Microsoft®

Word 2003
Instructor Edition
Foundation

Your Organization’s Name Here

© 2005 by Velsoft Interactive, Inc. 304 Newbury Street, Suite 348, Boston, MA 02115
This material is copyrighted and all rights are reserved by Velsoft Interactive, Inc. No part of this publication may be reproduced,
transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by
any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of
Velsoft Interactive, Inc.
We make a sincere effort to ensure the accuracy of the material described herein; however, Velsoft Interactive makes no
warranty, expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this
document or the products it describes. Data used in examples and sample data files are intended to be fictional. Any
resemblance to real persons or companies is entirely coincidental.
The names of software products referred to in this manual are claimed as trademarks of their respective companies. Velsoft,
Velsoft.com, Velsoft Courseware are registered trademarks of Velsoft Interactive, Inc.
 Table of Contents

Chapter One: The Fundamentals...............................................................11

Lesson 1-1: Starting Word....................................................................................................12
Lesson 1-2: What’s New in Word 2003?..............................................................................14
Lesson 1-3: Understanding the Word Screen........................................................................16
Lesson 1-4: Using Menus.....................................................................................................18
Lesson 1-5: Using Toolbars and Creating a New Document................................................20
Lesson 1-6: Filling Out Dialog Boxes..................................................................................22
Lesson 1-7: Keystroke and Right Mouse Button Shortcuts..................................................24
Lesson 1-8: Closing a Document, Creating a New Document, and Entering Text...............26
Lesson 1-9: Inserting and Deleting Text...............................................................................28
Lesson 1-10: Selecting and Replacing Text..........................................................................30
Lesson 1-11: Opening a Document.......................................................................................32
Lesson 1-12: Saving a Document.........................................................................................34
Lesson 1-13: Getting Help....................................................................................................36
Lesson 1-14: Changing the Office Assistant and Using the “What’s This” Button..............38
Lesson 1-15: Printing and Previewing a Document and Exiting Word................................40
Chapter One Review.............................................................................................................42
Chapter Two: Working with and Editing Text..............................................45
Lesson 2-1: Saving a Document with a Different Name......................................................46
Lesson 2-2: Navigating through a Document.......................................................................48
Lesson 2-3: Viewing a Document.........................................................................................50
Lesson 2-4: Working with Multiple Documents and Windows............................................52
Lesson 2-5: Cutting and Pasting Text...................................................................................54
Lesson 2-6: Copying and Pasting Text and Comparing Documents Side by Side...............56
Lesson 2-7: Moving and Copying Text with Drag and Drop...............................................58
Lesson 2-8: Finding and Replacing Text..............................................................................60
Lesson 2-9: Collecting and Pasting Multiple Items..............................................................62
Lesson 2-10: Correcting Your Spelling and Grammar..........................................................64
Lesson 2-11: Understanding Smart Tags..............................................................................66
Lesson 2-12: Using Thesaurus, Word Count, and Research Pane........................................68
Lesson 2-13: Inserting Symbols and Special Characters......................................................70
Lesson 2-14: Using Undo, Redo and Repeat........................................................................72
Lesson 2-15: Using Click and Type......................................................................................74
Lesson 2-16: File Management.............................................................................................76
Lesson 2-17: Advanced Printing Options.............................................................................78
Lesson 2-18: Recovering Your Documents..........................................................................80
Chapter Two Review.............................................................................................................82
Chapter Three: Formatting Characters and Paragraphs............................87
Lesson 3-1: Formatting Characters Using the Toolbar.........................................................88
Lesson 3-2: Using the Format Painter..................................................................................90
Lesson 3-3: Using the Font Dialog Box...............................................................................92
Lesson 3-4: Changing Paragraph Alignment........................................................................94
Lesson 3-5: Indenting Paragraphs.........................................................................................96
Lesson 3-6: Special Indents..................................................................................................98
4 Instructor Guide

Lesson 3-7: Setting Tab Stops with the Ruler.....................................................................100

Lesson 3-8: Adjusting and Removing Tabs, and Using the Tabs Dialog Box....................102
Lesson 3-9: Formatting Paragraph Line Spacing................................................................104
Lesson 3-10: Formatting Spacing Between Paragraphs.....................................................106
Lesson 3-11: Creating Bulleted and Numbered Lists.........................................................108
Lesson 3-12: Adding Borders to Your Paragraphs..............................................................110
Lesson 3-13: Adding Shading and Patterns........................................................................112
Chapter Three Review.........................................................................................................114
Chapter Four: Formatting Pages..............................................................117
Lesson 4-1: Adjusting Margins...........................................................................................118
Lesson 4-2: Creating Headers and Footers.........................................................................120
Lesson 4-3: Changing the Paper Orientation and Size.......................................................122
Lesson 4-4: Previewing a Document..................................................................................124
Lesson 4-5: Controlling Where the Page Breaks................................................................126
Lesson 4-6: Working with Section Breaks and Multiple Page Formats.............................128
Lesson 4-7: Creating and Working with Envelopes............................................................130
Lesson 4-8: Arranging Text in Multiple Columns..............................................................132
Chapter Four Review..........................................................................................................134
Chapter Five: Working with Tables...........................................................136
Lesson 5-1: Introduction to Tables......................................................................................137
Lesson 5-2: Creating a Table..............................................................................................139
Lesson 5-3: Working with a Table......................................................................................141
Lesson 5-4: Adjusting Column Width.................................................................................143
Lesson 5-5: Adjusting Row Height.....................................................................................145
Lesson 5-6: Inserting and Deleting Rows and Columns.....................................................147
Lesson 5-7: Adding Borders to a Table...............................................................................150
Lesson 5-8: Adding Shading and Patterns..........................................................................152
Lesson 5-9: Using AutoFormat...........................................................................................154
Lesson 5-10: Totaling Numbers in a Table.........................................................................155
Lesson 5-11: Sorting Information in a Table......................................................................156
Lesson 5-12: Using the Draw Table and Eraser Buttons....................................................158
Lesson 5-13: Creating Table Formulas...............................................................................160
Lesson 5-14: Merging and Splitting Cells..........................................................................162
Lesson 5-15: Orienting, Aligning, and Spacing Cell Contents...........................................164
Lesson 5-16: Working with Tables that Span Multiple Pages............................................166
Lesson 5-17: Resizing, Moving, and Positioning a Table...................................................168
Chapter Five Review...........................................................................................................170
Index....................................................................................................... 174

 2005 Velsoft Interactive, Inc.

nstructor Guide

How to Use the Instructor

Guide
Instructor Guides give instructors an edge so classes can run smoothly and students will get
the most out of their instruction. Instructor Notes appear in the margin of the first page of
each lesson.
Each Instructor Note contains information on each of the following items in the lesson:
Estimated Time: The average time necessary to teach each lesson as researched by our own
training specialists, allowing you to maximize class time and plan efficiently.
Required File: Students work from a practice file to learn the featured topic in each lesson.
This note identifies the practice file that students use to work through the lesson.

Instructor Notes appear in the  Instructor Notes

Est. Time: 3 to 6 minutes
margin on the first page of each Req. File: Lesson 4

lesson. The rest of the lesson Req. Lessons: Lesson 4-1

Start File: Lesson 4-2
appears as the students see it Notes: If you can't find the
Formatting buttons on the
in their own books. Formatting toolbar, they
might be hidden behind the
double arrow on the right
side of the toolbar.
Review the different value
formats that are available,
and discuss uses for each
format.

soft Interactive, Inc.

 Introduction 7

Required Lessons: Velsoft Courseware manuals use self-contained lessons. However,

some concepts are easier to grasp when taught in conjunction with other lessons of the same
topic. This note identifies the lessons in the chapter that go well together.
This note also identifies lessons that are taught using the same practice file. For example, in
the Instructor Note detailed below, four lessons use the Lesson 1 practice file: Lesson 1-1, 1-
2, 1-3, and the current lesson, Lesson 1-4. Therefore, Lesson 1-4 assumes that Lessons 1-1, 1-
2, and 1-3 have already been covered, and the Lesson 1 practice file is used with the
assumption that the procedures from the required lessons have been performed on the file.
Start File: Start Files track and record the progress of the practice file from one lesson to the
next. Therefore, the instructor could open the start file for a lesson and begin instructing
immediately, without having to go through the required lessons. This gives the instructor
greater flexibility when choosing course content and conducting classes.
NOTE: This feature is not included in the following manuals: Microsoft Outlook 98,
2000, 2002; Access 97, 2000, 2002.
Notes: Additional information about the procedure described in the lesson appears in the
Notes section. Clues on pitfalls that may occur when teaching the lesson, such as different
settings on the class computers from those described in the manual, are described and
identified here.
The remainder of the lesson is the same as the students’ book. This allows for clear
communication between the instructor and students.

 Instructor Notes
Est. Time: 3 to 5 This lesson will take
minutes approximately 3 to 5 minutes to
Students will work from the
teach.
Lesson 1 file to complete this Req. File: Lesson 1
lesson. These lessons also use the Lesson
Req. Lessons: Lessons 1 practice file. The steps in the
This practice file includes 1-1, 2, 3 current lesson assume that these
progress from the previous Start File: Lesson 1-4 lessons have already been
Lessons 1, 2, 3. If Lessons 1, 2, 3 completed.
have not been completed, the Notes: Make sure at
instructor can start the lesson least one printer is Notes provide tips for the
using this file. defined on the computer instructor, including settings that
the student is using, or should be taken care of before
this lesson will not work teaching the lesson.
properly.

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8 Instructor Guide

How to Use the Timings

Spreadsheet
For your convenience, each Instructor Guide includes a Timings spreadsheet that can be found
in the Velsoft Courseware Instructor Resources folder. The spreadsheet is a compilation of the
timings for each lesson in the Instructor Guide. This allows you to see the estimated time for a
chapter or entire manual after customizing it. For example, if you only want to teach four of
the nine lessons in a chapter, the spreadsheet allows you to determine the new estimated time
for the customized chapter.
NOTE: Do not customize the source spreadsheet. Save the spreadsheet under a
different name and then customize it.

1. Save the Timings spreadsheet under a different name.

2. Select the lessons that you do not want to teach.

The estimated
time for the
manual and
chapter.

3. Delete the selected lessons.

The estimated
time for the
customized
manual and the
customized
chapter.

 2005 Velsoft Interactive, Inc.

 Introduction 9

It’s easy to choose how you want to view the spreadsheet as well. Similar to the Velsoft
Courseware manuals, the spreadsheet works from an outline skeleton of two levels. To
contract the outline and view only the chapter title, (level one) click the button. To expand
the outline and view the chapter and lesson titles, (levels one and two) click the button.
1. The contracted outline showing level one.
Click the
outline level
buttons to
contract or
expand the
outline.

2. The expanded outline showing level two.

You can also expand or contract a single chapter by using the outline’s plus or minus buttons.
1. The expanded chapter showing all the lessons.

Click the
minus
button to
contract a
chapter.
2. The contracted chapter showing only the chapter title.

Click the
plus button
to expand a
chapter.

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  An understanding of
basic computer
functions (how to use
the mouse and
keyboard)

Chapter 1: The
Fundamentals
 Prerequisites
Chapter Objectives:  A computer with
Windows 2000 or XP
 Starting Microsoft Word
and Word 2003
 Give commands to Word installed
 Entering text and working with automatic corrections
 Inserting and deleting text
 Naming and saving a document
 Printing and closing a document
 Exiting Word
Chapter Task: Create, Print, and Save a Simple Memo

Welcome to your first Microsoft Word 2003 chapter. Microsoft Word is a powerful  Instructor Notes
word-processing software program that gives its users the tools to create a variety of Chapter time: 44 to 70
professional documents. Word automatically checks your spelling and grammar, and corrects minutes
common mistakes. For example, if one types teh, Word will automatically change it to the. It Notes: First and foremost,
even lets you insert charts, tables, and pictures into your documents. Microsoft Word is the the instructor should
most widely used and, according to most reviews, the most powerful and user-friendly ensure that each PC has
word-processor available. You have made a great choice by deciding to learn Microsoft Word all exercise materials
2003. loaded or available by
diskette for each student.
This chapter is an introduction to the Word basics—what you need to create, print, and save a Additionally, it is important
document. If you’ve seen the Microsoft Word program before, you already know the screen is that ALL components are
filled with cryptic-looking buttons, menus, and icons. By the time you’ve finished this fully loaded from the
chapter, you will know what many of them mean. program. If the class size
is greater than four,
Your first task with Microsoft Word is an easy one: create a simple interoffice memo. Turn the students should have
page and let’s get started! exposure to Microsoft
Windows environment.
Instructors teaching
individuals who have not
had this exposure will find
that the lessons to take
much longer than the
times listed.
 Lesson 1-1: Starting Word
Figure 1-1
The Windows Desktop
Figure 1-2
Programs located under
the Windows Start button
Figure 1-3
The Microsoft Word
program screen

Figure 11 Figure 12

 Instructor Notes
Est. Time: 2 to 3 minutes
Req. File: None
Req. Lessons: None
Start File: None
Notes: The process for
launching Word is just like
the processes for opening
most Microsoft programs.
Figure 13

The method used to

Before starting Word 2003 (some people refer to starting a program as opening or launching),
open Word may
make sure your computer is on—if it’s not, turn it on! Start Word 2003 the same as you would
differ, depending on
start any other program on your computer—use the Start button. Because every computer can
how your computer be set up differently (some people like to rearrange and reorder their program menu), the
is organized. procedure for starting Word might be different from the one listed here.

1. Make sure your computer is on and the Windows desktop is open.

Your computer screen should look similar to the one shown in Figure 1-1.
2. Use your mouse to point to and click the Start button, located on the
left-hand corner of the Windows taskbar at the bottom of the screen.
Start button
The Windows Start menu pops ups.
3. Move your mouse until the cursor points to All Programs.
A menu similar to the one show in Figure 1-2 shoots out from the right side of All
Programs. The programs and menus listed will depend on the programs installed on
your computer, so your menu will probably look somewhat different from the
illustration.
 Chapter Title 13

4. On the Programs menu, point to Microsoft Office. Then point to and

click Microsoft Office Word 2003
Depending on how many programs are installed on your computer and how they are
organized, it might be a little difficult to find the Microsoft Word program. Once you
click on Microsoft Word, your computer’s hard drive will whir for a moment while it
loads the program. The Word program screen appears, as shown in Figure 1-3.
That’s it! You are ready to start creating documents with Microsoft Word. In the next lesson,
you will learn the application of all those strange looking buttons, bars, and menus.

 Quick Reference
To Start the Microsoft
Word Program:
1. Click the Windows Start
button.
2. Select All Programs 
Microsoft Office 
Microsoft Office Word
2003.

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14 Reference Title

Lesson 1-2: What’s New in

Word 2003?
Figure 1-4
Word 2003 features
enhanced editing tools
that give you more control
over your documents.

Figure 14

 Instructor Notes If you’re upgrading from a previous version of Word to Word 2003, you’re in luck—in most
Est. Time: 6 to 9 minutes respects, Word 2003 looks and works almost the same as previous versions. In fact, the
Req. File: None upgrade from Word 2002 to Word 2003 probably saw the fewest changes from version to
version. Here’s what’s new in Word 2003 (and a review of some features from Word 2002):
Req. Lessons: None
Start File: None
Table 1-1: What’s New
Notes: This lesson can be
skipped if students have had Feature Description
no prior exposure to earlier New User Interface Office 2003 has an open and energetic look and feel that organizes and focuses
versions of Word. Instead, and Task Panes the page. Word also optimizes to the size and resolution of your screen.
use this lesson to share with New in 2003 New task panes have been added as well: Getting Started, Help, Search
students how Microsoft is Results, Shared Workspace, Document Updates, and Research.
dedicated to advancing this
application. Explain any Microsoft Office Online information is more integrated in Office 2003. You can access the
expected upgrades at this Online Microsoft Office Online site through your Web browser or through links in the
time. If students’ exposure to New in 2003 task panes to find templates, help topics, articles, clip art, tips, and more.
earlier versions is evident,
briefly go over major XML Support In a nutshell, XML makes the content of your document really easy to
enhancements such as: New in 2003 incorporate in your organization’s database.
Interface changes, Expanded
Clipboard, Document Reading Layout This new view optimizes the program window for reading documents:
Protection, Reading Layout View unnecessary toolbars are hidden; page contents are scaled to fit on your screen
View, Document Protection, New in 2003 so it is easy to read and browse; and the Reviewing toolbar lets you highlight
Research task pane, sections and make changes.
Information Rights
Improved Protecting a document has been fine-tuned in Word 2003. Now you can control
Management.
Document formatting, content, or both. When protecting formatting, you restrict which
Protection styles can be used in the document. When protecting content, you can
New in 2003 designate which areas of the document are protected, and even grant certain
individuals access to restricted parts of the document.

 2005 Velsoft Interactive, Inc.

 Chapter Title 15

Feature Description
Document Avoid the confusing copies of documents and e-mail attachments when
Workspaces reviewing and co-authoring documents. Use this feature to collaborate with
New in 2003 others on a single document at the same time through SharePoint Services.

Compare Side by View the changes and differences between two documents side by side, without
Side having to merge them into one document. Synchronized scrolling lets you scroll
New in 2003 through both documents at the same time.

Research Task With an Internet connection, the Research pane gives you access to a wealth of
Pane resource information. Conduct searches in an online encyclopedia, dictionary,
New in 2003 or a third party’s resources.

Ink Compatible Word 2003 is compatible with devices that support ink input, such as Tablet PC.
New in 2003 This feature enables you to mark up a document in Word as you would on a
printed document. Write handwritten comments, send a handwritten e-mail
message, or blend Word document text with handwritten content.
Information Rights This new feature gives you complete control your documents, so that sensitive
Management information doesn’t fall into the wrong hands. For example, you could create a
New in 2003 document that only specified individuals can view, edit, print, or save. You can
even set a time for the file to self-destruct, eliminating an electronic trail.
Smart Tags Context-sensitive smart tags are a set of buttons that provide speedy access to
New in 2002 relevant information by alerting you to important actions, such as formatting
options for pasted information, formula error correction, and more.
Task Panes The Task Pane appears on the right side of the screen and lets you quickly
New in 2002 perform searches, open or start a new document, view the contents of the
clipboard, format their documents and presentations, or even access language
translation and template services via the Web.
Document Document Recovery gives you the option to automatically save your current
Recovery document at the time an application stops responding so you don’t lose a
New in 2002 moment’s work. In the event of an error, Word keeps a backup of your work,
giving you the chance to save and recover it so you don't lose valuable time or
data.
Speech Word increases user productivity by supplementing traditional mouse and
New in 2002 keyboard execution with voice commands. Users can dictate text, make direct
formatting changes, and navigate menus using speech and voice commands.
Multilingual and Word can automatically detect the language of text for a number of languages
International when you open a document or enter text. When Word detects a language, it
Support shows the name of the language on the status bar and uses the spelling and
New in 2002 grammar dictionaries, punctuation rules, and sorting conventions for that
language. You can also enter, display, and edit text in all supported languages
in any language version of Microsoft Office.
Multiple Cut, Copy, The Office 2003 clipboard lets you copy up to 24 pieces of information from all
and Paste the Office applications or the Web and store them in the Office Clipboard Task
Clipboard Pane. The Task Pane gives you a visual representation of the copied data and a
sample of the text, so you can easily distinguish clipboard items as they transfer
to other documents.

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16 Reference Title

Lesson 1-3: Understanding the Word

Screen
Figure 1-5 Title bar Menu bar Standard toolbarFormatting
toolbar
Elements of the Word
program screen

Ruler
Task
pane
Insertion
point

Vertical
Documen scroll bar
t window

Horizontal
scroll bar
View
buttons
Status bar
Figure 15

 Instructor Notes The Word 2003 program screen may seem confusing and overwhelming the first time you see
Est. Time: 4 to 6 minutes it. What are all those buttons, icons, menus, and arrows for? This lesson will help you become
Req. File: None familiar with the Word program screen. There are no step-by-step instructions for this lesson
—all you have to do is look at Figure 1-5 to see what the elements represent. And most of all,
Req. Lessons: None
relax! This lesson is only meant to help you get acquainted with the Word screen; you don’t
Start File: None have to memorize anything.
Notes: Focus on main parts
of the window, such as the By default, Word 2003 opens with the Standard and Formatting toolbars on the same line. In
document window and Figure 1-5, the toolbars are on two different rows. You’ll learn how to change this in a later
toolbars. Also, point out the lesson about using toolbar.
task pane on the right side of
the window; new task panes
have been added since Word
XP.

If students have used earlier

versions of Word, spend
some extra time identifying
the interface differences
between this version and
earlier versions.

 2005 Velsoft Interactive, Inc.

 Chapter Title 17

Table 1-1: The Word Program Screen

Element What it’s Used For
Title bar Displays the name of the program you are currently using (Microsoft Word, of
course) and the name of the document you are working on. A title bar appears
at the top of all Windows programs.
Menu bar Displays a list of menus used to give commands to Word. Clicking on a menu
name displays a list of commands. For example, clicking the Format menu
name would display different formatting commands.
Standard toolbar Toolbars are shortcuts—they contain buttons for the most commonly used
commands (instead of wading through several menus). The Standard toolbar
contains buttons for the Word commands you use the most, such as saving,
opening, and printing documents.
Formatting toolbar Contains buttons for the most commonly used formatting commands, such as
making text bold or in italics.
Ruler Displays left and right paragraph and document margins, and tab stops.
Task pane The task pane lists commands that are relevant to whatever you’re doing in
Word. You can easily hide the task pane if you want to have more room to view
a document: Simply click the Close button in the upper-right corner of the task
pane.
Document window This is where you type in text and work on your documents. You can have more
than one document window open at a time, allowing you to work on several
documents.
Insertion point The small, blinking bar is where the text you type appears in the document. You
can move the insertion point by moving your mouse to a new location in the
document window (the pointer should change to ) and clicking, or by using the
arrow keys on the keyboard.
View buttons The view buttons appear on the left-hand side of the horizontal scroll bar and
are used to display documents in several different views: normal, online layout,
print layout, and outline. You’ll learn more about how these different views are
used later.
Scroll bars There are both vertical and horizontal scroll bars—you use them to view and
move around your document. The scroll box shows where you are in the
document—for example, if the scroll box is near the top of the scroll bar you’re
at the beginning of a document.
Status bar Displays various important information, such as the total number of pages in a
document, which page you’re currently working on, and the position of the
insertion point.

Don’t worry if you find some of these elements of the Word program screen confusing at first—
they will make sense after you’ve used them, which you will get to do in the next lesson.

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18 Reference Title

Lesson 1-4: Using Menus

Figure 1-6
The File menu
Figure 1-7 Check to always
show every
The Customize dialog box
option on a menu

Figure 16

Figure 17

 Instructor Notes This lesson explains the most common way to give commands to Word—by using the menus.
Est. Time: 4 to 6 minutes Menus for all Windows programs can be found at the top of a window, just beneath the
Req. File: None program’s title bar.
Req. Lessons: None Word’s personalized menus are unique. Microsoft Word 2003 displays its menu commands on
Start File: None the screen in three different ways:
Notes: Explain that there are  By displaying every command possible, like in earlier versions of Word.
other ways to issue  By hiding the commands you don’t use as frequently (the more advanced commands)
commands that will be from view.
discussed later. Instructors
may also want to point out  By displaying the hidden commands by clicking the downward-pointing arrows ( ) at
grayed out menu items to the the bottom of the menu, or after waiting a couple seconds.
students. This lesson explains how to use Word 2003’s new personalized menus.
Office 2003’s menus look
different from earlier 1. Click the word File on the menu bar.
versions, but the same items
appear in each menu. A menu drops down from the word File, as shown in Figure 1-6. The File menu
contains a list of file-related commands, such as New, which creates a new file; Open,
You may have to explain the
personalized menus for users which opens or loads a saved file; Save, which saves the currently opened file; and
not familiar with these Close, which closes the currently opened file. Move on to the next step to learn how to
menus. select a command from the File menu.
This lesson may be omitted 2. Click the word Close in the File menu.
for students already familiar The document window disappears because you have just closed the current document.
with Microsoft Office 2003
applications. Notice each of the words in the menu has an underlined letter somewhere in them. For
example, the F in the File menu is underlined. Holding down the <Alt> key and
pressing the underlined letter in a menu produces the same effect as clicking on it. For
example, pressing the <Alt> key and then the <F> key would also open the File menu.
Move on to the next step and try it for yourself.
3. Press the <Alt> key then press the <F> key.
The File menu appears. Once you open a menu, you can navigate through the different
menus, using either the mouse or the <Alt> key and the letter that is underlined in the
menu name.

 2005 Velsoft Interactive, Inc.

 Chapter Title 19

4. Press the Right Arrow Key < >.

The next menu to the right, the Edit menu, appears. If you open a menu and then
change your mind, it is easy to close it without selecting any commands. Click
anywhere outside the menu or press the <Esc> key.
5. Click anywhere outside the menu to close the menu without issuing any
commands.
NOTE: The procedure for using menus and the general order/layout of the menu is the
same for most Windows programs. So once you master Word’s menus, you
can handle just about any Windows-based program!
6. Click the word Tools on the menu bar.
The most common menu commands appear in the Tools menu. Some people feel
intimidated by being confronted with so many menu options, so the menus display the
more common commands at first. To display all of a menu’s commands, either click on The Tools menu will
the ( ) downward pointing at the bottom of the menu, or keep the menu open a few
display less
seconds.
frequently used
7. If necessary, click the ( ) downward-pointing arrow at the bottom of the commands after
Tools menu. clicking the ( )
The more advanced commands appear shaded on the Tools menu. downward-pointing
If you’re accustomed to working with earlier versions of Microsoft Office, you may arrow at the bottom
find that hiding the more advanced commands is disconcerting. If so, you can easily of the menu.
change how Word’s menus work. Here’s how:
8. Select View  Toolbars  Customize from the menu. Click the Options  Quick Reference
tab. To Open a Menu:
The Options tab of the Customize dialog box appears, as shown in Figure 1-7. This is  Click the menu name with
where you can change how Word’s menus work. There are two check boxes here that the mouse.
are important: Or…
 Always show full menus: Check this box if you want to show all the  Press <Alt> and then the
commands on the menus, instead of hiding the advanced commands. underlined letter in menu.
 Show full menus after a short delay: If checked, Word will wait a few To Display a Menu’s
seconds before displaying the more advanced commands on a menu. Hidden Commands:
9. Click Close without making any changes.  Click the downward-
pointing arrow ( ) at the
Table 1-2: Menus found in Microsoft Word bottom of the menu.
Or…
File Description
 Open the menu and wait
File File-related commands to open, save, close, print, and create new files. a few seconds.
Edit Commands to copy, cut, paste, find, and replace text in a document. To Change How Menus
View Commands to change how the document is displayed on the screen. Work:
1. Select View  Toolbars 
Insert Lists items that you can insert into a document. Customize from the
Format Commands to format text, paragraphs. menu.
2. Check or clear either the
Tools Lists tools such as the Thesaurus and Word Count. Menus Show Recently
Table Table-related commands. Used Commands First
and/or Show Full Menus
Window Commands to display multiple windows. After a Short Delay
options, then click Close.
Help Get help using Microsoft Word.

Your Organization’s Name Here

20 Reference Title

Lesson 1-5: Using Toolbars and Creating a

New Document
Figure 1-8 Click the Toolbar Options button
to see additional buttons on the
The Standard and toolbar.
Formatting toolbars
squished together on the
same row.
Figure 1-9
Figure 18 Standard toolbar Formatting
The Standard and Standard toolbar toolbar
Formatting toolbars
stacked in two rows.
Figure 1-10
Displaying toolbars on
separate rows.
Figure 19 Formatting
toolbar
To Display the Standard and
Formatting toolbars on Separate
Rows…
1. Click the button on the toolbar…

2. Select Show Buttons on

Two Rows
Figure 110
 Instructor Notes In this lesson, we discuss another common way to give commands to Word—by using
Est. Time: 2 to 4 minutes toolbars. Toolbars are shortcuts—they contain buttons for the most commonly used
Req. File: None commands. Instead of wading through several menus to access a command, you can click a
single button on a toolbar. Two toolbars appear when you start Word by default:
Req. Lessons: None
Start File: None  Standard toolbar: Located either to the left or on the top, the Standard toolbar contains
buttons for the commands you’ll use most frequently, such as Save and Print.
Notes: Mention that toolbars
are used as another way to  Formatting toolbar: Located either to the right of or below the Standard toolbar, the
issue commands to Word Formatting toolbar and contains buttons for quickly formatting fonts and paragraphs.
(shortcuts).
1. Position the mouse pointer over the New Blank Document button on
Discuss the pros and cons of the Standard toolbar (but don’t click the mouse yet!).
showing the Standard and A Screen Tip appears over the button briefly identifying what the button is. In this case,
Formatting toolbars on one it’s “New Blank Document”. If you don’t know what a button on a toolbar does, simply
row vs. separate rows. move the pointer over it, wait a second, and a ScreenTip will appear, telling you what it
does.
2. Click the New Blank Document button on the Standard toolbar.
A new, blank document appears—not only have you learned how to use Microsoft
Word’s toolbars, you’ve also learned how to create a new blank document.

