MS Word Manual

ICT Staff Training & Development, University of the Western Cape

ICS Department: e-Learning

Office: 021 959 2504

E-mail: [email protected]

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Table of Contents
Introduction to Microsoft Word 2003............................................................................................3
Microsoft Word 2003 ...................................................................................................................4
New Document ........................................................................................................................5
Saving a File............................................................................................................................6
FORMATTING TEXT AND PARAGRAPHS ................................................................................7
Format font ..............................................................................................................................7
Insert a bulleted or numbered list.............................................................................................8
Cut, Copy and Paste contents.....................................................................................................9
Cut Text...................................................................................................................................9
Copy Text ..............................................................................................................................10
Paste Text: ............................................................................................................................11
EDITING AND PROOFING TOOLS ..........................................................................................12
Check spelling and grammar: ................................................................................................12
Set the Background ...............................................................................................................13
Setting Borders......................................................................................................................14
Paragraph..............................................................................................................................15
Margins .................................................................................................................................16
Fonts .....................................................................................................................................17
Single and double spacing.....................................................................................................18
Inserting Pictures & Graphics ....................................................................................................19
Inserting Pictures ...................................................................................................................19
Inserting Graphics .................................................................................................................20
Tables and Lists ........................................................................................................................21
Tables ...................................................................................................................................21
Lists .......................................................................................................................................22
Headers & Footers ................................................................................................................23
Footnotes and Endnotes ...........................................................................................................25
Footnotes ..............................................................................................................................25
Endnotes ...............................................................................................................................26
Correcting spelling and grammar ...........................................................................................27
Word count ............................................................................................................................28
Previewing and Printing .........................................................................................................29
Page Break & Section Break .................................................................................................31
Tracking Changes .................................................................................................................32
KEYBOARD SHORTCUTS .......................................................................................................33
Office Button Shortcuts: .........................................................................................................33
Font Group Shortcuts: ...........................................................................................................33
Paragraph Group Shortcuts: ..................................................................................................33
Editing Group Shortcuts:........................................................................................................33
Editing and Proofing Shortcuts: .............................................................................................33

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Introduction to Microsoft Word 2003

By using this tutorial you will learn how to:

1. Start using Word

2. Format your documents

3. Cut, Copy and Paste content from the same/other documents

4. Insert pictures and clip arts

5. Create Tables and Lists

6. Edit Headers and Footers

7. Check Spelling, Grammar & Word Count

8. Print Documents

9. Insert Page break and Section breaks

10. Track Changes

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Microsoft Word 2003

Steps on Opening WORD

Step 1: Click the Start button from the Task Bar

Step 2: Select on All Programs menu to view a list of installed programs.

Step 3: A list of select Microsoft Office Group, and then

Step 4: Click on the Microsoft Office Word 2003 icon.

The following screen will appear:

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New Document

Step 1: Click on File on the toolbar,

Step 2: Select New from the drop-down list.

Step 3: On your right hand side of the screen, click on Blank document.

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Saving a File

By saving in a structured manner using the Save As feature we will have a copy of the file
saved to a specific area.

Step 1: Click on File on the toolbar

Step 2: Next, select Save As from the drop-down list.

Step 3: Navigate your Drive, choose a location in which to save your file, and then write the file
name.

Note: You can use up to 255 characters including spaces; however it is wise to condense your
filenames as much as possible, remembering that they are filed alphabetically

Step 4: Click on the Save button.

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Formatting Text And Paragraphs

Format font

Using the Format menu is useful if you want to make several enhancements at once. It is also
useful if you are unsure of what the different fonts look like as a preview of the font is shown in
the dialog box. To format text using the menu

Step 1: Click on Format on the toolbar,

Step 2: Select Font group from the list of options,

The following screen will be displayed:

Step 3: Select the appropriate formatting option(s), or select to open the Font dialog box, then

Step 4: Click OK.

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Insert a bulleted or numbered list

Step 1: Click on Format on the toolbar.

Step 2: Select the Bullets or Numbering buttons from the list of options.

Step 3: Select the options from the Paragraph group:

• Click the arrow on the Bullets button to select your bulleted list style, or
• Click the arrow on the Numbering button to select your numbered list
Step 4: And click OK.

