane: Button Option

Displaying the Help Task Pane: Menu Option

Displaying the Help Task Pane: Office Assistant Option

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

Working with Toolbars

Customizing Toolbars: Adding Buttons

Customizing Toolbars: Removing Buttons

Arranging Toolbars: Menu Option

Arranging Toolbars: Toolbar Option

select Show Buttons on Two Rows

The Standard toolbar

Function of commonly used buttons

and file format

File menu and select Print

This quiz is available on a page without the table above

You have made a change to the active document and

A phrase will appear several times in the document.

The document had been checked for spelling errors, it

A document which has been saved into a folder on

The document had been checked for spelling and has

The Formatting toolbar

Changes the font of the

Changes the size of selected

Makes selected text and

Makes selected text and

Underlines selected text and