 2005
Click Toolbar
theVelsoft Interactive, Inc.
Options button to see
and/or add additional
toolbar buttons.
 Chapter Title 21

Word’s toolbars also have Toolbar Option buttons that work just like menus do.
When you click a Toolbar Option button, it displays a drop-down menu of the
remaining buttons and toolbar-related options on the toolbar.
3. Click the Toolbar Options button on the far-right side of the Standard
toolbar.
A list of the remaining buttons on the Standard toolbar appear, as shown in Figure 1-
10. Just like personalized menus, Word remembers which toolbar buttons you use most
often, and displays them in a more prominent position on the toolbar.
4. Click anywhere outside the toolbar list to close the list without selecting
any of its options.
Today, many computers have larger monitors, so Microsoft decided to save space on
the screen in Office 2003 and squished both the Standard and Formatting toolbars
together on the same bar, as shown in Figure 1-8. While squishing two toolbars
together on the same bar gives you more space on the screen, it also makes the two
toolbars look confusing—especially if you’re used to working with a previous version
of Microsoft Office. If you find both toolbars sharing the same bar confusing, you can
“un-squish” the Standard and Formatting toolbars and stack them on top of each other,
as illustrated in Figure 1-9. Here’s how…
5. Click the Toolbar Options button on either the Standard or Formatting
toolbar.
A list of more buttons appears, as shown in Figure 1-10. To stack the Standard and
Formatting toolbars on top of one another, select the Show Buttons on Two Rows  Quick Reference
option.
To Use a Toolbar Button:
NOTE: If the button on the far-right side of the toolbar is a down arrow, the Show
Buttons on Two Rows option has already been selected.
 Click the button you want
to use.
6. Select Show Buttons on Two Rows from the list.
To Display a Toolbar
Microsoft Word displays the Standard and Formatting toolbars on two separate rows. Button’s Description:
You can display the Standard and Formatting toolbars on the same row using the same
procedure.  Position the pointer over
the toolbar button and
7. Click the Toolbar Options button on either the Standard or wait a second. A
Formatting toolbar and select Show Buttons on One Row from the list. ScreenTip will appear
Word once again displays the Standard and Formatting toolbars on the same row. above the button.
So, should you display the Standard and Formatting toolbars on the same row, or should you To Create a New
give each toolbar its own row? The answer depends on the size and resolution of your Document:
computer’s monitor and your own personal preference. If you have a large 17-inch monitor,  Click the New Blank
you might want to display both toolbars on the same row. On the other hand, if you have a Document button on
smaller monitor or are constantly clicking the Toolbar Options buttons to access hidden the Standard toolbar.
toolbar buttons, you may want to consider displaying the Standard and Formatting toolbars on Or…
separate rows.  Select File  New from
the menu.
To Stack the Standard and
Formatting toolbars in
Two Separate Rows:
 Click the Toolbar
Options button on
either toolbar and
select Show Buttons
on Two Rows from the
list.

Your Organization’s Name Here

22 Reference Title

Lesson 1-6: Filling Out Dialog

Boxes
Figure 1-11 Tab Scroll Up Button
The Font dialog box Click here to scroll
Text box
up
Scroll Box
Figure 1-12
List box Indicates your
Using a Scroll Bar current position in
the list (you can also
click and drag the
Drop-down
scroll box to scroll
list Scroll Down
up or down)
Check box Button
Click here to
Figure 112 scroll down

Preview area: see

how your
changes will
appear before
Figure 111 you make them
 Instructor Notes Some commands are more complicated than others are. Saving a file is a simple process—you
Est. Time: 4 to 7 minutes only need to select File  Save from the menu or click the Save button on the Standard
Req. File: None toolbar. Other commands are more complex—for example, suppose you want to change the
top margin of the current document to a half-inch. Whenever you want to do something
Req. Lessons: None
relatively complicated, you must fill out a dialog box. Filling out a dialog box is usually very
Start File: None easy—if you’ve worked at all with Windows, you’ve undoubtedly encountered hundreds of
Notes: Explain that dialog boxes. Dialog boxes usually contain several types of controls, including:
whenever Word needs more
 Text boxes
information to complete a
command, a dialog box  List boxes
appears, allowing you to give  Check boxes
more information about the
command. Whenever an  Drop-down lists (also called Combo boxes)
ellipsis follows a menu item,  Buttons
a dialog box is required to
issue the command. It’s important that you know the names of these controls, because this book will refer to them
in just about every lesson. This lesson gives you a tour of a dialog box and shows you these
This lesson may be omitted controls so you will be able to identify them and know how to use them.
for students already familiar
with Microsoft applications.
1. Click the word Format on the menu bar.
The Format menu appears. Take a look at the items listed in the Format menu—all of
them are followed by ellipses (…). The ellipses indicate that there is a dialog box
behind the menu item.
2. Select the word Font from the Format menu.
The Font dialog box appears, as shown in Figure 1-11. Remember: The purpose of this
lesson is to learn about dialog boxes, not how to format fonts (we’ll get to that later).
We opened the Font dialog box because it is one of the most complex dialog boxes in
Microsoft Word.
Check Box

 2005 Velsoft Interactive, Inc.

Drop-down list
 Chapter Title 23

First, let’s learn about text boxes. Look at the Font text box, as indicated in Figure 1-
11. Text boxes are the most common component of a dialog box and are nothing more
than the old fill-in-the-blank on a paper form. To use a text box, first select the text box
by clicking it, or by pressing the <Tab> key until the insertion point appears in the text
box. Then simply type the text into the text box.
3. Select the Font text box and type the word Arial.
You’ve just filled out the text box—nothing to it.
The next stop in our dialog box tour is the List Box, and there’s one located directly
below the Font text box. A list box is a way of listing several options into a small box.
Sometimes list boxes contain so many options that they can’t all be displayed at once,
and you must use the list boxes scroll bar to move up or down the list.
4. Click and hold the Font list box’s Scroll Down button until Times New
Roman appears in the list.
5. Click the Times New Roman option in the list.
Our next destination is the Drop-down list (also known as a combo box). The drop-
down list is the list box’s cousin. The only difference is that you must click the drop-
down list’s downward pointing arrow until it displays its options.
6. Click the Underline style: drop-down list’s down arrow.
A list of options appears below the Underline drop-down list.
7. Select Words only from the drop-down list.
Sometimes you need to select more than one item from a dialog box. For example,
what if you want to add Shadow formatting and Small Caps formatting to the selected  Quick Reference
font? Use the Check box control when you’re presented with multiple choices.
To Select a Dialog Box
8. In the Effects section of the Font dialog box, check the Shadow box and Control:
check the Small Caps box.
 Click the control with the
The more complicated dialog boxes contain so many options that they can’t all fit on mouse.
the same screen. When this happens, Windows divides the dialog box into several Or…
related Tabs or sections. If you look near the top of the Font dialog box, you’ll notice
 Press <Tab> to move to
you’re currently on the Font tab. To view a different tab, simply click on it.
the next control in the
9. Click the Character Spacing tab at the top of the dialog box. dialog box or <Shift> +
The Character Spacing tab section appears. The last destination on our dialog box tour <Tab> to move to the
is the Button. Buttons found in dialog boxes are used to execute or cancel commands. previous control until you
Two buttons are usually found in every dialog box: arrive at the desired
control.
 OK: Applies and saves any changes you have made and, subsequently, closes
this dialog box. Pressing the <Enter> key usually does the same thing as clicking To View a Dialog Box Tab:
the OK button.  Click the tab you want to
view.
 Cancel: Closes the dialog box without applying and saving any changes.
Pressing the <Esc> key usually does the same thing as clicking the cancel To Save Your Changes
button. and Close a Dialog Box:
10. Click the Cancel button to cancel the changes you made and close the  Click the OK button or
Font dialog box. press <Enter>.
To Close a Dialog Box
without Saving Your
Changes:
 Click the Cancel button
or press <Esc>.

Your Organization’s Name Here

24 Reference Title

Right-click on an
object to open a
shortcut menu that
lists everything you
can do to the object.

Lesson 1-7: Keystroke and

Figure 1-13
The Control (Ctrl) keys on
Right Mouse Button Shortcuts
Esc

~ !
F1

@
F2

#
F3

$
F4

% ^
F5

&
F6

*
F7

(
F8

)
F9 F10 F11 F12

+ Backspace
Print Scroll
Screen Lock

Insert Home
Pause

Page
Num
Lock

Num /
Caps
Lock

*
Scroll
Lock

a standard keyboard
` 1 2 3 4 5 6 7 8 9 0 = Up Lock

Tab Q W E R T Y U I O P { } | Delete End Page 7 8 9

[ ] \ Down Home PgUp
+
Caps A S D F G H J K L : " Enter 4 5 6
Lock ; '

Figure 1-14 Ctrl

Shift Z

Alt
X C V B N M <
,
>
.
?
/

Alt
Shift

Ctrl
1
End

0
2 3
PgDn
.
Enter

Ins Delete

A shortcut menu for

toolbars Control (Ctrl) keys
Figure 113

 Instructor Notes
Est. Time: 2 to 4 minutes Figure 114
Req. File: None
Req. Lessons: None
Start File: None
Notes: Explain that
keystroke combinations can You are probably starting to realize that there are several methods for doing the same thing in
be used instead of the mouse Word. For example, to save a file, you can use the menu (select File  Save) or the toolbar
or menu/toolbars to issue (click the Save button). This lesson introduces you to two more methods of executing
commands. Also, the right-
commands: Right mouse button shortcut menus and keystroke shortcuts.
click button found on the
mouse can be used to bring The left mouse button is the primary mouse button, used for clicking and double-clicking. It’s
up a shortcut menu for the mouse button you will use over 95 percent of the time when you work with Word. What’s
issuing commands to Word. the right mouse button for? Whenever you right-click something, it brings up a shortcut menu
Point out that many of the that lists everything you can do to the object. Whenever you’re unsure or curious about what
keystroke combinations are you can do with an object, click it with the right mouse button. A shortcut menu will appear
similar to other Microsoft
programs. with a list of commands related to the object or area you right-clicked.
Right mouse button shortcut menus are a great way to give commands to Word, because you
don’t have to wade through several levels of unfamiliar menus when you want to do
something.

1. Click the right mouse button while the cursor is anywhere inside the
document window.
A shortcut menu will appear where you clicked the mouse. Notice one of the items
listed on the shortcut menu is Font. This is the same Font command you can select
from the menu (Format  Font). Using the right mouse button shortcut method is
slightly faster and usually easier to remember than using Word’s menus. If you open a
shortcut menu and then change your mind, you can close it without selecting anything.
Here’s how:

 2005 Velsoft Interactive, Inc.

 Chapter Title 25

2. Move the mouse button anywhere outside the menu and click the left
mouse button to close the shortcut menu.
Remember that the options listed in the shortcut menu will be different, depending on
what or where you right-clicked.
3. Position the pointer over either the Standard or Formatting toolbar and
click the right mouse button.
A shortcut menu appears listing all the toolbars you can view, as shown in Figure 1-14.
4. Move the mouse button anywhere outside the menu in the document
window and click the left mouse button to close the shortcut menu.
Now we’ll discuss keystroke shortcuts. Without a doubt, keystroke shortcuts are the
fastest way to give commands to Word, even if they are a little hard to remember.
They’re great time-savers for issuing common commands. To issue a keystroke-
shortcut, press and hold the <Ctrl> key, press the shortcut key, and release both The Ctrl key
buttons.
5. Press <Ctrl> + <I > at the same time.
This is the keystroke shortcut for Italics. Note that the Italics button on the Formatting
toolbar appears pressed.
6. Type Italics.
The text appears in Italics formatting.
NOTE: Although it won’t be discussed in this lesson, Word’s default keystroke
shortcuts can be changed or remapped to execute other commands.
Table 1-3: Common Keystroke Shortcuts lists the shortcut keystrokes you’re likely to use the
most in Word.

Table 1-3: Common Keystroke Shortcuts

Keystroke Description
<Ctrl> + <B> Toggles bold font formatting
<Ctrl> + <I> Toggles italics font formatting
<Ctrl> + <U> Toggles underline font formatting
<Ctrl> + <Spacebar> Returns the font formatting to the default setting  Quick Reference
<Ctrl> + <O> Opens a document To Open a Context-
<Ctrl> + <S> Saves the current document Sensitive Shortcut Menu:
 Right-click the object.
<Ctrl> + <P> Prints the current document to the default printer
To Use a Keystroke
<Ctrl> + <C> Copies the selected text or object to the Windows clipboard Shortcut:
<Ctrl> + <X> Cuts the selected text or object from its current location to the Windows  Press <Ctrl> + the letter
clipboard of the keystroke shortcut
you want to execute.
<Ctrl> + <V> Pastes any copied or cut text or object in the Windows clipboard to the current
location
<Ctrl> + <Home> Moves the insertion point to the beginning of the document
<Ctrl> + <End> Moves the insertion point to the end of the document

Your Organization’s Name Here

26 Reference Title

Lesson 1-8: Closing a Document, Creating

a New Document, and Entering Text
Figure 1-15 Closes the Microsoft
The close document Word program
confirmation dialog
Closes the
Figure 1-16 Figure 115 Figure 116 current document
The Program and
Document close buttons
Figure 1-17
Text in a Word document

Figure 117

 Instructor Notes You’re finally ready to enter text and create your first document! Before you can start entering
Est. Time: 3 to 5 minutes text and creating a new document, you need to get rid of the document you used in the
Time may vary depending on previous lesson. To do this, close the current document and create a new, blank document.
individuals’ typing speeds.
Req. File: None 1. Click the document window Close button (the lower close button).
Req. Lessons: None There should be two Close buttons on your screen, as shown in Figure 1-16. The
topmost Close button, located on the title bar of the Word program, closes Word
Start File: None
entirely—don’t click this button! The lower Close button closes the active document
Notes: In addition to what but won’t exit Word—this is the button you should click.
the lesson offers, you can
offer the students the Alt+Tab A dialog box, like the one shown in Figure 1-15, appears. This dialog box is asking if
key combination as a way to you would like to save the document you created for later use. You don’t need to save
work with multiple program the document, so move on to Step 2.
windows.
NOTE: If you have more than one document open in Word 2003, each document
appears as an icon on the Windows taskbar. Additional document windows
only have a single close button, located in Word title bar. To close any
additional documents, click the close button in the title bar.
2. Click No.
The document window closes without saving anything. Now you can start working on
a new, blank document.
3. Click the New Blank Document button on the Standard toolbar.
The document window reappears with a blank document you can work on.

 2005 Velsoft Interactive, Inc.

 Chapter Title 27

4. Type the following:

TO: All Staff
5. Press <Enter> twice.
Pressing <Enter> adds a new line and starts a new paragraph; therefore, pressing New Blank
<Enter> twice adds two lines and separates your paragraphs. Document
6. If the Office Assistant appears (the Office Assistant is an annoying button
cartoon figure, usually an animated paper clip) click Cancel in the Office Other Ways to Create a
Assistant’s speech-balloon dialog-box. New Document:
Sometimes the Office Assistant asks if you want help with creating a document using a  Select File  New from
wizard. Wizards can help you complete tasks by giving step-by-step instructions. the menu and click
Wizards are great for completing complicated tasks, like creating a web page. Blank Document.
However, for simpler tasks, like a memo or letter, they can be more troublesome than
helpful.
7. Type the following paragraph:
In little more than three months, North Shore Travel will
be introducing its new Discover Canada tour package. There
will be a brief meeting this Thursday at 9:30 A.M. in the
main conference room to finalize the Discover Canada
marketing and pricing plans. We are nearly a week behind
schedule on this, so any additions or changes to the plans
should be submitted by Thursday. Please be thinking about Office Assistant
what more we can do to make this a successful program.
Don’t worry about spelling for now and do not press <Enter> when you reach the end
of a line—just keep typing. Notice how your typing automatically starts a new line
when it reaches the edge of the computer screen? This feature is called word-wrap.
Great! You’ve created a document in Microsoft Word. In the next lesson, you will learn how
to make changes to your document, and how to add and delete text.

 Quick Reference
To Close a Document:
 Click the document
window’s Close
button.
Or…
 Select File  Close from
the menu.
To Create a New Blank
Document:
 Click the New Blank
Document button on the
Standard toolbar.
Or…
1. Select File  New from
the menu.
2. Click Blank Document.

Your Organization’s Name Here

28 Reference Title

The <Backspace>
key deletes one
space to the left of,
or behind, the
insertion point.

Lesson 1-9: Inserting and

Figure 1-18
The revised document
Deleting Text

Move the insertion …or by using the

 Instructor Notes point with the arrow mouse to click
keys on your where you want to
Est. Time: 3 to 6 minutes computer’s place the insertion
Figure 118
Time may vary depending on keyboard… point
individuals’ typing speeds.
After typing a document, you will often discover that you need to make several changes to
Req. File: None
your text—perhaps you want to delete or rephrase a sentence. Editing a document by inserting
Req. Lessons: Lesson 1-8 and deleting text couldn’t be easier. To delete text, place the insertion point to the left or right
Start File: Lesson 1-9 of the text you want to delete, then press either the <Backspace> key (deletes text to the left)
Notes: You can also move or the <Delete> key (deletes text to the right). Inserting text is also simple—all you need to do
the insertion point with the is place the insertion point where you want to place the new text and start typing.
mouse. Move the I-beam
In this lesson, you’ll get practice inserting and deleting text so you can revise the interoffice
pointer ( ) with the mouse to
memo you created.
the location you want and
then click the left mouse
button. 1. Press the Up Arrow Key <> to move the insertion point until it is one
line below TO: All Staff.
2. Press <Enter>.
This will add a blank line under the “TO: All Staff” line.
3. Type FROM: Sandra Wills and press <Enter> twice.
4. Type RE: Discover Canada Meeting and press <Enter>.
5. Use the keyboard or mouse to move the insertion point to the very end of
the line FROM: Sandra Wills and type , Communication Director.
You’ve just learned how to insert text in a document—pretty easy, huh? Now try
deleting some text.

 2005 Velsoft Interactive, Inc.

 Chapter Title 29

The <Delete> key

deletes once space
to the right, or in
front, of the insertion
point.

6. Move the insertion point to the very end of the document, after the
sentence Please be thinking about what more we can do to make
this a successful program.
Remember, you can move the insertion point by pressing the arrows on your keyboard,
or by moving the I-beam ( ) where you want to place the insertion point and then
clicking the mouse button.
7. Press the <Backspace> key several times.
Pressing <Backspace> deletes one space to the left (backwards) of the insertion point.
8. Press and hold the <Backspace> key until you have deleted the entire
sentence Please be thinking about what more we can do to make
this a successful program. Release the <Backspace> key when the
sentence is deleted.
Great! You’ve learned how to delete text using the Backspace key. The Delete key also
deletes text, but in a slightly different way.
9. Move the insertion point right before the word main in the second
sentence of the paragraph.
10. Press the <Delete> key.
Pressing <Delete> deletes one space to the right, or in front, of the insertion point
11. Press and hold the <Delete> key until you have deleted the word main.
Now that you’ve deleted the word “main” add the word “auxiliary” so the meeting will  Quick Reference
be held in the auxiliary conference room.
To Move the Insertion
12. Type auxiliary. Point:
Compare your revised document with the one shown in Figure 1-18.  Use the arrow keys.
Or…
 Move the I-beam pointer
where you want with the
mouse and then click.
To Insert Text:
 Move the insertion point
where you want to insert
the text and then type the
text you want to insert.
To Delete Text:
 The <Backspace> key
deletes text before, or to
the left of the insertion
point.
 The <Delete> key deletes
text after, or to the right of
the insertion point.

Your Organization’s Name Here

30 Reference Title

Lesson 1-10: Selecting and

Replacing Text
Figure 1-19
1. Position the I-beam or insertion
You can select more than point before or after the text that
one word. you want to select.
Figure 1-20 2. Click and hold down the left
How to select text using mouse button, drag the mouse
the mouse across the text you want to select,
then release the mouse button.
Figure 1-21
3. If you want to replace the selected
You can select a line of
text, simply type in the new text – it
text using the Selection
bar. Figure 120 will overwrite the selected text.
Figure 119
Figure 1-22
You can select more than Dear
DearMaytag,
Maytag,
one block of a text in
Word 2003—simply hold For
Foryears
yearsI’ve
I’vewatched
watchedyouryour
down the <Ctrl> key as commercials
commercialson ontelevision
television
featuring
featuringthe
theMaytag
Maytagrepairman,
repairman,
you select the bits of text who
whonever
neverhas
hasany
anywork
workdueduetoto
with the mouse. the
thedependability
dependabilityof ofthe
theMaytag
Maytag
products
productsheheservices.
services.IfIfthis
thisnever
never
has
hasto
todo
doanything,
anything,why whynotnotfire
fire
him
himpass
passthe
thesaving
savingonontotothe
the
consumers?
consumers?We’dWe’dcertainly
certainly
appreciate
appreciateit!
it!Let
Letme
meknow
knowwhat
what
you
youthink!
think!

Figure 122
 Instructor Notes
Figure 121
Est. Time: 3 to 5 minutes
Req. File: None
Req. Lessons: Lesson 1-8, When you want to edit more than one character at a time, you must select them first. Many
9 other editing and formatting techniques, such as formatting text, also require that you select
the text you want to modify. Actually, there are probably hundreds of reasons to select text in
Start File: Lesson 1-10
Word, so this is a task you have to learn.
Notes: Emphasize the
different ways to select text.
1. Place the insertion point in front of the words little more in the first
sentence of the paragraph.

 2005 Velsoft Interactive, Inc.

 Chapter Title 31

To deselect
You can alsotext,
select To replace text,
text using
point the mouse
the and select the text you
keyboard
click anywhere
by pressing
in the want to replace, then
and holding the
document. type the new text to
<Shift> key while replace it.
using the arrow keys
to select the text you
want.

2. Click and hold the left mouse button and drag the mouse across the
words little more. When you’re done (the words should be highlighted),
release the left mouse button.
The words “little more” should be highlighted in black, as shown in Figure 1-19.
Selecting text with the mouse can be a little tricky for some people, especially if you
don’t have much experience using a mouse. While text is selected, anything you type
will delete the existing selected text and replace it with the new text.
3. Type less.
The word “less” replaces the selected text “little more”.
4. Double-click the word Thursday.
Double-clicking a single word is a quick way of selecting it.
5. Type Friday.
The word “Friday” replaces the word “Thursday”.
6. Use the mouse to place the pointer to the very far left of the line TO: All
Staff, until the pointer changes to a , then click the mouse button.
Positioning the pointer to the left of a line and clicking selects that line, as shown in
Figure 1-21.
7. Click anywhere in the document to deselect the text.
The line TO: All Staff is no longer selected.
Word 2003 can even select more than one bit of text at a time, as illustrated in Figure
1-22. Simply press and hold down the <Ctrl> key as you use the mouse to select the
blocks of text.
8. Select the line TO: All Staff.
Now you can select additional blocks of text by holding down the <Ctrl> key.
9. Hold down the <Ctrl> key as you select the line RE: Discover Canada
Meeting.
You’ve just selected two separate blocks of text.
You will not need to use this document again, so close it without saving changes.
10. Close the document without saving changes to the document.
That’s all there is to selecting text in Word. It can’t be stressed enough how important it is for
you to be an expert in selecting text. Knowing how to select text will make you more
proficient and skillful at using Microsoft Word. People who haven’t mastered selecting text
treat Word as nothing more than a sophisticated typewriter and never take advantage of the
rich features Word offers.
Table 1-4: Text Selection Shortcuts describes several shortcut techniques you can use to select
text. You don’t have to memorize these shortcuts, but if you do, it will certainly save you a lot
of time.

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Table 1-4: Text Selection Shortcuts

To select Do this
A word Double-click the word
Several bits of text Select the first block of text, then press and hold <Ctrl> as you
select the remaining blocks of text.
A sentence Press and hold <Ctrl> and click anywhere in the sentence
A line of text Click in the selection bar next to the line
A paragraph Triple-click in the paragraph, or double-click in the selection bar next
to the paragraph
The entire document Triple-click in the selection bar or press and hold <Ctrl> and click
anywhere in the selection bar or press <Ctrl> + <A>.

 Quick Reference
To Select Text:
1. Move the insertion point
to the beginning or end of
the text you want to
select.
2. Click and hold the left
mouse button and drag
the insertion point across
the text then release the
mouse button once the
text is selected.
To Select Multiple Blocks
of Text:
1. Select the first block of
text.
2. Hold down the <Ctrl> key
as you select the
remaining block(s) of text.
To Replace Text:
 Replace text by first
selecting it they typing the
new text you want.

 2005 Velsoft Interactive, Inc.

 Chapter Title 33

Lesson 1-11: Opening a Document

Displays files in Currently Figure 1-23
special folders selected folder or
drive The Open dialog box
Figure 1-24
The Lesson1 document
appears in the Word
program
Files in the
selected folder or
drive

Select the file

you want to open

Click to cancel
Figure 123 Open dialog box
File name Change the type of files that are
displayed in the Open dialog box selection
Name of the program you’re
using (Microsoft Word) and
the currently opened document
(Lesson1).

Figure 124

When you work with Word, you will sometimes need to create a new document from scratch  Instructor Notes
(something you hopefully learned to do when we talked about toolbars in a previous lesson); Est. Time: 2 to 3 minutes
but, more often, you’ll want to work on an existing document that you or someone else has Req. File: Lesson 1.doc
previously saved. This lesson explains how to open, or retrieve a saved document.
Req. Lessons: None
1. Click the Open button on the Standard toolbar. Start File: Lesson 1-11
Notes: Make sure students
The Open dialog appears, as shown in Figure 1-23. Next, you have to tell Word where
understand how to use the
the file you want to open is located. Look in list to navigate to a
2. Navigate to and open your Practice folder. file.
Your computer stores information in files and folders, just like you store information in
a filing cabinet. To open a file, you must first find and open the folder where it’s saved. Take time to explain the
different folders and buttons
Normally, new files are saved in a folder named “My Documents”, but sometimes you
in the Open dialog box.
will want to save or open files in another folder.

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The Open and Save dialog boxes both have their own toolbars that make it easy to
browse through your computer’s drives and folders. Two controls on this toolbar are
particularly helpful:
 Look In List: Click to list the drives
on your computer and the current folder, the select the drive and/or folder whose
contents you want to display.
 Up One Level button: Click to move up one folder.
If necessary, follow your instructor’s directions to select the appropriate drive and
folder where your practice files are located.
3. Click the document named Lesson 1 in the file list box and click Open.
Word opens the Lesson 1 document and displays it in the window, as shown in Figure
1-24.
Look in list
Table 1-5: Special Folders in the Open and Save As Dialog Boxes
Folder Description
Displays a list of files that you’ve recently worked on.

My Recent Documents
Temporarily minimizes or hides all your programs so that you can see
the Windows desktop.
Desktop

Displays all the folders and files in the My Documents folder—the default
location where Microsoft Office programs saves its files.
My Documents
Displays a list of the different drives on your computer.

My Computer
 Quick Reference
If you have permission, lets you browse through the folders and
computers in your workgroup and on the network. To Open a Document:
My Network Places  Click the Open button
on the Standard toolbar.
Or…
 Select File  Open from
the menu.
Or…
 Press <Ctrl> + <O>.

 2005 Velsoft Interactive, Inc.

 Chapter Title 35

Lesson 1-12: Saving a Document

Figure 1-25
Specify where you want to The Save As dialog box
save the document (in which
drive and folder).

Enter a file name.

You can save Word
Figure 125 documents in different file
formats by selecting the
format you want to save in
here.
After you’ve created a document, you need to save it if you intend on using it again. Saving a  Instructor Notes
document stores it in a file on your computer’s hard disk, similar to putting a file away in a Est. Time: 2 to 3 minutes
filing cabinet so you can use it later. Once you have saved a document, it’s a good idea to save Req. File: Lesson 1.doc
it again from time to time as you work on it. You don’t want to lose all your work if the power
Req. Lessons: Lesson 1-11
suddenly goes out or if your computer crashes! In this lesson, you will learn how to save an
existing document under a different name without changing the original document. It’s often Start File: Lesson 1-12
easier and more efficient to create a document by modifying one that already exists, instead of Notes: Emphasize that the
having to retype a lot of information. Look in list can be used to
locate where to save a file,
You want to use the information in the Lesson 1 document that we opened in the previous as well as locate a file to
lesson to create a new document. Since you don’t want to modify the original document, open.
Lesson 1, save it as a new document titled First Day’s Memo.

1. Select File  Save As from the menu.

The Save As dialog box appears. This is where you can save the document with a new,
different name. If you only want to save changes you’ve made to a document (instead
of saving them in a new file), click the Save button on the Standard toolbar, or select
File  Save from the menu, or press <Ctrl> + <S>.
First, you have to specify the drive and/or folder where you want to save your
document.
2. If necessary, navigate to and open your Practice folder.
Next, you need to specify a new name that you want to save the document under.
3. In the File name text box, type First Day’s Memo and click Save.
The Lesson 1 document is saved with the new name, First Day’s Memo, and the
original document, Lesson 1, closes. Now you can work on our new document, First
Day’s Memo, without changing the original document, Lesson 1.
When you make changes to your document, simply save your changes in the same file.
Go ahead and try it.

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36 Reference Title

4. Press <Ctrl> + <End> to move the insertion point to the end of the
document, press <Enter> twice and type Thanks!
Now save your changes.
5. Click the Save button on the Standard toolbar.
Save button Word saves the changes you’ve made to the First Day’s Memo document.
Other Ways to Save: Congratulations! You’ve just saved your first Word document.
 Select File  Save from
the menu.
 Press <Ctrl> + <S>.

 Quick Reference
To Save a Document:
 Click the Save button
on the Standard toolbar.
Or…
 Select File  Save from
the menu.
Or…
 Press <Ctrl> + <S>.
To Save a Document in a
NewQuick Reference
File with a Different
Name:
To Save a Document:
1.
 Select FileSave
Click the  Savebutton
As
from the menu.
on the Standard
2. Type a new name for the
toolbar.
document and click Save.
Or…
 Select File  Save
from the menu.
Or…
 Press <Ctrl> + <S>.

 2005 Velsoft Interactive, Inc.

 Chapter Title 37

Lesson 1-13: Getting Help

Figure 1-26
Asking a question in the
Word Help task pane
Figure 1-27
Office Online search
results
Figure 1-28
Offline Help search results
Figure 1-29
Possible topic answers for
your question
Figure 1-30
Click here to Figure 127 Figure 128
change Office Help text for the selected
Online settings. topic
Figure 126

 Instructor Notes
Est. Time: 2 to 5 minutes
Req. File: None
Req. Lessons: None
Start File: None
Notes: Focus on how you
can use plain English to
query the help files, and how
to maneuver through the
Figure 129 Figure 130 various Help screens.
Emphasize that the Help
When you don’t know how to do something in Windows or a Windows based program, don’t contains information on
panic, just look up your question in the Word Help files. The Word Help files can answer your virtually every topic and
questions, offer tips, and provide help for all of Word’s features. Many Word users forget to procedure in Microsoft Word.
use Help, but this is unfortunate, because the Help files know more about Word than most
Word reference books do!
You can make the Word Help files appear by pressing the <F1> key. Then all you have to do
is ask your question in normal English. This lesson will show you how you can get help by
asking the Help files a question in normal English.

