Visi Book Msword

Table of Contents
Word Basics .................................................... 1

Create a new document......................................................................... 2
Cut, copy and paste ............................................................................. 12
Format words ....................................................................................... 22
Format paragraphs .............................................................................. 35
Use bullets and numbering ................................................................. 47
Adjust page settings............................................................................ 53
Check spelling...................................................................................... 59
View pages ........................................................................................... 63
Long Documents ........................................... 79

Format text with styles ........................................................................ 80
Find and replace................................................................................. 100
Set tabs ............................................................................................... 105
Insert breaks....................................................................................... 110
Employ headers and footers ............................................................. 116
TABLE OF CONTENTS i
Special Features .........................................133
Format pages in columns ................................................................. 134
Employ drop caps.............................................................................. 137
Insert pictures .................................................................................... 140
Draw and paint ................................................................................... 151
Employ tables .................................................................................... 162
Advanced Word............................................181
Employ mail merge............................................................................ 182
Employ templates .............................................................................. 204
Print envelopes and labels ............................................................... 213
Use the thesaurus.............................................................................. 220
Count words....................................................................................... 223
Insert table of contents ..................................................................... 225
ii TABLE OF CONTENTS
Word Basics
In this section, you’ll learn how to:
• Create a new document

• Cut, copy and paste
• Format words
• Format paragraphs
• Use bullets and numbering
• Adjust page settings
• Check spelling
• View pages
WORD BASICS 1
Create a new document
Type text
1. Start Microsoft Word 2003.
You should see a screen that looks like this:
2 WORD BASICS
2. Close the Getting Started pane.
3. In the blank document, type:
Fax Cover Sheet
at the top of the page.
WORD BASICS 3
4. Press the ENTER key on your keyboard twice.
The document should look like this:
Tip: Pressing the ENTER key twice should add two blank lines
between the words Fax Cover Sheet and the blinking cursor.
4 WORD BASICS
5. Type:
To: John Smith
6. Press the ENTER key on your keyboard.
7. Type:
From: Melissa Jones
then press ENTER.
8. Type:
Fax number: 888-555-1874
then press ENTER.
WORD BASICS 5
9. Type:
Date: January 1, 2004
then press ENTER.
10. Type:
Total number of pages: 5
The document should now look like this:
6 WORD BASICS
Create a folder for your document
1. On the Menu Bar, click File, then Save.
WORD BASICS 7
2. When the Save As window appears, create a new folder in the
My Documents folder called Word Documents.
Tip: To create this new folder, first select the My Documents

folder in the Save in drop-down list.
8 WORD BASICS
Then click the icon.
When the New Folder window appears, type:
Word Documents
in the Name box.
WORD BASICS 9
Then click the button.
The Word Documents folder should appear in the Save in box.
10 WORD BASICS
Save the document
1. In the File name box, type:
Fax Cover Sheet
2. Click the button.
WORD BASICS 11
Cut, copy and paste
Move text
1. Click at the beginning of the words
Fax number: 888-555-1874
2. Holding your mouse button down, drag over the words to

highlight them.
12 WORD BASICS
3. Click the icon.
Tip: Your Standard and Formatting toolbars may share one row
at the top of the window.
Some buttons may be hidden:

Hidden
Icons
To see all the buttons, click the Formatting toolbar’s handle (the
light gray dotted vertical line)…
…and drag the Formatting toolbar down so it occupies a second

row.
WORD BASICS 13
Now the toolbars should be stacked one above the other:
Some menu commands also may be hidden. To make all the

menu commands appear, click the double arrows at the bottom
of the menu:
To see what an icon does, rest your mouse on it for a full

second. A yellow label will appear that tells you what it does:
14 WORD BASICS
4. Click at the beginning of the last line on the page to place the
cursor there.
5. Click the icon.
WORD BASICS 15
Your document should now look like this:
16 WORD BASICS
Copy text
1. On the Menu Bar, click Edit, then Select All.
2. Click the icon.
WORD BASICS 17
3. Click the icon.
This should create a new document.
You should now have two Word windows open, and a new blank
document:
18 WORD BASICS
Paste text
1. Click the icon.
All the text from the document Fax Cover Sheet should appear
in the new document:
2. Click the icon to save the new document.
WORD BASICS 19
3. Save the document as Fax Cover Sheet Copy in the Word
Documents folder.
4. On the Menu Bar, click Window, then Fax Cover Sheet.
20 WORD BASICS
This should return you to the original document:
WORD BASICS 21
Format words
Change font
1. Highlight the words Fax Cover Sheet.
2. Click the drop-down arrow next to the Font list.
3. When the Font list appears, click Arial.
22 WORD BASICS
The text should look like this:
4. Click in white space on the page to un-highlight the text.
WORD BASICS 23
Using Fonts
Fonts, or letter shapes, fall into two main categories: Serif and Sans
Serif.
Serif fonts have little “feet” at the bottom of letters, like Times New
Roman:
Sans Serif fonts, like Arial, don’t have “feet” at the bottom of letters:
For the main text of a document, you may want to use a serif font.
Their “feet” lead your eye across the page, and make long passages
easier to read.
You may want to use a sans serif font for headings. This makes a nice
contrast:
Sans Serif Heading

