Word 2003 Essentialsv 1

Microsoft Word 2003
Essentials
Study Guide
Version 1
© 2006 by Global Business Unit – Global Education
Informatics Education Ltd
A Member of Informatics Group
Informatics Campus
12 Science Centre Road
Singapore 609080
Microsoft Word 2003 Essentials
Study Guide (version 1)
First Printing – November 2006
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or
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The developer is wholly responsible for the contents, errors and omission.
Published by Informatics Education Ltd

Table of Contents
Chapter 1 Using the Office Assistant and Help .....................................1
Understanding the Office Assistant ..................................................... 2
Getting Help Using the Office Assistant.............................................. 2
Customising the Office Assistant......................................................... 3
Using the Help Window ...................................................................... 4
Chapter 2 Using Menus and Toolbars ...................................................7

Understanding Menus and Toolbars .................................................... 8
Using Menus ....................................................................................... 8
Using Toolbars .................................................................................. 10
Chapter 3 Understanding the Basics of Word......................................14

Understanding the Word Processing Concept.................................... 15
Launching Word 2003 ....................................................................... 15
Exploring the Word Window Layout................................................. 16
Using Word Default Settings ............................................................. 16
Creating Documents.......................................................................... 18
Creating E-mail ................................................................................. 18
Email Settings.................................................................................... 18
Understanding File Operations .......................................................... 19
Creating a New Document ................................................................ 23
Using Click and Type ........................................................................ 24
Exiting Word..................................................................................... 25
Chapter 4 Revising Text and Printing..................................................27

Moving Around a Document............................................................. 28
Browsing a Document....................................................................... 28
Selecting Text .................................................................................... 31
Editing Text ...................................................................................... 33
Deleting Text .................................................................................... 34
Using Undo/Redo............................................................................. 35
Moving Text...................................................................................... 35
Copying Text..................................................................................... 36
Collecting and Pasting Multiple Items................................................ 38
Printing ............................................................................................. 39
Microsoft Word Essential
Chapter 5 Using Word’s Viewing Modes............................................44

Using Word’s View Options.............................................................. 45
Using Document Map ....................................................................... 46
Using Zoom ...................................................................................... 47
Chapter 6 Formatting Text...................................................................50

Applying Character Formats.............................................................. 51
Changing the Font Face and Size....................................................... 52
Using Format Painter ........................................................................ 55
Changing Case................................................................................... 55
Showing/Hiding Markers .................................................................. 56
Chapter 7 Assigning Paragraph Formats .............................................58

Applying Paragraph Alignments ........................................................ 59
Using Indentation.............................................................................. 60
Using Line Spacing ............................................................................ 63
Applying Bullets and Numbering....................................................... 64
Chapter 8 Applying Page Layouts .......................................................71

Setting Margins.................................................................................. 72
Setting the Paper Size and Orientation............................................... 74
Inserting Section Breaks .................................................................... 75
Using Page Breaks and Pagination ..................................................... 76
Inserting Headers and Footers........................................................... 78
Inserting Page Numbers .................................................................... 80
Document Referencing...................................................................... 81
Inserting Footnotes and Endnotes..................................................... 81
Inserting Bookmarks ......................................................................... 82
Chapter 9 Working with Multiple Documents.....................................86

Working with Several Documents ..................................................... 87
Moving and Copying Text Between Windows ................................... 88
Combining Documents ..................................................................... 90
Chapter 10 Proofing Documents..........................................................92

Using the Proofing Tools .................................................................. 93
Finding and Replacing Text ............................................................... 97
Chapter 11 Automating Tasks ..........................................................101

Using AutoCorrect .......................................................................... 102
Using AutoFormat As You Type ..................................................... 106
Creating and Applying AutoText Entries ......................................... 107
Applying Spikes............................................................................... 112
Chapter 12 Working with Tabs and Tables .......................................115

Setting and Using Tabs .................................................................... 116
Working with Tables ....................................................................... 118
Using Draw Table ........................................................................... 122
Formatting a Table .......................................................................... 124
Formatting Text in a Table .............................................................. 133
Chapter 13 Using Templates and Wizards .....................................140

Using Templates.............................................................................. 141
Customising and Modifying Templates............................................ 142
Using Wizards ................................................................................. 143
Exercises ...........................................................................................147
Chapter 1
Using the Office Assistant and
Help
Topics
The following are covered in this chapter:
9 Understanding the Office Assistant

9 Getting Help Using the Office Assistant
9 Customising the Office Assistant
9 Using the Help Window
9 Using Dialogue Box Help
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Understanding the Office Assistant
The Office Assistant provides help and is available in all Office applications. It offers quick ways to find
information on performing particular tasks. The user can type a help request in plain English and
Office Assistant will supply the relevant guidance.
To Display the Office Assistant

Using the Mouse:
In the Help menu, select Show the Office Assistant.
The Office Assistant and balloon displays.
To Hide the Office Assistant

Using the Menu:
1. Choose Help, Hide the Office Assistant
or
Click the right mouse button on the Office Assistant, choose Hide
Getting Help Using the Office Assistant

The Office Assistant can answer questions, offer tips and provide Help topics for a variety of features
specific to the application being used.
To Get Help Using the Office Assistant

Using the Mouse:
1. Click on the Office Assistant
The Office Assistant balloon displays.
2. Type the help topic required, e.g. printing
3. Choose Search
A list of help topics displays relating to the feature the user typed or selected.
4. Choose the help topic required, e.g. Set up a new printer
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The Microsoft Word Help window displays offering help on the selected topic.
Customising the Office Assistant

The Office Assistant can be customised to take on a different appearance. The user can select from a
number of Assistants and options that can be altered to match the way the user works. All Office
applications share the Assistant; so changing any of the options will affect the Assistant in all of the
Office applications installed.
To Change the Office Assistant

Using the Menu:
1. Display the Office Assistant
2. Click the right mouse button on the Office Assistant
3. Choose Options
The Office Assistant dialogue box displays.
4. Choose the Gallery tab
Choose the Next and Back buttons to display the different Assistants available
5. Choose the Assistant required, choose OK
To Change the Office Assistant Options

Using the Mouse:
1. Click on the Office Assistant
The Office Assistant balloon displays.
2. Choose Options
The Office Assistant dialogue box displays the options available.
3. Choose the options required
Options Description
Use the Office Assistant Enables/disables the Office Assistant feature.
Help with wizards Provides Help from the Office Assistant for most wizards in
Microsoft Office.
Display alerts Shows messages from the Office Assistant.
Search for both product and Searches for both programming and product Help topics when the
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programming help when user works with Visual Basic for Applications in their application.
programming
Move when in the way Automatically moves the Office Assistant out of the way of screen
elements, such as dialogue boxes.
Make sounds Turns on sounds for the Office Assistant. Clear the check box to turn
off the sounds made by the Assistant.
Using features more Displays tips for features the user may not know about and suggests
effectively how to better use features already known.
Using the mouse more Shows tips about how to use the mouse to get work done quickly.
effectively
Keyboard shortcuts Shows the shortcut keys that can be used to get work done quickly.
Only show high priority tips Displays only tips that are important, such as those that alert the user
to time saving features.
Show the Tip of the Day at As an easy way to familiarise users with features, a Tip of the Day is
startup shown when an Office application starts.
Reset my tips Resets the tips so that tips already seen by the user can appear again.
Choose OK
Using the Menu:

1. Click the right mouse button on the Office Assistant
A Shortcut menu displays.
2. Choose Options
The Office Assistant window displays the options available.
3. Choose the required options, choose OK
Using the Help Window

Although the Office Assistant offers help to the user, help is also available using the Help window.
When the Office Assistant is turned off, the Help window automatically displays when the [F1] key is
pressed or the Help button is chosen. Altering the Office Assistant options turns off the Office
Assistant. If the Office Assistant is turned on, the user can access the Help window by choosing a topic
from the Office Assistant balloon. The Help window has:
Table of Contents Displays as a table of contents, which allows the user to scroll
through the Help topics.
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The Help window contains buttons that allow the user to show or hide the help tabs, move forward or
backwards between help topics and print help topics.
To Open the Help Window
Using the Menu:

1. Choose Help, Microsoft Word Help
The Word Help Task Pane appear.
Help Task
P
To Use Contents Help

Using the Menu:
1. In the Help window, choose the Contents tab
2. Double-click on a book
Depending on the book selected, the user may be presented with more books, a
list of topics or a mixture of both.
3. Select a topic
The Help window displays the help contents to the right of the window.
Using the Keyboard:

1. Press the [F1] key
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Notes
Page 6
Chapter 2
Using Menus and Toolbars
Topics
9 Understanding Menus and Toolbars

9 Using Menus
9 Using Toolbars
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Understanding Menus and Toolbars
Menus display a list of commands. Some menu commands have images next to them so that the user
can quickly associate the command with the corresponding toolbar button. A toolbar contains buttons,
menus or a combination of both. Some of the toolbar buttons contain the same images as those
appearing next to menu commands in the Menu bar.
When the application is first started, Short menus and toolbars are displayed. Only basic menu
commands display in Short menus and only the most popular buttons display in the toolbars. As the
user works with the application, other menu commands and toolbar buttons used are often
automatically added to the visible set of menus and toolbars.
Using Menus
The Menu bar is a special type of toolbar that displays at the top of the screen and is used to access any
function or feature available within the application. Menus are accessed using the left mouse button.
Each menu contains an Expand button which, when clicked, expands the menu displaying additional
commands. When a command is chosen from the expanded menu, it is added to the short version of
the menu. If the user does not use a menu command in the Short menu, Word stops showing it on the
Short menu. When a menu is expanded, all of the menus are expanded until the user chooses a
command or clicks away from the menu.
Word also has Shortcut menus, which display some of the more frequently used options, such as
formatting. These menus are accessed via the right mouse button. Shortcut menus tend to be context
sensitive, that is, they display options relating to the object that the right mouse button has been clicked
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on.
To Select a Menu Option

Using the Mouse:
1. In the Menu bar, click on the menu required
A Short menu displays.
2. Choose the required menu option
Using the Keyboard:

1. Press the [Alt] key + the underlined letter of the menu required
2. Press the underlined letter relating to the required menu option
To Exit a Menu
Using the Mouse:
1. Click away from the menu
Using the Keyboard:

1. Press the [Esc] key
2. Press the [Esc] key again to cancel the selected menu
To Expand a Menu Option

Using the Mouse:
1. In the Menu bar, click on the menu required
A Short menu displays.
2. In the Short menu, click

The Short menu expands to show hidden options.
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Choose the required option
The option is assigned to the Short menu listing.
To Access a Shortcut Menu

Using the Mouse:
1. Click the right mouse button on the required object
The Shortcut menu displays.
2. Choose the required menu option
Using Toolbars
Toolbars are a form of Shortcut menu. They allow the user to carry out some of the most commonly
used functions quickly. Buttons on the toolbar display a graphical representation of the tasks the tools
carry out, such as saving a document, printing and simple formatting of text. Toolbars can contain
buttons, menus or a combination of both. There are many built-in toolbars available. The user can
show or hide these as required.
By default, the Standard and Formatting toolbars are displayed docked, side by side, below the Menu
bar. A docked toolbar is a toolbar that is attached to one edge of the application window. Docked
toolbars can be placed below the Title bar or at the left, right or bottom edge of the application window.
When several toolbars are docked on the same row, there may not be room to display all of the buttons
available. In this case, the most recent buttons are displayed. To locate a button that does not fit on a
docked toolbar, the More Buttons button, which displays at the end of the toolbar, is used to display the
hidden buttons.
When a button that is not displayed on the toolbar is used, the button is moved to the toolbar, and a
button that has not been used recently is moved to the More Buttons list. Users can create or customise
toolbars by adding, removing or re-organising buttons and built-in menus on the toolbar.
When the mouse pointer is left stationary over a button, a ScreenTip appears stating the tool’s function
and the keyboard method to carry out the command. ScreenTips are notes that appear on screen to
provide information about a toolbar button and shortcut keys. The ScreenTip disappears as soon as the
mouse pointer is moved away from the button.
To View a ScreenTip
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Using the Mouse:

1. In the toolbar, position the mouse pointer over the required tool
The ScreenTip displays below the chosen tool.
To Show/Hide Toolbar ScreenTips

Using the Menu:
1.Choose Tools, Customise
2. Choose the Options tab
3. Choose Show ScreenTips on toolbar
If the ‘Show ScreenTips on toolbars’ box is ticked, the ScreenTips will
display. If the box is unchecked the ScreenTips will not display.
4. Choose Close
To Activate a Tool on a Toolbar

Using the Mouse:
1. Click the left mouse button on the required tool
To View More Buttons on the Toolbar

Using the Mouse:
1. In the required toolbar, click

The hidden buttons display.
2. Click the required button
To Add a Button to a Toolbar

Using the Mouse:

2. Choose Add or Remove Buttons
3. Choose the button to add to the toolbar
The button displays on the toolbar.
4. Click away from the More Buttons list
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To Remove a Button From the Toolbar
Using the Mouse:

2. Choose Add or Remove Buttons
3. Click on the button to be removed from the toolbar
Click way from the More Buttons list
To Display Other Built-in Toolbars

Using the Mouse:
1. Click the right mouse button on a toolbar
A list of the available toolbars display.
2. Select the required toolbar
Using the Menu:

1. Choose View, Toolbars
3. Select the required toolbar
To Remove a Built-in Toolbar

Using the Mouse:
1. Click the right mouse button on a toolbar
2. Click on the toolbar name no longer required
Using the Menu:

2. Select the toolbar name no longer required
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Notes
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Chapter 3
Understanding the Basics of
Word
Topics
9 Understanding the Word Processing Concept

9 Launching Word 2003
9 Exploring the Word Window layout
9 Using Word Default Settings
9 Creating Documents
9 Understanding File Operations
9 Creating a New Document
9 Using Click and Type
9 Exiting Word 2000
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Understanding the Word Processing Concept

All word processing packages allow the user to create, edit, store, and print text and graphic based
documents. Word processors are considered by some users as ‘sophisticated’ typewriters, however,
they are much more flexible and powerful than this. After a document’s completion, additional text
can be inserted or characters directly overtyped. The user can move or duplicate sections of text within
a single document, or even from one document to another.
Documents can be saved to disk for future use which eliminates the need for retyping. Spelling and
grammar checking facilities allow the user to check for errors, therefore improving the accuracy and
speed of producing documents. Text is easily and quickly formatted thus enhancing the overall
appearance of the document.
Launching Word 2003

Word 2003 can be launched from the Start button or depending on the user’s Windows set-up, directly
from the Desktop. Launching an application means the application runs in its own window. Each time
Word 2003 is launched a new blank document is automatically created.
To Launch Word 2003 from the Start Button

Using the Mouse:
1. In the Taskbar, click

The Start menu displays.
2. Point to Programs
The Programs list displays the available applications.
3. Choose Microsoft Office Word 2003
or
If Word has been installed in a different location, choose the appropriate
location
To Launch Microsoft Office Word 2003 from the Desktop

Using the Mouse:
1. In the Desktop, double-click

Office Word 2003 launches after a few seconds.
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Exploring the Word Window Layout
When Word is started, a new blank document appears on the screen automatically. The document
name, Document1, is displayed on the document Title bar. Each new document created in Word is
given a temporary name, which is sequentially numbered, e.g. Document2, Document3 and so on.
These names are temporary until the user saves the document giving it a meaningful name.
Titl B
T lb
M B
T kP
St t B
In the document, a flashing insertion point indicates where the text will appear when typed.
Window Element Description
Title bar The Title bar identifies the name of the current window or
application and the name of the document being processed.
Menu bar The Menu bar displays a list of menu commands.
Docked toolbars Toolbars are a form of Shortcut menu. They allow the user to carry
out some of the most commonly used functions quickly.
View buttons Allows the user to view the document in different view modes.
Status bar The Status bar provides information about the active document. It
displays information regarding a toolbar button, an operation in
progress, the location of the insertion point, page number and section
number.
Ruler bar Allows the user to set tabs, margins and other options to scale.
Using Word Default Settings

Word has various automatic features that make everyday tasks easier to perform. These features
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automatically operate within a document unless they are switched off.