1. Press the <F1> key.

The Word Help task pane appears, as shown in Figure 1-26.

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2. Type How do I find and replace text? in the Search for: text box,
as shown in Figure 1-26.
Other Ways to Get Help: You can ask Word Help questions in normal English, just as if you were asking a
person instead of a computer. The program identifies keywords and phrases in your
 Type your question in
questions like “find”, “replace”, and “text.”
the Type a question
for help box on the NOTE: Microsoft has totally changed the way Help works in Office 2003 with Office
menu bar and press Online. Instead of searching for help in the files already stored on your
<Enter>. The results computer, Office Online searches the topic in their online database. The
appear in the Word purpose of this feature is to provide current, up to date information on search
Help task pane. topics, but in their efforts to provide information on more advanced topics,
they forget the most basic and important ones, like finding and replacing text.
Or…
 Click the Table of
3. Click the Start searching button.
Contents link in the Office Online finds results like “Find and replace South Asian characters,” but nothing
Word Help taskbar and that will simply help you replace “Acme” with “Apex” in your document. We have to
search by topic. look in the trusty old Offline Help files for that.
NOTE: Fortunately, you can change your settings to perform Help searches without
Office Online. Go to the “See also” section at the bottom of the Word Help
task pane. Click the Online Content Settings option. Uncheck the “Search
online content when connected” option and click OK.
Office Online will 4. Click the Search list arrow in the Search area at the bottom of the task
refer to Offline Help pane. Select Offline Help from the list and click the Start searching
files if a connection button.
to the Internet is not
The Offline Help search results appear, including a topic that actually helps us out.
detected.
5. Click the Find and replace text or other items help topic.
Another window appears with more subtopics, as shown in Figure 1-29.
6. Click the Replace text help topic.
Word displays information on how to replace text as shown in Figure 1-30.
Notice that the Microsoft Office Word Help task pane has a toolbar that looks like
some of the buttons you might have seen on a Web browser. This lets you navigate
 Quick Reference
through help topics just like you would browse the Web. To Get Help:
7. Click the Microsoft Office Word Help task pane’s Close button to close 1. Press the <F1> key.
the window. 2. Type your question in the
The Help task pane closes. Word Help task bar and
click the Start searching
button or press <Enter>.
Table 1-6: Help Buttons
3. Click the help topic that
Button Description best matches what you’re
looking for (repeat as this
Tiles the Word program window and the Help window so you can see both at the samestep as necessary.)
time.
To Turn Off Office Online:
Moves back to the previous help topic 1. Click the Online Content
Settings option in the
Moves forward to the next help topic Word Help task pane.
2. Uncheck the Search
online content when
Prints the current help topic connected option and
click OK.

 2005 Velsoft Interactive, Inc.

 Chapter Title 39

Lesson 1-14: Changing the Office Assistant

and Using the “What’s This” Button
Figure 1-31
You can choose a new
Office Assistant.
Figure 1-32
Click the “What’s This”
button ( ) to view a brief
description of all the
controls in a dialog box.
Figure 131 Figure 1-33
Click a link to find more
Click the “What’s information about the
This” button to find controls in the tab.
more information on
controls in the dialog
box.

Figure 132 Figure 134

The Office Assistant is a cute animated character (a paper clip by default) that can answer  Instructor Notes
your questions, offer tips, and provide help for all of Word’s features. Many Word users don’t Est. Time: 3 to 6 minutes
use the Office Assistant, but it can be a very helpful tool. If you like using the Office Assistant
but want a change of pace from Clippit’s antics, you can choose one of eight different Office Req. File: None
Assistants (see Table 1-7: Office Assistants) to guide you through Word. Of course, if you Req. Lessons: None
really hate the Office Assistant, you can always shut it off. Start File: None
The other topic covered in this lesson is how to use the “What’s This” button. During your Notes: If you are going to
browse all the Office
journey with Word, you will undoubtedly come across a dialog box or two with a number of
Assistants, you must have
confusing controls and options. To help you find out what the various controls and options in performed a custom
a dialog box are for, many dialog boxes contain a “What’s This” ( ) button that explains the installation of Microsoft Word
purpose of each of the dialog box’s controls. This lesson will show you how to use the and ensured that all the
“What’s This” button, but first, let’s start taming the Office Assistant. assistants have been loaded.

1. Select Help  Show the Office Assistant from the menu.

The Office Assistant appears.

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2. Right-click the Office Assistant and select Choose Assistant from the
shortcut menu.
The Office Assistant dialog box appears.
3. Click the Back or Next button to see the available Office Assistants.
The Office Assistant you select is completely up to you. They all work the same—they
just look and act different.
4. Click OK when you find an Office Assistant you like.
If you find the Office Assistant annoying (as many people do) and want to get rid of it
altogether, here’s how:
5. Right-click the Office Assistant.
A shortcut menu appears.
6. Select Hide from the shortcut menu.
You can always bring the Office Assistant back whenever you require its help.
Now, let’s move on to how to use the “What’s This” button to discover the purpose of
confusing dialog box controls.
7. Select Format  Font from the menu.
The Font dialog box appears. Notice the “What’s This” button located in the dialog
box’s title bar just to the left of the dialog box’s close button.
8. Click the “What’s This” button ( ).  Quick Reference
A Microsoft Office Word Help window appears, as shown in Figure 1-34.
To Change Office
9. Click the Font tab link. Assistants:
A brief description of all the controls in the Font tab of the dialog box appears. 1. If necessary, select Help 
10. Click the Close button to close the Microsoft Office Word Help task Show the Office
pane. Click Cancel to close the Font dialog box. Assistant from the menu.
2. Right-click the Office
Table 1-7: Office Assistants1 Assistant and select
Choose Assistant from
Office Assistant Description the shortcut menu.
Though nothing more than a thin metal wire, Clippit will help you find what 3. Click the Next or Back
Clippit you need and keep it together. Clippit is the default Office Assistant. buttons until you find an
Office Assistant you like,
The Dot Need a guide on the electronic frontier? Able to transform into any shape, theclick OK.
then
Dot will always point you in the right direction.
To Hide the Office
F1 Assistant:
F1 is the first of the 300/M series, built to serve. This robot is fully optimized
for Office use.  Right-click the Office
Merlin is your wise and magical companion. When you need assistance,Assistant and select Hide
Merlin summon him for a demonstration of his awesome, cyber-magical powers. from the shortcut menu.
To See what a Control in a
The Office Logo gives you help accompanied by a simple spin of its colored Dialog Box Does:
Office Logo pieces. It won’t distract you as you’re taking care of business.
1. Click the Dialog box
“What’s This” button
Mother Nature Transforming into images from nature, such as the dove, the volcano, and the right next to the
(located
flower, Mother Nature provides gentle help and guidance. close button).
Links If you’re on the prowl for answers in Windows, Links can chase them down
2. Find the control
for you. description in the
Microsoft Office Word
If you fall into a ravine, call Lassie. If you need help in Office, call Rocky.Help window.
Rocky

1. Microsoft Office 2003 Help files, © 2003, Microsoft Corporation.

 2005 Velsoft Interactive, Inc.

 Chapter Title 41

Lesson 1-15: Printing and

Previewing a Document and
Exiting Word
Closes the Figure 1-34
Microsoft Word
Program The Print Preview screen
Figure 1-35
The Program and
Document close buttons

Closes the
current document
Figure 135

Figure 134

If you’ve been following the previous lessons in this book and aren’t skipping ahead, you  Instructor Notes
should know how to create, edit, and save a document. In this lesson, we’re going to cover a Est. Time: 2 to 3 minutes
lot of topics—previewing and printing a document, and exiting the Microsoft Word program Req. File: Lesson 1.doc
—so hang on!
Req. Lessons: Lesson 1-11,
Once you have created a document, you can create a printed copy of it (if your computer is 12
connected to a printer). Before you print a document, it’s sometimes a good idea to preview it Start File: Lesson 1-15
on screen. You can preview a document by using Word’s Print Preview feature. Notes: Make sure students’
computers are connected to
1. Click the Print Preview button on the Standard toolbar. a printer before completing
Your document will be previewed on the screen, as shown in Figure 1-35. The preview this lesson.
looks fine, so you can move on to the next step to print your document.
Point out the print dialog box,
2. Click the Print button on the Print Preview toolbar. and some of the main print
The document is sent to the default printer connected to your computer. properties.
3. Click the Close button on the Print Preview toolbar.
Emphasize that Print Preview
You return to the document where you can make any changes to the document. is a good way to see how the
You’ve finished both this lesson and the chapter, so move on to the next step to exit, or document will look when it is
close, the Word program. printed, especially when
using advanced formatting.
4. Click the Close button on the Microsoft Word Title Bar.
There are two close buttons on your screen—make sure you click the one in the very
far upper-right hand corner of the screen to close Word. The close button located
underneath Word’s Title Bar would close the document you are working on, not the
Word program.

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5. If a dialog box appears asking if you want to save changes to “First Day’s
Memo” click No.
The Word program closes and you should be back at the Windows desktop.
Close button That’s it! You are well on your way towards mastering Microsoft Word. You’ve already
learned some very important things: how to start Word; how to create, preview, print,
Other Ways to Exit
Word: and save a document; how to get Help; and how to select, edit, insert, and delete text.
You will use these skills regularly in your career with Microsoft Word.
 Select File  Exit from
the menu.

 Quick Reference
To Preview a Document on
Screen:
 Click the Print
Preview button on the
Standard toolbar.
Or…
 Select File  Print
Preview from the menu.
To Print a Document:
 Click the Print button
on the Standard toolbar.
Or…
 Select File  Print from
the menu.
Or…
 Press <Ctrl> + <P>.
To Exit Microsoft Word:
 Click the Word Program
close button.
Or…
 Select File  Exit from the
menu.

 2005 Velsoft Interactive, Inc.

 Chapter Title 43

Chapter 1 Review

Lesson Summary
Starting Word
 Start Word by clicking the Start button, selecting Programs, and selecting Microsoft Word.

Understanding the Word Screen

 Be able to identify the main components of the Word program screen.

Using Menus
 To Use a Menu: Either click the menu name with the mouse pointer or press the <Alt> key and the
letter that is underlined in the menu name.
 Word 2003’s personalized menus hide uncommon commands from view. To display a menu’s
hidden commands, click the downward-pointing arrow ( ) at the bottom of the menu, or open the
menu and wait a few seconds.
 To Change How Menus Work: Select View  Toolbars  Customize from the menu, check or
clear either the Menus Show Recently Used Commands First and/or Show Full Menus After a
Short Delay options, then click Close.

Using Toolbars and Creating a New Document

 To Use Word’s Toolbars: Simply click the toolbar button you want to use. Leave the pointer over
the button to display a screen tip of what the button does.
 To Stack the Standard and Formatting toolbars in Two Separate Rows: Click the button on
either toolbar and select Show Buttons on Two Rows from the list.
 To Create a New Document: Click the New Blank Document button on the Standard toolbar
or select File  New from the menu.

Filling Out Dialog Boxes

 Be able to identify and use text boxes, list boxes, drop-down listes, check boxes, and sheet tabs.

Keystroke and Right-Mouse Button Shortcuts

 Keystroke shortcuts: Press <Ctrl> and the letter that corresponds to the shortcut command at the
same time.
 Right mouse button shortcut menus: Whenever you’re unsure or curious about what you can do
with an object, click it with the right mouse button to display a list of commands related to the
object.

Closing a Document, Creating a New Document, and Entering

Text
 To Close a Document: Click the document window Close button or select File  Close from
the menu.

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44 Reference Title

 To Create a New Document: Click the New Blank Document button on the Standard toolbar
or select File  New from the menu, select Blank Document and click OK.

Inserting and Deleting Text

 Moving the insertion point with the mouse: Click where you want to place the insertion point
with the pointer.
 Moving the insertion point with the keyboard: Move the insertion point by pressing the
keyboard arrow key that corresponds to the direction you want to move.
 Insert text by using the keyboard arrow keys or the mouse to position the insertion point where you
want to insert the text, and then begin typing.
 The <Backspace> key deletes text before, or to the left of the insertion point.
 The <Delete> key deletes text after, or to the right of the insertion point.

Selecting and Replacing Text

 To Select Text: Move the insertion point to the beginning or end of the text you want to select then
click and hold the left mouse button and drag the insertion point across the text then release the
mouse button once the text is selected.
 To Select Multiple Blocks of Text: Select the first block of text, then hold down the <Ctrl> key as
you select the remaining block(s) of text.
 To Replace Text: Replace text by selecting it and typing the new text.

Opening a Document
 To Open a Document: Click the Open button on the Standard toolbar, or select File  Open
from the menu, press <Ctrl> + <O>.

Saving a Document
 To Save a Document: Click the Save button on the Standard toolbar, or select File  Save
from the menu, or press <Ctrl> + <S>.
 To Save a Document in a New File with a Different Name: Select File  Save As from the menu,
type a new name for the document and click Save.

Getting Help from the Office Assistant

 You can ask the Office Assistant (the cute animated character) your questions in conversational
English. This is the easiest and most common method of getting help.
 Press <F1> to open the Office Assistant, type your question in normal English, and click Search.

Changing the Office Assistant and Using the “What’s This”

Button
 To Change Office Assistants: If necessary, select Help  Show the Office Assistant from the
menu. Right-click the Office Assistant and select Choose Assistant from the shortcut menu. Click
the Next or Back buttons until you find an Office Assistant you like, then click OK.
 To Hide the Office Assistant: Right-click the Office Assistant and select Hide from the shortcut
menu.
 To See what a Control in a Dialog Box Does: Click the Dialog box “What’s This” button
(located right next to the close button) and click the control you want more information on with the
pointer.

 2005 Velsoft Interactive, Inc.

 Chapter Title 45

Printing and Previewing a Document and Exiting Word

 To Preview a Document on Screen: Click the Print Preview button on the Standard toolbar
or select File  Print Preview from the menu.
 To Print a Document: Click the Print button on the Standard toolbar, or select File  Print
from the menu, or Press <Ctrl> + <P>.
 To Exit Microsoft Word: Click the Word Program Close button or select File  Exit from the
menu.

Your Organization’s Name Here

 Chapter 2:
Working with and
Editing Text
Chapter Objectives:  Prerequisites
 Opening a document and giving it a different name  How to start Word
 How to use menus,
 Understanding how to move through a document toolbars, dialog boxes,
 Viewing a document in different modes and shortcut keystrokes
 How to open and save
 Cutting, copying, and pasting text a document
 Finding and replacing text
 Using spell checking, the thesaurus, and word count
 Inserting special characters
 Using undo and redo
 Specifying which pages to print or printing multiple
document copies
Chapter Task: Revise a Saved Memo

Now that you have the Microsoft Word basics down, this chapter will show you how to  Instructor Notes
become a sophisticated Word user. This chapter explains many basic operations, such as how Chapter time: 56 to 94
to open a document and save it under a different name; how to move around in a document; minutes
how to cut, copy and paste text; how to undo any mistakes you might have made; and how to Notes: This chapter covers
correct spelling errors. some of the most basic
procedures in Word.
Students should understand
the concepts in this chapter
very well before going on.
 Lesson 2-1: Saving a
Document with a Different
Name
Current drive or
Figure 2-1 folder
The Save As dialog box
Files in the
current drive or
folder

 Instructor Notes
File name
Est. Time: 3 to 4 minutes
Req. File: Lesson 2A Figure 21
Req. Lessons: None
Start File: Lesson 2-1
Notes: Focus on the fact that You can save a lot of time and energy by using the text from an existing document to create a
saving a document under a new document. Saving an existing document under a new name does this. In this lesson, you
new name keeps the original
document on file. The “save will save an existing file named “Lesson 2A” as a new file named “Canada Meeting Memo”. .
as” document is basically a
copy of the original document 1. Start the Microsoft Word program.
under a new name. You learned how to start Word in the previous chapter.
2. Click the Open button on the Standard toolbar.
The Open dialog box appears, as shown in Figure 2-1.
3. Navigate to and open your Practice folder.
Your computer stores information in files and folders, just like you store information in
a filing cabinet. To open a file, you must first find and open the folder where it’s saved.
Open button Microsoft Word normally saves new documents to a folder named “My Documents”
Other Ways to Open a but sometimes you will want to save or open documents in another folder.
Document:
Word’s Open and Save dialog boxes both have their own toolbars that make it easy to
 Select File  Open from browse through your computer’s drives and folders. Two controls on this toolbar are
the menu.
particularly helpful:
 Press <Ctrl> + <O>.
 Look In List: Click to list the drives
on your computer and the current folder, then select the drive and/or folder with
the contents you want to display.

 Up One Level button: Click to move up one folder.

If necessary, follow your instructor’s directions to select the appropriate drive and
folder where your practice files are located.
 Chapter Title 49

You can double-click

a filename in the
Open dialog box
instead of selecting
the file name and
clicking OK.

4. Click the document named Lesson 2A in the file list box and click Open.
The Lesson 2A document opens and appears in Word’s document window. You want to
use the text from this document to create a new document. Since you don’t want to
make any changes to the Lesson 2A document, save it in a new document with a
different name.
5. Select File  Save As from the menu.
The Save As dialog box appears. File  Save As lets you save a document in a new file
under a different name.
6. In the File name text box, type Canada Meeting Memo and click Save.
The Lesson 2A document is saved in a new file, “Canada Meeting Memo”, and the
original Lesson 2A document closes. Now you can work on the new document, Canada
Meeting Memo, without changing the original Lesson 2A document.
One important note about this document: If you’re an English teacher, or just detail-oriented,
you’ve probably already noticed it contains several spelling and grammatical errors. These
errors should be obvious—Word highlights them with red and green underlining. Don’t worry
about these errors; we’ll be fixing them later on in this lesson with Word’s spell checker.

 Quick Reference
To Open a Document:
 Click the Open button
on the Standard toolbar.
Or…
 Select File  Open from
the menu.
Or…
 Press <Ctrl> + <O>.
To Save an Existing
Document in a New File
with a Different Name:
1. Select File  Save As
from the menu.
2. Type the new name for
the file in the File name
box and click OK.

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Lesson 2-2: Navigating

through a Document
Figure 2-2 Scroll Up Button
Click to scroll up
Use the scroll bars to
move from place to place Vertical Scroll Box
in a document. scroll bar Indicates your current
position in the document
Figure 2-3 (you can also click and drag
Use the Select Browse the scroll box to scroll up or
Object button to navigate down)
a document. Scroll Down Button
Horizontal scroll
Figure 2-4 Click here to scroll down
bar
Previous Page
The Go To tab of the Find
Move up to the previous
and Replace dialog box Figure 22
The Status bar displays your page
Next Page
current position in the document
Browse by Page Move down to the next
Select Browse
page Object button
Browse by Section
Click to select a way to navigate in
Browse by
a document, as shown in Figure 23
Comment
Browse by
Footnote
Browse by
Endnote
 Instructor Notes
Browse by Field
Est. Time: 4 to 7 minutes
Req. File: Lesson 10 Go To
Req. Lessons: None
Start File: Lesson 2-2 Find
Select the Enter the page
Notes: Focus on the different Browse by Edits type of number (or
ways to navigate through a Browse by location you other location
document, especially Heading want to move number) you
methods other than the scroll Browse by Figure 24
Endnote to here. want to move
bars. Browse by Table
Figure 23 to here.

As documents get longer, it gets harder and harder to move around in them. For example, if
you were working on a 200-page novel, how would you get to the very end of the document
or to page 54? This lesson will show you how to move through a Word document.

1. Open the document named Lesson 10A.

This document is several pages long, so it will be great for learning how to get around
in a document. Don’t worry—the “Canada Meeting Memo” document is still there, it’s
Scroll down just hidden behind the Lesson 10A document. We’ll return to the “Canada Meeting
arrow Memo” document in the next lesson.
One way to get around in a document is by using Word’s scroll bars. The vertical scroll
bar is located along the right side of the window and is used to move up and down in a
document. The horizontal scroll bar is located along the bottom of the window, and is
used to move from left to right when a document doesn’t fit entirely on the screen.
Figure 2-2 shows both of these scroll bars.

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 Chapter Title 51

2. Click the down arrow on the bottom of the vertical scroll bar several
times.
When you click the arrow, the screen scrolls down one line at a time.
Vertical scroll
3. Click and hold the down arrow on the bottom of the vertical scroll bar. box
This causes the screen to move downward more rapidly.
4. Click and drag the vertical scroll box to the top of the scroll bar.
This takes you back to the beginning of the document.
5. Press the <End> key. Status bar
The insertion point moves to the end of the current line.
location
indicator
6. Press the <Home> key to move to the beginning of the current line.
7. Press <Ctrl> + <End> to move to the end of the document. Other Ways to Open the
Go To Dialog Box:
The insertion point moves to the end of the document. Notice that the vertical scroll  Press <F5>.
box appears near the end of the scroll bar, indicating your position in the document.
You can also find your position in a document by looking at the status bar at the bottom
of the screen—it states the page you’re currently on.
8. Press <Page Up> to move up one screen.  Quick Reference
9. Press <Page Down> to move down one screen. To Move to the Beginning
or End of a Line:
10. Press <Ctrl> + <Home> to jump to the beginning of the document.  Press <Home> to move
You can also move directly to a certain page number in a document. to the beginning of a line.
11. Select Edit  Go To from the menu.  Press <End> to move to
the end of a line.
The Find and Replace dialog box appears, with the Go To tab in front, as shown in
Figure 2-4. Here you can jump to a particular page in a document. You can use the “Go To Move Up or Down One
To” command to jump to specific bookmarks, sections, and lines, concepts you will Screen:
learn more about later on.  Press <Page Up> to
12. In the Enter page number box, type 3 and click Go to. move up one screen.
Word jumps to the third page in the document.  Press <Page Down> to
move down one screen.
13. Click Close to close the Go To dialog box, then close the Lesson 10A
document by selecting File  Close from the menu or by clicking the To Move to the Beginning
or End of a Document:
document’s Close button.
 Press <Ctrl> + <Home>
to move to the beginning
Table 2-1: Keyboard Shortcuts for Moving Around in a Document of the document.
Press To Move  Press <Ctrl> + <End> to
Home Start of line move to the end of the
document.
End End of line
To Jump to a Specific
Page Up Up one screen Page in a Document:
Page Down Down one screen 1. Select Edit  Go To from
the menu.
<Ctrl> + Home To the beginning of the document 2. Verify that “Page” is
<Ctrl> + End To the end of the document selected in the “Go to
what” box, type the page
number in the “Enter page
number” text box, and
click OK.

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Lesson 2-3: Viewing a Document

Figure 2-5
The same document in
Normal View and Print
Layout View
Figure 2-6
Normal View
Displaying hidden
characters in a document
and document view
buttons

Print Layout View

Figure 25
Figure 26
View buttons
 Instructor Notes Word can create a variety of different types of documents: letters, brochures and flyers—even
Est. Time: 4 to 7 minutes Web pages! When you work on various types of documents, you may find that you need to
Req. File: Lesson 2A change how you view the document on the screen. Word offers several different ways to view
the computer screen:
Req. Lessons: None
Start File: Lesson 2-3  Normal View: This view is good for most simple word-processing tasks, such as typing,
editing, and formatting. This view does not display advanced formatting, such as page
Notes: Give examples of boundaries, headers and footers, or floating pictures.
occasions when individuals
might need to use each of  Web Layout View: You will work in Web layout view when you are creating a Web
the views and methods page or a document that is viewed on the screen. In Web layout view, you can see
described in the lesson. backgrounds, text is wrapped to fit the window, and graphics are positioned just as they
Also point out the new are in a Web browser.
Reading Layout view and its  Print Layout View: This view displays your document as it will appear when printed
usefulness. and is best for working in documents with images. Print Layout View uses more memory
and can be slower on older computers.
 Outline View: Displays your document in classic outline form. Work in outline view
when you need to organize and develop the content of your file.
 Reading Layout: This view is optimized for reading. Only necessary toolbars appear,
making room for enlarged text and navigational tools.
In this lesson, you will learn how to use these view modes; zoom in or out of a document; and
display characters you normally don’t see, such as spaces, paragraph marks, and tabs.
If you closed the “Lesson 10A” document in the previous lesson, you should be looking at the
Print Layout “Canada Meeting Memo” document—the document you’ll use for this lesson.
View button
Other Ways to Switch to 1. If necessary, find and open Lesson 2A from your Practice folder and
Print Layout View: save it as Canada Meeting Memo.
 Select View  Print The first view we’ll see is Normal View.
Layout from the menu.
2. Click the Normal View button, located on the bottom Horizontal scroll
bar, as shown in Figure 2-6.
The document window changes to Normal View. Normal View optimizes the layout of
a document to make it easier to read on the screen.

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 Chapter Title 53

3. Click the Outline View button on the Horizontal scroll bar.

The document changes to a rather confusing-looking Outline View. Outline View is
useful for creating outlines and long documents. It shows the headings of a document
Show/Hide
button
indented to represent its level in the document's structure. Outline View makes it easy
to move quickly through a document, change the relative importance of headings, and
rearrange large amounts of text by moving headings. We’ll discuss how to actually use
Outline View in an upcoming chapter.
4. Click the Reading Layout button on the Horizontal scroll bar.
The document changes to Reading Layout View. This view is great for when you are
required to do a lot of reading in Word. The use of window space is maximized so that
only necessary toolbars are shown, and the text is larger, making it very easy to read.
5. Select View  Print Layout from the menu.
The document window changes to Print Layout View. Print Layout View displays your Zoom list
document as it will appear when you print it. Computer nerds sometimes refer to Print
Layout View as a WYSIWYG view (pronounced Whiz-E-Wig and stands for What
You See Is What You Get). Print Layout View is probably the best view to use to work
on documents, especially if your computer has a large monitor and high (800 x 600  Quick Reference
pixels or better) resolution.
Sometimes it is useful to see characters that are normally hidden, such as spaces, tabs, To Switch between Views:
and returns.  Click the View button on
the horizontal scroll bar
6. Click the Show/Hide button on the Standard toolbar. for the view you want.
The hidden characters, or characters that normally don’t print, appear in the document. Or…
Paragraph marks appears as ¶’s, tabs appear as ’s, and spaces appear as ’s. Notice  Select View from the
the Show/Hide button on the Standard toolbar appears pressed, indicating that all the menu bar and select the
hidden characters in the document are visible. view you want.
7. Click the Show/Hide button on the Standard toolbar. To Display/Hide Hidden
The hidden characters disappear. They’re still there—you just can’t see them. Characters (Tabs, Spaces,
Sometimes it is helpful to make a document appear larger on the computer’s screen, and Paragraph Marks):
especially if you have a small monitor or poor eyesight.  Click the Show/Hide
8. Click the Zoom list arrow on the Standard toolbar and select 100%. button on the Standard
toolbar.
The document appears on-screen at a magnification of 100%.
To Change the Zoom Level
9. Click the Zoom list arrow on the Standard toolbar and select Page of a Document:
Width.
 Select the zoom level
The document zooms out to a level optimal for viewing the page width of the from the Zoom list
document. This zoom level is an ideal setting for working with documents if you are box on the Standard
working with a high resolution (800 x 600 pixels or better) and/or a large monitor. toolbar.
You can also view a document in full screen mode, dedicating 100% of the screen to Or…
viewing the document.  Select View  Zoom from
10. Select View  Full Screen from the menu. the menu, select the
zoom level you want, and
All the familiar title bars, menus, and toolbars disappear and the document appears in click OK.
full screen mode. Full screen mode is useful if you want to view your document as a
sheet of paper on screen, but the disadvantage is the Word tools—the toolbars and To View a Document in
status bar are not readily available. You can still access the menus, although you can no Full Screen Mode:
longer see them, by clicking the mouse at the very top of the screen.  Select View  Full Screen
11. Click the Close Full Screen button floating over the document. from the menu.
The full screen view closes and you are returned to the previous view.

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Use the Window

menu to switch
between any open
documents.

Lesson 2-4: Working with

Multiple Documents and
Figure 2-7 Windows
Multiple documents open
on a screen
Figure 2-8
Display two documents at
the same time by selecting
Window  Arrange All from
the menu.

Figure 27 Figure 28
Each open document
 Instructor Notes appears as an icon on the
taskbar. Click the
Est. Time: 4 to 7 minutes document you want to
Req. File: Lesson 2 work on.
Schedule, Lesson 2A One of the many benefits of Word is that you can open and work with several document files
at the same time. Each document you open in Word has its own window. This lesson explains
Req. Lessons: Lesson 2-3
how to open and work with more than one document. You will also learn some tricks on
Start File: Lesson 2-4 changing the size of a window, moving a window, and arranging a window.
Notes: Explore other options
in the Window menu, such as 1. Click the Open button on the Standard toolbar then find and open the
switching between open Lesson 2 Schedule file in your Practice folder.
documents and splitting
document windows. The Lesson 2 Schedule document appears, but where did the Canada Meeting Memo
document go? Don’t worry; it’s still there in a window behind the Lesson 2 Schedule
document. Each open document appears as an icon in the Windows taskbar, as shown
in Figure 2-7. To switch to a different document, click its icon on the taskbar.
2. Click the Canada Meeting Memo button on the Windows taskbar.
The document Canada Meeting Memo appears. The document Lesson 2 Schedule is
still open, but you can’t see it because it is located behind the Canada Meeting Memo
document window.
Sometimes it can be helpful to view two or more documents on screen at the same
time.