The heading of this descriptive paragraph is in a sans serif font. See how
it draws attention to this paragraph below it?
24 WORD BASICS
Change font size
1. Highlight the words Fax Cover Sheet again.
Then click the drop-down arrow next to the Font Size list.
2. When the Font Size list appears, click 16.
WORD BASICS 25
3. Click in white space on the page to deselect the text.
The words Fax Cover Sheet should now be larger:
4. Save the document.
26 WORD BASICS
Change font style
1. Highlight the words Fax Cover Sheet, then click the icon.
2. Click the icon again to un-bold the text.
WORD BASICS 27
3. Click the icon.
The text should now look like this:
4. Click the icon again to un-italicize the text.
5. Click the icon one more time.
28 WORD BASICS
6. Click in white space on the page to de-select the text.
WORD BASICS 29
Change font color
2. Click the drop-down arrow next to the icon.
3. When the Font Color grid appears, click Teal.
30 WORD BASICS
4. Deselect the text.
The text should now be teal-colored.
WORD BASICS 31
Apply text effects
2. On the Menu Bar, click Format, then Font.
32 WORD BASICS
3. When the Font window appears, check the All Caps checkbox.
WORD BASICS 33
It should now look like this:
34 WORD BASICS
Format paragraphs
Change paragraph alignment
1. Make sure the words FAX COVER SHEET are still highlighted,
then click the icon.
WORD BASICS 35
2. Click the icon.
The text FAX COVER SHEET should shift to the center of the
page.
36 WORD BASICS
Indent paragraphs
1. Click at the end of the last line to place your cursor there.
2. Press ENTER twice to start a new line and create a little space
below the last line of text.
3. Type the phrase:
Here is the travel information you requested. Please contact me if

you have any additional questions.
4. Click the icon.
WORD BASICS 37
5. Click the icon again.
The text should indent further:
38 WORD BASICS
6. Click the icon.
The text should go back to its previous indent:
WORD BASICS 39
Change line spacing
1. Make sure the cursor is still in the paragraph that begins
Here is the travel…
Then in the Menu Bar, click Format.
2. When the menu appears, click Paragraph.
40 WORD BASICS
3. When the Paragraph window appears, click Double in the Line
spacing drop-down list.
WORD BASICS 41
The paragraph should now be double-spaced:
42 WORD BASICS
Apply borders
1. Click the first line, FAX COVER SHEET, to place your cursor in
it.
2. On the menu bar, click Format.
3. When the menu appears, click Borders and Shading.
WORD BASICS 43
4. When the Borders and Shading window appears, make sure
the Borders tab is on top.
Then in the Style list, click Double Line.
44 WORD BASICS
5. In the Width list, click 1 ½ pt.
WORD BASICS 45
The paragraph should now have a double-line border around it:
46 WORD BASICS
Use bullets and numbering
Apply bullets
1. Highlight the lines from
To: John Smith
through
Total Number of Pages: 5
2. Click the icon.
WORD BASICS 47
The lines should now look like this:
Tip: If you want to just start a new line under the same bullet,
use a soft return. Soft returns start a new line instead of a new
paragraph.
To do a soft return, place your cursor at the end of a line, hold

down the SHIFT key on your keyboard, then press ENTER.
Example:
• Paragraph.
• New Paragraph. It gets its own bullet.
• Paragraph.
Soft-returned line beneath paragraph. Since it’s in the same
paragraph, it doesn’t get its own bullet.
48 WORD BASICS
Apply numbering
1. Click the icon.
WORD BASICS 49
2. Click the icon again to change the lines back to bulleted.
Tip: Sometimes Word carries over numbering from a previous

numbered list into a new list.
To restart numbering, place the cursor in the first line of the

numbered list.
On the Menu Bar, click Format, then Bullets and Numbering.
Make sure the Numbered tab is on top, then click the Restart
numbering radio button.
50 WORD BASICS
Change bullet character
1. On the Menu Bar, click Format, then Bullets and Numbering.
2. When the Bullets and Numbering window appears, click the

Diamonds bullet.
WORD BASICS 51
52 WORD BASICS
Adjust page settings
Set margins
1. On the Menu Bar, click File, then Page Setup.
Tip: If you can’t see Page Setup, click the double down arrows
at the bottom of the File menu.
WORD BASICS 53
2. Make sure the Margins tab is on top.
Then enter 0.75” for the Top, Bottom, Left and Right margins.
54 WORD BASICS
Change orientation
2. When the Page Setup window appears, click Landscape.
This changes the page orientation to horizontal.
WORD BASICS 55
3. Click Portrait.
This will change the page orientation back to vertical.
56 WORD BASICS
Set paper size
1. At the top of the Page Setup window, click the Paper tab.
2. Click the drop-down arrow under Paper size, then click Legal.
WORD BASICS 57
3. Change paper size back to Letter.
The new .75” page margins should take effect.
58 WORD BASICS
Check spelling
1. Change the words FAX COVER SHEET at the top of the page to
read Faxe Cover Sheet.
2. Click in blank white space on the page.
A red squiggly line should appear under the word Faxe:
Click the icon.
WORD BASICS 59
The Spelling and Grammar window should appear, with the
word Faxe in the top half of the window.
3. Choose the correct spelling of Fax from the list of suggestions.
60 WORD BASICS
5. When the Spell Check Complete window appears, click the

button.
AutoCorrect
You might notice that Microsoft Word automatically corrects common

spelling errors. If you type teh, it will automatically change it to the.
6.
This feature is called AutoCorrect. You can see all of the entries for
7.
AutoCorrect by clicking Tools, then AutoCorrect Options.
8.
You can even add AutoCorrect entries for common typos you make.
9. Change the words Fax Cover Sheet back to All Caps.
Tip: You can also right click on a word with a red squiggly line.
A list of alternate spellings will appear in the pop up menu.
WORD BASICS 61
Grammar check
By default, Microsoft Word checks grammar as well as spelling.

Grammatical errors are underlined with a green squiggly line. A
grammar check will run when you perform a spell check.
To correct grammar, right-click on the underlined words and choose

alternative phrasing. Keep in mind that the grammar check is only
75%-80% accurate.
If you don’t want Microsoft Word to run grammar checks, when you run
a spell check, uncheck the Check Grammar box in the Spelling and
Grammar window.
62 WORD BASICS
View pages
Employ different page views
1. At the bottom of the screen, click the icon.
Tip: If the icon is depressed, you are already in Print Layout