Automatic Feature Description
AutoFormat The AutoFormat feature is used to automatically format headings,
bulleted and numbered lists, borders, numbers, symbols, etc. The
following list indicates some of the AutoFormat features:
Word creates a numbered list if a number followed by a full stop,
hyphen, greater than sign (>) and then a space or tab is typed before
text, and a bulleted list if an asterisk (*) is typed.
Word places various border styles above a paragraph if the following
are used: three or more hyphens produce a single line, underscores
become a single thick line, equal signs produce a double line,
asterisks become a dotted line, and tildes produce a single wavy line.
Ordinals and fractions such as 1st and 1/4 are changed to 1st and ¼.
Word formats Internet, network and e-mail addresses as hyperlinks.
AutoCorrect Corrects accidental usage of Caps Lock, e.g. at the beginning of a
sentence ‘tHESE’ would be replaced with ‘These’ and turns off Caps
Lock.
Changes common multiple word spelling errors, e.g. ‘int he’ would
be replaced with ‘in the’.
Alters common word pairs that are spelled correctly but are
grammatically incorrect when used together, e.g. ‘you a’ would be
replaced with ‘you’re a’.
AutoComplete Automatically offers the user suggestions for a partially typed word
or phrase, e.g. ‘February’ would be suggested if the user typed ‘febr’.
To accept the suggestion, press the [Return] key.
Word will automatically complete the following:
Current date, day of the week, month, the user’s name and company
name, AutoText entries.
Automatic Spelling Checker Checks the spelling of words as they are typed and marks incorrect or
unknown words with a wavy red line. If the user clicks on the
incorrect word with the right mouse button, Word offers suggestions
for corrections.
Automatic Grammar Checker Checks for grammar errors as the user types, marking any errors with
a wavy green line. The automatic grammar checker offers
suggestions for correction when the user clicks the right mouse
button on the marked text.
Auto Summarise Summarise key points in a document. Word analyses the documents
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statistically and linguistically to determine the most important
sentences and produces a custom summary based on this analysis.
To Turn Off Default Settings

Using the Menu:
1. Choose Tools, Options
The Options dialogue box displays.
2. Choose the required tab
3. Choose the required feature
4. Choose OK
Creating Documents
When typing, text appears at the insertion point. Word automatically wraps text onto the next line
when reaching the right margin. Therefore, there is no need to press the [Return] key to move to the
beginning of the next line. The [Return] key is used to manually move to a new line or paragraph.
Creating E-mail
Take advantage of formatting features when word is used as an editor in creating E-mail. Features will
include Autocorrect, Autoformat, Signatures, Automatic spelling and grammar checking, Automatic
Bullets and Numbering , Table, Conversion of e-mail names and Internet addresses.
To Create E-mail
Using the Menu:
1. Choose File, New
The Task Pane displays.
2. In the New Document task pane, under New, click E-mail message.
3. Enter recipient names in the To and Cc Enter Subject heading.
4. Enter the message in the document
5. Click Send.
Email Settings
Set custom options in email so that the signature are set in all the messages or add background using
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personal stationary.
Using the Menu:

2. Click General Tab.
3. Click Email Options.
Enter
Signature
H
4. Add the required signature needed for the messages.

5. Click OK.
Understanding File Operations

Saving, closing and opening files are options which allow the user to store work, clear it from the screen,
and re-open documents at a later date.
Saving a Document
Documents may be saved at any time. It is important to save work at regular intervals not just at the
end of data input. When saving a document, a filename and location must be specified. There are two
ways to save a document: Save and Save As. The Save As command allows the user to save a new
document specifying the filename and location required. The Save command resaves an existing
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document using the filename and location specified when previously saved.
Apart from being reasonably descriptive, there are a few rules governing the choice of a filename:
• the complete path to the file, including drive letter, server name, folder
path and filenames can contain up to 255 characters.
• filenames cannot include a forward slash (/), backslash (\), greater
than sign (>), less than sign (<), asterisk (*), question mark (?),
quotation mark (“), pipe symbol (|), colon (:) or semicolon (;).
A combination of letters, numbers and spaces can be used when naming files. Word automatically
selects text from the first line of text in the document and uses this as the filename unless the user types
a different name.
To Save a Document
Using the Mouse:
1. In the Standard toolbar, click

The Save As dialogue box displays.
2. In the File name box, type the required filename
3. In the Save in box, click and select the area (path) to save in, e.g. (C:)
A folder list of the selected drive displays.
4. In the folder list, double-click on the required folder
5. Choose Save
The filename assigned to the document displays in the Title bar.
Using the Menu:
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1. Choose File, Save As

Follow steps 2 to 5 as mouse method
To Save a Document to the Favorites Folder

Using the Mouse:

2. In the File name box, type the required filename
3. In the Places bar, choose the Favorites folder
4. Choose Save
To Resave an Existing Document

Using the Mouse:
Using the Menu:

1. Choose File, Save
Using the Keyboard:
2. Press the [Ctrl]+[S] keys

Note: When resaving a document, Word automatically saves the document with the current name with
no further prompting. A blue bar flashes across the Status bar as the document is saved.
Closing a Document
When a document is complete, it can be closed. When closing, if a document has not been saved, a
prompt box displays prompting the user to save the changes made.
To Close a Document
Using the Mouse:
1. In the Menu bar, click

Using the Menu
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1. Choose File, Close
Opening an Existing Document

A document that has been saved can be re-opened so that further text can be added or amendments
made. Before a document can be opened, the location it was saved in must be specified.
In the Open dialogue box, the Places bar can be used to quickly get to folders and locations used most
often. Choosing ‘History’ in the Places bar allows the user to see the last 20-50 documents and folders
worked with. To quickly return to the folder recently visited, click in the Open dialogue box.
To Open an Existing Document

Using the Mouse:

The Open dialogue box displays.
In the Look in box, click and select the area (path) required, e.g. (C:)
A folder list of the selected drive displays.
2. In the folder list, double-click on the folder required
or
In the Places bar, select the required folder
3. Select the filename required
4. Choose Open
Using the Menu:

1. Choose File, Open
2. Follow steps 2 to 5 as mouse method
Note: Word lists the last four documents used at the bottom of the File menu. To open one of these
documents, simply select the filename from the list.
To Open Several Documents at Once

Using the Menu:

2. Open the folder that contains the required documents
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To select non-adjacent files, click on the name of the file, hold down the
[Ctrl] key and click on the name of each additional file to open
or
To select adjacent files, click on the name of the first file in the sequence,
hold down the [Shift] key and click on the name of the last file in the
sequence
If a document is accidentally selected, to cancel the selection, hold down the
[Ctrl] key and click on the filename again.
3. Choose Open
Using the Menu:

Follow steps 2-3 as mouse method
To Add a Folder or File Shortcut to the Favorites Folder

Using the Mouse:

2. In the Look in box, click and select the drive that contains the file or
folder to create a shortcut for
3. In the folder list, select the file or folder required
4. In the dialogue box, choose Tools, Add to Favorites
Note: To open a document that has been added to the Favorites folder, in the Open dialogue box
choose the ‘Favorites’ folder in the Places bar and then double-click on the shortcut to the file/folder
required.
Creating a New Document

Every time a new document is created, a specific Template is used to establish specific formats, margins,
paper size, font type and character size. There are several different templates available in Word,
ranging from blank templates to templates that allow the user to create faxes, memos and brochures.
When a template is selected, Word automatically creates a new document based on the selected
template.
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To Create a New Document
Using the Mouse:

Note: Using the mouse method, Word will automatically produce a new document based on the ‘Blank
Document’ template.
Using the Menu:

1. Choose File, New
The New Task Pane box displays.
2. Choose Template , on my computer…
Choose the required template tab, e.g. Letters & Faxes
3. Choose the template required, e.g. Letters & Faxes, Professional Fax
A sample of the selected template displays in the ‘Preview’ box.
4. Choose OK
Using Click and Type

Click and Type allows the user to quickly insert text, graphics, tables and other items in a blank area of a
document. By double-clicking the I-beam in a blank area, Click and Type automatically applies
formatting features, e.g. inserting blank paragraphs, tab stops, indents, paragraph alignment and text
wrapping. As the I- beam is moved around the blank area the user is able to see the formatting features
that will be applied when using Click and Type.
indicates that any text typed now would be centred. The Click and Type feature is only available in
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Print Layout view and Web Layout view. The Click and Type feature is automatically switched on in
Word. The user may switch the feature off if required.
To Use Click and Type

Using the Mouse:
1. Position the I-beam in the required blank area
The I-beam displays the formatting that will be applied to the typed text.
2. Double-click the left mouse button
3. Type the required text
To Turn Click and Type Off/On

Using the Menu:
2. Choose the Edit tab
3. Choose Enable click and type
4. Choose OK
Note: A tick or a cross in an option box indicates that the option is On.
Exiting Word
Once the user has finished with Word they can exit the application. On closing Word, any open
documents will be closed.
To Exit Word
Using the Mouse:
1. In the Word window Title bar, click

Using the Menu:
2. Choose File, Exit
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Notes
Page 26
Chapter 4
Revising Text and Printing
Topics
9 Moving Around a Document

9 Browsing a Document
9 Selecting Text
9 Editing Text
9 Deleting Text
9 Using Undo/Redo
9 Moving Text
9 Copying Text
9 Collecting and Pasting Multiple Items
9 Printing
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Moving Around a Document
Being able to move around a document efficiently is very important when considering any changes to
text.
To Move the Insertion Point
Using the Mouse:

1. Click onto the text in the document
Using the Keyboard:

Keystrokes Action
[Í] Left one character
[Î] Right one character
[Ctrl]+[Î] Right one word
[Ctrl]+[Í] Left one word
[Home] Beginning of line
[End] End of line
[Ï] Up one line
[Ð] Down one line
[Ctrl]+[Ï] Up one paragraph
[Ctrl]+[Ð] Down one paragraph
[Page Up] Top of screen
[Page Down] Bottom of screen
[Ctrl]+[Home] Beginning of document
[Ctrl]+[End] End of document
[Ctrl]+[Page Up] Previous page
[Ctrl]+[Page Down] Next page
[Shift]+[F5] Previous revision
Browsing a Document
Text not displayed in the current window can be viewed using the Scroll bars. When using the Scroll
bars, it is important to note that the insertion point does not move, it remains at the current location.
This is because the insertion point has not been physically moved to a new location.
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To Use the Horizontal and Vertical Scroll bars

Scroll Button Action
Click Scroll up one line
Click Scroll down one line
Click above the Scroll box Scroll up one screen

Click below the Scroll box Scroll down one screen
Click and drag the Scroll box Scroll to a specific page
Click Scroll left
Click Scroll right
Note: Whilst dragging the Scroll box on the Horizontal Scroll bar, a Scroll tip displays the page number
and text the user is scrolling through.
Using the Navigator Buttons:

Button Displays
Click Next page
Click Previous page
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Using the Select Browse Object
Word treats specific parts of a document as objects, e.g. pages, tables, charts, etc.
The Select Browse Object option enables the user to choose a particular object
type for browsing purposes, thus enabling them to move quickly and easily
through a document.
To Select a Browse Object

Using the Mouse:
1. In the Scroll bar, click

The Select Browse Object box displays.
2. Position the mouse pointer on a Browse button

A description of the Browse button’s function displays at the bottom of the
‘Select Browse Object’ box.
3. Click on the required Browse button
The browser will automatically move the user to the next occurrence of the
object type chosen.
4. Click to move to the next occurrence

or
Click to move to the previous occurrence
Using Go To
The Go To facility allows the user to move to a specific location within the document.
To Use Go To
Using the Mouse:
1. In the Scroll bar, click

The Select Browse Object box displays.
2. In the Select Browse Object box, click

The Find and Replace dialogue box displays.
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3. In the Go to what box, select the location type to move to

4. In the Enter box, type the reference required
5. Choose Go To
or
Choose Next to go to the next location
or
Choose Previous to go to the previous location
The insertion point moves to the requested location.
6. Choose Close
Using the Menu:

1. Choose Edit, Go To
Selecting Text
Selecting text enables the user to highlight or define areas of a document which need editing. Selecting
can also be used in combination with other Word features. Selected text displays as white text on a
black background.
To Select Text
Using the Mouse:
To Select Action
A word Double-click on a word
A sentence Press the [Ctrl] key and click anywhere in a sentence
A paragraph Triple click the insertion point anywhere in a paragraph
Select text Click and drag the mouse over the text to be selected
To Cancel a Selection
Using the Mouse:
1. Click away from the selected text
Selecting Text Using the Selection Area

The far left hand side of the Document window is known as the Selection Area. When the mouse moves
into the Selection Area it becomes a right facing arrow, which allows the user to quickly select lines of
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text. Clicking and dragging the mouse upwards or downwards in the Selection Area will select any
text adjacent to the arrow.
To Select Text using the Selection Area

Using the Mouse:
Action Selection
ÒClick The adjacent line of text is selected
ÒDouble-click The paragraph of text is selected
ÒClick and drag upwards or Selects multiple lines of text
downwards
ÒTriple-click Selects the entire document
Using the Keyboard:
Action Selection
[Shift]+[Î] One character to the right
[Shift]+[Í] One character to the left
[Shift]+[Ctrl]+[Î] To the end of a word
[Shift]+[Ctrl]+[Í] To the beginning of a word
[Shift]+[End] To the end of a line
[Shift]+[Home] To the beginning of a line
[Shift]+[Ð] One line down
[Shift]+[Ï] One line up
[Shift]+[Ctrl]+[Ð] To the end of a paragraph
[Shift]+[Ctrl]+[Ï] To the beginning of a paragraph
[Shift]+[Page Up] One screen up
[Shift]+[Page Down] One screen down
[Shift]+[Ctrl]+[Home] To the beginning of the document
[Shift]+[Ctrl]+[End] To the bottom of document
[Alt]+[Ctrl]+[Shift]+ To the end of the window

[Page Down]
[Ctrl]+[A] The entire document
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Extending a Selection
Selection areas can be extended or reduced in size using the [F8] key and the arrow keys.
To Extend a Selection
Using the Keyboard:
The word ‘EXT’ display in the Status bar.
2. Press the required arrow key to extend the selection
3. Press the [Esc] key to stop extending the selection
To Reduce the Selection Area

Using the Keyboard:
1. Press the [Shift]+[F8] keys
The selected area is reduced.
2. Press the [Shift]+[F8] keys until the selection area is at the correct size
Editing Text
Text can be edited by inserting or overtyping characters at any point within a document. When typing,
text is inserted to the left of the insertion point and any existing text on that line is pushed along to the
right and down in the document. Overtype mode allows the user to replace existing text. By default,
Word is in Insert mode.
To Insert Text
Using the Mouse:
1. Position the insertion point
To Overtype Text
Using the Mouse:
2. In the Status bar, double-click on OVR
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Overtype mode is switched on.
The new text replaces the old text character for character.
To Return to Insert Mode