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 Chapter Title 55

3. Select Window  Arrange All from the menu.

Both documents—Lesson 2 Schedule and Canada Meeting Memo—appear in the
Maximize
program window, as shown in Figure 2-8. Notice how the Title Bar for the Canada button
Meeting Memo window is a different color than the Title Bar for the Lesson 2
Schedule window? That’s because the Canada Meeting Memo window is active,
meaning it’s the window or document you’re currently working on. The other window,
Lesson 2 Schedule, is currently inactive.
4. Click anywhere in the Lesson 2 Schedule window.
The Lesson 2 Schedule window becomes active and the Canada Meeting Memo Restore button
becomes inactive.
To make working with several programs at once easier, you can change the size of the
windows. You can maximize or enlarge a window so it takes up the document window.  Quick Reference
The mouse
5. Click the Maximize button in the Lesson 2 Schedule window’s title bar. To Switch between
pointer
The Lesson 2 Schedule window maximizes, filling the entire document window. You Multiplechanges
Open Documents:
can change a maximized window back to its original size by clicking the Restore shapes
 Click over
the document on the
button. The Restore button replaces the Maximize button whenever a window is the
Windowsborder
taskbar. of a
window
already maximized. Or…
6. Click the Restore button in the Lesson 2 Schedule window’s title bar to  Select Window and
restore the Lesson 2 Schedule window to its previous size. select the name of the
document you want to
The window returns to its previous size. view.
Besides Maximizing and Restoring a window, you can also manually fine-tune a
To View Multiple Windows
window’s size to meet your own specific needs. A window must not be in a maximized
at the Same Time:
state if you want to manually size it.
 Select Window 
7. Position the mouse pointer over the bottom edge of the Lesson 2 Arrange All.
Schedule window, until it changes to a .
To Maximize a Window:
The two arrows point in the directions that you can move the border, indicating that
you can drag the window’s border up or down.  Click the window’s
Maximize button.
NOTE: The mouse is very picky about where you place the pointer, and it can
To Restore a Window:
sometimes be a little tricky finding the exact spot where the pointer changes.
 Click the Window’s
8. While the pointer is still over the bottom edge of the window, click and Restore button.
hold down the mouse button, drag the mouse down a half-inch to move
the window border, and then release the mouse button. To Manually Resize a
Window:
Notice the window border follows as you drag the mouse. When the window is the size
1. Position the mouse
you want, you can release the mouse button to resize the window. You resized the pointer over the edge of
window by adjusting the bottom edge of a window, but you can also adjust the left, the window.
right, and top edges of a window.
2. Hold down the mouse
Sometimes, when you have more than one window open at the same time, you may button and drag the
find that one window covers another window or other items on your screen. When this mouse to resize the
happens, you can simply move a window to a new location on the screen—just like window.
you would move a report or folder to a new location on your desk. 3. Release the mouse
9. Click and drag the title bar of the Lesson 2 Schedule window to a new button.
location on the screen. Release the mouse button to drop the window. To Move a Window:
Remember that the title bar is at the top of the window or program, and displays the  Drag the window’s title
name of the program or window. An outline of the window follows your mouse as you bar to the location where
drag the window, showing you where you are moving it. you want to position the
10. Click the Maximize button in the Lesson 2 Schedule window’s title bar. window.
The Lesson 2 Schedule window is maximized.

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Lesson 2-5: Cutting and

Pasting Text
Figure 2-9
The steps involved in
cutting and pasting text

1. Select the text or object you

want to cut and click the Cut
button. The text or object is
removed or “cut” from its
 Instructor Notes
original location.
Est. Time: 4 to 6 minutes
Req. File: Lesson 2
Schedule, Lesson 2A
Req. Lessons: Lesson 2-3,
4
Start File: Lesson 2-4, 2-3
Notes: Focus on the concept
of selecting text, duplicating 2. Move the insertion point to
it, and placing it on an the location where you want
electronic clipboard, available to place the cut text or
to be placed elsewhere. Also
object.
emphasize that objects or
text on the clipboard can be
pasted in different Office
programs.

Describe examples of when

this would be a useful
command.

3. Click the Paste button to

paste the cut text or object.

Figure 29

Other Ways to Switch By now, you should know how to select text in a document. Once you have selected text, you
Between Open
Windows: can move it to another place in the document by cutting, and then pasting it elsewhere.
Cutting and pasting text is one of the most common tasks you’re likely to do when you use
 Click the window’s
Word. When you cut text, it is removed from its original location and placed in a temporary
document icon in the
Windows taskbar. storage area called the Clipboard. You can then move the insertion point to a new location in a
document and paste the cut text from the Clipboard. The Clipboard is available in any
Windows program, so you can cut and paste text between various software programs.

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 Chapter Title 57

1. Select Window  Canada Meeting Memo from the menu.

The Canada Meeting Memo document appears.
Cut button
2. Select the line The schedule for the meeting is as follows: Other Ways to Cut:
3. Click the Cut button on the Standard toolbar.  Select Edit  Cut from
The selected text is cut, or removed, from the document and placed in the Windows the menu.
Clipboard. The Windows clipboard holds any cut or copied text. Once you have cut  Press <Ctrl> + <X>.
some text from a document, you can paste it elsewhere.  Click the right-mouse
4. Move the insertion point to the very beginning of the second paragraph. button and select Cut
from the shortcut menu.
This is where you want to paste the previously cut text.
5. Click the Paste button on the Standard toolbar.
The cut text is inserted. Add some blank lines after the inserted text.
6. Press <Enter> twice to add two blank lines beneath the inserted text. Paste button
You can also cut and paste text between two documents. So instead of retyping the Other Way to Paste:
President’s schedule you can simply cut and paste it.  Select Edit  Paste from
7. Select Window  Lesson 2 Schedule from the menu. the menu.
8. Select the four lines of the schedule, beginning with President’s  Press <Ctrl> + <V>.
introduction, 9:30.  Click the right-mouse
button and select Paste
9. Click the Cut button on the Standard toolbar to cut these lines from the from the shortcut menu.
document.
The schedule is cut from the document, Lesson 2 Schedule, and placed on the
Clipboard. Next, you will paste the schedule into the Canada Meeting Memo
document.
 Quick Reference
10. Select Window  Canada Meeting Memo on the menu.
To Cut Something:
11. Move the insertion point one line below The schedule for the meeting 1. Select the text or object
is as follows: you want to cut.
Make sure you leave a blank line between the “The schedule for the meeting is as 2. Click the Cut button
follows:” line and the insertion point. on the Standard toolbar.
12. Click the Paste button on the Standard toolbar to paste the schedule Or…
into the document. Select Edit  Cut from the
menu.
The schedule is pasted at the insertion point.
Or…
13. Save the document by clicking the Save button on the Standard toolbar. Press <Ctrl> + <X>.
Now that you know how to cut and paste text, you should be able to breeze through the next To Paste a Clipboard Item:
lesson: copying and pasting text.
1. Place the insertion point
where you want to paste
the text or object.
2. Click the Paste button
on the Standard toolbar.
Or…
Select Edit  Paste from
the menu.
Or…
Press <Ctrl> + <V>.

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Lesson 2-6: Copying and

Pasting Text and Comparing
Documents Side by Side
Figure 2-10
The Compare Side by
Side command is useful
when working between
two documents.

 Instructor Notes
Est. Time: 4 to 7 minutes
Req. File: Lesson 2B,
Lesson 2 Schedule
Req. Lessons: Lesson 2-5
Start File: Lesson 2-6
Notes: Emphasize the
difference between copying
and cutting text.
Point out the usefulness of Figure 210
the new Compare Side by
Side feature.
Copying text is very similar to cutting and pasting text, except that you are duplicating the
selected text instead of moving it. Copying text can save you a lot of time when you create
documents—you can easily copy a paragraph from one document and then paste it in another
one without having to retype it. You will also get a bit more practice working with multiple
documents in this lesson.
You’ll also use a new way to arrange windows, compare side by side.
Copy button
Other Ways to Copy: 1. If necessary, navigate to your Practice folder and open Lesson 2B. Save
the file as Canada Meeting Memo. Navigate to your Practice folder and
 Select Edit  Copy from
open Lesson 2 Schedule as well.
the menu.
 Press <Ctrl> + <C>. If you don’t know where your practice files are located, ask your instructor for help.
 Click the right-mouse 2. Select Window  Compare Side by Side with from the menu.
button and select Copy The documents—Lesson 2 Schedule and Canada Meeting Memo—appear side by side
from the shortcut menu. in the program window, as shown in Figure 2-10.
3. Click anywhere in the Lesson 2 Schedule window.
The Lesson 2 Schedule window becomes active and the Canada Meeting Memo
becomes inactive.
4. Select the entire sentence that begins with An overhead display will be
available.
You may have to scroll the Lesson 2 Schedule document up or down to find the
sentence.

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 Chapter Title 59

5. Click the Copy button on the Standard toolbar.

Nothing appears to change, but the selected sentence has been copied to the clipboard. Paste button
6. Click anywhere in the Canada Meeting Memo to make it active. Other Way to Paste:
You need to place the insertion point where you want to paste the copied text.  Select Edit  Paste from
7. Move the insertion point to the blank line at the very end of the the menu.
document, about two lines beneath the last text in the document.  Press <Ctrl> + <V>.
Okay! We’re ready to paste the copied text.  Click the right-mouse
button and select Paste
8. Click the Paste button on the Standard toolbar. from the shortcut menu.
The copied text is inserted. You won’t need the Lesson 2 schedule document anymore,
so you can close it. But first close the side by side command.
9. Click the Close Side by Side button on the Compare Side by Side
toolbar.
The windows are back to their original size.
10. Activate the Lesson 2 Schedule window, and then select File  Close
from the menu or else click the window’s Close button.
You want to close the document without saving any of the changes you’ve made to it.  Quick Reference
11. If a dialog box asks if you want to save your changes, click No to close To Copy Something:
the Lesson 2 Schedule without saving any changes.
1. Select the text or object
Maximize the Canada Meeting Memo window so it fills the entire document window. you want to copy.
12. Click the Canada Meeting Memo’s Maximize button to maximize the 2. Click the Copy button
window. on the Standard toolbar.
If the document appears empty at first, you’ll have to scroll up or down until you see Or…
the document’s text. Select Edit  Copy from
13. Save the document by clicking the Save button on the Standard toolbar. the menu.
Or…
You can also copy, cut, and paste text between two different Windows programs—for
example, you could copy a name from a Word document and paste it in an Excel spreadsheet. Press <Ctrl> + <C>.
The cut, copy, and paste commands you learned in Word (the toolbar buttons, menus, and/or To Paste a Clipboard Item:
keyboard shortcuts) will work with most Windows applications. 1. Place the insertion point
where you want to paste
the text or object.
2. Click the Paste button
on the Standard toolbar.
Or…
Select Edit  Paste from
the menu.
Or…
Press <Ctrl> + <V>.
To Compare Documents
Side by Side:
1. Open two documents.
2. Select Window 
Compare Side by Side
with from the menu.

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Lesson 2-7: Moving and

Copying Text with Drag and
Drop
Figure 2-11
The steps in moving text
by using Drag and Drop
1. Select the text or object you
want to move.

2. Click and hold the left

mouse button anywhere in
 Instructor Notes the selected text and drag
Est. Time: 1 to 2 minutes the mouse button to where
Req. File: Lesson 2B you want to move the text.
Req. Lessons: Lesson 2-5,
6
Start File: Lesson 2-7
Notes: This process is
almost exactly like cutting
and pasting text. The
difference is that it is much
faster to use, but it is a bit
more difficult to get the hang
of, especially for
inexperienced Microsoft 3. Release the mouse button.
users.

You can copy text using the

Drag and Drop method by
holding down the <Ctrl> key
as you drag and drop the
text.
Figure 211

A faster, more advanced method of moving and copying text in Word involves dragging and
dropping. To drag and drop text, you must: (1) Select the text you want to move, (2) Click and
hold the mouse button over the selected text, (3) While you are holding down the mouse
button, move the mouse until the pointer is over the place you want to place the text, and
(4) Release the mouse button.

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 Chapter Title 61

You can copy text

using the Drag and
Drop method by
holding down the
<Ctrl> key as you
drag and drop the
text.

Sound easy? Let’s try it.

1. Select the sentence that begins with Please contact Sandra Wills.
The next three steps are tricky, especially if you’re new to using a mouse. It might take
you several tries before you get it right.
2. Make sure the pointer is located over the selected text, then press and
hold the left mouse button, until the pointer changes from to . Do not
release the left mouse button!
Your document should appear similar to the second step in Figure 2-11.
3. While still holding the left mouse button, drag the pointer down to the
very end of the document.
 Quick Reference
4. Release the mouse button.
To Move Text using Drag
The sentence is moved to the end of the document. and Drop:
Moving selected text with the drag and drop method takes a lot of dexterity with the mouse, 1. Select the text you want
and many people accidentally drop their text in unintended areas. If you make a mistake using to move.
drag and drop, you can undo your action by clicking the Undo button on the Standard toolbar, 2. Position the pointer
or by pressing <Ctrl> + <Z>. anywhere in the selected
text and click and hold the
Here’s something else you should know about drag and drop: Holding down the <Ctrl> key mouse button.
while using drag and drop copies the selected text instead of moving it. 3. Drag the pointer to where
you want to move the
selected text and then
release the mouse button.
To Copy Text using Drag
and Drop:
1. Select the text you want
to copy.
2. Position the pointer
anywhere in the selected
text and click and hold the
mouse button.
3. Press and hold the <Ctrl>
key.
4. Drag the pointer to where
you want to move the
selected text and then
release the mouse button
and the <Ctrl> key.

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62 Reference Title

Lesson 2-8: Finding and

Replacing Text
Figure 2-12
The Find tab of the Find Enter the word or
and Replace dialog box phrase you want to
Figure 2-13 find.
The Replace tab of the Find the next
Find and Replace dialog Figure 212 occurrence of the
box word or phrase.
Figure 2-14 Enter the word or
Replaced text phrase you want to
find and replace.
Enter the
replacement.
Find the next
Figure 213 occurrence of the
Replace the Replace word or phrase.
selection. every
occurrence
of the word
or phrase in
the
document.

Replaced text

Figure 214

 Instructor Notes Imagine you are working on a very important 50-page report about flying squirrels. You’re
Est. Time: 2 to 4 minutes almost finished when you realize that you’ve mistakenly referred to flying squirrels not by
Req. File: Lesson 2B their proper scientific name “Sciuridae Glaucomys” but by the scientific name of the common
gray squirrel “Sciuridae Sciurus.” Yikes! It will take hours to go back and find every instance
Req. Lessons: Lesson 2-5,
of “Sciuridae Sciurus” and replace it with “Sciuridae Glaucomys.” On the other hand, you can
6, 7
use Word’s find and replace function and it will take you less than a minute.
Start File: Lesson 2-8
Notes: Find and Replace is a This lesson explains how to find specific words and phrases, and how to automatically replace
great feature, but beware of words and phrases.
the Replace All command. It
could cause big problems if 1. Press <Ctrl> + <Home> to move to the beginning, or top of the
you incorrectly hit replace all. document.
2. Select Edit  Replace from the menu.
The Find and Replace dialog box opens with the Replace tab already selected, as
shown in Figure 2-12.

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 Chapter Title 63

3. In the Find what box, type Discover.

You want to replace every occurrence of the word “Discover” with the word “Explore”
in the current document.
4. Click in the Replace with box.
5. Type Explore in the Replace with box.
6. Click Replace All.
Word finds all occurrences of the word “Discover” in the document and replaces them
with the word “Explore.” A dialog box appears, telling you how many instances were
found and changed in the document (it should be three in this exercise).
NOTE: Think carefully before using the Replace All button—you might not want it to
replace every instance of a word! You can find and replace individual
occurrences of a word or phrase by clicking the Find Next button and then
clicking the Replace button to replace the text. Otherwise, click the Find Next
button to leave the text alone and move on to the next occurrence.
7. Click OK.
The dialog box closes and you’re back at the Find and Replace dialog box.
8. Click Close.
The Find and Replace dialog box disappears and you’re back to your document. Notice
that all occurrences of the word “Discover” have been replaced by “Explore.”

 Quick Reference
To Find Text:
1. Select Edit  Find from
the menu.
2. Type the text you want to
find in the Find what box
and click the Find Next
button.
To Replace Text:
1. Select Edit  Replace
from the menu.
2. Type the text you want to
find in the Find what box
and the text you want to
replace it with in the
Replace with box.
3. Click either Find Next
and then Replace to find
each occurrence of the
text, or click Replace All
to replace every
occurrence of the text in
the document at once.

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64 Reference Title

Lesson 2-9: Collecting and

Pasting Multiple Items
Figure 2-15

 The Clipboard task

pane displays the cut or
copied objects you’ve
collected.

Copied text icon

in the Clipboard.

Figure 215

 Instructor Notes If you do a lot of cutting, copying, and pasting you will probably appreciate Word 2003’s
Est. Time: 3 to 5 minutes Office clipboard, which holds not one, but twenty-four cut or copied objects.
Req. File: Lesson 2C You can use the Office Clipboard to collect and paste multiple items. For example, you can
Req. Lessons: None copy text in a Microsoft Word document, switch to Excel and copy a drawing object, switch
Start File: Lesson 2-9, to PowerPoint and copy a bulleted list, switch to Access and copy a datasheet, and then switch
Lesson 2-9B back to Word and paste the collection of copied items.
Notes: This feature was new
in Office 2000, so it should be 1. If necessary, navigate to your Practice folder and open Lesson 2C. Save
familiar to most students. the file as Canada Meeting Memo.
If you don’t know where your practice files are located, ask your instructor for help.
Take a moment to discuss
using the task pane for Next, we need to open the document that contains the text we want to copy.
collecting and pasting 2. Find and open the Schedule memo document.
multiple items. This memo contains several new items that need to be copied and pasted into the
“Canada Meeting Memo” document. Instead of switching between the two documents
to copy and paste the items, you can use the Office Clipboard to copy and/or cut
several items and the paste them all at once. In order to “collect and paste” multiple
items, you may need to summon the task pane.
3. Select Edit  Office Clipboard from the menu.
Anything you cut or copy (up to 24 items) will appear in the Clipboard task pane.
Copy button The first item that needs to be copied is the schedule.
Other Ways to Copy: 4. Select the Breakfast, 8:00 line and click the Copy button on the
 Select Edit  Copy from Standard toolbar.
the menu. Word copies the text to the Office clipboard and a Word icon appears in the Task Pane.
 Press <Ctrl> + <C>. Instead of switching back to the “Canada Meeting Memo” document to paste the
copied text, here’s how you can copy or cut several items to the Office Clipboard:

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 Chapter Title 65

5. Select the line Luncheon, 12:00 and click the Copy button on the
Standard toolbar.
Word copies the selected text to the Office Clipboard and another Word icon appears in
the task pane, as shown in Figure 2-15. The type of icon indicates which program the
object was collected from, as described in Table 2-2: Icons in the Clipboard.
6. Switch to the Canada Meeting Memo document by clicking its icon on
the Windows taskbar. Select Edit  Office Clipboard from the menu.
To paste an object from the Office clipboard, simply click the object you want to paste.
7. Place the insertion point immediately before the text President’s
introduction, 9:30 and click the Breakfast, 8:00 icon on the Clipboard
toolbar.
Word pastes the selected contents of the Office clipboard.
If the formatting doesn’t match the list, you might have to use a SmartTag to fix it. Paste Options
smart tag
8. Click the Paste Options smart tag and select Paste List Without
Merging from the list.
The pasted text’s formatting matches the rest of the list.
9. Following the same procedure, paste the Luncheon, 12:00 text as the
last item in the schedule.
Move on to the next step and close the Clipboard Task Pane.
10. Click the Clipboard task pane’s Close button.
11. Close the Schedule memo file.
Table 2-2: Icons in the Clipboard
Icon Description Contents
Object cut or copied from a Microsoft Access database
 Quick Reference
Object cut or copied from a Microsoft Excel spreadsheet
To Display the Clipboard
Task Pane:
Object cut or copied from a Microsoft PowerPoint presentation
 Select Edit  Office
Clipboard from the
Object cut or copied from a Microsoft Word document menu.
To Add Items to the Office
Web page contents cut or copied from Microsoft Internet Explorer
Clipboard:
Cut or copied graphic object  Copy and/or cut the items
as you would normally.
Object cut or copied from a program other than Microsoft Office To Paste from the Office
Clipboard:
 If necessary, display the
Clipboard task pane, then
click the item you want to
paste. Click the Paste All
button to paste all
collected items.
 Use the Paste Options
smart tag to fix formatting
if necessary.

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66 Reference Title

Lesson 2-10: Correcting Your Spelling and

Grammar
Figure 2-16
Word identifies spelling
errors by underlining them
in red, and grammar
errors by underlining them
in green.
Figure 2-17
The Spelling & Grammar
tab of the Options dialog
box lets you specify which
spelling and grammar
errors you want to check.
Figure 2-18
The Settings button lets Repeated Suggestion Spelling error
you specify which types of word shortcut menu
grammar errors you want Figure 216
Word to check for.
Check to have
Word spell-
check your
document as
you type
(default).
 Instructor Notes Select the
writing style
Est. Time: 3 to 6 minutes you want Word
Req. File: Lesson 2C to use in the
Req. Lessons: Lesson 2-9 document.
Start File: Lesson 2-10
Notes: The spell checker is a Click to
great feature, but it does not specify which
correct words that are used grammar
Figure 217 Figure 218
incorrectly, like “there” or errors you
“their”, or typos like “hat” want Word to
instead of “that”. In this lesson, you will learn how to use check.
what many people think is the neatest feature of word
processors: the spell checker. Word identifies spelling errors, grammar errors and repeated
The right-click suggestion words as well. What’s more, Word checks for these errors as you type, highlighting spelling
menu is very useful when errors with a red underline, and grammar errors with a green underline.
spell checking a document.
1. Click the right mouse button on the red underlined word Willes in the
second line of the memo.
A shortcut menu appears with suggestions for the correct spelling and several other
options, as shown in Figure 2-12. “Willes” isn’t misspelled—Word just can’t find it in
its dictionary. There are two things you can do when the spell checker doesn’t
recognize a correctly spelled word:

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 Chapter Title 67

 Ignore All: Leaves the spelling as it is, and ignores it throughout the rest of
your document.
 Add: Adds the word to the spelling dictionary, so that Word won’t nag you You can add your
about it during spell checks. Use this option for nonstandard words you use own words to the
often. spelling dictionary so
Since “Willes” isn’t a spelling error, you can tell Word to ignore it. Word won’t
recognize them as
2. Left-click Ignore All on the shortcut menu. spelling errors in the
The squiggly red underline under the word “Willes” disappears. The next error in the future. To do this,
document is a grammar error, indicated by a green underline under the word “in” in the right-click the
first paragraph of the memo. red-underlined word
3. Right-click the green-underlined word in at the beginning of the first and select Add.
body paragraph of the memo.
Another shortcut menu appears, this time displaying any possible grammar corrections.
Word only presents you with a single grammar suggestion—the properly capitalized
word “In”.
4. Select the grammar suggestion In from the shortcut menu.
Word capitalized the word “In.” The next error in the document is the misspelled word
 Quick Reference
“auxilary.” To Correct a Spelling or
5. Right-click the red-underlined misspelled word auxilary and select the Grammar Error:
correct spelling, auxiliary, from the suggestion menu.  Right-click the spelling or
grammar error and select
Word makes the spelling correction. The next error is the repeated word “the.” the correction from the
6. Right-click the red-underlined word the located near the end of the first shortcut menu.
paragraph in the memo. Or…
7. Select Delete Repeated Word from the suggestion menu.  Correct the spelling or
grammar error by retyping
Word deletes the extra word. it.
Unless your grandmother is an English professor, you would probably be less
To Ignore a Spelling or
concerned about grammar in an informal letter than you would in a cover letter to Grammar Error:
prospective employer. Microsoft recognizes that different types of documents use
different writing styles, so you can specify the types of grammatical errors you want  Right-click the spelling or
grammar error and select
checked.
Ignore All from the
8. Select Tools  Options from the menu and click the Spelling & shortcut menu.
Grammar tab.
To Add a Word to the
The Spelling & Grammar tab of the Options dialog box appears, as shown in Figure 2- Spelling Dictionary:
16. Here you can specify which spelling and grammar “errors” you want Word to  Right-click the word you
check. You can also specify if you want Word to check your spelling as you type at all. want to add and select
You can specify the writing style by which you want Word to check the grammar by Add from the shortcut
selecting it from the Writing style list. menu.
9. Click Cancel to close the Options dialog box. To Change How Word
NOTE: Microsoft Word’s grammar checking function isn’t the greatest and should Checks for Grammar and
probably take a few remedial English courses. The grammar checker often Spelling Errors:
mistakenly indicates grammar problems where there are none while ignoring  Select Tools  Options
blatantly obvious errors in the same sentence. Think of the grammar checker from the menu, click the
as a tool that sometimes catches simple grammar errors—don’t expect it to be Spelling & Grammar
tab, specify what you
as accurate as the spelling checker.
want Word to check and
No doubt about it, Word’s spelling and grammar checker is a great tool to assist you in click OK.
creating accurate documents. It’s important to note, however, that Word will not catch all of
your spelling and grammar errors. For example, if you mistyped the word “hat” when you
meant to type “had” Word wouldn’t catch it because “hat” is a correctly spelled word.

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68 Reference Title

Lesson 2-11: Understanding

Smart Tags
Figure 2-19
Smart tags appear when
you perform a particular
task or when Word
recognizes certain types
of information.
Figure 2-20
A smart tag in action Click the
Paste
Options
smart tag to
specify how
information
should be
pasted in the
Figure 219 document.

 Instructor Notes Purple Click the smart

Est. Time: 4 to 7 minutes underlining tag to display a
appears under list of actions
Req. File: Lesson 2D, Trade
text when Word that you can
Show Expenses, .xls
recognizes take.
Req. Lessons: Lesson 2-9, certain types of
10 information.
Start File: Lesson 2-11 Point at the text
Notes: Smart tags were a to display the
new addition in Office XP, so smart tag.
some individuals may not be Figure 220
familiar with this feature.
You can change the
Explain that Smart Tags Smart tags were new in Microsoft Office XP, and they still make working with Word 2003 a
Smart Tagdifferent
change for options byof
types lot easier. Smart tags are similar to right-mouse button shortcuts—you click smart tags to
selecting Tools 
information, also explain the perform actions on various items. Smart tags appear when Word 2003 recognizes certain types
AutoCorrect
different actionsOptions
available of information, such as the name of a person in your Address Book. Word marks these items
under athe
from Smart
menuTag. and with a smart tag indicator and/or a purple dotted underline. Clicking a smart tag
clicking the Smart
You can change the Smart indicator displays a list of things that you can do to the smart tag, such as send an e-mail
Tag options
Tag tab. by selecting message. Other smart tag-like buttons appear when you paste information and use Word’s
Tools  AutoCorrect Options AutoCorrect feature. Clicking these buttons specifies how Word pastes or corrects
from the menu and clicking information.
the Smart Tag tab.
Note that this lesson uses an In this lesson you will learn what smart tags look like and how to use them.
Excel file to convey the
lesson. 1. If you don’t have the Canada Meeting Memo document open, find and
open Lesson 2D and save it as Canada Meeting Memo.
First, let’s make some changes to this document.

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 Chapter Title 69

2. Press <Ctrl> + <End> to move to the end of the document, type For
those interested, here are the numbers for our trade show
expenses. and press <Enter> twice.
The trade show expense information is stored in a Microsoft Excel workbook, so we
will have to start the Microsoft Excel program.
3. Click the Start button and select All Programs  Microsoft Office
Excel 2003.
You probably already know that the procedure for opening a file in Microsoft Excel is A B C
no different from opening a file in Microsoft Word. 1 A1 B1 C1
2 A2 B2 C2
4. In Excel, click the Open button on the Standard toolbar, browse to your
3 A3 B3 C4
Practice folder, then find and open the Trade Show Expenses file.
Next, you need to select and copy the information in this workbook. Each cell in an Excel
5. Select the cell range A1:F8 by clicking cell A1, holding down the mouse worksheet is given
its own unique cell
button, and dragging to cell F8.
address made from
Now you can copy the selected cells to the Clipboard. its column letter and
6. Click the Copy button on the Standard toolbar. row number, such as
The information is copied to the Clipboard. cell A1, A2, B1, B2,
7. Close Microsoft Excel without saving changes.
You should be back in Microsoft Word. Let’s paste the copied information.
8. Press <Ctrl> + <End> to ensure that you’re at the end of the document,
then click the Paste button on the Standard toolbar.
Word pastes the copied information into the document. Notice the Paste Options
button appears next to the pasted worksheet. Click this button to specify how
information is pasted.
9. Click the Paste Options button and select Match Destination
Formatting from the drop-down list.
Word formats the Excel information into a Word table.  Quick Reference
Understanding Smart
Table 2-3: Smart Tags and Buttons Tags:
Smart Tag Button Description  As you enter information
When Word recognizes certain types of data, such as the name of a in a document, smart
Smart Tag person in your Address Book, the data is marked with a smart tag tag buttons will appear.
indicator, or purple dotted underline. To find out what actions you can Click these buttons to do
take with a smart tag, move the insertion point over the text with a something to the specified
smart tag indicator until the smart tag button appears. Click the information.
button to see a menu of actions. To Use a Smart Tag:
The Paste Options button appears after you paste something. Click the  Click the Smart Tag and
Paste Options Paste Options button to specify how information is pasted into your select the desired action
document. The available options depend on the type of content you are or option.
pasting, the program you are pasting from, and the format of the text To View/Change Smart
where you are pasting. Tag Options:
The AutoCorrect Options button appears after AutoCorrect  Select Tools 
AutoCorrect Options automatically corrects a spelling error, such as changing” “hte” to “the”. AutoCorrect Options
If you find that you don't want text to be automatically corrected, you from the menu and click
can undo a correction or turn AutoCorrect options on or off by clicking the Smart Tag tab.
the AutoCorrect Options button and making a selection.

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70 Reference Title

Lesson 2-12: Using Thesaurus, Word

Count, and Research Pane
Figure 2-21
The Thesaurus makes it
easy to find synonyms of a
word.
Figure 2-22

The Word Count dialog

box
Figure 2-22

Figure 2-23
Select a synonym from
Looking up a definition in the shortcut menu and
the Research task pane. Right-click the word replace the selected
you want to find a word.
synonym for.