View.
WORD BASICS 63
2. Click the icon.
Tip: Note that you no longer see the edges of the page.
64 WORD BASICS
Different page views
There are four views in Microsoft Word: Print, Normal, Web, and
Outline.
Print Layout View shows not only formatting, but the layout of the
document.
Normal View concentrates on the text and formatting, and doesn’t

show all the formatting of a document, like columns.
The Web Layout View simulates the look of Web pages in a Web
browser.
The Outline View creates a hierarchy for long documents.
WORD BASICS 65
Show/Hide invisible symbols
1. Click the icon.
Tip: Note that symbols representing hard returns, spaces, tab

characters and soft returns appear.
The Show/Hide icon
The Show/Hide icon displays invisible formatting symbols. It can be

very helpful for troubleshooting.
Paragraph symbols represent hard returns.
The dots between words represent spaces.
Right arrows represent tab characters.
Bent arrows represent soft returns.
The symbols should disappear.
66 WORD BASICS
Change the Zoom level
1. Click the drop-down arrow next to the Zoom box.
2. When the Percentage list appears, click 200%.
3. At the bottom of the screen, click the icon.
WORD BASICS 67
4. Click the Zoom drop-down arrow again, then click 75%.
The screen should look like this:
68 WORD BASICS
5. Click the Zoom drop-down arrow again, then click Page Width.
WORD BASICS 69
Preview a document
1. Click the icon.
70 WORD BASICS
2. Click once near the top of the document.
WORD BASICS 71
The view should zoom in so the text is legible:
72 WORD BASICS
3. Click on the page again.
The view should zoom out:
4. Click the icon.
WORD BASICS 73
Print a document
1. On the Menu Bar, click File, then Print.
The Print window should appear.
74 WORD BASICS
Notice the options available:
3. Save and close the document Fax Cover Sheet.
WORD BASICS 75
Practice: Word Basics
1. Create a new, blank document.
2. Save it in the Word Documents folder that’s in the My

Documents folder.
Give it the file name Directions.
3. At the top of the page, type:
Directions to One World Travel
4. Below the words Directions to One World Travel, insert a

numbered list with these items:
• Head north on Main Street
• Turn right on 1st Avenue
• Go three blocks
• One World Travel is on the right
• 415 1st Avenue
76 WORD BASICS
5. Format the words Directions to One World Travel as Arial, 18
point text, bold and centered.
6. Give the words the special effect Small Caps.
7. Move the words Go three blocks up one line, so they’re above

Turn right on 1st Avenue.
Tip: Use Cut and Paste.
8. Increase the indent of the numbered list.
9. Change the line spacing of the entire document to Double.
10. Change all the page margins to 1.5".
WORD BASICS 77
11. Perform a spell check and correct any misspellings.
12. Save and close the Directions document.
78 WORD BASICS
Long Documents
• Format text with styles

• Find and replace
• Set tabs
• Insert breaks
• Employ headers and footers
LONG DOCUMENTS 79
Format text with styles
Download a document
1. Open a Web browser and go to:
www.visibooks.com/books/word2003
2. Place the cursor over the ParisGuide.doc link, then click your
right mouse button.
Tip: All Word Documents have the extension .doc.
Just like the extension .ppt identifies a file as a PowerPoint

presentation,.doc identifies a file as a Word document.
3. When the menu appears, click Save Target As.
80 LONG DOCUMENTS
4. When the Save As window appears, navigate to the Word
Documents folder in the My Documents folder, so it appears in
the Save in box.
This will save ParisGuide.doc in the Word Documents folder.
6. Close the browser.
LONG DOCUMENTS 81
Open an existing document
1. On the Standard toolbar, click the icon.
2. Click the drop-down arrow in the Look in list, then click the My
Documents folder.
82 LONG DOCUMENTS
3. From the list of folders and files, double-click Word Documents.
It should appear in the Look in box.
4. Click ParisGuide.doc once to select it.
LONG DOCUMENTS 83
Apply styles
1. Click in front of the first word, Paris, to place your cursor there:
2. Click the drop-down arrow next to the Style list.
3. When the Style list appears, click Heading 1.
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4. Click in front of the word Overview in the second line:
5. Click the drop-down arrow next to the Style list.
6. In the Style list, click Heading 2.
LONG DOCUMENTS 85
7. Save the document in the Word Documents folder as Paris
Guide.
It should look like this:
86 LONG DOCUMENTS
Create new styles
1. Scroll down about 2/3 of the way down the document.
2. Highlight the words
Atelier Montparnasse $$
3. Make this text bold and italic.
LONG DOCUMENTS 87
4. Change the font size to 14 points.
5. Click inside the Style box to highlight its contents
then type:
Hotel Name
6. Press the ENTER key on your keyboard.
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7. Click the drop-down arrow beside the Style box.
Hotel Name should be listed among the styles.
8. Highlight
Esméralda $$
LONG DOCUMENTS 89
9. Click the drop-down arrow next to the Style box.
When the list of styles appears, click the Hotel Name style.
This should apply the Hotel Name style to the text.
The text
Esméralda $$
should now look like this:
90 LONG DOCUMENTS
Modify a style
1. Click in front of the word Overview to place your cursor there.
The Heading 2 style should appear in the Style box:
2. On the Menu Bar, click Format, then Styles and Formatting.
LONG DOCUMENTS 91
When the Styles and Formatting pane appears, place your
cursor on the Heading 2 style.
3. Click the drop-down arrow that appears next to it.
92 LONG DOCUMENTS
4. In the drop-down list that appears, click Modify.
LONG DOCUMENTS 93
5. When the Modify Style window appears, click the
button.
6. When the list appears, click Font.
94 LONG DOCUMENTS
7. In the Font style box, click Italic.
8. Click the button twice.
The text should now look like this:
LONG DOCUMENTS 95
9. Close the Styles and Formatting pane by clicking its icon.
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Practice
1. In the Paris Guide document, apply the Heading 2 style to the

text
What to See
Where to Eat
and
Where to Stay
2. Apply the Hotel Name style to the text
George V $$$$
and
Paris Hôtel des Tuileries $$$
3. Format the text
Restaurant Georges
so it’s bold and italic.
LONG DOCUMENTS 97
4. Save the formatting for
Restaurant Georges
as a style named Restaurant:
5. Apply the Restaurant style to the text
Café Beaubourg
Tante Marguerite
and
Bistrot Côte Mer
6. Change the Restaurant style so it’s not italic.
98 LONG DOCUMENTS
7. Save the Paris Guide document.
When you’re done, it should look like this:
LONG DOCUMENTS 99
Find and replace
Find words
1. Place the cursor at the beginning of the Paris Guide document.
2. On the Menu Bar, click Edit, then Find.
3. When the Find and Replace window appears, type:
See
in the Find what box.
100 LONG DOCUMENTS