Using the Mouse:
1. In the Status bar, double-click on OVR
Overtype mode is switched off.
Deleting Text
Pressing the [Backspace] key removes text to the left of the insertion point, while pressing the [Delete]
key removes text to the right of the insertion point. Each time the [Backspace] key or the [Delete] key
is pressed a single character is deleted. Large selections of text can be deleted using the [Backspace] or
[Delete] keys.
To Backspace Text
Using the Mouse:
2. Press the [Backspace] key
To Delete Text
Using the Mouse:
1. Position the insertion point at the beginning of the text to be deleted
2. Press the [Delete] key
To Delete a Selection of Text

Using the Mouse:
1. Select the text to be deleted
or
Press the [Backspace] key
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Using Undo/Redo
Word keeps track of all the editing or formatting changes that are made in the current document. If a
mistake is made, Word allows the user to Undo/Redo that action or command. Undo reverses the last
action. Each click of the Undo button reverses one or more actions. Redo reverses the last Undo
command. By clicking on the arrow to the right of the Undo and Reverse buttons, a list displays all
actions the user has carried out. When undoing an action using this method, all actions above the
chosen action are undone.
To Undo an Action
Using the Mouse:
1. . In the Standard toolbar, click

The last action is reversed.
Using the Menu:
2. Choose Edit, Undo “Action”
To Redo an Action
Using the Mouse:

The last action of the undo command is reversed.
Using the Menu:
1. Choose Edit, Redo “Action”
Moving Text
Text can be easily moved from one location to another, and if required, from one document to another
document using the Cut and Paste features.
To Move Text
Using the Mouse:
1. Select the text to move

The text is removed from the document.
3. Position the insertion point where the text is to be inserted
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Using the Menu:

2. Choose Edit, Cut
or
Click the right mouse button on the selected text, choose Cut
4. Choose Edit, Paste
or
Click the right mouse button, choose Paste
Moving Text Using the Drag and Drop Feature

Text can be move to another location using Drag and Drop. This method allows the user to drag the
selected text to the required location using the mouse.
To Move Text Using Drag and Drop

Using the Mouse:
2. Position the mouse over the selected text
The mouse pointer changes to a left pointing arrow.
3. Click and drag the text to a new location
As the text is dragged, a grey shaded insertion point appears to the left of the
arrow. This insertion point indicates where the text will be placed on release
of the mouse button.
4. Release the mouse button
Copying Text
Copying is used to duplicate text in one part of a document to another part of the same document or
into a new document. When using the Copy command, Word allows the user to paste the copied text
as many times as required.
To Copy Text
Using the Mouse:
1. Select the text to copy
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5. Repeat steps 3 and 4 for more copies
Note: The copied text can be pasted as many times as required until another item or piece of text is
selected and copied.
Using the Menu:

2. Choose Edit, Copy
or
Click the right mouse button on the selected text, choose Copy
or
Click the right mouse button, choose Paste
Copying Text Using the Drag and Drop Feature

Text can be copied to another location using Drag and Drop.
To Copy Using Drag and Drop

Using the Mouse:
2. Position the mouse over the selected text
3. Press the [Ctrl] key and click and drag the text to a new location
The mouse pointer has an additional box containing a plus sign attached to it
indicating that the text is being copied not cut.
6. Release the [Ctrl] key
Note: After positioning the copied text using drag and drop, the mouse must be released first then the
[Ctrl] key otherwise the text will be moved not copied.
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Collecting and Pasting Multiple Items
The Clipboard toolbar can be used to collect and paste multiple items. It allows the user to copy
multiple items between Microsoft Office applications, e.g. the user can copy text in a Word document,
switch to Excel and copy a drawing object, switch to PowerPoint and copy a bulleted list, switch to
Access and copy a datasheet, and then switch back to Word and paste the collection of items. The
‘Edit, Paste’ menu commands and the Paste button in the Standard toolbar, only paste the contents of
the last item copied. To paste multiple items the buttons in the Clipboard toolbar must be used.
Clipboard
The Clipboard toolbar automatically displays when the user:

• cuts or copies two different items consecutively in the same application
• copies one item, pastes the item, and then copies another item in the same
application
• copies one item twice in succession
The Clipboard can hold up to 24 items. When its full, a message displays prompting the user that
copying the item will add it to the end and discard the first item from the Clipboard. To view the first
fifty characters of text in an item or view an item label in the Clipboard toolbar, rest the mouse pointer
on the item’s icon.
Note: If the Clipboard toolbar is closed three times consecutively without pasting any of its items, the
toolbar will no longer appear automatically. To redisplay the toolbar, click the right mouse button on a
toolbar, choose Clipboard. The count is reset and the toolbar will automatically appear again.
To Collect and Paste Multiple Items
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Using the Mouse:

1. Select the first item to copy
2. In the Standard or Clipboard toolbar, click

3. If the next item to copy is in another Office application, switch to that
application
4. Select the next item to copy
5. In the Standard or Clipboard toolbar, click

6. Repeat steps 3 to 5 for each item required
7. Position the insertion point where the copied items are to pasted
8. In the Clipboard toolbar, click on the required item’s icon
or
In the Clipboard toolbar, click to paste all items
To Clear All Items Stored in the Clipboard Toolbar

Using the Mouse
1. In the Clipboard toolbar, click

All items are automatically deleted from the Clipboard toolbar.
Note: Collected items remain in the Clipboard until all open Office applications are closed.
Printing
One of the most important features of Word is its WYSIWYG (What You See Is What You Get)
facility. This means that the document can be seen exactly as it will be when it is printed. In the Print
dialogue box, typing the individual page numbers separated by a comma, or a page range by a dash,
will print multiple pages, e.g. 1,6,9,15 or 1-15.
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To Print
Using the Mouse:

The Print dialogue box will not display as Word automatically prints one
copy of the entire document.
Using the Menu:
2. Choose File, Print
The Print dialogue box displays.
3. Choose the required printing options
4. Choose OK
To Print Multiple Pages

Using the Menu:
2. Choose Pages
3. In the Pages box, type the page numbers to be printed
4. Choose OK
Print Preview
Before printing a document, it can be viewed using Print Preview. Print Preview displays multiple pages
of a document in a reduced size. In this view, the user can check the layout of the document making
editing or formatting changes before printing.
To Print Preview
Using the Mouse:
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The document displays in the Print Preview window. To view other pages
whilst in Print Preview, use the Scroll bar or press the [Page Up] and [Page
Down] keys.
To View Multiple Pages

Using the Mouse:
1. In the Print Preview toolbar, click

2. Click and drag over the pages to view
To Magnify the Page View

Using the Mouse:

Only one page of the document is displayed.
3. Position the mouse pointer on the page
The mouse pointer changes to a magnifying glass with a (+) sign attached to
it.
4. Click the magnifying glass on the area to view
The text is enlarged allowing the user to read the text. The mouse pointer
changes to a magnifying glass with a (-) sign attached to it.
To Insert/Edit Text in Print Preview

Using the Mouse:

Ensure one page is viewed.
2. Using the magnifying glass, locate the area to edit

The I-beam replaces the magnifying glass.
4. Click the I-beam at the text insertion point
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or
Edit the required text
6. In the Print Preview toolbar, click to return to the magnifying glass
To Close Print Preview

Using the Mouse:

The document is returned to its previous viewing mode.
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Notes
Page 43
Chapter 5
Using Word’s Viewing Modes
Topics
9 Using Word’s View Options

9 Using Document Map
9 Using Zoom
Page 44
Using Word’s View Options

Word provides various ways of viewing documents. One of Word’s most important features is its
WYSIWYG interface. This means that in certain views, the document can be seen exactly as it will be
when it is printed. View buttons are displayed at the bottom left of the Word screen.
Word’s View Options Description

Normal View Used for typing, editing and formatting text. The layout of the
document is simplified to allow the user to type and edit quickly. In
Normal view, page margins, headers and footers, floating graphics,
and backgrounds do not appear.
Web Layout View Allows the user to create a Web page or a document that is viewed on
the screen.
Print Layout View Allows the user to see how text, graphics and other elements will be
positioned on the printed page. Print Layout view is also used to edit
headers and footers, adjust margins and when working with columns,
tables and drawing objects.
Outline View Used to look at the structure of a document, move, copy and re-
organise text by dragging headings. In Outline view, a document can
be collapsed to display only main headings or expanded to show the
entire document. This view is also used to work with Master
Documents. A Master Document makes it easier to organise and
maintain a long document, e.g. a book with chapters or a multi-part
report. Page boundaries, headers and footers, graphics, and
backgrounds do not display in Outline view.
To Change the View Option

Using the Mouse:
1. Click on the required view button
Using the Menu:

1. Choose View
2. Select the required view option
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Using Document Map
Document Map is a separate pane that shows an outline of a document’s headings. Document Map is
used to quickly navigate around the document keeping track of the user’s location. By clicking on a
heading in the Document Map pane, the insertion point is moved to the chosen heading. Document
Map is automatically displayed in Outline view. The level of detail displayed in Document Map can be
customised, e.g. display all headings, show or hide details for individual headings. The font and font
size can also be changed.
To Use Document Map

Using the Mouse:

The Document window splits into two parts, the far-left being the
Document Map pane, which displays the document’s headings.
2. Choose the required heading
The insertion point is placed in the document at the beginning of the chosen
heading.
To Close the Document Map

Using the Mouse:
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To Choose the Level of Display
Using the Mouse:

2. Click the right mouse button in the Document Map pane
A list of heading levels displays.
3. Select the required heading level
4. To collapse the subordinate headings, in the Document Map pane, click
5. To display the subordinate headings, in the Document Map pane, click
6. In the Standard toolbar, click to close the Document Map pane
Using Zoom
Zoom controls how large or small documents appear on the screen. Zoom changes the magnification for
the active document. The user can ‘zoom in’ to get a close up view of a document or ‘zoom out’ to see
more of the page at a reduced size.
Options Description
Displays the document at twice its normal size.
200%
100% Displays the document at its normal size.
75% The document displays at three-quarters its normal size.
Text width Enlarges or reduces the display of the document so that it fits within
the left and right margins.
Whole page Reduces the display so the entire page fits within the Document
window. Only available within Print Layout view and Print Preview.
Many pages Displays two or more pages of the document.
Percentage Allows the user to enter a percentage measurement between 10 and
200 at which to view the document.
To Zoom
Using the Mouse:
1. In the Standard toolbar, click the arrow to the right of
2. Select the required zoom percentage
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Using the Mouse:
1. Choose View, Zoom
The Zoom dialogue box displays.
2. Choose the required zoom option
3. Choose OK
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Notes
Page 49
Chapter 6
Formatting Text
Topics
9 Applying Character Formats

9 Changing the Font Face and Size
9 Using Format Painter
9 Changing Case
9 Showing/Hiding Markers
Page 50
Applying Character Formats

Formatting features enable the user to make documents look more attractive. One way of enhancing
text in a document is to apply font formatting to it. Formatting can be applied to existing text once
selected or to text as it is being typed.
The Formatting Toolbar

By using the buttons on the Formatting toolbar the user can apply the most commonly used formats.
The first click on many of the formatting buttons turns the format on, the second click turns the format
feature off.
To Underline Text as it is Typed

Using the Mouse:
1. In the Formatting toolbar, click to turn underline on

3. In the Formatting toolbar, click to turn underline off
Using the Keyboard:

1. Press the [Ctrl]+[U] keys to turn underline on
3. Press the [Ctrl]+[U] keys to turn underline off
To Embolden Text as it is Typed

Using the Mouse:
1. In the Formatting toolbar, click to turn bold on

3. In the Formatting toolbar, click to turn bold off
Using the Keyboard:

1. Press the [Ctrl]+[B] keys to turn bold on
3. Press the [Ctrl]+[B] keys to turn bold off
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To Italicise Text as it is Typed
Using the Mouse:
1. In the Formatting toolbar, click to turn italics on

3. In the Formatting toolbar, click to turn italics off
Using the Keyboard:

1. Press the [Ctrl]+[I] keys to turn italics on
3. Press the [Ctrl]+[I] keys to turn italics off
To Format Text that is Already Typed

Using the Mouse:
1. Select the text to format
2. In the Formatting toolbar, click the required button
The formatting is applied only to the selected text.
Using the Keyboard:
1. Select the required text to format
2. Press the required key combination, e.g. [Ctrl]+[B]
Changing the Font Face and Size

The term Font refers to the design of the typeface. The current font is displayed in the Formatting
toolbar. A combination of different appearances and sizes can be applied to existing text or as text is
typed. Text can also be coloured or highlighted to enhance it further. Highlighting text is the
equivalent to using a marker pen.
To Apply a Font Face and Font Size

Using the Mouse:
1. In the Formatting toolbar, click the arrow to the right of
A font listing of all the font faces available is displayed.
2. Select the required font face from the list
The chosen font is applied at the insertion point or to the selected text.
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A list of font sizes relating to the chosen font displays.

4. Select the required font size
The font size is applied at the insertion point or to the selected text.
Using the Menu:

1. Choose Format, Font
or
Click the right mouse button in the required area, choose Font
The Font dialogue box displays.
2. In the Font box, select the required font

3. In the Size box, select the required font size
The chosen font and font size displays in the ‘Preview’ box. The font style,
e.g. bold, can also be selected if required from the ‘Font style’ box.
4. Choose OK
Note: When formatting an existing word, the word does not need to be selected. Position the insertion
point anywhere in the word and apply the font formatting required. Word automatically formats the
whole word surrounding the insertion point.
To Change the Text Colour

Using the Mouse:

A Font Colour palette displays.
2. Select the required colour from the colour palette
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or
In the Font Colour palette, click More Colors
The Colors dialogue box displays.
3. Choose the Standard tab and select the required colour
4. Choose OK to close the Colors dialogue box
The chosen colour is applied at the insertion point or to the selected text.
Using the Menu:

or
Click the right mouse button in the required area, choose Font
2. In the Font color box, click

The Font Colour palette displays.
3. Select the required colour from the palette
or
In the colour palette, click More Colors
The Colors dialogue box displays.
4. Choose the Standard tab and select the required colour
5. Choose OK to close the Colors dialogue box
6. Choose OK
To Highlight Text
Using the Mouse:

The Highlight palette displays.
2. Select the required highlight colour
3. Click and drag over the required text
Note: If the user selects text then chooses the required highlight colour, the
highlight will automatically be applied to the selected text.
To Remove Highlight from Text

Using the Mouse:
1. Select the highlighted text
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3. Choose None
Note: If using a black and white printer, highlighted text will print with a grey
shading behind it.
To Set Default Formats

Using the Menu:
The Font dialogue box displays.
2. Select the required formatting options
3. Choose Default
A confirmation message displays.
4. Choose Yes
All new documents created will contain the chosen formats.
Using Format Painter

Format Painter allows the user to quickly apply the same formatting features from a paragraph or
selected text to other text throughout the document. The Format Painter button copies the formats and
‘paints’ them onto selected text.
To Use Format Painter

Using the Mouse:
1. Select the paragraph including the paragraph mark containing the formats to
copy
or
Select the text containing the formats to copy