Figure 2-21
 Instructor Notes
Est. Time: 3 to 5 minutes
Req. File: Lesson 2D
Req. Lessons: Lesson 2-9,
Enter the word you want to
10, 11 research in the text box.
Start File: Lesson 2-12
Select the reference book
Notes: The thesaurus is a you want to use in the
useful tool, but a word’s drop-down list.
synonyms don’t necessarily
convey the same meanings.
Word’s thesaurus isn’t very
extensive either; you may be The results of the search
better off using a book appear in the task pane.
thesaurus instead.
Word count is perfect for
when you need a specific
number of words in your
document, like a 500-word
essay. Figure 2-23
The new Research task pane
is a great improvement for Use Word’s built-in Thesaurus to help you find just the right word. The Thesaurus will look
writing in Word. Especially up synonyms for a selected word and allow you to replace that word with another. For
beneficial is the dictionary example, you can use the Thesaurus to replace the ho-hum word “good” with
resource in the task pane. “commendable,” “capital,” or “exemplary.”
The Word Count feature counts all the words in your document, especially helpful for
students assigned a 500-word essay.
This lesson also explains how to use the Research task pane, a new feature that places
reference material at your fingertips within the Word program.

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 Chapter Title 71

1. Right-click the word further in the last body paragraph in the memo.
A shortcut menu appears near the word. To look up a word in the Thesaurus, select
Synonyms from the shortcut menu.
2. Select Synonyms from the shortcut menu. Other Ways to Use the
Thesaurus:
Several synonyms for the word “further” appear in the shortcut menu, as shown in
Figure 2-21. Now all you have to do is select the word you want to use. Select the word and press
<Shift> + <F7>.
3. Select the word additional from the synonym list box.
The word further is replaced by the new word, additional.
NOTE: Just like the Grammar checker, Word’s Thesaurus isn’t the best—it doesn’t
offer enough synonyms (especially if you’re a professional writer), but it’s Research
fast, convenient, and better than nothing. If you do a lot of professional button
writing, you can purchase a genuine Roget’s Thesaurus to use with Microsoft
Word, which offers significantly more and better words than Word’s simple
Thesaurus. Ask about it at your local computer store.
Another important feature is Word Count. Word Count does exactly what it says it
does: it counts how many words there are in a document (it also counts the number of  Quick Reference
pages, lines, and characters). This is an especially great feature if you’re a student and
need to know exactly when to quit on that 5,000-word report. Let’s see how many To Use the Thesaurus:
words there are in the Canada Meeting Memo document. 1. Select the word you want
to look up.
4. Make sure no words are selected, and then select Tools  Word Count
from the menu. 2. Select Tools  Language
 Thesaurus from the
The Word Count dialog box appears, as shown in Figure 2-22. Here you can see how menu.
many words, pages, characters, and lines there are in the current document.
Or…
5. Click Close. Press <Shift> + <F7>.
The Word Count dialog box closes. Or…
The Research task pane is a new feature in Word 2003. It has a wealth of resource Right-click the word,
information especially if you are connected to the Internet, such as a dictionary, select Synonyms and
encyclopedia, and translation service. select a new word from
Let’s try looking up a word using the dictionary in the Research task pane. the shortcut menu.
6. Click the Research button on the Standard toolbar. To Count the Number of
Words in a Document:
The Research task pane appears, as shown in Figure 2-23.
 Select Tools  Word
7. Click in the Search for text box and type transparencies. Count from the menu.
Word will look up the definition of this word in the dictionary.
To Use the Research Task
8. Click the Search for list arrow in the task pane and select Encarta Pane:
Dictionary: English. 1. Click the Research
Notice that there are many different reference books, research sites, and business and button on the Standard
financial sites available in the Search for drop-down list. toolbar.
You can perform a search using all of these resources by selecting All Reference Books 2. Enter the word you want
in the task pane. to research in the Search
for text box.
9. Click the Start searching button in the Research task pane.
3. Select the resource you
After searching for a moment, a definition of the word “transparency” appears in the want to use from the
task pane. Search for drop-down list
NOTE: Since many of the Research task pane resources are accessed through the in the task pane.
Internet, make sure you’re connected before doing your research. 4. Click the Start searching
button to begin the
search.

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72 Reference Title

Lesson 2-13: Inserting

Symbols and Special
Characters
Figure 2-24
The Symbol tab of the Select a symbol or
Insert Symbol dialog box character from a different
font.
Figure 2-25
Select the symbol or
The Special Characters character you want to
tab of the Insert Symbol insert.
dialog box

Insert the selected symbol.

Figure 224

Figure 225

 Instructor Notes Believe it or not, you can enter many more characters and symbols in a document than can be
Est. Time: 2 to 3 minutes found on the keyboard. For example, you can insert the copyright symbol (©), accented and
Req. File: Lesson 2D foreign characters (Æ), silly characters (), and many more. In this lesson, you will learn
how to insert several of these special symbols into a document.
Req. Lessons: Lesson 2-9,
10, 11, 12
Start File: Lesson 2-13
1. Move the insertion point immediately after the first occurrence of the
phrase, Explore Canada.
Notes: Symbols and
characters are treated just Make sure the insertion point is immediately after Explore Canada—don’t even leave a
like a piece of text in a line. space between the word Canada and the insertion point! You want to insert a copyright
symbol (©) here, so nobody can copy North Shore Travel’s new program name,
Explore Canada.

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 Chapter Title 73

The available
symbols depend on
which fonts are
installed on your
computer.

2. Select Insert  Symbol from the menu.

The Insert Symbol dialog box appears, as shown in Figure 2-24. Your computer has
more than one set of fonts installed, so you need to select which font family the symbol
you want to insert comes in. Most fonts contain mainly letters, numbers, and
punctuation; however there are several fonts that are made just for inserting symbols.
Some of these fonts include:
 Symbols: Common typographical symbols, such as ©, , , and .
 Wingdings: Small typographical pictures suitable for bullets, such as , , ,
or .
 Webdings: Small typographical pictures specifically designed to be used on
Web pages, such as , , , or .
3. Verify that Symbol appears in the Font list box at the top of the dialog
box. If it doesn’t, click the font list box arrow and scroll down the list to
select Symbol.
4. Find and click the © symbol.
Be patient; you’ll probably spend a few minutes looking for the tiny © symbol before
you find it.
5. Click Insert.
The © symbol is inserted immediately after the word Canada. Now let anyone try to
use our Explore Canada name! Add a © symbol behind the other occurrences of the
phrase Explore Canada.
6. Scroll down the document (you don’t have to close the Symbol dialog
box) and add the © symbol behind every occurrence of Explore Canada.
Besides symbols, there are also some other special characters you can insert that can
sometimes be useful. Let’s take a look at these special characters.  Quick Reference
7. Click the Special Characters tab at the top of the Symbol dialog box.
To Insert a Symbol or
We’re just going to look here—you don’t actually have to insert any of these symbols. Special Character:
Here you can find several useful characters, such as non-breaking spaces and hyphens 1. Place the insertion point
(both keep two words from being broken apart by word-wrap), various dashes, and also where you want to insert
several of the most common symbols, like the © symbol. (Why didn’t you send me the character.
here in the first place…?) 2. Select Insert  Symbol
8. Click Cancel. from the menu.
The Insert Symbol dialog box closes. 3. Select the symbol you
want to insert and click
OK.

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74 Reference Title

Lesson 2-14: Using Undo,

Redo and Repeat
Figure 2-26
You can undo a text
deletion.

 Instructor Notes
Est. Time: 4 to 7 minutes
Req. File: Lesson 2E
Req. Lessons: Lesson 2-9,
10, 11, 12, 13
Start File: Lesson 2-14
Notes: Undo only
remembers changes in
chronological order, so you
can’t pick and choose which
changes you want to undo. If
you want to undo a change,
and five changes have been
made since then, you have to
undo all five of those
changes to undo the change Figure 226
you want.
The same rule applies to the You may not want to admit this, but you are going to make mistakes using Word. You might
Redo feature; changes are accidentally cut something you didn’t really mean to cut or replace something you didn’t
remembered in chronological really mean to replace. Fortunately, Word has a wonderful feature called undo that does just
order. that—it undoes any mistakes and actions, as though they never happened. You can almost
think of undo as Word’s “time machine” function, because it can take you back before you
even made your mistakes. This lesson explains how you can undo both single and multiple
mistakes, and how to redo your actions in case you change your mind.

1. If necessary, open Lesson 2E from your Practice folder and save the file
Undo button as Canada Meeting Memo.
Other Ways to Undo: If you don’t know where your practice files are located, ask your instructor for help.
 Select Edit  Undo from
the menu.
2. Select the line TO: All Staff, then press the <Delete> key to erase the
line.
 Press <Ctrl> + <Z>.
The line TO: All Staff disappears. Whoops! You didn’t really want to erase that! Watch
how you can undo your “mistake.”

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 Chapter Title 75

3. Click the Undo button.

Poof! The deleted text “TO: All Staff” is back again. Hmmm… maybe you did want to
delete the line TO: All Staff, after all. Anything that can be undone can be redone in
case you change your mind about something, or want to “undo an undo.” Try redoing
the text deletion.
4. Click the Redo button.
The line “TO: All Staff” is deleted again.
If you’re like most people, you will probably make not one, but several mistakes and it Redo button
may be a minute or two before you’ve even realized you’ve made them. Fortunately,
Other Ways to Redo:
the programmers at Microsoft thought of us when they developed Word, because the
undo feature is actually multileveled—meaning you can undo any of the previous  Select Edit  Redo from
things you did. the menu.
 Press <Ctrl> + <Y>.
5. Select the word Sandra in the line FROM: Sandra Wills,
Communication Director. Type Sandy to replace the word Sandra.
There’s your second mistake (the first mistake was deleting the “TO: All Staff” text).
6. Select Edit  Replace from the menu.
The Find and Replace dialog box appears.
7. Type Explore in the Find what: text box, press the <Tab> key to move to Multilevel
Undo
the Replace with: text box, type Go and click Replace All. Click OK to
confirm the Replace All. Click Close to close the dialog box.
Every occurrence of the word “Explore” in the document is replaced with the word
“Go”. Mistake number three.
 Quick Reference
8. Change the time in the line Guest speaker, James McKinsey of
Canadian Airways, 11:45 to 11:30. To Undo:
Mistake number four. You’ve made enough mistakes now to see how multilevel undo  Click the Undo
works. Try undoing all of your mistakes. button on the Standard
toolbar.
9. Click the Undo button list arrow. Or…
A list of recent actions in Word appears immediately beneath the Undo button. Notice  Select Edit  Undo from
that there are more actions listed than your four recent “mistakes.” If you wanted you the menu.
could undo everything you have worked on today on this document—but you don’t  Quick Reference
Or…
want to do that—just undo the last four mistakes. To Undo:<Ctrl> + <Z>.
 Press
10. Select the word Clear from the undo list (it should be the fourth one ToClick the Undo button on
down). Redo:
the Standard toolbar.
The last four changes we made to our document—deleting the first line of text,  Click the Redo button
Or…
replacing some words, and changing the time—are all undone. on the Standard toolbar.
Or… Select Edit  Undo from
Besides correcting mistakes, undo and redo allows you to experiment with your the menu.
documents by making changes, and then undoing them if you decide you don’t like the  Select Edit  Redo from
Or… the menu.
changes.
The opposite of the Undo command is the Repeat command, which repeats your last
Or…Press <Ctrl> + <Z>.
command or action, if possible. Here’s how to use it. ToPress
Redo:<Ctrl> + <Y>.
11. Select the line TO: All Staff, then press the <Delete> key to erase the ToClick
Repeat:
the Redo button on
line.  SelectStandard
the toolbar.
Edit  Repeat from
You’ve just deleted the recipient line. Now let’s see how you can repeat your last the
Or… menu.
command… Or…
 Select Edit  Redo from
12. Select the line FROM: Sandra Willes, Communication Director and the menu.
 Press <Ctrl> + <Y>.
press <Ctrl> + <Y>. Or…
Word repeats your last command and deletes the sender line.  Press <Ctrl> + <Y>.
13. Click the Undo button on the Standard toolbar twice to undo your
deletions, and then save your work.

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Lesson 2-15: Using Click and

Type
Figure 2-27
Click and Type positions
your text by adding the
required number of
paragraph marks and
formatting.

Word fills in paragraphs and

formatting (like tabs) so you can
begin typing once you’ve selected a
location on the page.
Figure 227

 Instructor Notes Forget about pressing <Enter> or <Spacebar> to position text! Word 2003’s Click and Type
Est. Time: 2 to 4 minutes feature lets you quickly insert text in a blank area of a document. Just double-click in a blank
Req. File: Lesson 2E area where you want to position your text and start typing. Click and Type automatically
applies the formatting necessary to position the item where you double-clicked. For example,
Req. Lessons: Lesson 2-9,
you could use Click and Type to create a title page by double-clicking in the middle of a blank
10, 11, 12, 13, 14
page and typing the centered title. Then you could double-click the lower-right margin of the
Start File: Lesson 2-15 page and type a right-aligned signature.
Notes: Explain that this is
basically a shortcut Click and Type is incredibly easy to use—here’s how it works:
alternative to the Enter,
Spacebar, and Tab keys. 1. Make sure that you are in either Print Layout View or Web Layout
When the Show/Hide button View.
is clicked, the same
Click and Type only works if you’re using one of these two views. Most people use
characters appear.
Word in Print Layout View, so you are probably already in Print Layout View.
2. Move the mouse pointer near the bottom blank area of the document.
To use Click and Type, you merely need to move the mouse pointer and double-click
where you want to start typing. The mouse pointer icon will change depending on
where it is located on the screen, as illustrated in Table 2-4: Click and Type Alignment
Pointers. Move on to the next step and see for your self.

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 Chapter Title 77

3. Slowly move the mouse pointer across the blank area at the bottom of
the document, from left to right.
Notice how the pointer icon changes from a , to a , to a as you move it across
the page, indicating where text will be aligned when you double-click.
4. Double-click in the left of the blank area of the document.
The blinking insertion point should appear where you clicked in the left of the bottom
of your document.
5. Type Sincerely, press <Enter> four times, and type your name.
Curious about how Click and Type does its magic and positions text? Let’s take a
behind-the-scenes look…
6. Click the Show/Hide button on the Standard toolbar.
Word displays all non-printing characters as shown in Figure 2-27. Now you can see Show/Hide
how Click and Type works—all Word does is insert a whole bunch of paragraph marks. button
7. Click the Show/Hide button on the Standard toolbar to hide any non-
printing characters and then save your work.

Table 2-4: Click and Type Alignment Pointers

Mouse Pointer Description
Double-click near the left side of the page to align text to the left of the page.
Align Left
Double-click near the center of the page to center text over the page.

Center
Double-click near the right side of the page to align text to the right of the page.
Align Right

 Quick Reference
To Position Text using
Click and Type:
 Double-click a blank area
of the document when
you want to position your
text and start typing.

The pointer changes from

, , to indicate
how text will be aligned.

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Lesson 2-16: File Management

Figure 2-28 Currently selected folder or drive. Click Go back to Search the Create a Menu of file
the to list and change drives or folders. the previous Web new foldermanagement
The Open and Save As folder commands
dialog boxes’ toolbar
Figure 2-29
The View list button lets Go up one Delete View: Change
you change how files are Figure 228
folder or level the how files are
displayed in the Open or selected displayed
Save As dialog boxes.
file(s)

Files and folders are Displays information Displays detailed Displays a preview of
displayed in a list, about every file, such information about the the selected file
allowing you to view as its name and size. selected file. (when possible).
as many files as
possible.
Figure 229
 Instructor Notes File management includes moving, copying, deleting, and renaming the files you’ve created.
Est. Time: 3 to 5 minutes Although it’s a little easier to work with and organize your files using Windows Explorer or
Req. File: Rename Me, My Computer, you can also perform a surprising number of file management chores right
Lesson 4A from inside Microsoft Word 2003—especially with its new and improved Open and Save
dialog boxes.
Req. Lessons: None
Start File: Rename Me, 2-16
1. Click the Open button on the Standard toolbar.
Notes: Renaming a file does
not change the file itself, and The Open dialog appears. The Open dialog box is normally used to open files, but you
a file cannot be renamed can also use it to perform several file management functions. There are two different
unless it is closed. ways to access file management commands from inside the Open or Save As dialog
boxes:
Deleting a file deletes the  Select a file and then select the command you want from the dialog box’s Tools
entire file, not just the name. menu.
 Right-click a file and select the command you want from a shortcut menu.
2. Right-click the Rename Me file.
A shortcut menu appears with a list of available file management commands for the
selected file.
3. Select Rename from the shortcut menu, type Home Budget, and press
<Enter>.
You have just changed the name of the selected file from “Rename Me” to “Home
Budget”. Instead of right-clicking the file, you could have selected it and then selected
Rename from the Tools menu. Move on to the next step to learn how to delete a file.
View button 4. Click the Home Budget file to select it and press the <Delete> key.
list A dialog box appears, asking you to confirm the deletion of the Home Budget file.

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 Chapter Title 79

5. Click Yes.
The Home Budget file is deleted. If you work with and create numerous files, you may
find it difficult to remember what you named a file. To find the file(s) you’re looking
for, it can help you preview your files without opening them.
6. Click the View button arrow and select Preview.
The Open dialog changes the display of Word files on the Practice disk from List View
to Preview View. To see the contents of a file, select it in the file list on the left side of
the dialog box and it will appear in the Preview area to the right side of the dialog box.
Try previewing the contents of a file now without opening it.
7. Click the Lesson 4A file.
The Lesson 4A file is selected and a preview of its contents appears in the Preview
section. Change back to List mode to display as many files in the window as possible. File Shortcut
menu
8. Click the View button arrow, select List to display the files in list view,
and then close the dialog box by clicking Cancel.

Table 2-5: File Shortcut Menu Commands

Command Description
Open Opens the selected file.
Open Read-Only Opens the selected file so that it can be read but not changed.
Open as Copy Creates a copy of the selected file with the name “Copy of” and the name of
the original file, and then opens the new, copied file.
Print Sends the selected file to the default printer.
Quick View Displays the contents of the selected file without opening the file.
Send To Depending on how your computer is setup, it lets you send the selected file to
a printer, to an email recipient, to a fax, or to a floppy drive.
Cut Used in conjunction with the Paste command to move files. It cuts, or
 Quick Reference
removes, the selected file from its current folder or location. Basic File Management in
the Open Dialog box:
Copy Used in conjunction with the Paste command to copy files. It copies the
selected file. 1. Open the Open or Save
As dialog boxes by
Paste Pastes a cut or copied file or files. selecting Open or Save
Create Shortcut Creates a shortcut—a quick way to a file or folder without having to go to its As from the File menu.
permanent location—to the file. 2. Right-click the file and
refer to Table 2-5: File
Delete Deletes the selected file or files. Shortcut Menu
Rename Renames the selected files. Commands for a list of
things you can do to the
Properties Displays the properties of the selected file, such as when the file was created selected file.
or last modified, or how large the file is. Or…
Select the file and select
a command from the
Tools menu.
To Change How Files are
Displayed:
 Click the View button
arrow and select a view.

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Lesson 2-17: Advanced Printing Options

Figure 2-30
The Print dialog box
Figure 2-31
The Print Properties dialog
box

Figure 230

 Instructor Notes
Est. Time: 2 to 3 minutes
Req. File: Lesson 2C
Req. Lessons: Lesson 2-9,
10, 11, 12, 13, 14, 15 Select the Flip on Long Edge
option to print on both sides
Start File: Lesson 2-17 of a sheet for this printer’s
Notes: Take the time to go properties.
through all the print
properties. This is where
valuable options like printing
on the front and back of the
page, and printing in black
and white are found.
Figure 231
Depending on the type of
printer the class computers
are connected to, you may You already know how to print, but in this lesson you will become an expert at printing. This
have to revise this lesson to lesson explains how to print more than one copy of a document, send a document to a
accommodate the printer’s different printer, print on both sides of the paper, and print specific pages of a document.
specifications.
1. Select File  Print from the menu.
The Print dialog box opens, as shown in Figure 2-30.
The Print dialog box is where you can specify printing options when you print your
document. Several frequently used print options you might specify would be how
many pages to print, what pages to print, or what printer to print to if your computer is
attached to more than one printer. See Table 2-6: Print Dialog Box Options for a
description of the print options available.

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 Chapter Title 81

2. In the Number of copies box, type 2.

3. Click OK.
The Print dialog box closes and Word prints two copies of your document (if your
computer is attached to a printer).
Table 2-6: Print Dialog Box Options on the following page explains some of the other print
options you can use when printing a document—for example, how to print a specific page or a
range of pages.

Table 2-6: Print Dialog Box Options

Print option Description
Name Used to select what printer to send your document to when it prints if you are
connected to more than one printer; the currently selected printer is
displayed.

Properties Displays a dialog box with options available to your specific printer. The
Properties dialog box will change according to the type of printer you use, but
here are some common print properties:
Paper: Change the size of the paper you’re printing to, or the quality of
the print, such as draft or professional mode.
Layout: Change the paper orientation (portrait or landscape) or print on
both sides of the sheet.
Color: Print in black and white or choose how you want to print colors in
your document.
Troubleshooting: If your printer is having problems, you can try to solve
the problem with the tools in this dialog box.

Print to file Prints the document to a file instead of sending to the printer.

Page range Allows you to specify what pages you want printed. There are several options
here:
All: Prints the entire document
Current page: Prints only the page you’re currently on
 Quick Reference
To Change Printing
Selection: Prints only selected text
Options:
Pages: Prints only the pages you specify. Select a range of pages with a 1. Select File  Print from
hyphen (like 5-8) and separate single pages with a comma (like 3,7) the menu.
2. Refer to Table 2-6: Print
Number of copies Specifies the number of copies you want to print. Dialog Box Options for
information on various
Print what Allows you to select what to print: the document (the default, which you’ll use printing options.
99.9% of the time) or only comments, annotations, or style.
For Advanced Printing
Options:
Print Specifies the print order for the page range: All Pages in Range, Odd Pages,
and Even Pages. 1. Select File  Print from
the menu.
Options Lets you specify other printing options, such as printing a document in 2. Click the Properties
reverse order (from the last page to the first). button to for advanced
options like printing on
both sides, color options,
and paper size.

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Lesson 2-18: Recovering Your Documents

Figure 2-32
Oops! There goes your
50-page thesis paper! At
least Microsoft is “sorry for
the inconvenience.”
Figure 2-33
Review the recovered files
listed in the Document
Recovery task pane and
If you are connected to the
decide which one to keep.
Internet, always click Send Error
Figure 232 Report to tell Microsoft to fix their
software!

The Document
Recovery task pane
displays any
recovered
documents. To see
the status of a
recovered document,
simply point at it for
a few seconds with
the mouse.

Figure 233

 Instructor Notes If you haven’t figured this out already, you’re going to discover that computers don’t always
Est. Time: 3 to 5 minutes work the way they’re supposed to. Nothing is more frustrating than when a program, for no
Req. File: None apparent reason, decides to take a quick nap, locks up, and stops responding to your
commands—especially if you lose the precious document that you’re working on!
Req. Lessons: None
Start File: None Fortunately, after more than ten years and roughly nine software versions, Microsoft has
Notes: Since you can’t finally realized that people might want to recover their documents if Microsoft Word locks up
manually corrupt a file, walk or stops responding. If Word 2003 encounters a problem and stops responding (and after you
through the procedure for finish swearing and hitting your computer’s monitor), you can restart Microsoft Word or your
recovering a document for computer and try to recover your lost documents. Sometimes Word will display a dialog box
future reference. similar to the one shown in Figure 2-32 and automatically restart itself.
In this lesson, you will learn how to use Microsoft Word’s new document recovery features
should disaster strike.

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 Chapter Title 83

1. If necessary, restart your computer and/or Microsoft Word.

You might not need to restart your computer or Word at all—Word will often display
the dialog box, as shown in Figure 2-32, and automatically restart itself when it
encounters a problem.
When you have restarted Microsoft Word, hopefully the Document Recovery pane will
appear, as shown in Figure 2-33. If the Document Recovery pane doesn’t appear,
you’re out of luck—Word didn’t recover any of your documents. Hope you made a
backup!
Sometimes Word will display several recovered documents in the Document Recovery
task pane, such as the original document that was based on the last manual save, and a
recovered document that was automatically saved during an AutoRecover save
processes. You can see the status of any recovered document by simply pointing at the
recovered document for a second or two.
2. To view details about any recovered document, simply point at the
document in the Document Recovery task pane for a few seconds.
Hopefully you will find a version of your document—either original or recovered—
that isn’t missing too much of your work.
Here’s how to select and then save a recovered document…
3. Click the desired recovered document from the task pane.
The document appears in Word’s document window.
4. Select File  Save As from the menu and save the document.
You can further protect your work by using the AutoRecover feature to periodically
save a temporary copy of the document you're working on. To recover work after a
power failure or similar problem, you must have turned on the AutoRecover feature
before the problem occurred. You can set the AutoRecover save interval to occur more
frequently than every 10 minutes (its default setting). For example, if you set it to save  Quick Reference
every 5 minutes, you'll recover more information than if you set it to save every 10
minutes. Here’s how to change the AutoRecover save interval… To Recover a Document:
5. Select Tools  Options from the menu and click the Save tab. 1. Restart Microsoft Word (if
it doesn’t restart by itself).
The Save tab of the Options dialog box appears.
2. Find and then click the
6. Ensure that the Save AutoRecovery info every box is checked and best recovered document
specify the desired interval, in minutes, in the minutes box. Click OK in the Document
when you’re finished. Recovery task pane.
Even with Word’s document recovery features, the best way to ensure that you don’t lose 3. Save the document by
much information if your computer freezes up is to save your work regularly. doing a File  Save As
from the menu.

Table 2-7: Status Indicators in the Document Recovery Task Pane To Change the
AutoRecovery Settings:
Status Indicator Description
1. Select Tools  Options
Original Original file based on last manual save from the menu and click
Recovered File recovered during recovery process or file saved during an AutoRecover the Save tab.
save process 2. Ensure that the Save
AutoRecovery info
Repaired Word encountered problems while recovering the document and has attempted every box is checked and
to repair them. Make sure that you double-check your document to make sure specify the desired
that there isn’t any corruption. interval, in minutes, in the
minutes box. Click OK
when you’re finished.

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Chapter 2 Review

Lesson Summary
Saving a Document with a Different Name
 To Open a Document: Click the Open button on the Standard toolbar, or select File  Open
from the menu, or press <Ctrl> + <O>.
 To Save an Existing Document in a New File with a Different Name: Select File  Save As from
the menu, type the new name for the file in the File name box and click OK.

Navigating through a Document

 Press <Home> to move to the beginning of a line, <End> to move to the end of a line.
 Press <Page Up> to move up one screen, <Page Down> to move down one screen.
 Press <Ctrl> + <Home> to move to the beginning of a document, <Ctrl> + <End> to move the end
of a document.
 To Jump to a Specific Page in a Document: Select Edit  Go To from the menu. Verify that
“Page” is selected in the “Go to what” drop-down list, type the page number in the “Enter page
number” text box, and click OK.

Viewing a Document
 To Switch between Views: You can view a document in Normal, Web Layout, Print Layout,
Outline and Reading Layout views. Change views by clicking one of the View buttons located on
the horizontal scroll bar, or by selecting them from the View menu.
 To Display/Hide Hidden Characters (Tabs, Spaces, and Paragraph Marks): Display/hide
hidden characters by clicking the Show/Hide button on the Standard toolbar.
 To Change the Zoom Level of a Document: Change the zoom level of a document view by using
the Zoom box on the Standard toolbar.
 To View a Document in Full Screen Mode: View a document in Full Screen mode by selecting
View  Full Screen from the menu.

Working with Multiple Documents and Windows

 You can open and work on several documents at the same time. To switch between documents,
click the document icon on the Windows taskbar or select Window and select the name of the
document you want to view.
 To View Multiple Windows at the Same Time: Select Window  Arrange All.
 Maximize a window (making it fill the entire screen) by clicking the window’s Maximize button.
 Restore a window (returning it to the previous size) by clicking the window’s Restore button.
 Resize a window by dragging it by its edges or corners.
 Move a window by dragging the window’s title bar to the location where you want to position the
window.

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 Chapter Title 85

Cutting and Pasting Text

 To Cut Something: Select the text and cut it using one of the following methods:
1) Click the Cut button on the Standard toolbar.
2) Select Edit  Cut from the menu.
3) Press <Ctrl> + <X>.
 To Paste a Cut Object: Place the insertion point where you want to paste the text or object, and
use one of the following methods to paste it:
1) Click the Paste button on the Standard toolbar.
2) Select Edit  Paste from the menu.
3) Press <Ctrl> + <V>.

Copying and Pasting Text and Viewing Documents Side by

Side
 To Copy Something: Select the text and cut it using one of the following methods:
1) Click the Copy button on the Standard toolbar.
2) Select Edit  Copy from the menu.
3) Press <Ctrl> + <C>.
 To Paste a Copied Object: Place the insertion point where you want to paste the text or object,
and use one of the following methods to paste it:
1) Click the Paste button on the Standard toolbar.
2) Select Edit  Paste from the menu.
3) Press <Ctrl> + <V>.
 To Compare Documents Side by Side: Open two documents. Select Window  Compare Side
by Side with from the menu.

Moving and Copying Text with Drag and Drop

 To Move Text using Drag and Drop: Select the text you want to move, and drag the selected text
to where you want to move it. Then, release the mouse button to drop the text.
 To Copy Text using Drag and Drop: Select the text you want to copy. Position the pointer
anywhere in the selected text and click and hold the mouse button. Press and hold the <Ctrl> key.
Drag the pointer to where you want to move the selected text and then release the mouse button
and the <Ctrl> key.