The word see should be highlighted:
LONG DOCUMENTS 101

Replace words
1. Place the cursor at the top of the document.
2. Click Edit, then Replace.
102 LONG DOCUMENTS

3. When the Find and Replace window appears, make sure the
Replace tab is on top, then type:
Paris
in the Find what textbox.
4. In the Replace with textbox, type:
the City of Light
LONG DOCUMENTS 103

The first instance of Paris is highlighted.
6. Click the button twice.
Painters try to capture the beauty of Paris…
is the next text found.
The word Paris should be replaced by the City of Light.
9. Save the Paris Guide document.
104 LONG DOCUMENTS

Set tabs
1. Scroll down to the text
Where to Stay
in the document.
2. Highlight the four lines under Rates.
Notice the tab symbol in the ruler:
3. Click the icon to the left of the ruler.
It should change to a tab.
LONG DOCUMENTS 105

Tip: If the ruler is not visible, click View on the Menu Bar, then
click Ruler.
It should change to a tab.
It should change to the tab.
106 LONG DOCUMENTS

6. Click 5 more times on the icon.
It should cycle back to the tab.
7. Place your cursor at 2 inches on the ruler, then click.
A tab should be set, with the hotel rates centered vertically

on the tab marker.
LONG DOCUMENTS 107

8. Place the mouse pointer on the tab marker, then drag it to
the left 0.5 inches so it rests on 1.5.
The hotel rates should move closer to the $ symbols:
9. Save the Paris Guide document, then close it.
108 LONG DOCUMENTS

Practice
1. Open Paris Guide.
2. Highlight the four lines under Prices per entrée.
3. Set a right-aligned tab at 1.5".
The page should look like this:
4. Save the Paris Guide document, then close it.
LONG DOCUMENTS 109

Insert breaks
Insert a page break
2. On the first page of the document, click in front of the word

Overview to place your cursor there.
3. On the Menu Bar, click Insert, then Break.
4. When the Break window appears, make sure Page Break is

selected.
110 LONG DOCUMENTS

The word Overview should move to the next page.
LONG DOCUMENTS 111

Insert a section break
Section breaks
Section breaks allow you to format different parts of a document

differently.
By breaking up a document into different sections, you can apply

different page numbers or margins to different parts of the same
document.
1. Scroll to the text
What to See
then click in front of the W.
2. On the Menu Bar, click Insert, then Break.
112 LONG DOCUMENTS

3. When the Break window appears, click Next Page under
Section Break Types.
What to See should move to the next page.
LONG DOCUMENTS 113

Practice
1. Insert a Next Page Section Break before each of the following

headings:
Where to Eat
Where to Stay
2. Insert a Page Break before
Sacré Coeur
and
Bistrot Côte Mer
114 LONG DOCUMENTS

LONG DOCUMENTS 115

Employ headers and footers
Insert page numbers
1. Return to the first page of the Paris Guide document.
2. On the Menu Bar, click View, then Header and Footer.
A dotted-line rectangle indicates the header area.
116 LONG DOCUMENTS

The Header and Footer toolbar should appear, with the
document text grayed out:
Tip: You can move the Header and Footer toolbar out of the
way by clicking the toolbar’s Title Bar (the colored bar where it
says Header and Footer) and dragging it to a new location.
LONG DOCUMENTS 117

In this case, it’s been dragged up to the top of the page, beneath
the other toolbars:
3. In the Header and Footer toolbar, click the icon.
The footer area should now be displayed:
118 LONG DOCUMENTS

4. In the Header and Footer toolbar, click the icon.
5. On the Header and Footer toolbar, click the icon.
6. Scroll to the bottom of the page.
The page number should be visible at the bottom of the page.
Tip: If you don’t see the page number, make sure you are in
Print Layout view. Headers and footers are not visible in Normal
view.
LONG DOCUMENTS 119

Insert headers
1. On the Menu Bar, click View, then Header and Footer.
2. In the Header area, type:
Paris Guide
Paris Guide should now be at the top of every page.
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Remove headers/footers from first page
1. Double-click on the header Paris Guide to view the Header area.
LONG DOCUMENTS 121

3. When the Page Setup window appears, make sure the Layout
tab is on top.
Then check the Different First Page checkbox.
The header should disappear from page one:
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It should take you to page 2, where the header should be visible:
LONG DOCUMENTS 123

Set different headers and footers
Using different headers/footers
For long documents like manuals and proposals, you might want to
give each new section (or chapter) of the document a different header
and/or footer.
If a section break has been inserted at the beginning of each new

chapter, you can create different headers and footers for each chapter.
1. Highlight the words Paris Guide in the header.
2. Type the word Overview to replace Paris Guide.
124 LONG DOCUMENTS

It should take you to page 3.
The Header area on page 3 should indicate Section 2.
Section 2 is the What to See section of the document, but its

header still says Overview.
4. On the Header and Footer toolbar, click the icon to turn it off.
LONG DOCUMENTS 125

5. Change Overview to What to See.
7. Save the Paris Guide document and close it.
126 LONG DOCUMENTS

Practice
2. Return to the Header/Footer view.
3. Go to Section 3, Where to Eat.
4. Change the Header for Section 3 to read Where to Eat.
5. Change the Header for Section 4 to read Where to Stay.
Go to Print Preview and observe the headers and footers.
Each section should have the correct header.
LONG DOCUMENTS 127

6. Save and close the document.
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Practice: Long Documents
1. Using your browser, go to:
2. Download Constitution.doc to the Word Documents folder in

the My Documents folder.
3. Open Constitution.doc.
4. Apply the Heading 1 style to the text
THE UNITED STATES CONSTITUTION
5. Apply the Heading 2 style to the text:
Article I
Article II
Article III
LONG DOCUMENTS 129

6. Format the text
Section 1
so it’s bold, italic, and in the Arial font.
7. Save the formatting as a style named Section.
8. Apply the Section style to the text in each of the 9 Sections in