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Cut, Copy and Paste contents

Cut Text
The 'Cut' command in Microsoft Word 2003 is very similar to the Copy command in that it
places items on the clipboard in order for you to paste to a different location in the same or in a
different document.

However, rather than make a copy of the selected items the 'Cut' command will actually take the
text out of your document in order to move it to different location.

In order to cut a piece of text, first select the item you wish to copy

Step 1: Select (Highlight) the Phrase, then

Step 2: Select Edit from the Menu Bar

Step 3: Select Cut from the resulting menu.

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Copy Text
The 'copy' command in Microsoft Word will make a duplicate of a particular item while retaining
the original copy in the original location

In order to copy a piece of text, first select the item you wish to copy

Step 1: Select (Highlight) the Phrase, then

Step 2: Select Edit from the Menu Bar.

Step 3: Select Copy from the resulting menu.

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Paste Text:
Once you have items on the clipboard you can choose to place a copy of them anywhere in
your document or in fact any other document. In order to paste your selected items:

Place your cursor where you want to paste the item/items, either click on paste icon on the
standard toolbar, Word will paste the most recently cut or copied item

Step 1: Select Edit from the Menu Bar.

Step 2: Select Paste from the resulting menu.

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EDITING AND PROOFING TOOLS

Check spelling and grammar:

Step 1: Select Tools from the Menu Bar

Step 2: Select Spelling and Grammar from the list of options

Step 3: Click on Options, and then

Step 4: Click Recheck Document, then select OK.

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Set the Background

To change the background of the document

Step 1: Select Format from the menu bar.

Step 2: Click on Background, and

Step 3: Select any Color or Fill Effects for the background of the document.

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Setting Borders

Step 1: Click on Format from the menu bar at the top of the application.

Step 2: Select Borders and Shaders from this menu.

Step 3: Choose Box Setting and select the required Style, Color, Width, then

Step 4: Click OK

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Paragraph

Step 1: Select Format from the menu bar.

Step 2: Click on Paragraph

Step 3: Select the changes of options, then

Step 4: Click OK to apply.

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Margins

The margins are the blank space between the text and the edge of the page. The left and right
margins can be set to the size required. The size of the margins determines the number of
characters that will fit on one line of text. The top and bottom margins can also be set - these
affect the number of lines of text that will fit on one page.

Step 1: Click on File from the toolbar.

Step 2: Select Page Setup from the list of options

Step 3: Click the size margin to increase or decrease for the paragraph, then

Step 4: Click OK to apply the changes.

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Fonts

Step 1: Select Format from the menu bar.

Step 2: Click Font from the list of options.

Step 3: Select change the Font Size, Font Style (Bold, Italic and Underlined), Font (Times New
Roman, Verdana etc.) and Font Color, then

Step 4: Click OK to apply the changes.

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Single and double spacing

Step 1: Click on Format from the toolbar.

Step 2: Select Paragraph from the option list.

Step 3: Select from Line Spacing as “Single”, “1.5 lines” or “Double” from the drop-down menu,
then

Step 4: Click OK to apply the changes.

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Inserting Pictures & Graphics

Inserting Pictures

Step 1: Click INSERT from the toolbar.

Step 2: Select PICTURE from the list of option, then select From File.

Step 3: Select a picture from a Location (path), then

Step 4: Click Insert to apply changes.

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Inserting Graphics

Step 1: Click Insert from the toolbar.

Step 2: Select Picture from the list of option, then

Step 3: Select the option Clip Art, then

Step 4: Typing the keyword associated with the clip art into the Search Box

Step 5: Clicking Go.

Step 6: Then click Insert to apply the changes.

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Tables and Lists
Tables

Step 1: Click on Table on the toolbar.

Step 2: Select Insert from the list of options, then

Step 3: Select Table. (This opens a dialog box where you can specify the number of rows and
columns required for the table. You can vary the width and length of the columns and
rows by dragging the table from its corners).

Step 4: Click OK to view table.

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Lists

Step 1: click on FORMAT on the toolbar.

Step 2: Select BULLETS AND NUMBERING from the list of options.

Step 3: This opens a dialog box where you can select a particular style of list (Numbers, Bullets
etc.). After selecting the style, click the OK button.

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Headers & Footers

Step 1: Click on VIEW from the toolbar.

Step 2: Select HEADER AND FOOTER the list of options, and then

Step 3: This highlights the area of the Header where you can type in the name of your project.