Finding and Replacing Text

 To Find Text: Select Edit  Find from the menu, type the text you want to find in the “Find what”
box and click the Find Next button.
 To Replace Text: Select Edit  Replace from the menu, type the text you want to find in the Find
what box and the text you want to replace it with in the Replace with box. Click either Find Next
and then Replace to find each occurrence of the text or else Replace All to replace every
occurrence of the text in the document at once.

Collecting and Pasting Multiple Items

 To Display the Clipboard Task Pane: Select Edit  Office Clipboard from the menu.
 To Add Items to the Office Clipboard: Copy and/or cut the items as you would normally.
 To Paste from the Office Clipboard: If necessary, display the Clipboard task pane, then click the
item you want to paste. Click the Paste All button to paste all collected items.

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Correcting Your Spelling and Grammar

 Word automatically underlines spelling errors in red, grammar errors in green, and possible
formatting inconsistencies in blue.
 To Correct a Spelling or Grammar Error: Right-click the spelling or grammar error and select the
correction from the shortcut menu, or correct the spelling or grammar error by retyping it.
 To Ignore a Spelling or Grammar Error: Right-click the spelling or grammar error and select
Ignore All from the shortcut menu.
 To Add a Word to the Spelling Dictionary: Right-click the word you want to add and select Add
from the shortcut menu.
 To Change How Word Checks for Grammar and Spelling Errors: Select Tools  Options from
the menu, click the Spelling & Grammar tab, specify what you want Word to check, and click OK.

Understanding Smart Tags

 As you enter information in a document, smart tag buttons will appear. Click these buttons to do
something to the specified information.
 To Use a Smart Tag: Click the Smart Tag arrow select the desired action or option.
 To View/Change Smart Tag Options: Select Tools  AutoCorrect Options from the menu and
clicking the Smart Tag tab.

Using Thesaurus, Word Count, and Research Pane

 To Use the Thesaurus: Right-click the word you want to look up, select Synonyms from the
shortcut menu and select a synonym from the list. Or, select the word you want to look up and
select Tools  Language  Thesaurus from the menu, or press <Shift> + <F7>.
 To Count the Number of Words in a Document: Select Tools  Word Count from the menu.
 To Use the Research Task Pane: Click the Research button on the Standard toolbar. Enter the
word you want to research in the Search for text box. Select the resource you want to use from the
Search for drop-down list in the task pane. Click the Start searching button to begin the search.

Inserting Symbols and Special Characters

 To Insert a Symbol or Special Character: Place the insertion point where you want to insert the
character, select Insert  Symbol from the menu, select the symbol you want, and click OK.

Using Undo, Redo and Repeat

 To Undo: Click the Undo button on the Standard toolbar, or select Edit  Undo from the
menu, or press <Ctrl> + <Z>.
 To Redo: Click the Redo button on the Standard toolbar, or select Edit  Redo from the
menu, or press <Ctrl> + <Y>.
 Multilevel Undo/Redo: Click the down arrows on the Undo or Redo buttons on the Standard
toolbar to undo or redo several actions at once.
 To Repeat a Command: Press <Ctrl> + <Y> or select Edit  Repeat from the menu.

Using Click and Type

 To Position Text using Click and Type: Double-click a blank area of the document where you
want to position your text and start typing. The pointer changes from , , to indicate how
text will be aligned.

 2005 Velsoft Interactive, Inc.

 Chapter Title 87

File Management
 Basic File Management in the Open Dialog box: You can perform most file management
functions, such as delete, rename, and copy, from the Open File dialog box. Open the Open or
Save As dialog boxes by selecting Open or Save As from the File menu. Right-click the file you
want to manage and select a file command from the shortcut menu. Or, select the file and select a
command from the Tools menu
 To Change How Files are Displayed: Click the View button arrow and select a view.

Advanced Printing Options

 To Change Printing Options: Open the Print Dialog box by selecting File  Print from the menu.
 For Advanced Printing Options: Select File  Print from the menu. Click the Properties button
to for advanced options like printing on both sides, color options, and paper size.

Recovering Your Documents

 To Recover a Document: Restart Microsoft Word (if it doesn’t restart by itself). Find and then click
the best recovered document in the Document Recovery task pane. Save the document by doing a
File  Save As from the menu.
 To Change the AutoRecovery Settings: Select Tools  Options from the menu and click the
Save tab. Ensure that the Save AutoRecovery info every box is checked and specify the desired
interval, in minutes, in the minutes box. Click OK when you’re finished.

Your Organization’s Name Here

 Chapter 3:
Formatting
Characters and
Paragraphs
Chapter Objectives:  Prerequisites
 Formatting characters  Windows basics:
working with the mouse,
 Changing a paragraph’s alignment and spacing menus, and dialog
boxes
 Indenting paragraphs
 How to open and save
 Setting, changing, and removing tab stops a document
 Creating bulleted and numbered lists  How to select text

 Adding borders and shading to a paragraph

 Understanding text flow and spacing before and after a
paragraph
Chapter Task: Create, Print, and Save a Simple Memo

You’ve probably seen documents created by several of your friends or work colleagues and  Instructor Notes
envied their different fonts, italicized and boldfaced type, and fancy paragraph formatting. Chapter time: 43 to 71
This chapter explains how to format both characters and paragraphs. You will learn how to minutes
change the appearance, size, and color of the characters in your documents. You will also Notes: Learning the basic
learn the ins and outs of formatting paragraphs: aligning text to the left, right, and center of formatting in Word helps
the page; increasing a paragraph’s line spacing; and indenting paragraphs. This chapter also documents look more
describes how to add borders to paragraphs and how to create bulleted and number lists. interesting and appealing.
Knowing how to format characters and paragraphs gives your documents more impact and
makes them easier to read. Let’s get started!
 Lesson 3-1: Formatting
Characters Using the Toolbar
Center Decrease
Figure 3-1
indent
The Formatting toolbar Style list Font list Size Bol Underlin Justify Bullets Shading
list d e
Figure 3-2
The procedure for Figure 31
changing font size Style Font Italics Alig Alig Numberi Borders Font
list list n left n left ng color
Increase
arrow arrow indent

1. Select the text you

 Instructor Notes want to format.
Est. Time: 3 to 6 minutes
Req. File: Lesson 3A
Req. Lessons: None
Start File: Lesson 3-1
Notes: Make sure the text
you want to format is 2. Click the Size List
selected before you make arrow () and select
changes to it. the font size.

3. Click here to scroll

down the list.

The size of the font is

changed.

Figure 32

You can emphasize text in a document by making the text darker and heavier (bold), slanted
Bold button (italics), larger, or in a different typeface (or font). One of the easiest ways to apply
Other Ways to Bold: character formatting is to use the Formatting toolbar. The Formatting toolbar includes buttons
for applying the most common character and paragraph formatting options.
 Select Format  Font
from the menu, select
Bold from the Font 1. Start Microsoft Word.
Style box, then click 2. Open the document named Lesson 3A and save it as Month in
OK.
Review.
 Press <Ctrl> + <B>.
The first thing you have to do is give this document a title so people can identify it.
 Chapter 3: Formatting Characters and Paragraphs 91

3. Press <Ctrl> + <Home> to move the insertion point to the top of the
document and click the Bold button on the Formatting toolbar.
Italics button
The Bold button on the Formatting toolbar depresses, indicating that you are using bold
character formatting. Anything you type while the Bold button is shaded will be in Other Ways to Italics:
boldface.  Select Format  Font
from the menu, select
4. Type Board of Directors Meeting and press <Enter> twice. Italic from the Font
Notice how the text “Board of Directors” is in bold face? You don’t want to use bold Style box, then click
character formatting anymore so… OK.
5. Click the Bold button on the Formatting toolbar.  Press <Ctrl> + <I>.
The Bold button on the Formatting toolbar is no longer shaded. You can also change
the formatting of existing text by simply selecting the text and then formatting it. Try
selecting and then formatting some text now.
6. In the first paragraph, select the text First Quality Airlines.
Font List
You can format the text now that it has been selected.
7. Click the Italics button on the Formatting toolbar.
The selected text “First Quality Airlines” appears in Italics.
Besides applying Italics and Bold to text, you can also change the font type and font
size. Make the headings in our summary stand out more by changing both the font and
Font Size List
font size.
8. Select the text Board of Directors Meeting.
9. Click the Font list arrow on the formatting toolbar, then scroll to and
click Arial from the list of fonts.
The selected text “Board of Directors Meeting” appears in Arial font. Arial and Times  Quick Reference
New Roman are two of the most commonly used fonts. Next, make the font size larger. To Bold Text:
10. Keeping the same text selected, click the Font Size list arrow on the  Click the Bold button on
Formatting toolbar. Click 16. the Formatting toolbar or
The selected text “Board of Directors Meeting” appears in a larger font size (16 point press <Ctrl> + <B>.
type instead of the previous 12 point type). Wow! The new font formatting really To Italics Text:
makes the heading stand out from the rest of the document, doesn’t it? Font sizes are  Click the Italics button
measured in points (pt.) which are 1/72 of an inch. The larger the number of points, the on the Formatting toolbar
larger the font. or press <Ctrl> + <I>.
Now format the first subheading. To Underline Text:
11. Select the heading The Month in Review, and using the formatting  Click the Underline
techniques you have learned, apply the following font formatting to the button on the Formatting
selected heading: Arial, Bold, and 14 pt. toolbar or press <Ctrl> +
<U>.
Table 3-1: Examples of Common Font Types and Sizes To Change Font Size:
Common Font Types Common Font Sizes  Select the pt. size from
Arial 8 point the Font Size list on the
Arial Formatting toolbar.
Comic Sans MS Arial 10 point To Change Font Type:
Courier New Arial 12 point  Select the font form the
Font list on the
Times New Roman Arial 14 point Formatting toolbar.

Your Organization’s Name Here

92 Microsoft Word 2003

Lesson 3-2: Using the Format Painter

Figure 3-3
You can select text with
the format you want to
copy.
Figure 3-4
Apply the formatting using
the Format Painter.

Click or
double-click
the Format
 Quick Reference
Painter button. To Copy Formatting with
the Format Painter:
1. Select the text or
paragraph with the
formatting options you
 Instructor Notes Figure 33 Figure 34 want to copy.
If you find yourself applying the same formatting to characters and/or paragraphs again2.and Click the Format Painter
Est. Time: 2 to 3 minutes again, then you need the Format Painter tool. The Format Painter allows you to copy the button on the Standard
Req. File: Lesson 3 formatting of text and apply it elsewhere. Sound confusing? It won’t after you walk through toolbar.
this lesson.
Req. Lessons: Lesson 3-1 3. Drag the Format Painter
Start File: Lesson 3-2 pointer across the text or
1. Select the heading The Month in Review. paragraph where you
Notes: Single-click the
You want to use the same formatting in “The Month in Review” for the other two want to apply the copied
Format Painter button to formatting options.
apply any copied formatting. headings in the document.
Double-click the Format 2. Keeping the same text selected, double-click the Format Painter To Copy Selected
Painter button to apply any button. Formatting to Several
copied formatting several Locations:
Double-clicking the Format Painter button allows you to copy the same formatting
times. Click the Format 1. Select the text or
Painter button again when several times. If you had clicked the Format Painter button only once it would only
you’re finished. allow you to apply the copied formatting one time. Notice the pointer changes to aparagraph . with the
formatting options you
3. Move the pointer to the very beginning of the heading, Explore want to copy.
Canada Tour Package. Click and hold the mouse button and drag2.the Double-click the Format
pointer across the heading. Release the mouse button at the end of the Painter button.
heading. 3. Drag the Format Painter
Like other mouse-intensive operations, this one can be a little tricky for some people pointer across the text or
paragraph where you
the first time they try it. The formatting from the first heading is applied to the selected
heading. Because you double-clicked the Format Painter button, you can keep applying want to apply the copied
the formatting you copied to other paragraphs. formatting options.
4. Drag the pointer across the remaining heading, New 4. Click the Format Painter
Communications Director Position. button when you’re
finished.
The formatting is applied to the last heading in the document.
5. Click the Format Painter button to deactivate the Format Painter.
6. Deselect the text (by clicking anywhere on the screen), and then save the
document.

 2005 Velsoft Interactive, Inc.

 Chapter 3: Formatting Characters and Paragraphs 93

Lesson 3-3: Using the Font

Dialog Box
Figure 3-5

The currently Select the font type The Font dialog box
selected font type (Bold and/or Italic)
Select the font type Change the size of  Instructor Notes
the font Est. Time: 2 to 3 minutes
Change font color Underlining Req. File: Lesson 3
Special font options Req. Lessons: Lesson 3-1,
formatting effects 2
Start File: Lesson 3-3
Notes: If you select the text
Preview of you want to format and then
the current enter the font dialog box, you
font settings can see a preview of all the
Make the formatting applied to the text
current font in the Preview area of the
settings the Figure 35 dialog box.
default font
for Word
The Formatting toolbar is great for quickly applying the most common formatting options to
characters, but it doesn’t offer every formatting option available. To see and/or use every
possible character formatting option, you need to use the Font dialog box, available through
either the menu under Format Font; or under Font in most right-mouse button shortcut
menus. This lesson looks at how to format characters with the Font dialog box.

1. Select the heading The Month in Review.

Remember that once you have selected some text, you can format it. You will format
this text a little differently than you did in the previous lessons. The Formatting toolbar
Font Color List
is great for quick formatting, but the Font dialog box has additional, more advanced
font formatting options than the Formatting toolbar.
2. Select Format  Font from the menu.
The Font dialog box appears, as shown in Figure 3-5. The line of text you selected will
be a minor heading so, you need to make it stand out from the document.
3. Scroll down the Font: list box, and select Garamond.
Look at the Preview area at the bottom of the Font dialog box to see a sample or Undo button
preview of how the selected text will look once it has been formatted.
Other Ways to Undo:
4. Scroll down the Font style: box and select Bold Italic. Click the Font  Select Edit  Undo from
Color list arrow and select Blue. the menu.
The selected text is colored blue.  Press <Ctrl> + <Z>.
5. Click OK and deselect the text.
The selected text appears in blue Arial font, with bold and italics formatting.

Your Organization’s Name Here

94 Microsoft Word 2003

6. Click the Undo button to undo your font formatting changes.

There are many other font formatting options available in the Font Dialog box. The purpose
of this lesson isn’t to go through all of them, but to explain how to use the Font Dialog box.
You can also change
You can experiment with the different font formatting options to see what they do. Table 3-2:
a font’s color by
Font Formatting Options explains the different options in the Font dialog box.
using the Font Color
button on the
Formatting toolbar. Table 3-2: Font Formatting Options
Option Description
Font Displays and allows you to change the font type

Font style Formats the style of the font: Regular (no emphasis), Italic, Bold, and Bold Italic

Size Displays and allows you to increase or decrease the size of the font

Underline style Displays and allows you to change font underlining options

Font color Display and allows you to change the font color

Effects Allows you to add special effects to fonts as follows:

Strikethrough Shadow SMALL CAPS

Double strikethrough Outline ALL CAPS

Super
script Emboss Hidden*

Subscript Engrave

* Hidden text does not normally appear when the document prints—it is used to
keep notes to yourself that you do not want to be printed.
 Quick Reference
Default Makes the current font formatting the default font. Word will use it automatically
To Open the Font Dialog
whenever you create a new document. (Be very careful about using this option!)
Box:
 Select Format  Font
from the menu, specify
the font formatting options
in the Font dialog box and
click OK.
To Change a Font’s Color:
 Click the Font Color
button arrow on the
Formatting toolbar and
select the color.

 2005 Velsoft Interactive, Inc.

 Chapter 3: Formatting Characters and Paragraphs 95

You can have Word

automatically insert
today’s date by
selecting Insert 
Date and Time from
the menu.
Figure 3-6

Lesson 3-4: Changing Paragraph Alignment The alignment buttons on

the Formatting toolbar and
a centered heading.
Figure 3-7
The Date and Time dialog
box
Figure 3-8
Left aligned, right aligned,
centered, and justified
Use the four alignment paragraphs
Figure 36
buttons on the Figure 3-9
Formatting toolbar to Figure 37
align the selected Check to You can also change the
paragraph(s). automatically update alignment of the selected
the date or time paragraph(s) in the
This paragraph is left aligned. This This paragraph is right aligned. This
paragraph is left aligned. This paragraph is paragraph is right aligned. This paragraph
when you print the Paragraph dialog box.
left aligned. This paragraph is left aligned. is right aligned. This paragraph is right
This paragraph is left aligned. This aligned. This paragraph is right aligned. document.
paragraph is left aligned. This paragraph is This paragraph is right aligned. This
left aligned. This paragraph is left aligned. paragraph is left aligned.

Left Align Right Align

This paragraph is centered. This paragraph This paragraph is justified. This paragraph
is centered. This paragraph is centered. is justified. This paragraph is justified.
This paragraph is centered. This paragraph
is centered. This paragraph is centered.
This paragraph is justified. This paragraph
is justified. This paragraph is justified.
 Instructor Notes
This paragraph is centered. This paragraph is justified.
Est. Time: 3 to 6 minutes
Centered Justified Req. File: Lesson 3B
Figure 38 Req. Lessons: Lesson 3-1,
2, 3
Select the Figure 39
Start File: Lesson 3-4
paragraph Notes: You can have Word
alignment. automatically insert today’s
This lesson moves on to paragraph formatting and how to align paragraphs to the left, right,
center, or justified on a page. Figure 3-8 gives a better idea of what the various alignments— date by selecting Insert 
Date and Time from the
left, right, centered, and justified—look like. You will also learn how to do something that’s menu.
not related to paragraph formatting at all, but is still useful: inserting the current date into a
document.

1. If necessary, navigate to your Practice folder, open Lesson 3B and save

the file as Month in Review.
If you don’t know where your practice files are located, ask your instructor for help.
2. Place the insertion point anywhere in the first line, Board of Directors
Meeting, then click the Center button on the Formatting toolbar.
The first line, the document’s title, is centered between the left and right margins.
Notice that you didn’t have to select the text in the paragraph like you have to do when
formatting fonts. Now add a new line with the date.

Your Organization’s Name Here

96 Microsoft Word 2003

3. Press <End> to move the insertion point to the end of the current line
and press <Enter>.
Justify button
The new paragraph is also centered like the one above it. That’s because when you
Other Ways to Justify: press <Enter>, the new paragraph “inherits” the same formatting as the paragraph
 Press <Ctrl> + <J>. above it.
4. Select Insert  Date and Time from the menu.
The Date and Time dialog box opens, as shown in Figure 3-7. Word automatically
inserts the date, based on your computer’s internal clock. Make sure that the Update
Align Right Automatically check box is not checked, or the date will change every time you save or
button
print the document.
Other Ways to Align
Right: 5. Click the third option from the list, as shown in Figure 3-7, and click OK.
 Press <Ctrl> + <R>. Today’s date (or the date your computer thinks it is) is inserted into the document.
6. Move the insertion point anywhere in the paragraph that starts with April
turned out to be and click the Justify button on the Formatting toolbar.
The paragraph is justified—both the left and right edges of the paragraph are even.
7. Repeat Step 6 in the two other body paragraphs.
8. Press <Ctrl> + <End> to move the insertion point to the end of the
document and press <Enter> twice.  Quick Reference
9. Click the Align Right button on the Formatting toolbar. To Left-Align a Paragraph:
 Click the Align Left
10. Type Prepared by Sandra Willes. button on the Formatting
The paragraph is formatted to the very right of the margin. toolbar or press <Ctrl> +
If you want to change the alignment of your paragraphs the hard way, you can also<L>.
use
the Format dialog box. To Center a Paragraph:
11. Select Format  Paragraph from the menu.  Click the Center button
The Paragraph dialog box appears, as shown in Figure 3-9. You can select paragraph on the Formatting toolbar
or press <Ctrl> + <E>.
alignment from the Alignment list. It’s much easier and faster to use the Formatting
To Right-Align a
toolbars to align paragraphs, but if you are formatting another element of a paragraph,
such as its spacing (more on that later!) with the Paragraph dialog box, you can Paragraph:
change
the paragraph alignment while you’re here as well.  Click the Align Right
Now that you have aligned all the paragraphs in your document, you can close thebutton on the Formatting
Paragraph dialog box. toolbar or press <Ctrl> +
<R>.
12. Click Cancel to close the Paragraph dialog box.
To Justify a Paragraph:
 Click the Justify button
on the Formatting toolbar
or press <Ctrl> + <J>.
To Align a Paragraph with
the Paragraph dialog box:
 Select Format 
Paragraph from the
menu and select the
paragraph alignment from
the Alignment list.

 2005 Velsoft Interactive, Inc.

 Chapter 3: Formatting Characters and Paragraphs 97

Lesson 3-5: Indenting

Paragraphs
First line Right Figure 3-10
indent indent
An indented paragraph
Figure 3-11
The Paragraph dialog box
Indent Margin Left
indent Hanging Figure 3-12
indent the
Note: When dragging First line, Hanging, and
Left indent marker to Left indent markers on the
Figure 310 change the left indent of a ruler
paragraph, the First line and
FigureHanging
312 indent markers
Enter an should also move.
amount to
indent the
paragraph  Instructor Notes
from
Enterthe
an left Est. Time: 4 to 6 minutes
margin.
amount to Req. File: Lesson 3
indent the
paragraph Req. Lessons: Lesson 3-1,
2, 3, 4
from the right
margin. Start File: Lesson 3-5
Notes: If students
accidentally insert tab
markers, make sure they
drag them off the ruler. They
Figure 311 can cause formatting
problems later on if the tab
Indenting means to add blank space between the left and/or right margin and the paragraph markers remain.
text, as shown in Figure 3-10. Indenting paragraphs can emphasize the paragraphs and add
organization to a document. Long quotations, numbered and bulleted lists, and bibliographies
are a few examples of paragraphs that are often indented. You can indent paragraphs from the
left and right margins.
The Decrease Indent
1. Place the insertion point anywhere in the paragraph under the heading button is the
The Month in Review and click the Increase Indent button on the opposite of the
formatting toolbar. Increase Indent
button—it moves the
The Increase Indent button indents the paragraph a half-inch on the left. paragraph’s left edge
2. Repeat Step 1 and indent the paragraph under the heading Explore out towards the first
Canada Tour Package. tab stop.

3. Select the heading Explore Canada Tour Package and select Format
 Paragraph from the menu.
The Paragraph dialog box appears, as shown in Figure 3-11.

Your Organization’s Name Here

98 Microsoft Word 2003

Increase
Decrease
4. Select the Left Indentation box and type 2.
Or change the number by clicking the Left Indentation box’s Up arrow until 2 appears.
You can increase or
decrease a number This will make the paragraph indentation two inches (2”). Using the Paragraph dialog
in a text box by box lets you indent paragraphs with greater precision than the Formatting toolbar. You
clicking its Up or can also click on the up and down arrows to increase and decrease paragraph
Down buttons indentation.
5. Click OK.
Word indents the selected paragraph two inches. Another way you can indent
paragraphs is by using the Indent markers on the ruler.
6. Click the Undo button to undo your paragraph formatting changes.
The heading is no longer indented by 2 inches.
7. Place the insertion point anywhere in the last paragraph of the document
under the heading New Communications Director Position and drag
the Left Indent marker on the ruler to the right so that it is at the
half-inch mark.
Like other mouse-intensive operations, this one can be tricky for some people the Quick
first Reference
time they try it. It can also be confusing, because when you drag the Left IndentTo Indent a Paragraph:
marker, the Hanging Indent and First line indent markers also move, like this . The
 Click the Increase Indent
paragraph should have the same indentation as the two body paragraphs above it when
button on the Formatting
you’re finished. toolbar.
You can also change the right indentation of a paragraph, just like the left. Or…
8. Keeping the insertion point in the same sentence, select Format  Click and drag the Left
Paragraph from the menu. Indent marker on the
The Paragraph dialog box appears. ruler.
9. Select to the Right Indentation box, type 1 and click OK. Or…
The paragraph right indentation increases by one inch (1”). You can also increase aSelect Format 
paragraph’s right indentation by moving the Right Indent marker on the ruler: Paragraph from the
menu and enter how
10. Click and drag the Right Indent marker on the ruler to the left another much you want the
half-inch. paragraph indented in the
The paragraph’s right edge is indented another half-inch. Indentation section.
11. Keeping the insertion point in the same sentence, select Format To Decrease an Indent:
Paragraph from the menu.  Click the Decrease
The Paragraph dialog box appears. Indent button on the
Formatting toolbar.
12. Type 0 in the Right indentation box and click OK.
The paragraph’s right edge is no longer indented. To Right Indent a
Paragraph:
13. Save your work.  Click and drag the
That concludes this lesson on indenting paragraphs. In the next lesson, you’ll learn more Right Indent marker on
specialized ways to indent paragraphs. the ruler.
Or…
Select Format 
Paragraph from the
menu and enter how
much you want the
paragraph indented in the
Indentation section.

 2005 Velsoft Interactive, Inc.

 Chapter 3: Formatting Characters and Paragraphs 99

Lesson 3-6: Special Indents

Figure 3-13
First line Hanging
indent indent First Line indentation and
Hanging indentation.
Figure 3-14
First line indentation First Line, Hanging, and
Tab Left indent Right indent Left and Right indent
alignment markers on the ruler.
box
Figure 314

Hanging indentation
Figure 313

Besides the standard left and right indentations, Word also lets you create two types of special  Instructor Notes
indentations: First Line indentations and Hanging indentations. A First Line indentation lets Est. Time: 3 to 5 minutes
you indent the first line of a paragraph independently of the other lines. Sometimes people Req. File: Lesson 3
indent the first line of their paragraphs by a half-inch by pressing the Tab key, but you can
Req. Lessons: Lesson 3-1,
also format the paragraph so that the first line is automatically indented a half-inch. It’s easier 2, 3, 4, 5
to show you what a Hanging indentation is rather than attempting to explain it—see Figure 3-
13 for an example. The first line in the paragraph stays put while the other lines in the Start File: Lesson 3-6
paragraph are indented. Hanging indentations are often used in bibliographies. Notes: You can also set tabs
on the ruler. Just click and
1. Place the insertion point anywhere in the paragraph under the heading drag the indent marker to
where you want the indent to
The Month in Review and select Format  Paragraph from the menu. appear on the ruler.
2. Click the Special indentation list arrow and select First Line. Also, make sure your mouse
Notice 0.5 automatically appears in the By text box, which will indent the first line of insertion point is at the
beginning of the line or
the paragraph a half-inch. If you wanted to indent the first line of the paragraph by an paragraph that will be
amount other than 0.5 inches, you would enter the amount in the By box. indented.
3. Click OK.
The first line of the paragraph is indented an additional half-inch. You can also use the
ruler to indent the first line instead of using the Paragraph dialog box. Try it!
4. Click the Undo button to undo the previous paragraph formatting.
The first line of the paragraph is no longer indented. First Line
Indent Marker
5. Drag the First Line Indent marker on the ruler to the right, moving it to
Other Ways to Insert a
the next half-inch mark. First Line Indent:
The first line of the paragraph is indented a half-inch, just as in Step 3. Let’s move on  Click the tab alignment
to the other type of special indentation—the Hanging indent. box until you see the
6. Place the insertion point anywhere in the paragraph under the heading First Line Indent
Explore Canada Tour Package and select Format  Paragraph from marker, then click
the menu. where you want to
insert the indent on the
The Paragraph dialog box appears. ruler.

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100 Microsoft Word 2003

Other Ways to Insert a 7. Click the Special

Hanging Indent: indentation list arrow and select
 Click the tab alignment Hanging Indent Hanging.
box until you see the Marker
Hanging Indent marker,
then click where you
want to insert the indent Again, 0.5 automatically appears in the By text box.
on the ruler. 8. Click OK.
The paragraph is formatted with a hanging indent, as shown in Figure 3-13.
You don’t really need a hanging indent for this paragraph, so remove the special indent
formatting.
9. Keeping the insertion point in the same paragraph, select Format 
Paragraph from the menu.
The Paragraph dialog box appears.
10. Click the Special indentation list arrow, select (none), then click OK.
 Quick Reference
To Create a Hanging
Indent:
1. Select Format 
Paragraph from the
menu.
2. Select Hanging from the
Special box in the
Indentation section.
3. Enter the amount of the
hanging indent in the By
box, and click OK.
Or…
Click and drag the
Hanging Indent marker
on the ruler (see Figure 3-
13).
To Indent the First Line of
a Paragraph:
1. Select Format 
Paragraph from the
menu.
2. Select First line from the
Special box in the
Indentation section.
3. Enter the amount of the
hanging indent in the By
box, and click OK.
Or…
 Click and drag the
First Line Indent marker
on the ruler.

 2005 Velsoft Interactive, Inc.

 Chapter 3: Formatting Characters and Paragraphs 101

Lesson 3-7: Setting Tab Stops

with the Ruler
Tab stop at 1.5” Figure 3-15
Tabs stops
Figure 3-16
Different types of tab
stops at the same location

Figure 316

Figure 315 Tab Alignment Box Click on the ruler

Click to toggle between where you want
left, center, right, and set a new tab
decimal aligned tab stops. stop.
 Instructor Notes Tabs make it easy to align text. Many novice word processors
Est. Time: 4 to 6 minutes mistakenly use the Spacebar to align text—don’t! The Tab key is more
Time will vary depending on accurate, faster, and much easier to change. Each time you press the
individuals’ typing speed. Tab key, the insertion point moves to the next tab stop. Word’s tab stops
are set at every half-inch by default, but you can easily create your own
Req. File: Lesson 3C
tab stops. There are several different types of tab stops available: see
Req. Lessons: Lesson 3-1, Table 3-3: Types of Tabs for their description. Two methods can be
2, 3, 4, 5, 6
used to add and modify tab stops: the horizontal ruler, and the Tabs
Start File: Lesson 3-7 dialog box.
Notes: If a tab stop is
accidentally set, just drag it
down and off the ruler to
remove it.
It only takes one click to
insert a tab stop, so warn
students to be careful.