Article I.
9. Change the Section style so it’s not italic.
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10. Find the number
25
and replace it with the words
twenty-five
throughout the document.
11. Insert a Next Page Section Break before Article II, Article III,
and Article IV.
12. Add page numbers to all of the pages.
13. Save and close the file.
14. Open Constitution.doc.
15. Apply the Heading 2 style to the text:
Article IV
Article V
Article VI
Article VII
16. Apply the Section style to text in each of the 4 sections in Article
II.
17. Insert a Next Page Section Break before Article V, Article VI,
and Article VII.
LONG DOCUMENTS 131

18. Create a different header for each section so the article number
appears in the header.
19. When you’re finished, the document should look like this:
20. Save the document in the Word Documents folder, then close
it.
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Special Features
• Format pages in columns

• Employ drop caps
• Insert pictures
• Draw and paint
• Employ tables
SPECIAL FEATURES 133

Format pages in columns
2. Download Newsletter.doc and save it in the Word Documents

folder in the My Documents folder.
3. Open Newsletter.doc in Word.
4. Highlight the text from the first headline
Travel prices hit rock bottom
to the end of the document.
134 SPECIAL FEATURES

5. On the Menu Bar, click Format, then Columns.
6. When the Columns window appears, click the Two option.

7. Make sure Selected Text appears in the Apply To box.
Tip: If you don’t highlight text first, columns will be applied to the
entire document.
8. Save it in the Word Documents folder.

Employ drop caps
1. Click in the first paragraph:
Airlines are dropping prices…
2. On the Menu Bar, click Format, then Drop Cap.

3. When the Drop Cap window appears, click Dropped in the
Position section.
4. Choose Tahoma from the Font list.

The paragraph should now begin with a dropped capital letter:

Insert pictures
1. Click at the beginning of the text
Your Guide to Worldwide Travel
2. On the Menu Bar, click Insert, Picture, then Clip Art.

3. When the Clip Art pane appears, type:
travel
in the Search for box, then click the button.

4. Scroll down to the picture of the globe and the suitcase.
Then place your cursor on it.
When the down-facing arrow appears, click it.

5. When the drop-down menu appears, click Insert.
6. Close the Clip Art pane.


Move and resize pictures
1. Click and drag the picture to the top of the second column.

2. Click and drag the resize handle up and to the right about an
inch.
This should make the picture larger:

Tip: Resizing from a corner handle ensures the picture will
resize proportionally.
If you use the middle handles to resize, the picture will be

stretched horizontally or vertically, and will be out of proportion:
If you accidentally distort the picture, just select the picture, then
click the icon on the Picture toolbar. This returns the picture
back to its original size.

Wrap text around pictures
1. On the Picture toolbar, click the icon.
Tip: If you don’t see the Picture toolbar, click View on the Menu
Bar, then Toolbars, then Picture.
2. When the drop-down menu appears, click Square.


Tip: If the picture disappears…
…scroll down to the bottom of the first column and the picture
should be there.
Then just click and drag the picture back to the top of the second
column.

Draw and paint
Draw shapes
1. Place the cursor at the top of the document and click the
icon.
The Drawing toolbar should appear at the bottom of the window.

2. Click the icon.
A drawing canvas should appear at the top of the page.
Tip: A drawing canvas automatically appears when you click on

any of the drawing tools. The canvas allows you to move and
resize multiple shapes together.
You can specify whether you want to use the drawing canvas:
On the Menu Bar, click Tools, then Options.
When the Options window appears, click the General tab. Then
you can check or uncheck the Automatically create drawing
canvas when inserting AutoShapes check box.

3. In the upper left corner of the page, outside of the drawing
canvas, click and drag diagonally to draw a rectangle about 1
inch wide by ½ inch tall.
Tip: Make sure you draw the rectangle outside of the drawing
canvas.
4. On your keyboard, press the DELETE key to delete the

rectangle.
5. Click the icon on the Drawing toolbar again.

6. On your keyboard, hold down the SHIFT key.
Then click and drag to draw a square in the upper left corner of
the page outside of the drawing canvas.
Tip: Holding the SHIFT key down when drawing creates a

square, a circle or other proportional shape.
7. Delete the square.
8. On the Drawing toolbar, click the icon.

9. When the menu appears, click Stars and Banners, then click
the first star.
10. Click and drag in the upper left corner of the page (outside the
drawing canvas) to draw a 1.5 inch star.

Change shape color
1. On the Drawing toolbar, click the arrow next to the icon.
2. When the color grid appears, click Yellow.

Add text to a shape
1. On the Drawing toolbar, click the icon.
2. Click in the middle of the star.

3. In the text box, type:
Paris from $299!
4. Click and drag the right resize handle about a ¼ inch to the right.

This should make the star wider and all of the text visible.
5. Center the text in the textbox.
The star should look like this:

6. Change the font in the text box to Tahoma.
If necessary, click the star and drag it to the top of the page so
it’s not blocking any of the text.

It should now look like this:

Employ tables
Insert a table
1. Click in the blank line above the text
Vacation Planning Tips For Bargain Shoppers
2. On the Menu Bar, click Table, Insert, then Table.

3. When the Insert Table window appears, enter 3 for the columns
and 3 for the rows.

5. Press the TAB key on your keyboard to move the cursor to the
second cell of the table.
6. Type:
Paris

7. Type this information in the table cells:
Paris London
Boston $299 $259
Chicago $379 $299
Tables vs. tabs
If you just want to line up a couple of items, tabs work well. For large
sets of information, tables work better.
Tables also provide more formatting options for borders and shading.

Add rows and columns
1. Make sure the cursor is in the last cell of the table, then press
the TAB key on your keyboard.
This should insert a new row in the table.
2. In the new row, type:
Los Angeles $299 $359
3. Place your cursor above the word London.
When the cursor turns into an arrow , click.
This should highlight the last column of the table:

4. On the Menu Bar, click Table, Insert, then Columns to the
Right.
5. When the new column appears, type:
Paris London Rome

Boston $299 $259 $319
Chicago $379 $299 $399
Los Angeles $299 $359 $399
6. Click to the left of the first cell in the table, with your cursor an
arrow: .
This should highlight the entire first row.