Step 4: To Insert page numbers, use the toolbox (pop-up window) which appears along with
the header. This toolbox has options to insert the page number, date, time etc.

Now to edit the footer, again use the toolbox and click on the icon, which switches between the
Header and Footer. Once the footer area is highlighted, you can enter your name and other
relevant information in the footer.

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If you want a different header and footer for your first page, select the page setup icon

from the toolbox.

Select the Layout tab on the window as shown in the figure below and check the option
“Different First Page”.

Now you have a different Header and Footer for the first page and you can easily omit including
the page number on the first page of your document.

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Footnotes and Endnotes

Footnotes

Step 1: Place your cursor at the reference point ( where you want insert the footnote)

Step 2: Click on INSERT on the toolbar.

Step 3: Select REFERENCE the list of options, then

Step 4: Click on the FOOTNOTE option. (A window pops up where you can select the option
Footnote).

Step 5: Click on the INSERT button to apply.

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Endnotes

Step 1: Place your cursor at the reference point.

Step 2: Click on INSERT on the toolbar.

Step 3: Select REFERENCE from the list of option.

Step 4: Select from the FOOTNOTE option, and then

Step 5: A window pops up where you can select the option Endnote,

Step 6: Click on the INSERT button to apply.

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Correcting spelling and grammar

Step 1: Click the TOOLS option on the toolbar.

Step 2: Select SPELLING AND GRAMMAR from the list of options.

(This opens a window which highlights any spelling or grammatical errors in the document).

Step 3: Click any options will be given in order to correct your sentence.

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Word count

Step 1: Click on TOOLS on the toolbar.

Step 2: Select WORD COUNT. This opens a small window displaying the number of words in
your document.

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Previewing and Printing

It is always good practice to preview the document before it is printed out. This is the only time
you will get the true view as the Print Preview actually refers to the individual printer set-up.

Step 1: Click on FILE in the menu bar,

Step 2: Select PRINT PREVIEW from the list of options, and then close.

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Step 3: Click on FILE in the menu again,

Step 4: And select PRINT to print your document,

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Page Break & Section Break

Step 1: Position your cursor at the end (last character) of the section or page.

Step 2: Next, click on INSERT on the toolbar, and then

Step 3: Select BREAK from the list of options.

Step 4: Select either PAGE BREAK or the NEXT PAGE under SECTION BREAK.

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Tracking Changes

Step 1: Click on the TOOLS option on your Menu bar

Step 2: Select TRACK CHANGES from the list of options, and then

Step 3: and edit the document as you usually would. The tracker keeps track of every character
deleted as well as every character inserted. It also keeps track of basic formatting
changes.

Step 4: Click on the balloons to highlight the change.

Step 5: Right clicking on the balloon, select the “Accept Change” or “Reject Change” option to
accept or reject changes.

You can also make use of the icons in the standard toolbar to accept or reject changes and stop
tracking. To accept or reject a change using the icons, first select the change bubble and the
click on the accept/reject change icon.

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KEYBOARD SHORTCUTS
The following page provides keyboard shortcuts for commonly used Word 2003 commands.
You may wish to print this page for quick reference.

Office Button Shortcuts:

Create a new blank document.......................................... CTRL+N

Open an existing document.............................................. CTRL+O

Save a file.......................................................................... CTRL+S

Save as............................................................................. CTRL+A

Print document.................................................................. CTRL+P

Font Group Shortcuts:

Format font........................................................................ CTRL+Shift+F

Font size............................................................................ CTRL+Shift+P

Bold................................................................................... CTRL+B

Italic................................................................................... CTRL+I

Underline........................................................................... CTRL+U

Paragraph Group Shortcuts:

Show/Hide formatting marks............................................. CTRL+Shift+8

Align text left: ..................................................................... CTRL+L

Align text center................................................................ CTRL+E

Align Text Right................................................................. CTRL+R

Justify................................................................................ CTRL+J

Editing Group Shortcuts:

Find................................................................................... CTRL+F

Replace............................................................................. CTRL+H

Clipboard Group Shortcuts:

Cut text.............................................................................. CTRL+X

Copy text........................................................................... CTRL+C

Select all text..................................................................... CTRL+A

Paste text.......................................................................... CTRL+V

Editing and Proofing Shortcuts:

Check spelling and grammar............................................ F7
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