1. If necessary, navigate to your Practice folder, open Lesson 3C and save

the file as Month in Review.
If you don’t know where your practice files are located, ask your instructor for help.
2. Click the Show/Hide button on the Standard toolbar.
All the hidden characters in the document (spaces, tabs, and paragraph marks) appear,
making it easier for you to see any tab marks.
3. Move the insertion point to the blank line directly under the first body
paragraph, ending with The bookings and destination summary for
the month of April is as follows: and press <Enter>.
The default tab stops are normally left-aligned and located on every half-inch on the
ruler. Right-Align
4. Press <Tab>, type Destination, press <Tab>, type Bookings, press Marker
<Tab>, type Change, press <Tab>, and then type Total Change.
The headings you entered are all aligned with the default half-inch tab stops. You can
change, add, and remove tab stops very easily. Here’s how:

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102 Microsoft Word 2003

5. Click the 0.5” mark on the ruler.

Word inserts a left-aligned tab stop where you click on the ruler. The “Destination”
Center-Align heading is aligned with the left-align tab stop.
Marker Left-align tabs are the default type of tab stops—and they’re the type you’ll use 95% of
the time. However, there are times when you may want to align text differently on a tab
stop—so that it is centered or right-aligned, for example.
To change the type of tab stop Word uses, click the Tab alignment box until the tab stop
you want appears, then click the ruler to add that type of tab stop.
6. Click the Tab alignment box so that the Center Tab marker appears,
then click the 2” mark on the ruler.
See Figure 3-15 if you have trouble finding the Tab Alignment box. The tab alignment
box cycles between four different types of tab stop alignment: left, center, right, and
decimal. The “Bookings” heading is aligned with the center-align tab stop.
7. Click the Tab alignment box until you see the Right Tab marker, then
click the 3.5” mark on the ruler.
The decimal tab is the most confusing of all the tab stops. It aligns numbers by their
Decimal-Align decimal point. If the number doesn’t have a decimal point—or if it’s not a number at
Marker all, but text—it will align to the left of the decimal tab stop.
8. Click the Tab alignment box until you see the Decimal Tab marker,
then click the 5” mark on the ruler.
The heading “Total Change” is aligned with the new tab stop at the 5” mark on the  Quick Reference
ruler. Unfortunately, you can’t really see how decimal tabs work unless you’re working
with numbers that have decimal places. Don’t worry; we’ll add some numbers in To the
Add a Tab Stop:
next step.  Click on the ruler where
you want to add the tab
NOTE: Tab stops are added to the current or selected paragraph(s)—not the entire stop.
document. If you want your entire document to have the same tab stops, you
would have to select the entire document first (hold down the <Ctrl> keyOr… as
you click the far left margin) and then add the tab stops.  Select Format  Tabs
from the menu and
9. Press <Enter> and type the following text into the document. Make sure specify where you want to
you press <Tab> as indicated, and remember to press <Enter> at theadd the tab stop(s).
end of each line.
To Change the Tab
<Tab> Left <Tab> Center <Tab> Right <Tab> DecimalAlignment:
<Tab> East <Tab> 9,417 <Tab> $968,723 <Tab> +32.38%
 Click the Tab selector
<Tab> West <Tab> 7,983 <Tab> $747,295 <Tab> +6.151% box on the ruler until you
<Tab> Central <Tab> 5,205 <Tab> $529,207 <Tab> +13.8%see the type of tab you
When you press <Enter>, notice how each new paragraph has the new tab stops? want to use (left, center,
That’s because, as with paragraph formatting, each new paragraph “inherits” the tab right, and decimal) and
then follow the previous
stops in the paragraph above it. steps to add the tab stop.
To Adjust a Tab Stop:
Table 3-3: Types of Tabs
 Click and drag the tab
Alignment Mark Example Description stop to the desired
position on the ruler.
Left 1,000.00 Aligns the left side of text with the tab stop. To Remove a Tab Stop:
 Click and drag the tab
Center 1,000.00 Aligns the text so that it is centered over the tab stop
stop.from the ruler.

Right 1,000.00 Aligns the right side of text with the tab stop.

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 Chapter 3: Formatting Characters and Paragraphs 103

Alignment Mark Example Description

Decimal 1,000.00 Aligns text at the decimal point. Text and numbers
before the decimal point appear to the left, the text
and numbers after the decimal point appear to the
right.
Bar  A vertical line character is inserted where the bar tab
is located.

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Lesson 3-8: Adjusting and Removing Tabs,

and Using the Tabs Dialog Box
Figure 3-17
You can adjust a
paragraph’s tab settings Change tab stops by
by dragging the marker on dragging them on the ruler.
the ruler.
Figure 3-18
The Tabs dialog box

Figure 317

Enter a measurement Sets the default

for a new tab stop, or spacing
click an existing tab between tab
stop and then type a stops.
new measurement
Tab stops in the for
it.
selected paragraph
Figure 318 Select the tab
alignment.
Specify if you
want to add a
Leader to a tab
stop.

Set a tab Clears the Clears all tab stops

stop selected a tab for the selected
stop paragraph
 Instructor Notes The last lesson focused on setting tab stops by using the horizontal ruler. In this lesson, you’ll
Est. Time: 5 to 9 minutes learn how to add and modify tab stops by using the other method of setting tabs stops: the
Req. File: Lesson 3 Tabs dialog box. The Tabs dialog box is slightly slower to work with than setting tabs with the
horizontal ruler, but it is more accurate and gives you more options. Enough talking—let’s get
Req. Lessons: Lesson 3-1,
started!
2, 3, 4, 5, 6, 7
Start File: Lesson 3-8
1. Select the entire list, as shown in Figure 3-17.
Notes: This lesson is quite
complex. It will take longer 2. Carefully drag the third to the right tab (the right-align tab above the
because there is a lot of Change heading) on the ruler from the 3.5” mark to the 3” mark.
typing involved, and it is also
confusing to adjust the tabs The entire column moves to the left a half-inch. This is another mouse operation that
in the dialog box. requires some mouse dexterity—if you aren’t extremely precise when you select and
drag a tab you may accidentally add a new tab stop.
Removing tabs is even easier than adjusting them—go ahead and try removing one:

 2005 Velsoft Interactive, Inc.

 Chapter 3: Formatting Characters and Paragraphs 105

Clicking the Clear

All button removes
all tab stop settings
for the selected
paragraph(s).

3. With the text still selected, drag the fourth to the right tab (the decimal-
align tab above the Total Change heading) down and off the ruler.
When you remove a tab, the tabbed text moves to the nearest available tab stop, in this
case messing up your list quite a bit. Add a left-align tab to replace the right-align tab
you just removed.
4. Click the Tab alignment box until you see the Left Tab marker, then
click the 4” mark on the ruler.
The last column is aligned to the left of the new tab.
Another way to add, adjust, and remove tabs is to use the Tabs dialog box. The Tabs
dialog box lets you add and adjust tabs by entering units of measurement, like 1.5”
instead of sliding tab symbols on the ruler. The Tab dialog box allows you to be more
precise when setting tab stops, and some people find it easier to use than setting tabs on
the ruler.
5. Make sure the entire list is still selected and select Format  Tabs from
the menu.
The Tabs dialog box appears, as shown in Figure 3-18.
6. Select 2” from the Tab stop position list box and click the Clear
button.
This will remove the 2” tab—the one above the “Bookings” heading. The Tabs dialog
box is nice because you can precisely enter where you want a tab stop, instead of
eyeballing it on the ruler.
7. Type 1.8 in the Tab stop position text box, make sure the alignment  Quick Reference
option is set to Center, and click Set. To Adjust a Tab Stop:
Show/Hide
This will add a new, centered 1.8” tab. button
 Click and drag the tab
8. Click OK. stop to the desired
position on the ruler.
The Tabs dialog box closes, and the “Bookings” column is aligned on the 1.8” centered
tab. To Remove a Tab Stop:
The Tabs dialog box also offers a setting that is not available on the ruler: leaders. A  Drag the tab stop from
leader is a set of periods or lines that run from one place to another. Leaders make the ruler.
reading lengthy lists and reference material easier and are usually used in the table of To Use the Tabs Dialog
contents section of a report or book. Try adding a leader to one of your tab settings. box:
9. Keeping the same list selected, select Format  Tabs from the menu.  Select Format  Tabs
from the menu.
10. Select 1.8” from the Tab stop position list box.
To Add a Leader to a Tab
11. Under Leader, click the 2 option to place a dotted leader before the tab Stop:
stop. 1. Select Format  Tabs
You could have also chosen a dash leader (3) or a line leader (4). from the menu to open
the Tabs dialog box.
12. Click the Set button and click OK to close the dialog box.
2. Select the Leader you
A dotted leader now precedes the “Bookings” column. You certainly don’t need any want to use from the Tabs
leaders for the type of list you’re working on, so go ahead and remove it. dialog box.
13. Click the Undo button to undo the last changes made to the tab
settings.
Since you’re done working with tabs you don’t need to see the non-printing characters
(spaces, tabs, and paragraphs) anymore.

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106 Microsoft Word 2003

14. Click the Show/Hide button on the Standard toolbar.

The non-printing characters are no longer displayed.

 2005 Velsoft Interactive, Inc.

 Chapter 3: Formatting Characters and Paragraphs 107

Lesson 3-9: Formatting

Paragraph Line Spacing
Figure 3-19
You can format line
Single spacing spacing in the Paragraph
dialog box.
Figure 3-20

1.5 line spacing Line spacing example

Double spacing

Figure 320

Figure 319 Select how much space

you want to appear
between the lines in a
paragraph.
You’ve probably had a teacher, professor, or manager who would only accept reports that  Instructor Notes
were double-spaced. Adding space between lines makes a document easier to read (and Est. Time: 4 to 7 minutes
longer!). You can add as much or as little line spacing between the lines in your document as Req. File: Lesson 3
you want. This lesson shows you how.
Req. Lessons: Lesson 3-1,
2, 3, 4, 5, 6, 7, 8
1. Place the insertion point anywhere in the paragraph that starts with April
Start File: Lesson 3-9
turned out to be and select Format  Paragraph from the menu.
Notes: Make sure students
The Paragraph dialog box appears. Look at the Line spacing text box—see how this understand the difference
paragraph’s line spacing is currently single spaced? You want to format this paragraph between line spacing and line
with 1.5 line spacing instead. breaks.
2. Click the Line Spacing list arrow.
You have several line spacing choices:
 Single: Single spacing—line spacing that accommodates the largest font in that
line, plus a small amount of extra space. This is the default setting for
paragraphs.
 1.5 Lines: Space and a half spacing—line spacing for each line that is one-and-
one-half times that of single line spacing. For example, if 10-point text is spaced
at 1.5 lines, the line spacing is approximately 15 points.
 Double: Double-spacing—line spacing for each line that is twice that of single
line spacing. For example, in double-spaced lines of 10-point text, the line
spacing is approximately 20 points
 At least: Minimum line spacing that Word can adjust to accommodate larger
font sizes that would not otherwise fit within the specified spacing.
 Exactly: Fixed line spacing that Word does not adjust. This option makes all
lines evenly spaced.

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108 Microsoft Word 2003

 Multiple: Line spacing that is increased or decreased by a percentage that you

specify. For example, setting line spacing to a multiple of 1.2 will increase the
space by 20 percent, while setting line spacing to a multiple of 0.8 will decrease
the space by 20 percent. Setting the line spacing at a multiple of 2 is equivalent
to setting the line spacing at Double. In the At box, type or select the line
spacing you want. The default is three lines.
3. Select 1.5 lines spacing from the list and click OK.
The Paragraph dialog disappears and the selected paragraph is formatted with 1.5 line
spacing.
4. Repeat Steps 1-3 for the two remaining body paragraphs that start with
North Shore Travel will unveil its and The three-month long search
for.
Of course there are other line spacing options besides singles and 1.5 line spacing. Try
formatting a paragraph with double spacing.
5. Place the insertion point anywhere in the paragraph that begins April
turned out to be and select Format  Paragraph from the menu.
The Paragraph dialog box appears.
6. Click the Line Spacing list arrow and select Double spacing from the
list. Click OK.
The Paragraph dialog box disappears and the selected paragraph is formatted with
double spacing. You don’t want the line spacing to be double-spaced, so undo the last
formatting.
7. Click the Undo button to undo the previous paragraph formatting
command.
The paragraph’s line spacing returns to 1.5 line spacing.
What if you want to format your paragraph’s line spacing with something that isn’t
available on the Line Spacing list? For example, what if you want triple spacing?
8. Keeping the insertion point in the same paragraph, select Format 
Paragraph from the menu.
The Paragraph dialog box appears.
9. Click the Line Spacing list arrow and select Exactly spacing from the
list.
A number, probably 10 or 12 pt, will appear in the Line Spacing At text box to the  Quick Reference
right. The Line Spacing At text box allows you to specify the exact amount of line To Change Paragraph Line
spacing you want. Format the paragraph with triple line spacing, so enter 36 pt (12 Spacing:
pt
to a line  3 = 36 pt). 1. Select Format 
10. In the Line Spacing At text box type 36. Paragraph from the
menu to open the
11. Click OK. Paragraph dialog box.
The selected paragraph is formatted with 36 pt line spacing. 2. Click the Line Spacing
12. Click the Undo button to undo the previous paragraph formatting list arrow and select the
spacing option you want
command. to use (Single, 1.5 lines,
The selected paragraph’s line spacing returns to 1.5 line spacing. Double, At least, Exactly,
13. Save your work. or Multiple).

 2005 Velsoft Interactive, Inc.

 Chapter 3: Formatting Characters and Paragraphs 109

Lesson 3-10: Formatting

Spacing Between Paragraphs
Figure 3-21
You can format spacing
Enter the amount of before and after
space you want to paragraphs in the
leave before the first Paragraph dialog box.
line of each selected Figure 3-22
paragraph.
Enter the amount of Spacing before and after a
space you want to paragraph
leave after each
selected paragraph.

Figure 321

Spanish Conquest
Before
paragraph
The quick brown fox jumps over the lazy
Line spacing
dog. The quick brown fox jumps over the
lazy dog. The quick brown fox jumps
over the lazy dog.
After paragraph
The quick brown fox jumps over the lazy
dog. The quick brown fox jumps over the
lazy dog. The quick brown fox jumps
over
Figure 322

Adding space between the paragraphs in a document gives it structure and makes it easier to  Instructor Notes
read. You’re probably already thinking, “What’s so hard about adding space between Est. Time: 3 to 4 minutes
paragraphs? All I have to do is hit the <Enter> key a few times.” True—but sometimes you Req. File: Lesson 3D
might need more precise spacing than the <Enter> key can provide. For example, you might
Req. Lessons: Lesson 3-1,
want to add just a tad more space above or below a paragraph. That’s when you need to bring 2, 3, 4, 5, 6, 7, 8, 9
up the trusty Paragraph dialog box and adjust the spacing above or below the paragraph.
Start File: Lesson 3-10
1. If necessary, navigate to your Practice folder, open Lesson 3D and save Notes: Make sure students
the file as Month in Review. understand the difference
between paragraph spacing
If you don’t know where your practice files are located, ask your instructor for help. and line spacing.
2. Place the insertion point anywhere in the paragraph that starts with April
turned out to be.
Let’s try changing the spacing for this paragraph first.
3. Select Format  Paragraph from the menu.
The Paragraph dialog box appears. You need some space between this paragraph and
the heading immediately above it. You could use the <Enter> key to add a blank line
between the two paragraphs, but there’s a better way.

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110 Microsoft Word 2003

4. Click the up arrow to the right of the Spacing Before text box so it
displays 12 pt.
This will add 12 pt. of space before the selected paragraph. Since the font for the
selected paragraph is 12 pt. in size, 12 pt. spacing would equal a single, blank line.
5. Click OK.
The Paragraph dialog disappears, and the selected paragraph is formatted with 12pt
spacing immediately before, or above it.
6. Repeat Steps 3-5 for the two remaining body paragraphs that start with
North Shore Travel will unveil its and The three-month long search
for.
You may have noticed that there is an After text box immediately below the Before text
box in the Paragraph dialog box. That’s right, Word can also add spacing after a
paragraph.
7. Place the insertion point anywhere in the first heading paragraph, The
Month in Review, and select Format  Paragraph from the menu.
8. Click the up arrow to the right of the Spacing After text box so it
displays 6 pt.
This means you want 6 points of space to come after this paragraph.
9. Click OK.
The Paragraph dialog closes, and the selected heading is formatted with 6 pt. spacing
after it.
10. Repeat Steps 7-9 for the two remaining headings, Explore Canada
Tour Package and New Communications Director Position.
Using the Paragraph dialog box to add space between paragraphs in a document is often easier
than adding spacing with the <Enter> key—especially if you change your mind and want to
modify how much space is between paragraphs. You only need to select the paragraphs whose
paragraph spacing you want to change and then modify the paragraph spacing using the
Paragraph dialog box. That way, you don’t have to hunt down each and every paragraph mark.
 Quick Reference
To Adjust the Space above
a Paragraph:
1. Select Format 
Paragraph from the
menu to open the
Paragraph dialog box.
2. Specify how much space
you want in the Spacing
Before box.
To Adjust the Space below
a Paragraph:
1. Select Format 
Paragraph from the
menu to open the
Paragraph dialog box.
2. Specify how much space
you want in the Spacing
After box.

 2005 Velsoft Interactive, Inc.

 Chapter 3: Formatting Characters and Paragraphs 111

Lesson 3-11: Creating

Bulleted and Numbered Lists
Things to buy: Figure 3-23
Peas An example of a bulleted
Corn list
Cod-liver Oil Figure 3-24
Bulleted List An example of a
Figure 323 numbered list
Figure 3-25
The Bulleted tab under the
How to turn on my computer: Bullets and Numbering
Take a deep breath. dialog box
Press ON. Figure 3-26
Wait. Figure 325
The Numbered tab under
the Bullets and Numbering
Numbered List dialog box
Figure 324

Select Restart numbering if you  Instructor Notes

want list numbering to start over Est. Time: 4 to 7 minutes
at 1.
Req. File: Lesson 3
Select Continue previous list if
you want to continue the previous Req. Lessons: Lesson 3-1,
list. For example, if the last 2, 3, 4, 5, 6, 7, 8, 9, 10
number in the previous list is 3, Start File: Lesson 3-11
this list starts with 4.
Figure 326
Notes: Word will
automatically number or
continue a list unless you
You can make lists more attractive and easier to read by using bulleted lists. In a bulleted list, turn off the AutoFormat
each paragraph is preceded by a bullet: a filled in circle or other character (), not the type of option. Select Tools 
bullet you load in a gun. Use bulleted lists when it doesn’t matter what order the items in the AutoCorrect from the menu,
list are in. and turn off the automatic
bulleted and numbered lists.
When the order of the items in a list does matter, try using a numbered list. Numbered lists are
great when you want to present step-by-step instructions (like in this book!). When you work
with a numbered list, Word takes care of the numbering for you—you can add or delete items
in a list and they will always be numbered correctly.

1. Select the entire list at the end of the document, beginning with Written
formal client correspondence, ending with Updating North Shore Bullets button
Travel’s future web site.
With the current formatting, it’s difficult to distinguish this as a list. Add some bullets
to make it more distinctive.

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112 Microsoft Word 2003

2. Click the Bullets button on the Formatting toolbar.

Bullets appear in front of each listed item. Make the list stand out more by indenting it
Increase Indent from the rest of the document.
button
3. With the same list still selected, click the Increase Indent button on the
formatting toolbar.
The selected lists (or paragraphs) are indented to the right of the next tab stop. Creating
a numbered list is just as easy as creating a bulleted list.
Numbering
button 4. With the same list still selected, click the Numbering button on the
formatting toolbar.
Viola! The bulleted list is changed to a numbered list.
5. Place the insertion point at the end of the Updating North Shore
Travel’s future web site line.
6. Press <Enter> to start a new paragraph.
Notice how the new paragraph starts with the next number on the list and “inherits”
the same formatting as the paragraph before it.
7. Type North Shore Travel’s Monthly Newsletter.
8. Press <Enter> to start a new paragraph.
The paragraph starts with the next number on our list. Great, but hmmm… what if
you’ve finished your list and want to type something else?
9. Press the <Backspace> key to stop adding to the list.
The paragraph no longer has a number in front of it and is not part of the list.
You can also create a bulleted or numbered list by bringing up the Bullets and  Quick Reference
Numbering dialog box with the Formatting menu. The Bullets and Numbering dialog
To Create a Bulleted List:
box gives you many more formatting options than the simple buttons on the Formatting
toolbar.  Click the Bullets button
on the Formatting toolbar.
10. Select the entire list at the end document, beginning with Written formal Or…
client correspondence and ending with North Shore Travel’s
Monthly Newsletter. 1. Select Format  Bullets
and Numbering from the
11. Select Format  Bullets and Numbering from the menu. menu and click the
Bullets tab.
The Bullets and Numbering dialog box appears with the Numbering tab selected, as
2.
shown in Figure 3-21. Here, you can select the type of numbers or bullets you want Select
to the bulleting option
appear in your list. you want to use.
12. If necessary, click the Numbered tab. To Create a Numbered
List:
13. Click the Roman numeral numbering option (the fourth option in the
Click the Numbering
first row) and click OK. button on the Formatting
The list is numbered with Roman numerals. toolbar.
Or…
14. Save your work.
1. Select Format  Bullets
and Numbering from the
menu and click the
Numbering tab.
2. Select the numbering
option you want to use.

 2005 Velsoft Interactive, Inc.

 Chapter 3: Formatting Characters and Paragraphs 113

Lesson 3-12: Adding Borders

to Your Paragraphs
Line Add Figure 3-27
Weight Borders
The Tables and Borders
toolbar has several
Line Style Border Shading Color buttons for adding and
Figure 327 Color formatting borders.
Figure 3-28
The table with the
modified borders
Add borders from
one of the preset Select the
settings… borders’ line
or by clicking the style.
sides of the diagram Select the
 Instructor Notesthe
or clicking borders’ line
border buttons to color.
Est. Time: 4 to 6 minutes Select the
add or remove the
Req. File: Lesson 3
currently selected borders’ line
Req. Lessons: Lesson 3-1,
border(s). width.
2, 3, 4, 5, 6, 7, 8, 9, 10, 11 Figure 328
Start File: Lesson 3-12
Notes: Emphasize the
difference between
paragraph borders and
underlining text: borders are Borders are lines you can add to the top, bottom, left, or right of
applied for the entire paragraphs. Borders make paragraphs stand out and are great for
paragraph, while underlining emphasizing headings. Like just about every formatting command in
only is applied to selected Microsoft Word, you can add borders to your documents in one of two
text. ways: By using the Formatting or Tables and Borders toolbar (fast and
Borders can be applied in easy method), or by selecting Format  Borders and Shading from the
ways that underlining text menu (a slow but powerful method). We’ll format several paragraphs
can’t, such as a vertical line, using both methods in this lesson.
or a line above a paragraph.

1. Select the heading The Month in Review, click the Border button
arrow ( ) on the Formatting toolbar, and select the Bottom Border
(located in the third column of the second row).
A single, thin border appears at the bottom of the selected paragraph.
If you want to do anything more than add a simple line to a paragraph, you will need to
summon the Tables and Borders toolbar or open the Borders and Shading dialog box
by selecting Format  Borders and Shading from the menu. Let’s try using the Tables Borders button
and Borders toolbar to format the border we just added. Other Ways to Add a
Border to a Paragraph:
 Select Format 
Borders and Shading
from the menu and click
where you want to add
the border on Preview
diagram.

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114 Microsoft Word 2003

2. Right-click any toolbar and select Tables and Borders from the shortcut
menu.
You could also have selected View  Toolbars  Tables and Borders from the menu to
display the toolbar. The Tables and Borders toolbar appears, as shown in Figure 3-27.
The Tables and Borders toolbar has a Border button (just like the Formatting toolbar)
that you can use to add or remove borders from your paragraphs. It also has several
additional buttons you can use to change the style, size, and color of a border.
NOTE: If your pointer changes to a pencil ( ), it means you have to turn off the Draw
Table tool. Just click the Draw Table button on the Tables and Borders
toolbar.
3. With the same paragraph selected, click the Line Weight list from the Quick Reference
Tables and Borders toolbar and select the 3 pt. option. To Add a Border to a
Adding a
Border in the Now reapply the bottom border and see what happens. Paragraph:
Preview 4. Repeat Step 1 to apply a 3 pt. bottom border to The Month in Review 1. Select Format  Borders
Section and Shading from the
heading paragraph.
menu and click the
The heading paragraph’s border changes to the thicker 3 point line weight. Borders tab.
We’ll add a border to the next heading with the other method for adding and formatting
2. Click the side(s) (top,
paragraph borders—by using the Borders and Shading dialog box. bottom, left, and/or right)
5. Select the Explore Canada Tour Package text and select Format of the Border Preview
Borders and Shading from the menu. area where you want to
apply the borders.
The Borders and Shading dialog box appears, with the Borders tab selected, as shown
Or…
in Figure 3-28.
 Click the Border button
6. Click the Width list arrow and select 1½ pt. arrow on the Formatting
This will give you a thinner border. Notice that there are also lists in the Borders and
toolbar and select the
Shading dialog box that let you change the style and color of a border. border you wish to add.
On the right side of the Borders and Shading dialog box is the Preview section. To TheSummon the Tables
Preview section is a “model” paragraph. By clicking the top, bottom, left and/orand right,
Borders toolbar:
you can add borders above, below, and to the left and right of your paragraph.  Right-click any toolbar
7. Click the bottom of the page in the preview section of the Bordersand select Tables and
and Shading dialog box. Borders from the shortcut
menu, or select View 
A line appears under the model paragraph, showing you how the selected paragraph Toolbars  Tables and
will look once it has a border below it. Borders from the menu.
8. Click OK to close the dialog box. To Format the Style of a
The selected paragraph, “Explore Canada Tour Package” now has a border under it. Line:
Border
9. Select the heading New Communications Director Position and select Select Format  Borders
Format  Borders and Shading from the menu. and Shading from the
menu and select the
So far, you’ve been adding borders underneath paragraphs. You can also add borders to
formatting options.
the left, right, and/or top of a paragraph by clicking on the Preview diagram where you
want to add the borders—or you can select one of the preset border settings: Or…
 Format the border using
10. Click the Box option under Setting, then click OK. the Tables and Borders
The selected paragraph is surrounded by a box—borders on the left, right, top, andtoolbar.
bottom.

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 Chapter 3: Formatting Characters and Paragraphs 115

Lesson 3-13: Adding Shading

and Patterns
Fill Color Figure 3-29
Select the fill color you want The Shading tab of the
for the shading or click None Border and Shading dialog
to remove the shading color. box.
Shade Figure 3-30
Click the shading style you
want to apply "over" the fill The paragraph with the
new shading formatting.
color. Click Clear to apply
only the fill color (no pattern
color). Click Solid to apply
only the pattern color (no fill
Color
color).a color for the lines and
Click  Instructor Notes
dots in the selected shading Figure 329
Est. Time: 2 to 4 minutes
pattern. The Color box is
unavailable if you click Clear Req. File: Lesson 3
in the Style box. Req. Lessons: Lesson 3-1,
2, 3, 4, 5, 6, 7, 8, 9, 10, 11,
12
Start File: Lesson 3-13
Notes: The rules for
paragraph borders also apply
Add shading to a to paragraph colors. Any
paragraph by color or pattern is applied to
selecting the the entire selected
paragraph(s) and paragraph.
selecting the color
you want to add
from the Shading
button.

Figure 330

Adding shading, colors, and patterns to a paragraph is similar to adding borders. Just select
the paragraph, then select the shading options you want to apply from either the Tables and Shading Color
Borders toolbar or from the Borders and Shading dialog box from the menu and clicking the button
Shading tab. This lesson will give you some practice adding colors, shading, and patterns to Other Ways to Apply
your table. Shading:
 Select Format 
1. Select the The Month in Review heading. Borders and Shading
This is where you want to apply shading. from the menu, click the
2. Click the Shading Color button arrow on the Tables and Borders Shading tab, and
specify the shading
toolbar.
options.
A color palette appears below the Shading button.

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116 Microsoft Word 2003

3. Select the yellow color.

The selected paragraph is shaded with a yellow color. As with adding borders, you can
also apply shading to a paragraph using the Borders and Shading dialog box.
4. Select the Explore Canada Tour Package heading, select Format 
Borders and Shading from the menu, and click the Shading tab.
The Shading tab of the Borders and Shading dialog box appears, as shown in Figure 3-
29. The Borders and Shading dialog box gives you more colors, patterns, and shading
options than the Shading toolbar.
5. Click the Style list, scroll all the way down to familiarize yourself with the
available shading and patterns, and then scroll back up. Select the 10%
option and click OK.
The Borders and Shading dialog box closes, and Word formats the selected paragraph
with the specified 10% shading.
The Borders and Shading dialog box closes and the selected paragraph is shaded in
yellow. Now that you understand how to apply shading to a paragraph, undo the ugly
shading you added to the paragraphs.
6. Click the Undo button twice to undo the last shading commands.
Since we’re finished working with borders and shading for now, you can hide the
Tables and Borders toolbar.
7. Hide the Tables and Borders toolbar by right-clicking any toolbar and
selecting Tables and Borders from the shortcut menu, then save your
work.
8. Close the Month in Review document.

 Quick Reference
To Add Shading to a
Paragraph:
1. Select the paragraph(s)
you where you want to
apply the shading or
patterns.
2. Click the Shading Color
button arrow on the
Tables and Borders
toolbar and select the
color you want to apply.
Or…
Select Format  Borders
and Shading from the
menu, click the Shading
tab and select a shading
option.

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 Chapter 3: Formatting Characters and Paragraphs 117

Chapter 3 Review

Lesson Summary
Formatting Characters using the Toolbar
 To Bold Text: Click the Bold button on the Formatting toolbar or press <Ctrl> + <B>.
 To Italicize Text: Click the Italics button on the Formatting toolbar or press <Ctrl> + <I>.
 To Underline Text: Click the Underline button on the Formatting toolbar or press <Ctrl> + <U>.
 To Change Font Size: Select the pt. size from the Font Size list on the Formatting toolbar.
 To Change Font Type: Select the font form the Font list on the Formatting toolbar.