7. On the Menu Bar, click Table, Insert, then Rows Above.
8. In the first cell of the table, type:
Bargain Airfares
The table should look like this:

Merge cells
1. Click in the first cell of the first row, then drag across to the last
cell.
This should highlight the first row.
2. On the Menu Bar, click Table, then Merge Cells.

3. Bold and center the text in the first row.
Tip: Formatting text in a table works the same way as in the rest
of a document.
By clicking on icons in the toolbars, you can apply bullets and

other formats to text contained in table cells.

Change column width
1. Place the cursor between the first and second columns.
Click and drag the column divider to the right.
The first column should get wider, while the second column gets
narrower.

2. On the Menu Bar, click Table, AutoFit, then AutoFit to
Contents.
The table should now look like this:

Apply borders and shading
1. Highlight the entire first row of the table.
2. On the Menu Bar, click Format, then Borders and Shading.

3. When the Borders and Shading window appears, click the
Shading tab.
Then click Lavender in the last row of the color grid.
4. Right-click on the table.

5. When the menu appears, click Borders and Shading.

6. When the Borders and Shading window appears, make sure
the Borders tab is on top.
Then click None for the Setting.

9. Print Preview the document.
You’ll see the table’s border lines disappear.
10. Close the Print Preview window.

Practice: Special Features
2. Download PartyInvitation.doc to the Word Documents folder

in the My Documents folder on your computer.
3. Open PartyInvitation.doc.
4. Save the document as Invitation in the Word Documents

folder.
5. Insert a piece of clipart at the top of the document and align it to

the right.
Tip: Search for the word “party” to pick your clipart.
6. Resize the clipart to approximately 3" in width.
7. On the line above
We’re located at…
insert a 2 column, 6 row table.

8. Enter the following text into the table:
Agenda
5-6pm Mingle
6-6:30pm Tours to Italy
6:30-7pm Tours to France
7-7:30pm Tours to Spain
7:30-8 Questions and Answers
9. Merge the cells in the first row, then bold and center the word
Agenda.
10. Apply Pale Blue shading to the first row.
11. Resize the table’s column widths to AutoFit their contents.
12. Apply a Drop Cap to the letter C in
Come join us…

13. Save the document Invitation.
It should look something like this:
14. Close the document.

Advanced Word
• Employ mail merge

• Employ templates
• Print envelopes and labels
• Use the thesaurus
• Count words
• Insert a Table of Contents
ADVANCED WORD 181

Employ mail merge
Mail merges
Mail merges take information from an outside data source, and merge
it with a Word document. It’s a great way to create form letters or
labels with very little work.
For instance, you might use a mail merge to plug different names and
addresses into the same basic form letter, creating a custom-
addressed letter for hundreds of people.
The mail merge might get names and addresses from a Microsoft
Access database.
It could get them from Word document, with all the names and
addresses stored in a table.
It could get them from a Microsoft Outlook address book, or even a

Microsoft Excel spreadsheet.
182 ADVANCED WORD

Set up the mail merge
1. Go to:
and download Addresses.doc to the Word Documents folder

on your computer.
2. On the Standard toolbar, click the icon.
3. On the Menu Bar, click Tools, Letters and Mailings, then Mail
Merge.
ADVANCED WORD 183

4. In the Mail Merge pane, make sure Letters is selected.
184 ADVANCED WORD

Then click Next: Starting document.
5. Make sure Use the current document is selected.
ADVANCED WORD 185

Then click Next: Select recipients.
186 ADVANCED WORD

6. Make sure Use an existing list is selected.
Then click Browse.
ADVANCED WORD 187

7. When the Select Data Source window appears, double-click
Addresses.doc in the Word Documents folder.
188 ADVANCED WORD

8. When the Mail Merge Recipients window appears, click the
button.
ADVANCED WORD 189

Tip: Addresses.doc is the data source for your form letter. It is
a Microsoft Word document with all the names and addresses for
your form letter arranged in a table.
If you want to use an Access database as your data source,

change the file type to Microsoft Access when you click Open
Data Source.
After navigating to your file, you will be asked what table or query
in the database you want to use.
190 ADVANCED WORD

9. In the Mail Merge pane, click Next: Write your letter.
ADVANCED WORD 191

Set up the form letter
1. At the top of the blank document, type:
June 14, 2004
2. Press the ENTER key on your keyboard four times.
192 ADVANCED WORD

3. In the Mail Merge pane, click Address block.
ADVANCED WORD 193

4. When the Insert Address Block window appears, click Joshua
Randall Jr. in the recipient’s name format list.
6. Press ENTER twice.
194 ADVANCED WORD

7. In the Mail Merge pane, click Greeting line.
ADVANCED WORD 195

8. When the Greeting Line window appears, click Joshua in the
Greeting line format name list.
196 ADVANCED WORD

10. Press ENTER twice, then type:
Enclosed is the itinerary for your upcoming trip. Bon voyage!
11. Press ENTER twice, then type:
Best Regards,
ADVANCED WORD 197

12. Press ENTER four times, then type:
Joe Addler
198 ADVANCED WORD

Perform the merge
1. In the Mail Merge pane, click Next: Preview your letters.
ADVANCED WORD 199

2. Click Next: Complete the merge.
200 ADVANCED WORD

3. Click Edit individual letters…
4. When the Merge to New Document window appears, click the

button.
Make sure All is selected.
It should create a 5-page document with a different form letter on

each page.
ADVANCED WORD 201

5. Save the document as Itinerary Letters in the Word
Documents folder.
7. Close the Mail Merge pane.
Then close the document without saving changes.
202 ADVANCED WORD