The mouse pointer changes to a paintbrush with an I-beam attached to it.
3. Select the paragraph to apply the formats to
or
Select the text to apply the formats to
The Format Painter option is automatically turned off once the formats have
been applied.
Note: To copy the selected formats to several pieces of text, double-click the Format Painter button,
then select the text to apply the formats to. To turn the Format Painter off, double-click the Format
Painter button.
Changing Case
The Change Case feature changes the case of the selected text. There are five choices available.
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Option Description
Sentence case Capitalises the first letter of the first word in the selected text.
Lowercase Changes all selected text to lowercase.
UPPERCASE Changes all selected text to capital letters.
Title Case Capitalises the first letter of each word in the selection.
tOGGLE cASE In selected text, changes all uppercase letters to lowercase and all
lowercase letters to uppercase.
To Change the Case

Using the Menu:
1. Select the required text to change
2. Choose Format, Change Case
The Change Case dialogue box displays.
3. Choose the required case format

4. Choose OK
Showing/Hiding Markers
The Show/Hide button on the Standard toolbar allows the user to display non-printing characters such as
tab stops, paragraph markers, spaces and hidden text.
To Show/Hide Markers
Using the Mouse:
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Notes
Page 57
Chapter 7
Assigning Paragraph Formats
Topics
9 Applying Paragraph Alignments

9 Using Indentation
9 Using Line Spacing
9 Applying Bullets and Numbering
Page 58
Applying Paragraph Alignments

Text can be aligned within the left and right margins in a number of ways. The default alignment is
left, where the text is flush with the left margin and has a ragged right edge. The alignment chosen
affects the paragraph or line of text the insertion point is positioned in. To format several paragraphs at
the same time, the paragraphs first need to be selected. The Formatting toolbar displays the different
alignment options available.
Alignment options Description

Left Aligns selected text and paragraphs to the left margin. This is the
default alignment.
Centre Aligns the selected text and paragraphs between the left and right
margins.
Right Aligns selected text and paragraphs relative to the right margin.
Justify Aligns selected text and paragraphs to both the left and right margins,
giving straight edges to the text.
To Align Text
Using the Mouse:
1. Position the insertion point within the paragraph to align
or
2. Select the text or paragraphs to align
3. In the Formatting toolbar, select the required alignment button
Using the Menu:
1. Follow step 1 as mouse method
2. Choose Format, Paragraph
or
Click the right mouse button in the required paragraph or selected area,
choose Paragraph
The Paragraph dialogue box displays.
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3. In the Alignment box, click
4. Select the required alignment option
5. Choose OK
Using the Keyboard:

1. Follow step 1 as mouse method
2. Press the appropriate key combination as indicated below
Keys Alignment
[Ctrl]+[L] Left align
[Ctrl]+[R] Right align
[Ctrl]+[E] Centre align
[Ctrl]+[J] Justify
Using Indentation
Indentation changes the distance between the text and the left and right margins and is controlled by
indentation markers. Paragraphs normally run from the left margin to the right margin. As text is
entered, it expands along the line until it reaches the right margin and then it automatically wraps to the
next line unless the [Return] key is pressed.
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If text is to start away from the left margin, the indentation markers are moved to another position
using a combination of menus, buttons and the Ruler bar. The Indentation buttons located on the
Formatting toolbar will automatically increase or decrease the indented paragraphs by 1.27 cm each
time an indent button is chosen, which is Word’s default setting. If the user requires an indent that is
larger or smaller than 1.27 cm, they can specify the exact measurement in the menu.
Types of indentation Description

Left Indents a paragraph from the left margin to a measurement specified
by the user or by the default measurement. A negative measurement
can be used to align text outside the left margin.
Right Indents a paragraph from the right margin to a measurement specified
by the user or by the default measurement. A negative measurement
can be used to align text outside the right margin.
First line Indents only the first line of text in a paragraph.
Hanging Indents all but the first line of text in a paragraph.
To Use Default Indents

Using the Mouse:
2. In the Formatting toolbar, click to indent the paragraph by 1.27 cm

or
In the Formatting toolbar, click to decrease the paragraph by 1.27 cm
To Set a Left Indent

Using the Menu:
or
Click the right mouse button in the paragraph required, choose Paragraph
3. Choose the Indents and Spacing tab
4. In the Left box, triple-click on the measurement
5. Type the required left indent measurement
6. Choose OK
The paragraph is indented from the left margin to the specified
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measurement.
To Create a First Line Indent

Using the Menu:
or
4. In the Special box, click and choose First line

5. In the By box, type the required measurement
6. Choose OK
The first line of text in the paragraph is indented.
Setting Indents Using the Ruler Bar

When an indent is set using the Indentation buttons or the Paragraph option in the Format menu, the
Ruler bar reflects the type of indent and measurement set.
First line and Hanging indents can also be set by selecting the required indent marker from the
Tab/Indent button and clicking on the Ruler bar at the required indent location.
To Set Indents Using the Ruler Bar

Using the Mouse:
2. In the Ruler bar, click and drag the indent marker to the required
measurement
Note: Press the [Alt] key whilst dragging the indent marker along the Ruler bar to improve accuracy
when setting indents. The Ruler bar displays the indent measurement.
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To Set a Hanging Indent or First Line Indent Using the Ruler Bar
Using the Mouse:
2. Click the Tab/Indent button until the required indent marker displays
3. In the Ruler bar, click on the required indent measurement
Using Line Spacing

Line Spacing determines the amount of vertical space between lines of text. Word uses single line
spacing by default. The line spacing will affect all lines of text in selected paragraphs or the paragraph
that contains the insertion point. There are seven line spacing options to choose from:
Option Result
Single Accommodates the largest font in the line and adds extra space
depending on the chosen font.
1.5 lines Line spacing for each line that is one-and-one half times that of
single line spacing.
Double Line spacing for each line that is twice that of single line spacing.
At least The minimum line spacing that Word can adjust to accommodate
larger font sizes and graphics.
Exactly Fixed line spacing that Word does not adjust, making all lines evenly
spaced.
Multiple Increase or decrease by a percentage specified by the user, e.g. 1.5
would increase the spacing by 50%, 1.8 by 80%. The default is 3.
At The amount of line spacing the user specifies. This option
is available only if ‘At least’, ‘Exactly or Multiple’ is selected.
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To Change Line Spacing
Using the Menu:
or
4. In the Line spacing box, click

5. Select the required line spacing
6. Choose OK
Using the Keyboard:

Keys Line Spacing
[Ctrl]+[2] Double-line spacing
[Ctrl+[5] One and a half line spacing
[Ctrl]+[1] Single line spacing
Applying Bullets and Numbering

The Bullets and Numbering feature adds automated numbers or bullets (symbols) and applies consistent
text format to all paragraphs in a list. Bullet sizes, shapes and numbering formats can be subsequently
changed, or the format removed. Bullets and numbering can be added to existing text or applied as text
is typed.
To Create a Bullet List

Using the Mouse:
2. In the Formatting toolbar, click

Word automatically inserts a default bullet symbol and indents the insertion
point or typed text if applied to existing text.
Using the Menu:
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2. Choose Format, Bullets and Numbering

or
Click the right mouse button in the paragraph required, choose Bullets and
Numbering
The Bullets and Numbering dialogue box displays.
3. Choose the Bulleted tab

4. Choose the required bullet style
Choose OK
To Customise a Bullet
Using the Menu:
or
Numbering
The Bullets and Numbering dialogue box displays.
4. Click on the required bullet style
5. Choose Customize
The Customize Bulleted List dialogue box displays.
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6. In the Bullet character box, choose the bullet style to be replaced
7. Choose Bullet
The Symbol dialogue box displays.
8. In the Font box, click

9. Select the required typeface, e.g. Wingdings
10. Choose the required symbol for the bullet and choose OK
11. In the Bullet position section, triple-click in the Indent at box
12. Type a measurement for the bullet position
13. In the Text position section, triple-click in the Indent at box
14. Type an indent measurement for the distance between the end of the bullet
and the start of the text
15. Choose OK
To Turn Bullets Off

Using the Mouse:
Using the Menu:

or
Numbering
4. Choose None and choose OK
To Create a Numbered List

Using the Mouse:

Word automatically inserts a number and indents the insertion point.
Using the Menu:
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or
Numbering
The Bullets and Numbering box displays.
3. Choose the Numbered tab
4. Choose the required numbering style
5. Choose OK
To Turn Off Numbering

Using the Mouse:

Using the Menu:
or
Numbering
4. Choose None and choose OK
To Customise a Number
Using the Menu:
or
Numbering
The Bullets and Numbering box displays.
4. Choose Customize
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The Customize Numbered List dialogue box displays.
5. In Number style box, click

A list of numbering styles displays.
6. Select the required numbering style
7. Double-click in the Start at box and type the required starting number
8. Choose OK
To Renumber a Numbered List

Using the Menu:
1. Position the insertion point in the numbered list
or
Click the right mouse button in the numbered list, choose Bullets and
Numbering
4. Choose Restart numbering
5. Choose OK
Automatic Bullet and Numbering Lists

One of Word’s AutoFormat options creates bullets and numbering lists automatically when the user
types certain characters at the beginning of a paragraph or line of text.
To Create an Automatic Bullet List

Using the Keyboard:
2. Type an asterisk (*) at the beginning of the paragraph
3. Press the [Spacebar] key
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or
Press the [Tab] key
4. Type the required paragraph or line of text
5. Press the [Return] key
Word automatically converts the typed text to a bulleted list.
To Create an Automatic Numbering List

Using the Keyboard:
2. Type a number followed by a fullstop, e.g. 2.
3. Press the [Spacebar] key
or
Press the [Tab] key
4. Type the required paragraph or line of text, press the [Return] key
Word automatically converts the typed text to a numbered list. Appropriate
spacing is automatically set between the typed number and the text.
To Turn Off an Automatic Bulleted or Numbered List

Using the Menu:
1. Choose Tools, AutoCorrect
The AutoCorrect dialogue box displays.
2. Choose the AutoFormat As You Type tab
3. Choose Automatic bulleted lists
or
Choose Automatic numbered lists
4. Choose OK
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Notes
Page 70
Chapter 8
Applying Page Layouts
Topics
9 Setting Margins
9 Setting the Paper Size and Orientation
9 Inserting Section Breaks
9 Using Page Breaks and Pagination
9 Inserting Headers and Footers
9 Inserting Page Numbers
Page 71
Setting Margins
Margins determine the overall width of the document’s text entry area. The margin area is the white
space between the edge of the paper and the text. When the user creates a blank document in Word,
the margins are automatically set at 2.54 cm top and bottom, 3.17 cm right and left. Margin positions
can be changed to affect all or part of the document.
To Set Margins
Using the Menu:
1. Choose File, Page Setup
The Page Setup dialogue box displays.
Margin Options Description

Top The distance between the top of the page and the first line of text.
Bottom The distance between the bottom of the page and the last line of text
on the page.
Left The distance between the left edge of the page and the left edge of
unindented lines.
Right The distance between the right edge of the page and the right end of a
line with no right indent.
Gutter Adds extra space to the side or top margin. This is useful if the
document is being bound, as it ensures that the binding does not
obscure text.
Mirror Margins Ensures that the inside and outside margins of a document that will
be printed on both sides are the same.
2 Pages per sheet Divides the document into two pages.
Apply to Specifies the area of the document the user applies the changes to:
‘This section’ changes the setting just for the section the insertion
point is in. This option is only available if the document consists of
more than one section.
‘Whole document’ applies the margins to every page in the
document.
‘This point forward’ changes the margin settings from the insertion
point onwards.
2. Select the Margins tab
3. Triple-click in the required margin box
4. Type the required measurement for the margin
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5. Repeat steps 3 to 4 to set other margins

6. If required, in the Apply to box, select the area of the document to apply the
changes to
7. Choose OK
Using the Ruler to Set or Change Margins

The Horizontal and Vertical ruler can be used to set margins in Print Layout view or Print Preview.
The Horizontal ruler displays across the top of the document and is used to view and set paragraph
indents, tab stops, column widths, and left and right page margin. The Vertical ruler displays down the
left side of the document and is used to adjust the top and bottom page margins.
When changing the margins using the rulers, the margins affected will depend upon the number of
sections the document contains and the current location of the insertion point. If the document consists
of one section, the whole document will be affected. If the document consists of more than one
section, only the section the insertion point is currently located in will be affected.
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To Change the Margins Using the Horizontal Ruler
Using the Mouse:
1. Position the mouse pointer on the margin boundary
The mouse changes shape to a double-headed arrow .
2. Click and drag the margin boundary along the ruler to the required
measurement
As the margin boundary is dragged a dotted line displays in the document to
guide the user.
Note: To specify exact margin measurements using the ruler, press the [Alt] key whilst dragging the
margin boundary. The ruler displays the measurement of the margin.
To Change the Top and Bottom Margins Using the Vertical Ruler
Using the Mouse:
1. Position the mouse pointer on the top or bottom margin boundary
The mouse changes to a double-headed arrow.
2. Click and drag the margin boundary up or down the ruler to the required
margin measurement
Setting the Paper Size and Orientation

Various paper sizes and orientations can be set to suit the document being created. The orientation of a
page can be Portrait or Landscape. The default orientation is Portrait. The orientation of pages can be
changed for all or part of the document. The available paper sizes and orientation are dependent on the
capabilities of the user’s printer.
Orientation Options Description
Portrait Prints the document so that the short edge of the paper is the top of
the page.
Landscape Prints the document so that the long edge of the paper is the top of
the page.
To Change the Paper Size

Using the Menu:
2. Choose the Paper Size tab
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3. In the Paper size box, click

A list of available paper sizes displays.
4. Select the required paper size
5. Choose OK
To Change the Orientation

Using the Menu:
2. Choose the Paper Size tab
3. In the Orientation section, choose Landscape
or
In the Orientation section, choose Portrait
The ‘Preview’ box displays the page orientation.
4. Choose OK
Inserting Section Breaks

A Section Break is a mark that is inserted into a document to show the end of a section. A section
break stores the section formatting elements, e.g. margins, page orientation, headers and footers, and
sequence of page numbers applied to specific sections in a document. A section break appears as a
double dotted line containing the words “Section Break” and the type of section break chosen.
A new document automatically consists of one section; therefore, any page layout changes made will
affect the entire document. Documents can be divided into any number of sections allowing different
format changes for each section.
Types of Section Breaks Description

Next Page Inserts a section break at the insertion point and starts the next
section at the top of the next page.
Continuous Inserts a section break at the insertion point and starts the next
section immediately.
Even Page Inserts a section break and starts the next section on the next even
numbered page.
Odd Page Inserts a section break and starts the next section on the next odd
numbered page.
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To Insert a Section Break
Using the Menu:
2. Choose Insert, Break
The Break dialogue box displays.
3. Choose the required section break type

Choose OK
To Delete a Section Break

Using the Keyboard:
1. Select the section break
Note: Deleting the section break also deletes the section formatting for the text above it. The text
becomes part of the next section, and assumes the formatting of that section.
Using Page Breaks and Pagination

Pagination is the process of dividing a document into pages. Word will automatically insert Soft Page
Breaks in a document when there is too much text to fit on a page, allowing the text to flow onto the
next page. Word takes care of Widows and Orphans when inserting soft page breaks. A widow is the
last line of a paragraph that is printed by itself at the top of a page with the next lines of the paragraph
printing on the next page. An orphan is the first line of a paragraph that is printed at the bottom of a
page. Word automatically placed any widowed or orphaned text together, ensuring the paragraph is not
split. Hard Page Breaks allow the user to force text onto the next page.
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To Control Windows and Orphans

Using the Menu:
or
Click the right mouse button in the required paragraph, choose Paragraph
2. Choose the Line and Page Breaks tab
Pagination Options Description
Widow/Orphan control Prevents Word from printing the first line of a paragraph at the
bottom, or the last line of a paragraph at the top of a page.
Keep lines together Prevents a page break within a paragraph.
Keep with next Prevents a page break between the selected paragraph and the
following one.
Page break before Inserts a hard page break before the selected paragraph.
Choose the required option
Choose OK
To Insert a Hard Page Break

Using the Menu:
2. Choose Insert, Break
The Break dialogue box displays.
3. Choose Page break
4. Choose OK
A dotted line with the words “Page Break” displays across the document if
the ‘Show/Hide’ option is switched on. Press the [Ctrl]+[Shift]+[*] keys to
turn the ‘Show/Hide’ option on or off.
Using the Keyboard:
2. Press the [Ctrl]+[Return] keys
To Remove a Page Break

Using the Keyboard:
1. Select the page break, press the [Delete] key
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Inserting Headers and Footers
Headers and Footers are often used in multi-page documents. Each page has a header area in the top
margin and a footer area in the bottom margin. Headers and footers can contain text, graphics and page
numbering. There are various types of headers or footers:
Headers or footer types Description
Every page Displays the same header or footer on every page. This is the default
setting.
First page Creates a different header or footer on the first page of a document.
Odd and Even Creates a different header or footer for odd or even pages in a
document.
When a header or footer is created, Word automatically switches the document into Print Layout view
and displays the Header and Footer toolbar. The Header and Footer toolbar contains useful tools for
entering AutoText entries, page numbers, and date and time options.
Button Description
Inserts common header or footer items, e.g. running total page
numbers, document filename.
Inserts page numbers that automatically update when pages are added
or deleted.
Inserts total number of pages.
Formats page numbers.
Inserts the current date, which automatically updates when the
document is opened or printed.
Inserts the current time, which automatically updates when the
document is opened or printed.
Sets margins, the paper source, paper size, orientation and other
layout features for the active document.
Displays or hides the document text whilst working in the header or
footer areas.
Inserts the header or footer from the previous section.
Moves the insertion point between the header and footer sections.
Moves the insertion point to the previous header or footer.
Moves the insertion point to the next header or footer.
Closes the header and footer editing areas.
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To Create a Header and Footer

Using the Menu:
1. Choose View, Header and Footer
The Header and Footer toolbar displays. The insertion point also displays in
the header section.
2. Press the [Tab] key to move between the left, centre and right positions
4. In the Header and Footer toolbar, click

The insertion point displays in the footer section of the document.
5. Press the [Tab] key to move to the required position
7. In the Header and Footer toolbar, choose Close
To Create a First Page or Odd and Even Headers and Footers

Using the Menu:
2. Choose View, Header and Footer
The Header and Footer toolbar displays.
3. In the Header and Footer toolbar, click
4. Choose the Layout tab
In the Headers and Footers box, choose Different odd and even
or
In the Headers and Footers box, choose Different first page
5. Choose OK
The insertion point displays in the header area.
8. In the Header and Footer toolbar, click to move to the next header or
footer
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11. In the Header and Footer toolbar, choose Close
Note: Headers and footers can easily be edited when working on a document by choosing ‘Header and
Footer’ from the ‘View’ menu or double-click on the header or footer area of the page. Locate the
header or footer to edit and make the changes required.
Inserting Page Numbers

Page numbering can be inserted in the header or footer area using the ‘Insert’ menu, ‘Page Numbers’
option or via the Insert Page Number button on the Header and Footer toolbar. Inserting page
numbering via the Insert Page Number button will automatically place a page number at the insertion
point in the header or footer area.
To Insert a Page Number

Using the Menu:
1. Choose Insert, Page Numbers
The Page Numbers dialogue box displays.
Options Description
Position Position of the page numbering.
Alignment Aligns page numbering relative to the left and right margins or
relative to the inside and outside edge of the page.
Show number on first page When unchecked page numbering will not show on the first page.
Format Formatting options for page numbering.
2. In the Position box, click

3. Select the required numbering position
4. In the Alignment box, click

5. Select the alignment required
6. Choose Format
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The Page Number Format dialogue box displays.
7. In the Number format box, click

8. Select the required number format
9. Choose Continue from previous section to continue the page numbering
sequence from the previous section
or
Choose Start at, type the page number to appear on the first page of the
selected section
10. Choose OK to confirm the number format
11. Choose OK
Document Referencing
Document referencing allows us to refer to an item that appears in another location in a document— for
example, "notes1" where you can find the references representation of notes at the end of the page or
below the text.. These referencing is known as at footnotes.
Referencing can be created for headings, footnotes, bookmarks, captions, and numbered paragraphs.
Inserting Footnotes and Endnotes

Microsoft Word automatically numbers footnotes and endnotes. When notes are added, deleted, or
moved , they are automatically updated. Footnotes are inserted at the bottom of each page or below the
selected text. Endnotes are inserted at the end of document or below a section.
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To Insert Footnote
Using the Menu:
1. Click on a word to insert note reference mark.
2. Click Insert, Reference, click Footnote
3. Select Footnote.
4. In the Number format, select format required.
5. Click Insert.
Note number is inserted next to the select word. E.g Note1 and cursor will be
zoomed to the bottom of the page.
6. Complete the required explanation or notes.
7. Click back to the document body once finished.
To view the inserted footnotes, point cursor over the superscript number, a comment box will display
the notes. Double click on the comment box, the location of the footnotes will be shown.
To Insert Endnotes
Using the Menu:
1. Click on a word to insert note reference mark.
2. Click Insert, Reference, click Footnote
3. Select Endnote.
4. In the Number format, select format required.
5. Click Insert.
Note number is inserted next to the select word. E.g Note1 and cursor will be
zoomed to the end of the document.
6. Complete the required explanation or notes.
7. Click back to the document body once finished.
To Delete Footnotes Or Endnotes

Using the Mouse:
1. Highlight the footnotes or endnotes superscript numbered on the document.
2. Press [Delete] from the keyboard.
Inserting Bookmarks
A bookmark identifies a location or selection of text that is named and identified for future reference.
With the help of bookmark, instead of scrolling through the document to locate the text, you can go to
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it by using the Bookmark dialog box.
To Create Bookmark
Using the Menu:
1. Highlight the text which will be referenced to.
2. Choose Insert, Bookmark.
A dialog box appeared.
3. Enter the name of the bookmark. E.g Book1

4. Click Add.
5. Click Cancel to close the dialog box.
To Use The Bookmark

Using the Menu:
2. Select the bookmark name.
3. Click Go To.
4. The bookmarked location displayed as a highlighted text.
5. Click Close.
To Delete The Bookmark

Using the Menu:
2. Select the bookmark name to delete
3. Click Delete
4. Click Close..
Page 83
Page 84

Notes
Page 85
Chapter 9
Working with Multiple
Documents
Topics
9 Working with Several Documents

9 Moving and Copying Text Between Windows
9 Combining Documents
Page 86
Working with Several Documents

Word offers the user the capability of having more than one document open at a time. Each open
document displays in its own window and in the Taskbar. Open documents can be displayed
simultaneously and text may be cut, copied and pasted between them.
To Display Several Documents

Using the Menu:
1. Choose Window, Arrange All
The active document window has the dark Title bar. Clicking the mouse
pointer in another window activates the other window.
To Move Between Windows

Using the Mouse:
1. In the Taskbar, click on the document to move to
Using the Menu:

1. Choose Window
A list of open documents displays at the bottom of the Window menu.
2. Select the document to move to
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Viewing Two Parts of a Document Simultaneously
A Document window can be split into two panes so that two different parts of the same document can
be viewed at the same time. The Split option allows text to be moved and copied between parts of a
long document. The text or graphic to be moved or copied is displayed in one pane and the destination
for the moved or copied text in the other pane. The text or graphic can be dragged and dropped, or cut
and pasted between the panes.
To Split a Document Window

Using the Mouse:
1. In the Vertical Scroll bar, point to the Split box
The mouse changes to a Split bar .

2. Click and drag the Split bar to the required split location
Using the Menu:

1. Choose Window, Split
The mouse changes to a Split bar .
2. Drag the Split bar to the required split location
3. Click the mouse at the split location
The document is Split into two panes.
To Remove the Split

Using the Mouse:
1. Double-click the Split bar
Using the Menu:
1. Choose Window, Remove Split
Moving and Copying Text Between Windows

Text can be copied or moved from one window and placed in another using the cut, copy and paste
procedure, or by simply dragging and dropping the text from one window into another.
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To Copy Text
Using the Mouse:
2. Point to the selected text
Press the [Ctrl] key and click and drag the text to the target window
Release the mouse button then the [Ctrl] key where the text is to be inserted
Using the Menu:

2. Choose Edit, Copy
or
Click the right mouse button on the selected text, choose Copy
3. Position the insertion point in the target window
or
Click the right mouse button where the text is to be inserted, choose Paste
To Move Text
Using the Mouse:
2. Point to the selected text
3. Click and drag the selected text to the target window
Release the mouse button where the text is to be inserted
Using the Menu:

2. Choose Edit, Cut
or
Click the right mouse button on the selected text, choose Cut
3. Position the insertion point in the target window to move to
or
Click the right mouse button where the text is to be inserted, choose Paste
Page 89
Open a Document as a Copy Document
A document can be opened as a copy document. Word opens the document as a new document with the
original filename attached to it. Changes can be made to the copy document which will not affect the
original document. When the file is saved, Word automatically adds the words ‘Copy of’ to the
filename, indicating that the saved file is a copy of an original file.
To Open a Document as a Copy

Using the Menu:

The Open dialogue box displays listing files in the current folder.
2. Select the required file to be opened as a copy
or
In the Look in box, click and select the required drive and folder
3. Select the required filename
4. Click the arrow to the right of the Open button
5. Choose Open as Copy
The file is opened with the words ‘Copy of’ in the Title bar.
Combining Documents
Documents or parts of documents can be joined together to make one complete document.
To Combine Documents
Using the Menu:
1. Open the document that is to contain other documents
2. Position the insertion point where the second document is to be inserted
3. Choose Insert, File
The Insert File dialogue box displays listing files in the current folder.
4. Select the filename to insert
or
In the Look in box, click and select the required drive and folder
5. Select the filename to insert
6. Choose OK
Page 90

Notes
Page 91
Chapter 10
Proofing Documents
Topics
9 Using the Proofing Tools

9 Finding and Replacing Text
Page 92
Using the Proofing Tools

The proofing tools available in Word are Spelling, Grammar Checker, and Thesaurus. These tools enable the
user to check for and amend errors easily and quickly.
Using the Spelling and Grammar Checker

By default, Word will automatically check both the spelling and grammar of typed text. When a possible
spelling error is located, Word will highlight the error by adding a wavy red line under it. Any words,
phrases or sentences that have unusual capitalisation or are not grammatically correct will display with a
wavy green underline. By clicking the right mouse button on the incorrect word, Word displays a Shortcut
menu with suggested options at the top of the menu. By clicking ‘Spelling’ in the Shortcut menu the user
can use additional spelling options to correct the incorrect word.
The Spelling Shortcut options are:

Options Description
Ignore All Word leaves the incorrect word as it is and does not highlight it again in
the document.
Add The highlighted word is added to Word’s dictionary and recognised as a
correctly spelt word from then on.
AutoCorrect The spelling error and its correction is added to the AutoCorrect list.
Language Includes the dictionary language in use, e.g. English (U.K).
Spelling Displays the Spelling dialogue box.
When correcting a grammatical error, Word may display the correct word, phrase or sentence to replace in
the Shortcut menu or, if the user chooses ‘Grammar’, Word will display additional grammar options
available to the user. If the user disagrees with the suggestion, ‘About this Sentence’ will give a detailed
explanation of the error located.
Page 93
The Grammar Shortcut menu options are:
Options Description
Ignore Leaves the highlighted error unchanged.
Grammar Displays the Grammar dialogue box.
About this Sentence Displays an explanation of the error.
Every word within a document is checked against a Standard English dictionary and the current Custom
dictionary. The user can edit a spelling or grammatical error directly in the document if Word’s
suggestions are incorrect.
To Turn Off/On Automatic Spelling or Grammar As You Type

Using the Menu:
2. Choose the Spelling & Grammar tab
3. Choose Check spelling as you type
or
Choose Check grammar as you type
When the option is unchecked it is turned off.
4. Choose OK
To Turn Off/On Check Spelling and Grammar Options

Using the Menu:
2. Choose the Spelling & Grammar tab
3. Choose Check grammar with spelling
4. Choose OK
To Check Spelling and Grammar

Using the Mouse:

Word checks from the insertion point through to the end of the document.
When a spelling or grammar error is found, the Spelling and Grammar
dialogue box displays.
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Options Description
Ignore Once Leaves the highlighted error unchanged and finds the next error.
Ignore All Leaves all instances of the highlighted error unchanged throughout the
document.
Add to Dictionary Adds the highlighted word to the Custom dictionary.
Change Changes the word shown in the ‘Not in Dictionary’ box to the selected
word shown in the ‘Suggestions’ box. When the selected error is a
duplicate word, the Change button is replaced with a Delete button.
Change All Changes all instances of the highlighted word.
AutoCorrect Adds the spelling error and its correction to the AutoCorrect list.
Check grammar When selected, checks the grammar of the document.
Options Specifies the rules Word uses to check the spelling and grammar of the
document.
Undo Reverses the most recent action made during the spelling and grammar
check.
Close Closes the Spelling and Grammar dialogue box.
2. Choose the required options
Word prompts the user when the spell check is complete.
3. In the Prompt box, choose OK
Using the Menu:
1. Choose Tools, Spelling and Grammar

The Spelling and Grammar dialogue box displays.
2. Choose the required options
Page 95
3. In the Prompt box, choose OK
Note: Text can also be check by selecting the text first and then choose ‘Tools’, ‘Spelling and Grammar’ or
clicking the Spelling and Grammar button in the Standard toolbar. Users can check the spelling only by
clicking the ‘Check grammar’ box in the Spelling and Grammar dialogue box.
Using the Thesaurus

The Thesaurus can be used to quickly look up a synonym and antonym. Unlike the Spelling and Grammar
Check feature, which automatically starts checking the document when activated, the user must first select
or position the insertion point in the word to be looked up by the Thesaurus.
To Use the Thesaurus

Using the Menu:
1. Select the word to look up
or
Position the insertion point in the word to look up
2. Choose Tools, Language
3. Choose Thesaurus
The Thesaurus Task Pane displays.
4. Choose the required option

The Thesaurus dialogue box automatically closes once the action has been
completed.
Page 96
Finding and Replacing Text

Text, specific formatting, paragraph marks, and graphics can be searched for and replaced. Found items
appear highlighted within the document allowing the user to make the required changes. Find locates all
instances of the specified word irrespective of case format.
To Find Text
Using the Menu:
1. Choose Edit, Find
2. In the Find what box, type the text to search for

3. Choose Find Next
Word highlights the first occurrence of the found text. If necessary the text
can be manually amended in the document.
4. Choose Find Next to find the next occurrence
5. Choose Cancel to end the search
To Find Text with Specific Formatting