Practice
1. Start a new document.
2. Create a mail merge letter using Addresses.doc as the data

source.
3. Insert the date at the top of the letter.
4. Insert the address block.
5. Insert the greeting line.
6. For the text of the letter type:
Thank you for your interest in our summer European tours. I’ve
enclosed an invitation to our Escape from it All party. You’ll be
able to learn more about our tours at this party. I hope to see you
there.
Sincerely,
Joe Addler
7. Preview the merge document.
8. Complete the mail merge.
9. Save the merged letters as a document named Party Letters in

the Word Documents folder.
ADVANCED WORD 203

Employ templates
Templates
Templates are documents in which all the formatting and layout has
already been done. When you create a new document using a
template, all you do is plug in your information.
For instance, when writing a letter, you can start with the Letter
template. Just plug in the name and address of the recipient, the body
text, and your letter is ready.
1. On the Menu Bar, click File, then New.
2. In the New Document pane, under Templates, click On my

computer.
204 ADVANCED WORD

3. When the Templates window appears, click the Letters &
Faxes tab.
4. Click Elegant Letter.
ADVANCED WORD 205

6. When a new document opens, click the text
[Click here and type company name]
7. Type:
ONE WORLD TRAVEL
206 ADVANCED WORD

8. Click the text
[Click here and type recipient’s address]
9. Type:
Sandy Williams
1235 South Street
Philadelphia, PA 12345
ADVANCED WORD 207

10. Click the text
[Click here and type your name]
11. Type:
Joe Addler
208 ADVANCED WORD

12. Highlight the text
[Click here and type job title]
13. Press the DELETE key on your keyboard.
ADVANCED WORD 209

14. Replace the text
Dear Sir or Madam
with
Dear Sandy
15. Highlight the paragraph that begins
Type your letter here.
210 ADVANCED WORD

16. Type:
Thank you for your interest in our 10-day Italian Wine and Olive
Tour. I have enclosed a pamphlet that details the tour.
17. Save the document in the Word Documents folder as Sandy

Letter.
ADVANCED WORD 211

Practice
1. Create a new document using the Professional Fax template.
2. Type One World Travel for the Company Name.
3. Type 123 Main Street for the return address.
4. Enter the following information for sending the fax:
To: Mary August

Fax: 202-555-1345
Phone: 202-555-1344
Re: Flight Confirmation
From: Joe Addler
No. of Pages: 1
5. Replace the Comments section with the following text:
You are confirmed for flight 345 to London on American

Airlines. You will depart from Dulles on 3/4/04 at 4:44pm.
Bon Voyage!
6. Save the document in the Word Documents folder as August

Fax Sheet.
212 ADVANCED WORD

Print envelopes and labels
Print envelopes
1. Open the document Sandy Letter.
2. On the Menu Bar, click Tools, Letters and Mailings, then

Envelopes and Labels.
3. When the Envelopes and Labels window appears, make sure

the Envelopes tab is on top.
4. Click in the Delivery Address box, then type:
Sandy Williams
1235 South Street
Philadelphia, PA 12345
ADVANCED WORD 213

5. Click in the Return address box and type:
One World Travel

123 Main Street
Hampstead, MD 21704
The window should look like this:
214 ADVANCED WORD

Tip: If this window appears, click the button:
7. On the Standard toolbar, click the icon to Print Preview the

envelope.
Tip: The Envelopes and Labels window should show you

which way to load the envelope into your printer.
ADVANCED WORD 215

8. Click the button to exit Print Preview.
216 ADVANCED WORD

Print labels
1. In the Menu Bar, click Tools, Letters and Mailings, then

Envelopes and Labels.
2. When the Envelopes and Labels window appears, click the

Labels tab.
ADVANCED WORD 217

4. Click 5160 in the list of labels, then click the button.
218 ADVANCED WORD

Tip: Microsoft Word has the settings for many different label
sizes. It uses the number assigned by Avery, a common brand of
labels.
Other brands of labels will often list the Avery label number.
6. Save the document as Sandy Labels in the Word Documents

folder.
ADVANCED WORD 219

Use the thesaurus
1. Make sure the document Sandy Letter is open.
2. Click the word pamphlet.
3. On the Menu Bar, click Tools, Language, then Thesaurus.
220 ADVANCED WORD

4. When the Thesaurus window appears in the Research pane,
click the drop-down arrow beside brochure.
5. When the list appears, click Insert.
ADVANCED WORD 221

6. Save and close Sandy Letter.
222 ADVANCED WORD

Count words
1. Open your browser and go to:
2. Download ParisGuideFinished.doc and save it in the Word

Documents folder.
3. Open ParisGuideFinished.doc.
4. Save it as Paris Guide Advanced in the Word Documents

folder.
5. On the Menu Bar, click Tools, then Word Count.
ADVANCED WORD 223

When the Word Count window appears, it should show 1,055
words.
6. Close the Word Count window.
224 ADVANCED WORD

Insert table of contents
Table of contents
Microsoft Word will generate a table of contents based on text that is

formatted using the Heading styles.
You must use Styles to generate a table of contents.
1. Go to page 2 of the document Paris Guide Advanced.
2. Insert a page break in front of the word Overview.
3. Go back one page to the blank page.
4. Click at the top of the blank page to put your cursor there.
ADVANCED WORD 225

5. On the Menu Bar, click Insert, Reference, then Index and
Tables.
226 ADVANCED WORD

6. When the Index and Tables window appears, click the Table of
Contents tab.
7. Click the button to accept the default settings.
ADVANCED WORD 227

The page should look like this:
8. Save and close Paris Guide Advanced.
228 ADVANCED WORD

Practice: Advanced Word
1. If you haven’t already downloaded Addresses.doc, go to:
and download Addresses.doc to the Word Documents folder.
2. Create a new document using the Contemporary Letter template.
3. Enter One World Travel for the Company Name.
4. For the Company Address, type:
123 Main Street

Hampstead, MD 21074
5. For the Slogan, type:
We take all the work out of your vacation.
6. For the text of the letter, type:
Thank you for your interest in our fall Paris tours. I’ve enclosed an
itinerary for the tour. I’ll call you next week to answer any questions
you may have.
7. Type Joe Addler as the sender of the letter, and delete the title
placeholder.
8. Create a mail merge letter using Addresses.doc as the data

source.
ADVANCED WORD 229

9. Select the recipient address placeholder, and insert the address
block.
10. Select Sir or Madam, and insert the greeting line.
11. Preview the merge document.
12. Complete the mail merge.
13. Save the merged letters in the Word Documents folder as Paris
Tour Letters.doc.
14. Create an envelope for the letter to Robert Beal.
230 ADVANCED WORD