Using the Menu:
2. In the Find what box, type the text to search for
3. Choose More
The dialogue box expands to reveal further options.
4. Choose Format and choose the required formatting options, e.g. Font
5. Select the formats to find
The chosen formats displays below the ‘Find what’ box.
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6. Choose Find Next
Word highlights the first occurrence of the formatted text.
Note: To clear the specified formatting from further searches, choose ‘No Formatting’.
To Find Paragraph Markers

Using the Menu:
2. Choose More
3. Choose Special
A list of Word codes displays.
4. Select Paragraph Mark
The paragraph marker (^p) displays in the ‘Find what’ box.
5. Choose Find Next
Replacing Text, Formats and Codes

Replace finds the searched for criteria and replaces it with an alternative item. There are two replace
options:
Option Description
Replace Finds and highlights the searched for criteria and awaits instructions for
replacement.
Replace All Automatically finds and replaces every occurrence of the searched for
criteria.
To Replace Text
Using the Menu:
1. Choose Edit, Replace
2. In the Find what box, type the criteria to find
3. In the Replace with box, type the replacement criteria
4. Choose Find Next
5. Choose Replace
or
Choose Replace All
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Find All Word Forms

‘Find all word forms’ finds and replaces all grammatically inflected forms of a word. Word allows the user to
search for and replace the following:
• singular and plural noun forms
• all adjective forms
• all tenses of a root verb
To Find and Replace All Word Forms

Using the Menu:
1. Choose Edit, Replace
2. Choose More
3. In the Find what box, type the required text
4. In the Replace with box, type the replacement text
5. Choose Find all word forms
6. Choose Find Next
Page 99

Notes
Page 100
Chapter 11
Automating Tasks
Topics
9 Using AutoCorrect
9 Using AutoFormat As You Type
9 Creating and Applying AutoText Entries
9 Applying Spikes
Page 101
Using AutoCorrect
AutoCorrect corrects typing errors quickly. Word recognises many common typing errors and corrects
them automatically. If the user types ‘hte’, Word automatically changes it to ‘the’, or if the user types
‘adn’ it becomes ‘and’. If a new sentence is typed without an initial capital, Word automatically adds
the relevant initial capital at the beginning of the sentence.
AutoCorrect corrects errors only after the [Spacebar] or [Return] keys are pressed. AutoCorrect entries
are created by selecting a piece of text in a document and assigning a name to it or by typing the
required text directly into the AutoCorrect dialogue box.
To Display the List of AutoCorrect Entries

Using the Menu:
1. Choose Tools, AutoCorrect Options
The AutoCorrect dialogue box displays the list of entries and the
AutoCorrect options currently selected.
AutoCorrect Options Description

Correct TWo INitial CApitals Changes two consecutive uppercase letters in a word so that the
second uppercase letter becomes a lowercase letter.
Capitalize first letter of Capitalises the first letter of each sentence.
sentences
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Capitalize names of days Capitalises the first letter of the days of the week.
Correct accidental usage of Corrects capitalisation of typed words and turns off the Caps Lock
cAPS LOCK key key.
Replace text as you type Corrects text automatically when typing.
Exceptions Stores abbreviations or terms with mixed capitalisation that the user
does not wish Word to correct automatically.
Replace Displays the name or abbreviation of the AutoCorrect entry that will
automatically be replaced as the user types.
With Displays the text or graphics that Word will use as a replacement for
the word or abbreviation in the ‘Replace’ box.
Plain text Stores the entry in the ‘With’ box without any formatting.
Formatted text Stores the entry in the ‘With’ box as it is formatted in the document.
Add Adds or replaces the AutoCorrect entry displayed.
Delete Deletes the selected AutoCorrect entry.
Automatically use suggestions Automatically replaces the typed error with words from the spelling
from the spelling checker checker dictionary.
To Create an AutoCorrect Entry

Using the Menu:
2. In the Replace box, type the word or phrase that is often mistyped or
misspelled
3. In the With box, type the text to replace
4. Choose Add
5. Choose OK
To Use AutoCorrect
Using the Keyboard:
1. Type the name of the AutoCorrect entry
2. Press the [Spacebar]
or
Press the [Return] key
To Redefine the AutoCorrect Entry

Using the Menu:
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2. In the Replace box, type the name of the AutoCorrect entry
or
Select the AutoCorrect entry to redefine from the list
3. In the Replace box, edit the entry as required
4. In the With box, edit the entry as required
5. Choose Replace
Word prompts the user to confirm replacement of the redefined
AutoCorrect entry.
6. In the Prompt box, choose Yes
7. Choose OK to close the AutoCorrect dialogue box
Note: If the AutoCorrect entry to redefine contains a long passage of text, make the changes required,
select the text, open the AutoCorrect dialogue box, then in the ‘Replace’ box, type the AutoCorrect
entry name and choose ‘Replace’.
To Delete AutoCorrect Entries

Using the Menu:
2. Select the AutoCorrect entry to delete
3. Choose Delete
Word prompts the user to confirm deletion.
4. Choose OK
Exceptions
The Exceptions option stores abbreviations or terms with mixed capitalisation that the user does not
want Word to correct automatically.
To Use Exceptions
Using the Menu:
The AutoCorrect Exceptions dialogue box displays.
2. Choose Exceptions
The AutoCorrect Exceptions dialogue box displays.
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3. Choose the First Letter tab

or
Choose the INitial CAps tab
4. In the Don’t capitalize after box, type the word or acronym with two initial
capital letter that Word will not automatically correct
or
In the Don’t correct box, type an abbreviation to prevent Word from
automatically capitalising the word typed after the abbreviation
5. Choose Add
6. Choose OK to close the AutoCorrect Exceptions dialogue box
7. Choose OK
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Using AutoFormat As You Type
AutoFormat As You Type automatically format headings, tables, bulleted and numbered lists, borders,
numbers and symbols as the user types.
Options Description
Headings Applies a built-in heading style to a word or line of text when the
[Return] key is pressed twice.
Borders Automatically creates a thin border if three or more consecutive
hyphens (-) are typed followed by a [Return]. If the equals sign (=) is
typed followed by a [Return], a double border is inserted.
Automatic bulleted lists Automatically applies bulleted list formatting if an asterisk (*) is
typed at the beginning of a sentence, paragraph or line of text and the
[Return] key is pressed.
Automatic numbered lists Automatically applies numbered list formatting to a list when a
number or letter followed by a full stop, space or tab is typed before a
paragraph, sentence or line of text followed by a [Return].
“Straight quotes” with “smart Changes straight quotation marks to smart (curly)
quotes” quotation marks.
Ordinals (1st) with Replaces ordinals with superscripts to raise the character’s position
superscripts above the baseline, e.g. 1st would be formatted as 1st.
Fractions (1/2) with fraction Replaces certain common fractions with the corresponding fraction
character (½) character, e.g. ½ and ¼.
Symbol characters (--) with Replaces two hyphens with an en dash (−). To replace other
symbols (⎯) characters with symbols, e.g.©, ® and ™, add these characters and
others to the AutoCorrect feature.
*Bold* and _italic_ with real Applies bold character formatting to words enclosed in asterisks (*)
formatting and italicised character formatting to words enclosed in underscore
characters, e.g. *Word 2000* becomes Word 2000, _italic_ becomes
italic.
Internet and network paths Formats Internet and network paths as hyperlink fields to enable
with hyperlinks users to jump directly to an item by clicking on the hyperlink.
Format beginning of list Automatically repeats character formatting applied at the beginning
item like the one before it of a list item.
Define styles based on your Creates new paragraph styles based on the formatting the user has
formatting applied in the document.
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To Turn Off/On an AutoFormat As You Type Option

Using the Menu:
1. Choose Tools, AutoCorrect
2. Choose the AutoFormat As You Type tab
3. Choose the required option to turn off/on
4. Choose OK
Creating and Applying AutoText Entries

AutoText can store text and graphics to be used again and again in documents, e.g. a name, address,
circulation list, clauses in contracts or a company logo. Each selection of text or graphics is recorded
as an AutoText entry and is assigned a unique name. If the user types the same text regularly, they
should consider making the text into an AutoText entry.
When selecting text that contains formats, ensure that the paragraph marker at the end of the paragraph
is also selected, as this will ensure that the formatting is saved with the AutoText entry. By default,
Word makes AutoText entries available to all documents by storing them in the ‘Normal’ template.
AutoText entries can be printed and used as a reference guide to other users.
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To Create an AutoText Entry
Using the Mouse:
1. Select the text or picture to make into an AutoText entry
2. Choose Insert, AutoText
3. Choose New
The Create AutoText dialogue box displays. Word automatically suggests a
name for the AutoText entry.
4. If required, in the Please name your AutoText entry box, type the required
AutoText name
5. Choose OK
The AutoText entry is stored.
Using the Keyboard:

2. Press the [Alt]+[F3] keys
The Create AutoText dialogue box displays.
3. Follow steps 4 to 5 as menu method
Note: If the AutoText entry is to be inserted using AutoComplete, ensure when naming the AutoText
entry, that the name contains at least four characters as Word only inserts an entry after four characters
have been typed.
To Insert an AutoText Entry

Using the Menu:
1. Position the insertion point where the AutoText entry is to appear
3. Choose AutoText
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4. Choose the AutoText tab

5. In the Enter AutoText entries here list, select the required AutoText entry
The ‘Preview’ box displays the selected AutoText entry.
6. Choose Insert
The AutoText entry is inserted into the document.
Using the Keyboard:
1. Position the insertion point where the AutoText entry is to appear
2. Type the AutoText entry name
The AutoText entry is inserted into the document.
To Edit an AutoText Entry

Using the Keyboard:
1. Insert the AutoText entry to edit
2. Make the required changes
3. Select the edited AutoText entry
4. Press the [Alt]+[F3]
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5. In the Please name your AutoText entry box, type the original AutoText
entry name
6. Choose OK
Word prompts the user to redefine the AutoText entry.
7. In the Prompt box, choose Yes to replace the older version with the new one
To Rename an AutoText Entry

Using the Menu:
1. Choose Tools, Templates and Add-ins
The Templates and Add-ins dialogue box displays.
2. Choose Organizer
The Organizer dialogue box displays.
4. In the In box, select the AutoText entry to rename
5. Choose Rename
The Rename dialogue box displays.
6. In the New name box, type the new name for the AutoText entry
7. Choose OK
8. Choose Close
To Delete an AutoText Entry

Using the Menu:
2. Choose AutoText
4. In the Enter AutoText entries here list, select the AutoText entry to delete
5. Choose Delete
6. Choose OK
To Print AutoText Entries

Using the Menu:
The Print dialogue box displays.
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2. In the Print what box, click

3. Select AutoText entries
4. Choose OK
The AutoText entries are printed.
Using the AutoText Toolbar

Word provides an AutoText toolbar to quickly create, modify and use selected AutoText entries.
To Displays the AutoText Toolbar

Using the Menu:
1. Choose View, Toolbars, select AutoText
or
Click the right mouse button on a toolbar, choose AutoText
The AutoText toolbar displays.
To Create AutoText Entries Using the Toolbar

Using the Mouse:
2. In the AutoText toolbar, click
3. In the Please name your AutoText entry box, type the required AutoText
name
4. Choose OK
The AutoText entry is stored.
To Insert An AutoText Entry Using the Toolbar

Using the Mouse:
1. Position the insertion point where the AutoText entry is to be inserted
2. In the AutoText toolbar, click
A list of AutoText categories displays.
3. Choose the required AutoText category, select the AutoText entry
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To Delete an AutoText Entry Using the Toolbar
Using the Mouse:
9 In the AutoText toolbar, click
The AutoCorrect dialogue box displays the AutoText tab.
9 In the Enter AutoText entries here box, type the name of the AutoText entry
to delete
or
In the Enter AutoText entries here box, select the name of the AutoText
entry to delete
9 Choose Delete, choose OK
Applying Spikes
A Spike is a special AutoText entry that is used to re-arrange text and graphics within a document. The
Spike is a container into which text and graphics can be collected. The user can insert the contents of the
Spike anywhere in a document. Text and graphics are added to the Spike in the order that the user requires
them to appear in the document. When adding an item to the Spike, it is deleted from the document. The
contents of the Spike can then be ‘emptied’ at the desired location.
To Add Items to the Spike

Using the Keyboard:
1. Select the first item to add to the Spike
2. Press the [Ctrl]+[F3] keys
3. Repeat steps 1 and 2 to add further items to the Spike
To Insert and Empty the Contents of the Spike

Using the Keyboard:
1. Position the insertion point where the contents of the Spike is to be inserted
2. Press the [Ctrl]+[Shift]+[F3] keys
The contents of the Spike are inserted into the document.
To Insert the Contents of the Spike Without Emptying it

Using the Mouse:
1. Position the insertion point where the contents of the Spike are to be inserted
3. Choose AutoText
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5. In the Enter AutoText entries here list, select Spike
A preview of the Spike displays in the ‘Preview’ box.
6. Choose Insert
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Notes
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Chapter 12
Working with Tabs and Tables
Topics
9 Setting and Using Tabs

9 Working with Tables
9 Using Draw Table
9 Formatting a Table
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Setting and Using Tabs
Tabs are used to align text horizontally on the typing line. Tabs can be used to display text and
numbers in a tabular form, or to indent text to different positions on the page. The default tab setting,
in Word is left aligned tabs every 1.27 cm. Tabs can be set using the Format menu or the Tab/Indent
button and the Horizontal Ruler bar.
When typing text, the [Tab] key is used to move the insertion point to the next tab stop. The space
between the tabs is usually blank but can be filled by a leader character, e.g. dots or dashes.
There are five different tab types:
Tab type Tab button
Left
Centre
Right
Decimal
Bar
To Set Tab
Using the Mouse:
2. Click the Tab/Indent button on the Horizontal Ruler bar until the required
tab button displays
3. Point to the lower half of the Horizontal Ruler bar and click the mouse
button
4. The required tab is set.
5. Repeat steps 2 and 3 to set further tabs
Using the Menu:

2. Choose Format, Tabs
The Tabs dialogue box displays.
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3. In the Tab stop position box, type the position for the tab
4. Choose the required alignment
5. Choose Set
6. Repeat steps 3 to 5 to set further tabs
7. Choose OK
To Move a Tab
Using the Mouse:
1. In the Horizontal Ruler bar, click and drag the tab to the required location
To Remove a Tab
Using the Mouse:
1. In the Horizontal Ruler bar, click and drag the tab marker down and off the
Horizontal Ruler bar
Using the Menu:
1. Choose Format, Tab
2. In the Tab stop position box, select the tab to be deleted
3. Choose Clear
The tab is removed from the listing.
4. Choose OK
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The deleted tab is also removed from the Horizontal Ruler bar.
Leader Characters
Leader Characters can be set to fill the space between the tab positions. Leader Characters can only be
set using the Format, Tabs menu commands.
To Set a Tab with Leader Characters

Using the Menu:
1. Choose Format, Tabs
2. In the Tab stop position box, type the position for the tab
3. Choose the tab alignment required
4. Choose the required leader style
5. Choose Set
6. Choose OK
Working with Tables

Tables can be used for many tasks within Word. A table is built-up of Rows and Columns that are
divided into boxes called Cells. Rows and columns can be inserted or deleted at any time within a
table. Tables are quick to set up, easy to edit and format and can be used in almost all operations that
would traditionally have used tabs or columns.
When a table is created Word applies by default a ½ point black border inside and around the table. If
the border is removed, gridlines that form the cell boundaries are visible. The gridlines are not
printable.
A simple table is created using the Insert, Table menu option or using the Insert Table button located
on the Standard toolbar. The Draw Table tool allows the user to create a more complex table, e.g. one
that contains cells of different heights or tables within tables. A table can be inserted within another
table allowing the user to create a more complex table. A table can also be positioned anywhere in a
document and text wrapped around it giving the user more flexibility in page layout.
Parts of a table:
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Table part Description

Table move handle and Table Allows the user to position the table anywhere on the page.
resize handle
Cell margins Allows the user to set spacing between the boundary of the table and
the text inside the cell.
End of cell marks and End of Nonprinting character that appear only on the screen.
row marks
Nested table A table inserted within a table.
Borders Displays a single printable line by default.
Gridlines Displays nonprintable grey lines that form the boundaries of the
table, row, column and cell.
To Insert a Table
Using the Mouse:
1. Position the insertion point where the table is to be inserted

A Table grid displays.
3. Click and drag over the table grid to select the number of columns and rows
required
The table is inserted into the document.
Using the Menu:
1. Position the insertion point where the table is be inserted
2. Choose Table, Insert, Table
The Insert Table dialogue box displays.
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3. In the Number of columns box, type the number of columns required
4. In the Number of rows box, type the number of rows required
5. Choose OK
When the table is created, each column is the same width and the table
stretches across the page.
To Move Around a Table

Using the Keyboard:
Keystroke Movement
[Tab] Move forward a cell
[Shift]+[Tab] Move back a cell
Using the Mouse:

1. Click in the cell to move to
To Select Cells, Columns or Rows in a Table

Using the Mouse:
Action Selection
Click and drag over cells, Selects multiple cells, rows and columns
columns or rows
Click to the left of a row Selects entire row
Click on the top border of a Select entire column
column
Using the Keyboard:
Action Selection
[Tab] Selects the contents of the next cell
[Shift]+[Tab] Select the contents of the previous cell
[Shift] + arrow keys Selects multiple cells, rows or columns

[Alt]+[5] on the numeric Selects entire table
keypad with Num Lock
switched off
Note: If the insertion point is in the last cell of a table and the [Tab] key is pressed, a new row is
automatically inserted at the end of that table.
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Using the Mouse:

1. Position the insertion point in a cell
2. Choose Table, Select
3. Choose the required selection
To Move a Table
Using the Mouse:
1. Position the mouse pointer on the table
The Table move handle and Table resize handle displays.
2. Position the mouse pointer on the Table move handle
The mouse pointer changes to a four-headed arrow.
3. Click and drag the table to the required location
To Resize a Table
Using the Mouse:
1. Position the mouse pointer on the table
The Table move handle and Table resize handle displays.
2. Position the mouse pointer on the Table resize handle .
The mouse pointer changes to a double-headed arrow.
3. Click and drag outwards to enlarge the table width
or
Click and drag inwards to decrease the table width
or
Click and drag upwards to decrease the table height
or
Click and drag downwards to increase the table height
To Delete a Table
Using the Menu:
1. Select the table to delete
or
Position the insertion point in the table to delete
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2. Choose Table, Delete
3. Choose Table
The table is deleted.
To Enter Text in a Table

Using the Mouse:
1. Click in a cell
To Delete Text from Cells

Using the Keyboard:
1. Select the text to delete
To Delete the Contents of a Table

Using the Keyboard:
1. Select the table
Note: Only the table’s contents are removed not the table itself.
Using Draw Table

The Draw Table feature is another way of creating a table. Instead of the user defining the number of
columns and rows required to compile the table using the Insert Table dialogue box, the user is
presented with a screen pencil with which they draw the table. Draw table is accessed through a
button, which is located on the Tables and Borders toolbar.
Drawing a table using the Draw Table tool is a two-step process. The user must initially define the
boundaries and size of the table. The required columns and rows are then drawn within the table
boundary.
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To Display the Table and Borders Toolbar

Using the Mouse:

The Tables and Borders toolbar displays.
Using the Menu:
or
Click the right mouse button on a toolbar
2. Choose Tables and Borders
To Create a Table Using the Draw Table Tool

Using the Mouse:
1. In the Tables and Borders toolbar, click

The mouse pointer changes to a pencil.
2. Point to where the top left corner of the table is to be positioned
3. Click and drag the mouse diagonally to draw the boundaries of the table
Using the Mouse:
1. Choose Table, Draw Table
The Tables and Borders toolbar displays. The mouse changes to a pencil
To Draw Columns and Rows

Using the Mouse:
1. Click within the table boundaries, point to the required location to start
drawing a column
or
Click within the table boundaries, point to the required location to start
drawing the row
2. Click and drag to draw the required column or row
3. Repeat steps 1 to 2 to draw further columns and rows
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To End Draw Table
Using the Mouse:

The pencil no longer displays.
Using the Menu:
1. Choose Tools, Draw Table
To Erase Lines
Using the Mouse:

The mouse pointer changes to an eraser.
2. Click and drag the eraser on the lines to erase

or
Press the [Esc] key to switch off the eraser tool
Formatting a Table
Once a table is created, it can be enhanced to meet the user’s requirements, e.g. column and row widths
and heights changed, columns or individual cells split or merged, and multiple or individual columns
and rows inserted. Various line styles, and colours can also be applied to selected parts of the table.
Changing Columns Widths

There are numerous methods the user can use to change the width of columns in a table. One way is to
click and drag the Table Column markers on the Horizontal Ruler bar.
To Change the Column Width

Using the Mouse:
1. In the table, position the mouse pointer on the column border to the right of
the column to adjust
The mouse pointer changes shape .
2. Click and drag the column border right to increase the width
or
Click and drag the column border left to decrease the width
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Note: Pressing the [Shift] key whilst dragging the column border also changes the table width.
Pressing the [Ctrl] key whilst dragging the column border changes the column width only.
Using the Menu:
1. Select the column(s) to adjust
2. Choose Table, Table Properties
or
Click the right mouse button on the selected column(s), choose Table
Properties
The Table Properties dialogue box displays. Word automatically displays the
current width of the selected column.
3. In the Preferred width box, triple-click the mouse button to select the current
measurement
4. Type the required column width
5. In the Measure in box, select the required measurement type, e.g. inches
6. Choose OK
To Change the Column Width Using Column Markers

Using the Mouse:
1. Position the insertion point in the column to adjust

2. Click and drag the Table Column marker to the required position on the
Horizontal Ruler bar
Note: Press the [Alt] key whilst dragging the Table Column marker to display the column width
measurement on the Horizontal Ruler bar.
To Distribute Columns Evenly
Using the Mouse:
4. Select the required columns
5. In the Table and Borders toolbar, click

The columns are distributed evenly with equal column widths.
Using the Menu:
1. Select the required columns
2. Choose Table, AutoFit
3. Choose Distribute Columns Evenly
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Changing Row Heights
Unless specified, the height of each row in a table depends on the contents of the cells in that row. The
row height default is Auto, which allows the row to automatically deepen as text is entered. If using
tables to design forms, the row height may need to be set to a minimum or exact size.
There are three row height options:

Option Description
Auto Default setting. Automatically deepens the row to accommodate the
cell containing the biggest entry.
At least Sets a minimum row size. If text is entered that exceeds the size set,
Word adjusts the height to accommodate it.
Exactly Sets an exact size. If text is entered that exceeds the size set, Word
displays only what will fit in the row height specified.
To Change the Row Height

Using the Mouse:
1. In the table, position the mouse pointer on the row border
The mouse pointer changes shape .
2. Click and drag the row border up to decrease the size
or
Click and drag the row border down to increase the size
Using the Menu:

1. Select the row(s) to adjust
or
Click the right mouse button in the selected row, choose Table Properties
The Table Properties dialogue box displays.
3. Choose Specify height
4. In the Specify height box, triple-click the mouse button
5. Type the required row measurement
6. In the Row height is box, click

Choose the required option, e.g. Exactly
7. Choose OK
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To Distribute Rows Evenly

Using the Mouse:
1. Select the required rows

The rows are distributed evenly with equal row heights.
Using the Menu:
1. Select the required rows
2. Choose Table, AutoFit
3. Choose Distribute Rows Evenly
The selected rows are distributed evenly in the table.
Inserting and Deleting Columns and Rows

Additional columns can be inserted to the left or right of the selected column and rows inserted above
or below the selected row. If the user wishes to insert more than one column or row, the numbers of
columns or rows to be inserted are selected first and Word will automatically insert the same number of
selected columns or rows into the table.
The Tables and Borders toolbar and the Standard toolbar contain the following ‘Insert’ buttons that
may automatically display when inserting columns or rows.
Button Inserts
rows above
rows below
columns to the left
columns to the right
cells
To Insert a Row
Using the Mouse:
1. Position the insertion point in the row where the new row is to be inserted
or
Select the number of rows to be inserted
2. In the Tables and Borders toolbar, click the arrow to the right of
3. Choose Insert Rows Above
or
Choose Insert Rows Below
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Note: Word automatically changes the Insert Table button to the Insert Row button once the user has
inserted a new row(s) into the table.
Using the Menu:

1. Position the insertion point in the row
or
Select the number of rows to be inserted
2. Choose Table, Insert
3. Choose Rows Above
or
Choose Rows Below
Note: The Shortcut menu will only insert a row above the selected row not below it.
To Delete a Row
Using the Menu:
1. Position the insertion point in the row to delete
or
Select the row(s) to delete
2. Choose Table, Delete, Rows
or
Click the right mouse button in the selected rows, choose Delete Rows
To Insert Columns
Using the Mouse:
1. Position the insertion point in the column
or
Select the number of columns to insert
3. Choose Insert Columns to the Left
or
Choose Insert Columns to the Right
The new column(s) are automatically inserted.
Using the Menu:
1. Position the insertion point in the column
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or
Select the number columns to be inserted
2. Choose Table, Insert
3. Choose Columns to the Left
or
Choose Columns to the Right
Note: The Shortcut menu will only insert columns to the right of the selected column.
To Delete a Column
Using the Menu:
1. Position the insertion point in the column to delete
or
Select the column(s) to delete
2. Choose Table, Delete, Columns
or
Click the right mouse button in the selected columns, choose Delete
Columns
Merging and Splitting Cells

Merging joins two or more cells and their contents together, e.g. to insert a heading that spans several
columns. Splitting divides a single cell into multiple cells.
To Merge Cells
Using the Mouse:
1. Select the cells to merge

The cells are merged together into one larger cell.
Using the Menu:
1. Select the cells to merge
2. Choose Table, Merge Cells
or
Click the right mouse button on the selected cells, choose Merge Cells
To Split Cells
Using the Mouse:
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1. Select the cells to split

The Split Cells dialogue box displays.
3. In the Number of columns box, enter the number of columns to split the
cell(s) into
4. In the Number of rows box, enter the number of rows to split the cell(s) into
5. Choose OK
Using the Menu:

1. Select the cells to split
2. Choose Table, Split Cells
or
Click the right mouse button on the selected cells, choose Split Cells
The Split Cells dialogue box displays.
Follow steps 3 to 5 as mouse method
Borders and Shading

All tables have a ½ pt black single solid-line border by default. Borders can be applied to all sides of a
table each with a different line style. Borders can also be applied to paragraphs enabling greater
emphasis to text within a table. Shading consists of a foreground pattern or colour and a background
colour. Cells can be shaded to add emphasis to their contents. Border styles can also be applied to
individual lines in a table using the Draw Table tools.
To Add Borders
Using the Mouse:
1. Select the table
or
Select the required cell(s)
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or
In the Formatting toolbar, click the arrow to the right of

The Borders palette displays.
3. Choose the required border style
Using the Menu:
1. Select the table
or
2. Choose Format, Borders and Shading
or
Click the right mouse button on the selected area, choose Borders and
Shading
The Borders and Shading dialogue box displays.
3. Select the required border style
4. Choose OK
To Add Shading
Using the Mouse:
1. Select the table
or
The Shading Color palette displays.
3. Select the required shading colour from the palette
Using the Menu:

1. Select the table
or
or
Click the right mouse button in the selected area, choose Borders and
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Shading
The Borders and Shading dialogue box displays.
3. Choose the Shading tab
4. In the Fill palette, select the required shading and choose OK
To Apply a Shading Style

Using the Menu:
1. Select the table
or
or
Shading
3. Choose the Shading tab
4. In the Style box, select the required style
5. Choose OK
To Apply a Foreground Colour

Using the Menu:
1. Select the table
or
or
Shading
3. Click on the Shading tab
4. In the Color box, click

A Colour palette displays.
5. Select the required foreground colour
6. Choose OK
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Applying Table AutoFormat

Table AutoFormat automatically applies formats, including predefined borders and shading, and resizes
a table to accommodate the contents of the cells.
To Apply AutoFormat
Using the Mouse:
1. Select the table

The Table AutoFormat dialogue box displays.
3. In the Formats box, select the required AutoFormats
The ‘Preview’ box displays a sample table showing the AutoFormats that will
be applied to the selected table.
4. In the Formats to apply box, select the formats not to be applied, e.g.
Borders
Ensure the tick boxes are not selected.
5. Choose OK
Using the Menu:

1. Select the table
2. Choose Table, Table AutoFormats
or
Click the right mouse button in the table, choose Table AutoFormats
3. Repeat steps 3 to 5 as mouse method
Formatting Text in a Table

Formats can be applied to table text or empty cells awaiting text entry using the Formatting toolbar,
Format menu and the Tables and Borders toolbar.
Changing the Alignment of Text

When typing text into a cell, Word aligns it according to the default alignment. Text in a cell can be
horizontally or vertically aligned and orientated.
To Horizontally Align Text

Using the Mouse:
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1. Select the required cell(s)
2. In the Formatting toolbar, click the required alignment button
To Horizontally/Vertically Align Text

Using the Mouse:
1. In the Tables and Borders toolbar, click the arrow to the right of ,
choose the required alignment
Note: Once the alignment has been chosen, the Alignment button in the Tables and Borders toolbar
retains the last choice made, e.g. Align Top Left
Using the Menu:

2. Click the right mouse button in the selected area, choose Cell Alignment
Choose the required alignment
To Change the Text Direction

Using the Menu:
2. Choose Format, Text Direction
or
Click the right mouse button in the selected area, choose Text Direction
The Text Direction dialogue box displays.
3. Choose the required orientation

4. Choose OK
Using the Mouse:


Note: With each click of the ‘Change Text Direction’ button, the direction of the text changes. The
alignment button also changes to reflect the alignment of the orientated text.
To Change the Table Cell Margins

Using the Menu:
Page 134
1. Select the table

or
Click the right mouse button in the selected area, choose Table Properties
3. Choose the Table tab
4. Choose Options
The Table Options dialogue box displays.
5. In the Default cell margins section, enter the required margin settings
6. Choose OK to close the Table Options dialogue box
7. Choose OK
To Change Individual Cell Margins

Using the Menu:
or
Click the right mouse button in the selection area, choose Table Properties
3. Choose the Cell tab
4. Choose Options
The Cell Options dialogue box displays.
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Options Description
When checked, applies the same margin setting to all cells in the
Same as the whole table table. Unchecked, allows the user to set individual cell margins.
Wrap text When checked, wraps text into multiple lines and lengthens the cell
so that the cell width remains the same. Unchecked, automatically
widens the cell to accommodate text.
Fit text Visually reduces the font size allowing all text typed in a cell to fit
within the column width. The more text entered, the smaller the font
appears on screen. The actual font size does not change when
printed.
5. In the Same as the whole table box, click in the tick box to turn the option
off
6. In the Left box, type the required cell margin measurement
7. Repeat step 6 to set the right, top and bottom cell margins for the selected
cell(s)
8. Choose OK to close the Cell Options dialogue box
9. Choose OK
To Change the Space between Cells in a Table