Glossary
Accessories
Additional programs, such as WordPad, included with the Windows
operating system.
Bullet
A symbol used at the beginning of each line in a list of items. Bulleted lists
can be used to outline points in a document.
Cell
The rectangular-like space between 2 horizontal and 2 vertical lines of a
table.
Clipboard
A place in computer memory where information that’s been cut or copied is
temporarily stored.
Column
A vertical set of cells in a table.
Copy
A command that duplicates selected text or graphics. It sends the
information to the Clipboard so you can put it somewhere else.
Cut
A command that removes selected text or graphics. It sends the information
to the Clipboard so you can put it somewhere else.
Data Source
A file that contains the information you wish to insert into a mail merge
document. Data source files can be tables saved as Word documents,
Microsoft Excel files, Microsoft Access files, or contacts in Microsoft
Outlook.
GLOSSARY 231
Drawing Canvas
An area in which you can draw shapes. The shapes in the drawing canvas
can be moved and resized as a group.
Drop Cap
A large initial letter at the beginning of a paragraph. The top of the letter is
aligned with the top of the text in the line, and the rest of the text in the
paragraph flows around the large initial letter.
Footer
An area in the bottom margin of each page of a document where you can
insert text, numbers, or graphics that print on each page, such as page
numbers.
Formatting toolbar
A row of icons that contains commands for formatting text.
Hard Return
A command that ends the current line of text and starts a new paragraph.
Header
An area in the top margin of each page of a document where you can insert
text, numbers, or graphics that print at the top each page, such as a chapter
heading.
Indent
Moves the text of a paragraph either further away, or closer to either the left
or right margin.
Line Spacing
The amount of space between the lines of text in a paragraph. Double
spacing creates a blank line of space between each line of text in the
paragraph.
Mail Merge
A process that takes information from an outside data source, such as an
address list, and combines it with a Word document, such as a letter to
create and merge form letters and mailing lists.
232 GLOSSARY
Menu Bar
A horizontal bar across the top of the Word window that contains written
commands.
Page Break
A break that ends the current page and starts a new page.
Page Margins
The blank space between the edge of the page and where the text begins.
You can set different amounts of space for the top, bottom, left and right
sides of the page.
Page Orientation
The horizontal or vertical layout of text on a page.
Paste
A command that places text or graphics from the Clipboard into a
document.
Row
A horizontal set of cells in a table.
Section Break
A break that ends the current section and begins a new section. Sections
allow you to vary the layout of a document.
Section
A portion of the document bounded by section breaks. You can vary the
layout of each portion, i.e. with different page numbering, different columns,
or different headers or footers.
Soft Return
A break that ends the current line of text and starts a new line. You can use
a soft return to start a new line in a bulleted or numbered list without
creating a new bullet or number.
GLOSSARY 233
Standard Toolbar
A row of icons that contains frequently-used commands such as saving,
copying, and pasting text.
Style
A set of formatting characteristics you apply to text. Styles help format long
documents without repetitive formatting. Styles also help keep formatting
consistent throughout the document.
Table
A display of columns and rows that can contain text and/or graphics in the
cells.
Tab
A marker that allows you to line up text at the left, right, center, or against a
decimal character.
Templates
A document in which all formatting and layout has already been done. You
can just add the necessary text to the document. There are templates for
letters, faxes, and even reports.
234 GLOSSARY
Where to Get Visibooks
If you liked using this book, and would like to use more like it, visit:
www.visibooks.com
Visibooks offers more than 30 titles on subjects such as:
• Computer Basics
• Microsoft Office
• Desktop Linux
• OpenOffice.org
• Web Site Layout
• Web Graphics
• Web Programming
Visibooks: the simplest way to learn

and teach computer subjects.
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Table of Contents

Word Basics .................................................... 1

Long Documents ........................................... 79

• Create a new document

1. Start Microsoft Word 2003.

You should see a screen that looks like this:

3. In the blank document, type:

Fax Cover Sheet

at the top of the page.

The document should look like this:

To: John Smith

6. Press the ENTER key on your keyboard.

From: Melissa Jones

then press ENTER.

Fax number: 888-555-1874

then press ENTER.

Date: January 1, 2004

then press ENTER.

Total number of pages: 5

The document should now look like this:

1. On the Menu Bar, click File, then Save.

Tip: To create this new folder, first select the My Documents

When the New Folder window appears, type:

in the Name box.

The Word Documents folder should appear in the Save in box.

1. In the File name box, type:

Fax Cover Sheet

2. Click the button.

1. Click at the beginning of the words

Fax number: 888-555-1874

2. Holding your mouse button down, drag over the words to

Some buttons may be hidden:

…and drag the Formatting toolbar down so it occupies a second

Some menu commands also may be hidden. To make all the

To see what an icon does, rest your mouse on it for a full

5. Click the icon.

1. On the Menu Bar, click Edit, then Select All.

2. Click the icon.

This should create a new document.

1. Click the icon.

2. Click the icon to save the new document.

4. On the Menu Bar, click Window, then Fax Cover Sheet.

1. Highlight the words Fax Cover Sheet.

2. Click the drop-down arrow next to the Font list.

3. When the Font list appears, click Arial.

4. Click in white space on the page to un-highlight the text.

Sans Serif Heading

1. Highlight the words Fax Cover Sheet again.

2. When the Font Size list appears, click 16.

The words Fax Cover Sheet should now be larger:

4. Save the document.

The text should look like this:

2. Click the icon again to un-bold the text.

The text should look like this:

The text should now look like this:

4. Click the icon again to un-italicize the text.

5. Click the icon one more time.

The text should look like this:

1. Highlight the words Fax Cover Sheet.

2. Click the drop-down arrow next to the icon.

3. When the Font Color grid appears, click Teal.

The text should now be teal-colored.

5. Save the document.

1. Highlight the words Fax Cover Sheet.