Using the Menu:
1. Select the table
or
Click the right mouse button in the selected area, choose Table Properties
3. Choose the Table tab
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4. Choose Options
The Table Options dialogue box displays.
5. In the Allow spacing between cell box, type the required cell spacing
measurement
6. Choose OK
7. Choose OK
Converting Text to Table and Table to Text

When converting existing text to a table or a table to text, separator characters are used to indicate
where the text is to be separated when converting text to a table or converting a table to text. Separator
characters consist of paragraph marks, tabs and commas. When converting a table to text, Word begins
a new column at the separator marks. When converting a table to text, Word substitutes column
boundaries with separator marks.
To Convert Existing Text to a Table

Using the Menu:
1. Select the text to convert to a table
2. Choose Table, Convert
3. Choose Text to Table
The Convert Text to Table dialogue box displays.
4. In the AutoFit behavior section, choose the required AutoFit behavior, e.g.
Fixed column width
5. In the Separate text at box, choose the separator character, e.g. Tabs
6. Choose OK
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The text is converted to table text.
To Convert a Table to Text

Using the Menu:
1. Select the rows or table to convert
2. Choose Table, Convert
3. Choose Table to Text
The Convert Table To Text dialogue box displays.
Option Description
Paragraph marks Converts the selected table to text, with each cell converted to a
separate text paragraph.
Tabs Converts the selected table to text, with each column marker
converted to a tab.
Commas Converts the selected table to text, with each column marker
converted to a comma.
Other Converts a table to text, with each column marker converted to the
character entered in the ‘Other’ box.
4. Choose the separate option required, e.g. Paragraph marks
5. Choose OK
Page 138

Notes
Page 139
Chapter 13
Using Templates and Wizards
Topics
9 Using Templates
9 Customising and Modifying Templates
9 Using Wizards
Page 140
Using Templates
A Template is a blueprint for text, graphics and formatting in a document. Templates save time and
ensure consistency when working with standard documents. Word provides templates for several
common types of documents, e.g. memos, reports and business letters. The user can modify these
templates or create custom templates.
Word automatically bases new documents on the Normal template, which is a general-purpose
template for any type of document. AutoText entries and any customised items created by the user are
stored in the Normal template. All templates are stored in the Templates folder.
To Use a Template
Using the Menu:
1. Choose File, New

2. Click On my Computer under Templates
3. Choose a template category tab, e.g. Letters & Faxes
4. Select the required template
The ‘Preview’ box displays the layout of the chosen
template.
1. Choose OK
Note: Many Word templates include details on how to use and complete the document. Follow the
instructions on screen. Select and replace pieces of text that are used to prompt the user for their own
details, e.g. Company Name Here, [Click here and type].
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Customising and Modifying Templates
A template can store standard text, AutoText entries, styles and other custom options. A new template
can be created based on an existing document or template. Any part of a template can be customised;
page layout, headers, footers, styles, etc. can all be modified to suit the user’s requirements.
To Create a Template
Using the Menu:
1. Choose File, New

The Task Pane box displays.
2. Click Blank document.
3. Format and insert all the required content/layout in the document.
4. Choose File, Save As
5. In the File name box, type the template name
6. Ensure the ‘Save as type’ is sent to Document Template
7. Choose Save
Modifying a Template
Changes made to existing templates, such as changing the contents and formatting, do not affect
existing documents. Word will only update the document if the ‘Automatically update document style’
option has previously been applied to the document.
To Modify a Template
Using the Menu:
1. Choose File, New.

The Task Pane box displays.
2. Choose On my computer from the Templates.
3. From the template dialog box, select the template to be modify.
4. Click Template under Create New.
5. Click OK
6. Make the required changes to the template.
7. Choose File, Save As.
8. Ensure the ‘Save as type’ is sent to Document Template.
9. In the Filename box, select back the same template’s filename.
10. Click Save.
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11. A dialog will prompt to replace the file. Click Replace existing file.
Using Wizards
A Wizard is a feature that allows the user to create a document by following a series of easy steps.
Word interprets the user’s response to the questions being asked, to automatically lay out and format a
certain type of document. Wizards are stored in the Templates folder.
To Use a Template Wizard

Using the Menu:
1. Choose File, New

2. Click On my Computer from the task pane.
3. Choose the required template category. E.g Memo Wizard under Memo
4. Select the required wizard
5. Choose OK
The first wizard step displays.
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6. Choose Next
7. Complete each step of the wizard as required
8. Choose Finish to complete the wizard
Letter Wizard
The Letter Wizard helps users create letters quickly and easily by providing letter element choices, e.g.
salutations and closings. When a comma or colon letter opening is typed, e.g. Dear Mary, Word
recognises that the document will be a letter and automatically offers step-by-step instructions to help
the user through the letter creation process using the Office Assistant.
Once a letter has been created using the Letter Wizard, Word automatically remembers whom the user
has sent letters to and stores letter elements, e.g. salutations and closings, in a list. Therefore, when
creating a letter to a previous recipient the user can select the person’s name from the list and Word,
automatically completes the rest of the information. Choosing ‘Letter Wizard’ from the Letters &
Faxes template category can also activate Letter Wizard.
To Create a Letter Using Letter Wizard

Using the Mouse:
1. Type the required salutation, e.g. Dear Mr Smyth,
2. Press the [Return] key
The Office Assistant displays.
3. Choose the Get help with writing the letter
The Letter Wizard – Step 1 of 4 dialogue box displays.
Steps Options
Step 1 Determines the general appearance and style of the letter.
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Step 2 Allows the user to enter the name, address and salutation for the
recipient.
Step 3 Lists other elements to be included in the letter, e.g. reference,
subject.
Step 4 Contains sender information.
4. Complete the required steps
5. Choose Finish
6. Office Assistant prompts the user: Do more with the letter?
7. Choose the required options, e.g. Make an envelope
or
Choose Cancel to end Letter Wizard
To Modify or Complete an Existing Letter

Using the Menu:
1. Open the letter to modify or complete

2. Choose Tools, Letter Wizard
The Letter Wizard dialogue box displays.
3. Choose the required letter settings tab
4. Type the relevant information, choose OK
Page 145

Notes
Page 146
Exercises
Exercises
The following are contained in this appendix:
9 Creating a Word Document

9 Editing Text
9 Text Formatting
9 Applying Paragraph Formats
9 Setting Page Layouts
9 Using Multiple Documents
9 Using Find and Replace
9 Creating and Using AutoText Entries
9 Setting Tabs
9 Creating Tables
9 Using Templates
Page 147
Creating a Word Document
1. Create the following letter.
2. Save the document using King as the filename.
Mr G King
Sales Manager
10 Bridge Street
London SW9
(Insert today’s date)
Dear Mr King
Thank you for your recent letter. I have put together a document explaining the difference between the
Internet and Intranet, in order to prepare your staff for their training course in two weeks. Please
distribute this as appropriate.
Yours sincerely
Mr P Black
IT Consultant
Page 148
Editing Text
1. Make the following adjustments to the document named King and resave it
using JKLSys as the filename.
Mr G March
Sales Manager
JKL Systems
10 Bridge Street
London SW9
(Insert today’s date)
Dear Greg
Thank you for your letter dated 22nd January. I have put together a document explaining the difference
between the Internet and Intranet, in order to prepare your staff for their seminar next month. Please
distribute this as appropriate.
If you need any further assistance in this matter, please do not hesitate to contact me.
Yours sincerely
Paul Black
IT Consultant
Page 149
Text Formatting
1. Create the following document, applying formats as shown.
2. Save the document using Internet as the filename, and then close it.
Working with the Internet/Intranet

Internet and Intranet are common terms in today’s IT world, but many people are still unclear of the
difference between the two.
Internet
The Internet is simply a public access Wide Area Network, linking several million computers around
the world. The most popular and user friendly way that users can access this information is to use the
World Wide Web.
Using what is referred to as a WEB BROWSER, users can navigate this World Wide Web of linked
information, using a ‘point and click’ windows based graphic user interface.
Intranet
An Intranet is an organisation’s private version of the Internet, i.e. information contained is only
available to people within the organisation rather than millions of users around the world.
By using a browser a user can search through the contents of the company’s Intranet. This means that
information becomes on-line, making it easier to distribute, update and obtain, and replaces the need to
distribute large amounts of paper.
Page 150
Applying Paragraph Formats

1. Open the Internet document.
2. Apply the paragraph formats as indicated below.
3. Save the document, print and close it.
Centre Heading
Working with the Internet/Intranet
Internet and Intranet are common terms in today’s IT world, but many people are still unclear of the
difference between the two.
Internet
Justify Paragraph, First Line Indent of 0.5”
The Internet is simply a public access Wide Area Network, linking several million computers
around the world. The most popular and user friendly way that users can access this information is to
use the World Wide Web.
Left Indent of 1”
Using what is referred to as a WEB BROWSER, users can navigate this World Wide
Web of linked information, using a ‘point and click’ windows based graphic user
interface.
Intranet
Left Indent 1.5” and Right Indent 1.5”
An Intranet is an organisation’s private version
of the Internet, i.e. information contained is only
available to people within the organisation
rather than millions of users around the world.
Hanging Indent 1.5”

By using a browser a user can search through the contents of the company’s Intranet. This means that
information becomes on-line, making it easier to distribute, update and
obtain, and replaces the need to distribute large amounts of paper
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Setting Page Layouts
1. Open the Intranet document.
2. Change the top and bottom margins to 2”.
3. Change the left and right margins to 1”.
4. Insert a first page header “Guidance Notes” on the left section and today’s
date on the right section.
5. Insert the document’s filename in the footer and make it bold.
6. Insert a centred page number in the footer.
7. Change the page orientation to landscape. Note how the header and footer
settings do not change to accommodate the orientation.
8. Return the page orientation to portrait.
9. Save and close the document.
Page 152
Using Multiple Documents

2. Open a new document.
3. Arrange the windows.
4. Copy two paragraphs of text from the Internet document into the new
document window.
5. Close both documents without saving.
6. Open the JKLSys document and insert a page break at the end of the
document.
7. Combine the Internet document with the JKLSys document.
8. Resave the JKLSys document and close it.
Page 153
Using Find and Replace
Exercise 1
2. Find all occurrences of ‘Internet’.
3. Find all occurrences of ‘information’.
4. Replace all occurrences of ‘people’ with ‘employees’.
5. Replace all occurrences of ‘information’ with ‘data’.
6. Close the document without saving.
Page 154
Creating and Using AutoText Entries

Exercise 1
1. Create the following AutoText entries.
TY
Thank you for your recent letter applying for the position of Intranet Manager within JKL.
CV
Please complete the enclosed application form and return it to me as soon as possible, together with a
copy of your curriculum vitae.
SP
In the meantime, we hope you will be successful in finding a suitable position.
C
Do not hesitate to contact me if you have any further queries.
CO
JKL Systems
10 Bridge Street
London SW9
DS
Dear Sir/Madam
YF
Yours faithfully
DAM
D Adamson
Personnel Manager
Exercise 2
1. Create a new document.
2. Create the following letter using the autotext entries created.
3. Save the document using Autotext as the filename, and then close it.
JKL Systems
Page 155
10 Bridge Street
London SW9
Dear Sir/Madam
Thank you for your recent letter applying for the position of Intranet manager within JKL Systems.
Please complete the enclosed application form and return it to me as soon as possible, together with a copy
of your curriculum vitae.
Do not hesitate to contact me if you have any further queries.
Yours faithfully
D Adamson
Personnel Manager
Page 156
Setting Tabs
1. Create the following tabs.
2. Save the document using Tabs as the filename and close it.
Name Department Position

M Briggs Sales Manager
F Brown Legal Assistant
R Graham Administration Manager
K McDonald Accounts Manager
L Smith Sales Assistant
Contents Page
Introduction......................................................................................................................................... 1
Company Profile ................................................................................................................................. 3
Managing Director’s Report .............................................................................................................. 6
Financial Statement........................................................................................................................... 10
Future Plans....................................................................................................................................... 16
Management Team ........................................................................................................................... 19
Page 157
Creating Tables
1. Create the tables shown below.
2. Add the borders and shading as shown.
3. Save the document using Tables as the filename and close it.
Course Title Level No. of Days Price Code

Overview of the Internet Introduction 1 $135.00 IN1
Using the Internet Intermediate 3 $350.00 IN2
Using the Internet Advanced 2 $245.00 IN3
Surname Initials Department Course Course

Code Date
CCO
OU
Briggs G Sales IN1 4th June

URRSSE
Brown B Legal IN2 18th June

E BBO
Stone S Administration IN1 4th June

OOOKKIIN
Lee L Accounts IN1 4th June

NG
18th June
G
Peters J Administration IN2

Smith M Sales IN2 18th June
Page 158
Using Templates
1. Create the template shown below.
2. Save the document using Memo1 as the template filename.
3. Create a new document based on the template.
4. Fill in the details and type a short message.
5. Print the document.
Interoffice
Memo
To:
Cc:
From:
Date:
Re:
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Microsoft Word 2003

Microsoft Word 2003 Essentials

Study Guide (version 1)

First Printing – November 2006

Published by Informatics Education Ltd

Chapter 2 Using Menus and Toolbars ...................................................7

Chapter 3 Understanding the Basics of Word......................................14

Chapter 4 Revising Text and Printing..................................................27

Chapter 5 Using Word’s Viewing Modes............................................44

Chapter 6 Formatting Text...................................................................50

Chapter 7 Assigning Paragraph Formats .............................................58

Chapter 8 Applying Page Layouts .......................................................71

Chapter 9 Working with Multiple Documents.....................................86

Chapter 10 Proofing Documents..........................................................92

Chapter 11 Automating Tasks ..........................................................101

Chapter 12 Working with Tabs and Tables .......................................115

Chapter 13 Using Templates and Wizards .....................................140

9 Understanding the Office Assistant

To Display the Office Assistant

To Hide the Office Assistant

Getting Help Using the Office Assistant

To Get Help Using the Office Assistant

Customising the Office Assistant

To Change the Office Assistant

To Change the Office Assistant Options

Using the Menu:

Using the Help Window

To Open the Help Window

Using the Menu:

To Use Contents Help

Using the Keyboard:

9 Understanding Menus and Toolbars

To Select a Menu Option

Using the Keyboard:

Using the Keyboard:

To Expand a Menu Option

2. In the Short menu, click

To Access a Shortcut Menu

Using the Mouse:

To Show/Hide Toolbar ScreenTips

To Activate a Tool on a Toolbar

To View More Buttons on the Toolbar

1. In the required toolbar, click

To Add a Button to a Toolbar

1. In the required toolbar, click

1. In the required toolbar, click

To Display Other Built-in Toolbars

Using the Menu:

To Remove a Built-in Toolbar

Using the Menu:

9 Understanding the Word Processing Concept

Understanding the Word Processing Concept

Launching Word 2003

To Launch Word 2003 from the Start Button

1. In the Taskbar, click

To Launch Microsoft Office Word 2003 from the Desktop

1. In the Desktop, double-click

Using Word Default Settings

automatically operate within a document unless they are switched off.

To Turn Off Default Settings

Using the Menu:

4. Add the required signature needed for the messages.