Using the Format Painter

 The Format Painter lets you copy character and paragraph formatting and apply or paste the
formatting to other characters and paragraphs.
 To Copy Formatting with the Format Painter: Select the text, paragraph, or object with the
formatting options you want to copy. Click the Format Painter button on the Standard toolbar and
drag the Format Painter pointer across the text or paragraph where you want to apply the copied
formatting options.
 To Copy Selected Formatting to Several Locations: Select the text, paragraph, or object with
the formatting options you want to copy. Double-click the Format Painter button to apply
formatting to several locations. Drag the Format Painter pointer across the text or paragraph where
you want to apply the copied formatting options. Click the Format Painter button again when
you’re finished.

Using the Font Dialog Box

 Formatting characters with the Font dialog box isn’t as fast or easy as using the Formatting toolbar
but it offers more formatting options.
 To Open the Font Dialog Box: Select Format  Font from the menu. Specify the font formatting
options in the Font dialog box and click OK.
 To Change a Font’s Color: Click the Font Color button arrow on the Formatting toolbar and
select the color.

Changing Paragraph Alignment

 To Left-Align a Paragraph: Click the Align Left button on the Formatting toolbar or press <Ctrl>
+ <L>.
 To Center a Paragraph: Click the Center button on the Formatting toolbar or press <Ctrl> + <E>.
 To Right-Align a Paragraph: Click the Align Right button on the Formatting toolbar or press
<Ctrl> + <R>.
 To Justify a Paragraph: Click the Justify button on the Formatting toolbar or press <Ctrl> + <J>.
 To Align a Paragraph with the Paragraph dialog box: Select Format  Paragraph from the
menu and select the paragraph alignment from the Alignment list.

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118 Microsoft Word 2003

Indenting Paragraphs
 To Indent a Paragraph: Click the Increase Indent button on the Formatting toolbar, or click and
drag the Left Indent marker on the ruler, or select Format  Paragraph from the menu and enter
how much you want the paragraph indented in the Indentation section.
 To Decrease an Indent: Click the Decrease Indent button on the Formatting toolbar.
 To Right Indent a Paragraph: Click and drag the Right Indent marker on the ruler, or select
Format  Paragraph from the menu and enter the Right indentation amount.

Special Indents
 Hanging Indents (Using the Paragraph Dialog Box): Select Format  Paragraph from the
menu, and select Hanging from the Special box in the Indentation section. Enter the amount of the
hanging indent in the At box, and click OK.
 Hanging Indents (Using the Ruler): Click and drag the Hanging Indent marker on the ruler.
 To Indent Only the First Line of a Paragraph (Using the Paragraph Dialog Box): Select
Format  Paragraph from the menu, and select First line from the Special box in the Indentation
section. Enter the amount of the hanging indent in the By box, and click OK.
 To Indent Only the First Line of a Paragraph (Using the Ruler): Click and drag the First Line
Indent marker on the ruler.

Setting Tab Stops with the Ruler

 Tab stops can be aligned to the left, center, right, and to decimal points.
 To Add a Tab Stop: Click on the ruler where you want to add the tab stop or select Format  Tabs
from the menu and specify where you want to add the tab stop(s).
 To Change the Tab Alignment: Click the Tab selector box on the ruler until you see the type
of tab you want to use (left, center, right, decimal and bar) and then follow the previous steps to
add the tab stop.
 To Adjust a Tab Stop: Click and drag the tab stop to the desired position on the ruler.
 To Remove a Tab Stop: Drag the tab stop from the ruler.

Adjusting and Removing Tabs, and Using the Tabs Dialog Box
 To Adjust a Tab Stop: Click and drag the tab stop to the desired position on the ruler.
 To Remove a Tab Stop: Drag the tab stop from the ruler.
 To Use the Tabs Dialog box: Open the Tabs dialog box by selecting Format  Tabs from the
menu.
 To Add a Leader to a Tab Stop: Select Format  Tabs from the menu to open the Tabs dialog box
and select the Leader you want to use from the Tabs dialog box.

Formatting Paragraph Line Spacing

 To Change Paragraph Line Spacing: Select Format  Paragraph from the menu, click the Line
Spacing list arrow and select the spacing option you want to use (Single, 1.5 lines, Double, At
least, Exactly, or Multiple).

Formatting Spacing between Paragraphs

 To Adjust the Space above a Paragraph: Select Format  Paragraph from the menu and specify
how much space you want in the Spacing Before box.
 To Adjust the Space below a Paragraph: Select Format  Paragraph from the menu and specify
how much space you want in the Spacing After box.

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 Chapter 3: Formatting Characters and Paragraphs 119

Creating Bulleted and Numbered Lists

 To Create a Bulleted List: Click the Bullets button on the Formatting toolbar, or select Format 
Bullets and Numbering from the menu, click the Bullets tab, and select the bulleting option you
want to use.
 To Create a Numbered List: Click the Numbering button on the Formatting toolbar, or select
Format  Bullets and Numbering from the menu, click the Numbering tab, and select the
numbering option you want to use.

Adding Borders to Your Paragraphs

 To Add a Border to a Paragraph: Select Format  Borders and Shading from the menu, click
the Borders tab, and click the side(s) (top, bottom, left, and/or right) of the Border Preview section
where you want the borders to appear. You can also add borders by clicking the Border button
arrow on the Formatting toolbar and selecting the border you wish to add.
 To Summon the Tables and Borders toolbar: Right-click any toolbar and select Tables and
Borders from the shortcut menu, or select View  Toolbars  Tables and Borders from the menu.
 To Format the Style of a Border Line: Select Format  Borders and Shading from the menu and
select the formatting options. Or, format the border using the Tables and Borders toolbar.

Adding Shading and Patterns

 To Add a Shading to a Paragraph (Toolbar): Select the paragraph(s) where you want to apply
the borders, click the Shading Color button arrow on the Tables and Borders toolbar, and select
the color you want to apply.
 To Add a Shading to a Paragraph (Menu): Select Format  Borders and Shading from the
menu, click the Shading tab, and select a shading option.

Your Organization’s Name Here

 Chapter 4:
Formatting Pages
Chapter Objectives:  Prerequisites
 Changing a document’s margins  Windows basics:
working with the mouse,
 Creating headers and footers menus, and dialog
boxes
 Changing page orientation between portrait and landscape
 How to select text
 Previewing a document  How to switch between
 Controlling where the page breaks Normal and Print
Layout View
 Adding section breaks and applying multiple page formats
 Printing envelopes
Chapter Task: Edit a Response Letter to a Customer
Complaint

Instead of working with characters and paragraphs, this chapter takes a step back and looks at  Instructor Notes
how to change the appearance of entire pages. When you format a page, you determine the Chapter time: 30 to 50
margins between the text and the edge of the page, the orientation of the page, and the size of minutes
the paper. These topics are covered in this chapter. This chapter also explains how to add a Notes: The lessons in this
header or footer that appears at the top or bottom of every page in your document, how to chapter show how to manage
control where the page breaks, and how to use multiple page formats. Since you will be the physical appearance of a
mastering page formatting in this chapter, you will also learn some neat Print Preview tricks, document.
such as how to view multiple pages of a document simultaneously.
Page formatting is pretty straightforward, so this chapter isn’t very long. Let’s get started…
 Lesson 4-1: Adjusting Margins
Figure 4-1 Top margin
A document’s margins
Figure 4-2 Left margin Right margin
The Margins tab in the
Page Setup dialog box
Bottom margin
Figure 41

Adjust the
document’s
margins Gutter: Add extra space to the inside
margin for bound documents
Adjusts the margins so that when you
print on both sides of the page, the inside
margins of facing pages are the same
width, and the outside margins are the
same width
Applies the margin setting to the whole
document or the current section

Figure 42
Make the current margins the
default for all documents

 Instructor Notes You’re probably already aware that margins are the empty space between a document’s text
Est. Time: 2 to 3 minutes and the left, right, top, and bottom edges of a page. Word’s default margins are 1-inch margins
Req. File: Lesson 4A at the top and bottom, and 1.25 inch margins to the left and right. You can also change the
default margins if Word’s are not to your liking—for example, many people have their default
Req. Lessons: None
margins all set at 1 inch.
Start File: Lesson 4-1
Notes: Although it’s not This lesson explains how to change a document’s margins. There are many reasons to change
recommended, due to its the margins for a document: to make more text fit on a page, for binding documents, or for
inaccuracy, you can also leaving a blank area on a document for notes. It’s important that you don’t confuse adjusting a
adjust the margins on a page document’s margins with adjusting a paragraph’s indentation. Changing a document’s margins
by clicking and dragging the effects the entire document and every paragraph in it. Changing a paragraph’s Indentation
left or right margin line on the indents only the selected paragraph(s)—it doesn’t affect the rest of the document.
ruler.
1. Start Microsoft Word, open the document named Lesson 4A, and save it
as Complaint Letter.
Word is a little bit inconsistent when you format pages, because the Page Setup dialog
box is located under the File menu, not the Format menu.
 Chapter 4: Formatting Pages 123

If you intend to bind

a document and
require extra space Word’s default
for the plastic margins are 1 inch
bindings, use the on the top and
Gutter setting on the bottom and 1.25
Margins tab. inches on the left
and right.
2. Select File  Page Setup from the menu. Click the Margins tab if it is
not currently in front.
The Page Setup dialog box appears, as shown in Figure 4-2. This is where you can
view and adjust the margin sizes for our document. Notice there are margins settings in
the Top, Left, Right, and Gutter boxes.
3. Type .8 in the Top Margin box or click the Top Margin box down arrow
until .8” appears in the box.
This will change the size of the top margin from 1.0 inch to 0.8 inches. Notice that the
Preview area of the Page Setup dialog box gives you a preview of what your document
will look like with your new margin settings. Now change the bottom margin.
4. Type .8 in the Bottom Margin box or press the Bottom Margin box
down arrow until .8” appears in the box, then click OK.
The Page Setup dialog box closes and the top and bottom margins are changed from
1.0 inch to 0.8 inches.
You probably have already realized the importance of margins and knowing how to adjust
them. What you may not know is that many other Windows programs, such as Microsoft
Excel and PowerPoint, also use margins. Once you have mastered changing the margins in
one program, the procedure is almost the same in other Windows programs.

 Quick Reference
To Change a Document’s
Margins:
1. Select File  Page Setup
from the menu, and click
the Margins tab.
2. Adjust the top, bottom,
left, and/or right margins
as necessary.
Or…
 Click and drag the Left or
Right margin line on the
ruler.

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124 Microsoft Word 2003

Lesson 4-2: Creating Headers

and Footers
Figure 4-3
You can insert a header
into your document.
Figure 4-4
The header and footer
toolbar, which lets you to
insert the date, time, and
page number

Figure 43
Make the header
or footer the same
as the previous
Switch Close
section
Insert an Insert the total Insert the between the header/foote
AutoText entry number of date Page header/foot r view
pages setup er

Figure 44 Insert the Format the Inserts the Show/hide Display the
page page time document previous/next
number number text header or
 Instructor Notes Documents with several pages often have information—such as the page footer
number, the
Est. Time: 4 to 6 minutes document’s title, or the date—located at the top or bottom of every page. Text that appears at
Req. File: Lesson 4A the top of every page in a document is called a header, while text appearing at the bottom of
each page is called footer. In this lesson, you will learn how to use both while you create a
Req. Lessons: Lesson 4-1
customer complaint letter. Here’s how to edit a document’s header and footer…
Start File: Lesson 4-2
Notes: Headers and footers 1. Select View  Header and Footer from the menu.
appear on every page, so
you can insert text or objects Word displays the Header area and the Header and Footer toolbar, as shown in Figure
other than those on the 4-3. Anything you type in the Header area (the outlined rectangle) will appear at the
Header and Footer toolbar. top of every page in your document. Notice that the text outside the header is dimmed,
Also, if you change one meaning you can’t edit it while viewing the Header or the Footer.
header or footer, all the Put the letter on company letterhead by typing North Shore Travel’s address in the
headers and footers are document’s header.
changed.

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 Chapter 4: Formatting Pages 125

2. Click the Center button on the Formatting toolbar, and then click the
Bold button. Type the following: North Shore Travel, click the Bold
button, and press <Enter>. Switch
Between
3. Type North Shore Travel’s address: Header and
502 Caribou Avenue<Enter>
Footer button
Duluth, MN 55802
The lines of text you typed in the Header section will appear at the top of each page in
the document. Next, add some text to the document’s footer.
Insert Date
4. Click the Switch Between Header and Footer button on the Header button
and Footer toolbar to view the document’s footer.
The Switch Between Header and Footer button takes you back and forth between a
document’s header and footer. Word displays the document’s footer. In the footer area,
you can type text you want to appear at the bottom of every page. Insert Page
5. Click the Insert Date button on the Header and Footer toolbar Number button
Clicking the Insert Date button inserts the current date at the insertion point. Don’t like
how the date is formatted? Then instead of clicking the Insert Date button, select Insert
 Date and Time from the menu and select the date format you want.
6. Press <Tab> twice, type Page, and then press <Spacebar>. Insert Number
of Pages
There are preset tab stops at the center and right of both headers and footers. By button
pressing the <Tab> key twice, you’ve moved the insertion point to the preset tab stop at
the far right margin. Now insert a page number.
7. Click the Insert Page Number button on the Header and Footer toolbar.
Word inserts the current page number. Now try something a little more advanced—
inserting the total number of pages in the document.  Quick Reference
8. Press the <Spacebar> to add a space, type of, and then press the To Add or View a
<Spacebar> once more. Document Header or
Footer:
9. Click the Insert Number of Pages button on the Header and Footer
 Select View  Header
toolbar. and Footer from the
The Insert Number of Pages button inserts the total number of pages in a document. menu.
10. Scroll to the next page. To Switch Views Between
Notice how the header and footer we added appear on the next page of the document. the Header and Footer:
You’ve finished working with headers and footers for now, so you can close the  Click the Switch
header/foot view and return to your document. Between Header and
11. Click the Close button to return to your document. Footer button on the
Header and Footer
The Header/Footer view of the document closes and you return to the document’s text toolbar.
area.
To Insert a Page Number
Great! Now you know how to add headers and footers to your documents—something very in a Header or Footer:
important if you work with multiple page documents, and even more important if you have a 1. Display the header or
supervisor that reads them. footer and position the
insertion point where you
want the page number.
2. Click the Insert Page
Number button on the
Header and Footer
toolbar.

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126 Microsoft Word 2003

Lesson 4-3: Changing the

Paper Orientation and Size
Figure 4-5 Select
Comparison of portrait and from
landscape page several
orientations preset
paper
Figure 4-6 sizes…
Select the
The Paper size options in page …or
the Page Setup dialog box specify
orientation.
the paper
size by
entering its
height and
width.

Figure 45 Figure 46

 Instructor Notes Every document you print uses one of two different types of paper orientations: Portrait and
Est. Time: 4 to 6 minutes Landscape. In Portrait orientation, the paper is taller than it is wide—like a portrait painting.
Req. File: Lesson 4A In Landscape orientation, the paper is wider than it is tall—like a painting of a landscape.
Most documents are printed using Portrait orientation. However, there are times you may
Req. Lessons: Lesson 4-1,
want to use landscape orientation for your documents, like if you want to display a sign or
2
large, complex table.
Start File: Lesson 4-3
Notes: Try to consider how In this lesson, you will also learn how to print on different paper sizes. People normally print
you want your document to on standard Letter-sized (8½  11) paper, but Word can also print on other paper sizes, such
be printed before you start as Legal-sized (8½  14) and other custom-sized paper. This means that you can use Word
working on it. Also, consider not only to print letters, but also postcards, tickets, flyers, and any other documents that use a
your printer’s printing non-standard paper size. Here’s how to change a document’s paper orientation and size…
capabilities before you
decide on a paper size. 1. Select File  Page Setup from the menu.
The Page Setup dialog box appears. The page orientation settings are located on the
Margins tab.
2. If necessary, click the Margins tab.
The Margin tab appears, as shown in Figure 4-6.
3. In the Orientation area, click the Landscape option.
Notice how the preview area displays how your document will look with the new page
orientation settings.
4. Click OK.
The Page setup dialog box closes, and the document is changed from portrait to
landscape orientation. Since this is a business letter, it really should be formatted in
portrait orientation, so undo your paper orientation changes:
5. Click the Undo button to undo our orientation changes.
Most documents and letters are Letter (8½”  11”) sized. There are times, however,
when you may find it necessary to create a document on irregular sized paper. You can
Undo button adjust the page size on the Page Size tab on the Page Setup dialog box.

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 Chapter 4: Formatting Pages 127

6. Select File  Page Setup from the menu and click the Paper tab.
The Page Setup dialog box appears.
7. Click the Paper size arrow and select Legal.
Notice how the Preview section displays what our paper size changes will look like. If
you had clicked OK at this point, our document would be reformatted for Legal (8½ 
14 in) paper size. You may have already noticed the most common paper size options
are listed in the Paper size list, but what if you’re working with a paper size that isn’t
listed? Say, for example, a card? No problem—Word lets you enter the paper’s width
and height for custom paper sizes.
8. Click the Width text box’s down arrow until it displays 5.0”.
Notice how the Preview area shows how our document will look on paper that is 5
inches wide. Now try adjusting the paper’s height:
9. Click the Height text box’s down arrow until it displays 4.5”.
There! Your document is formatted to fit on paper that is 5.0”  4.5”.
NOTE: Word may support all kinds of paper sizes, but your printer may not. Make
sure your printer can handle the paper size you’re using before printing,
unless you want to have a paper jam (or worse).
Since you are working with a standard business letter in this lesson, Letter (8.5”  11”)
is fine, so cancel our paper size changes:
10. Click Cancel to cancel the paper size changes.
Knowing how to change the orientation of a document is another skill that can be used with
many other Windows-based programs. Word documents normally use Portrait orientation, but
other Windows programs may use Landscape orientation as their default, such as Microsoft
PowerPoint.
 Quick Reference
To Change a Page’s
Orientation:
1. Select File  Page Setup
from the menu, and click
the Margins tab.
2. In the Orientation section
select either the Portrait
or Landscape option.
To Change the Paper Size:
1. Select File  Page Setup
from the menu, and click
the Paper tab.
2. Click the Paper Size list
arrow to select from a list
of common paper sizes.
Or…
Adjust the paper size
manually by entering the
paper’s size in the Width
and Height text boxes.

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128 Microsoft Word 2003

Lesson 4-4: Previewing a

Document
Figure 4-7
You can view multiple
pages in Print Preview
mode.
Figure 4-8
Two pages have been
shrunk to fit on one page
Figure 4-9
The Print Preview toolbar

Figure 47
 Instructor Notes Click and drag to display
multiple pages Figure 48
Est. Time: 3 to 5 minutes
Req. File: Lesson 4A
Req. Lessons: Lesson 4-1, View one Display View in Full
Print page Zoom the ruler Screen mode
2, 3
level
Start File: Lesson 4-4
Notes: Print Preview is great
for seeing how the document Toggle between View Shrink to Exits preview
will appear before it prints, Magnifying View, multiple fit and returns to
but you must close out of where you can pages the previous
Print Preview to make zoom in and out view
changes to a document. using the49tool, and
Figure
Editing View
Before sending a document to the printer, it is a good idea to display the document on the
Print Preview computer screen using the Print Preview command. Print Preview allows you to check how
button your document will look before it is printed. You may catch some mistakes you didn’t realize
Other Ways to Preview a you had—for example, if your document is two pages long instead of one. Therefore, you can
Document: correct them before you waste time, paper, and your printer’s ink by printing your document.
 Select File  Preview This lesson examines the Print Preview command in-depth. You will learn how to view
from the menu. multiple pages at once, how to edit a document in Print Preview mode, and how to use the
Print Preview’s neat Shrink to Fit feature to prevent a document from flowing onto an
addition printed page. Here’s how to preview a document…

Magnifier 1. Click the Print Preview button on the Standard toolbar.

button
The document appears in Print Preview mode, as shown in Figure 4-7. So far, you have
only previewed a single page at a time. You can preview multiple pages at the same
time by clicking the Multiple Pages button.
2. Click the Multiple Pages button on the Print Preview toolbar and drag
to the grid to display two pages.
Multiple Pages
button Find the previewed pages too small to read? You can get a close-up view of any page
by using the magnifier button.

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 Chapter 4: Formatting Pages 129

3. Click the top of the first page with the pointer.

Word magnifies the top of the first page of the document, allowing you to read the text.
If you see a mistake, you can edit the document in the Preview window.
4. Click the Magnifier button on the Print Preview toolbar to enter editing
Shrink to Fit
mode. button
The Magnifier button un-shades and the pointer changes to a , indicating that you
can now edit text.
5. Move the insertion point to the very end of the line Subject: Customer
Complaint. One Page
button
Now return to Magnifying mode.
6. Click the Magnifier button on the Print Preview toolbar to exit editing
mode.
The Magnifier button shades and the pointer changes to a .
7. Move the pointer anywhere over the page and click the left mouse
button.
The Preview window zooms back so that you can see both pages of the letter again.
Notice how there are only a few lines on the second page? Sandra would like her letter
to fit on only one page.
 Quick Reference

8. Click the Shrink to Fit button on the Print Preview toolbar. To Preview Multiple Pages
on the Screen:
The font size in our letter is slightly reduced so it will fit on a single page.
1. Click the Print
NOTE: Using Shrink to Fit to adjust two pages so they fit on one page works great Preview button on the
when the there are only a few lines of text on the second page. Shrink to Fit Standard toolbar.
doesn’t work as well or may not work at all when there is a large amount of Or…
text on the second page. Select File  Print
Since there is only one page in the document, it doesn’t make sense to view Sandra’s Preview from the menu.
letter in Multiple Page mode. 2. Click the Multiple
9. Click the One Page button on the Print Preview toolbar to preview a Pages button and drag
single page at a time. to select how many pages
you want to preview.
10. Click the Close button to exit Print Preview mode. To Prevent a Document
11. Save your changes and close the Complaint Letter. from Flowing onto an
Additional Printed Page
(Shrink to Fit):
1. Click the Print
Preview button on the
Standard toolbar.
Or…
Select File  Print
Preview from the menu.
2. Click the Shrink to Fit
button while in Print
Preview mode.
Shrink to Fit will work only
if a small amount of text
appears on the last page
of a short document.

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130 Microsoft Word 2003

Lesson 4-5: Controlling Where

the Page Breaks
Figure 4-10
The Keep with
The Paragraph dialog box next option keeps
with the Line and Page
this paragraph on
Breaks tab displayed. See
Table 4-4: Paragraph Line the same page as
and Page Break Options the next paragraph.
on the following page for a
description of the available
options.
Figure 4-11
Examples of different line
and page break options
The Page break
Figure 410 before option
inserts a page
break before this
paragraph.

Figure 411
 Instructor Notes This lesson explains how to control exactly where the page breaks in a document.
Est. Time: 4 to 6 minutes
Req. File: Lesson 4B 1. Open the document named Lesson 4B and save it as Page Breaks.
Req. Lessons: None Let’s try inserting a manual page break.
Start File: Lesson 4-5 2. Move the insertion point to the very beginning of the Assessment
Notes: Page breaks are very heading and insert a page break by pressing <Ctrl> + <Enter>.
easy to use. Print Preview is Word inserts a page break at the insertion point, and the Assessment heading appears at
especially helpful to see if the the top of the second page in the document. Look at the end of the second page—the
breaks work the way that you Hardware subheading is orphaned from the paragraph it belongs with, which appears
want them to. on the third page. You can fix this problem by telling Word to keep the heading with
the following paragraph—here’s how:
Click the Show/Hide button to
see where a break is inserted 3. Place the insertion point in the Hardware heading, select Format 
in a page. Paragraph from the menu, and click the Line and Page Breaks tab.
The Paragraph dialog box appears with the Line and Page Breaks tab in front, as shown
in Figure 4-10. The Line and Page Breaks tab lets you control how the page breaks.
Table 4-4: Paragraph Line and Page Break Options describes the various options listed
on the Line and Page Break Options tab.
4. Click the Keep with next checkbox and click OK.
The Keep with next option prevents a page break between the selected paragraph and
the following paragraph.

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 Chapter 4: Formatting Pages 131

You can also use the Line and Page Breaks tab of the Paragraph dialog box to insert a
page break before a selected paragraph. This is especially useful for headings.
5. Place the insertion point in the System Strategies heading at the end of
the first page, and select Format  Paragraph from the menu.
We’re back at the Line and Page Breaks tab of the Paragraph dialog box.
6. Click the Page break before checkbox and click OK.
The dialog box closes and a page break appears before the System Strategies heading,
so now it appears at the top of the document’s third page. Page Break
It’s easy to remove a paragraph’s line and page break options—simply select the Indicator
paragraph, select Format  Paragraph from the menu, click the Line and Page Breaks
tab and add or remove the checks from the appropriate check boxes. Removing a
manual page break, like the one we inserted back in Step 2, isn’t much harder—here’s
how to delete a manual page break.
7. Switch to Normal View by clicking the Normal View button on the
horizontal ruler at the bottom of the screen.
Although you don’t necessarily have to be in Normal View to delete a page break, page
breaks are visible in Normal View, and are therefore much easier to delete.
8. Press <Ctrl> + <Home> to move to the beginning of the document.
Since you’re in Normal View, you can easily stop the manual page break you inserted.
9. Place the insertion point on the line that contains the Page Break and
press the <Delete> key.
 Quick Reference
The page break is deleted.
To Insert a Manual Page
10. Switch back to Print Layout View by clicking the Print Layout View Break:
button at the bottom of the screen.
 Place the insertion point
where you want to insert
Table 4-4: Paragraph Line and Page Break Options the page break and press
Option Description <Ctrl> + <Enter>.
Window/Orphan control Prevents Word from printing the last line of a paragraph by itself at the top To Delete a Page Break:
of a page (widow) or the first line of a paragraph by itself at the bottom of a  Place the insertion point
page (orphan). This option is selected by default. on the line that contains
the page break and press
Keep with next Prevents the page from breaking between the selected paragraph and the
the <Delete> key.
following paragraph
 It's easier to delete a
Keep lines together Prevents the page from breaking within a paragraph page break if you’re in
Normal View.
Page break before Inserts a page break before the selected paragraph. This is a good option
To Adjust the Line and/or
for major headings.
Page Break Settings for a
Suppress line numbers This prevents line numbers from appearing next to selected paragraphs if Paragraph:
the Line Numbering option is on. This setting has no effect in documents or 1. Select the paragraph and
sections with no line numbers. select Format 
Paragraph from the
Don’t hyphenate Excludes a paragraph from automatic hyphenation
menu and click the Line
and Page Break tab.
2. Select the line and/or
page break options for the
selected paragraph and
click OK.

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132 Microsoft Word 2003

Lesson 4-6: Working with Section Breaks

and Multiple Page Formats
Figure 4-12
The Break dialog box.
Table 4-5: Types of Breaks
describes the different
types of breaks.
Figure 4-13
You can apply different
page formats to the same Figure 412
document using section
breaks.

Figure 413

 Instructor Notes By now, you should know how to adjust a document’s margins, paper orientation (portrait or
Est. Time: 4 to 6 minutes landscape), and paper size. What happens if you want to use different margin or orientation
Req. File: Lesson 4B settings in the same document? For example, what do you do if you want one page of your
document to appear in portrait orientation and another to appear in landscape orientation? You
Req. Lessons: Lesson 4-5
can apply different page formatting in the same document by using a section break. A section
Start File: Lesson 4-6 break allows you to use different page formatting elements—such as the margins, page
Notes: Emphasize the orientation, headers and footers, and sequence of page numbers—in the same document. This
different types of section lesson explains how to apply section breaks to use different page formats in the same
breaks you can insert in a document.
page. They are simple, yet
they allow some very First, you need to specify where you want to insert a section break.
advanced looking formatting
to be applied to the 1. Move the insertion point to the very beginning of the Assessment
document. heading.
This is where you want to insert a section break.
2. Select Insert  Break from the menu.
The Break dialog box appears, as shown in Figure 4-12. The Break dialog box lets you
insert page, column, and section breaks. You need to insert a section break, so you can
apply multiple page formats in the same document.
3. Under the “Section break types” section, select Next Page, and then
click OK.
Selecting the Next Page option will create a page break before the new section. See
Table 4-5: Types of Breaks for other break options. Now that you have two sections,
you can add different headers, footers, and page formatting to each section. You will be
changing the page orientation of the second section (where the insertion point is
currently located).

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 Chapter 4: Formatting Pages 133

4. Make sure the insertion point is located on the second page of the
document and select File  Page Setup from the menu. Click the
Margins tab if it isn’t currently in front.
The Page Setup dialog box appears with the Margins tab in front. Change the
orientation of the page in the second section from portrait to landscape.
5. Under the Orientation section, select Landscape. Make sure the Apply
To text box says This Section.
All the pages in the second section will have landscape orientation, while the pages in
the first section will still be portrait orientation. You can also adjust margin settings for Previous Page
pages in a section. button
6. Change the Top, Bottom, Left, and Right margins to 0.5”. Click OK.
The page in the second section is reformatted with landscape orientation and half-inch
margins.
7. Click the Print Preview button on the Standard toolbar.
Word displays the document on the screen in preview mode, giving us a better view of
the paper formatting changes you’ve made. Let’s look at the page in the previous
section.
8. Scroll up to the previous page.
Word displays the first page, in the first section, in preview mode. Notice how the page
formatting, the orientation and the margins, are unchanged.
9. Close the document without saving any changes.
You probably noticed there were other break options, besides the Next Page Section break
you used, listed under the Break dialog box. Table 4-5: Types of Breaks explains what these
other breaks are.

Table 4-5: Types of Breaks

Break Type Description
Page Break Inserts a simple page break at the insertion point.
 Quick Reference
Column Break Only used when working on a document with multiple
newspaper-type columns. Inserts a column break at the insertion To Insert a Section Break:
point. 1. Select Insert  Break
from the menu.
Next Page Section Break Inserts a section break at the insertion point and inserts a page
break so the new section starts at the beginning of a new page. 2. Select the type of break
you want to insert.
Continuous Section Break Inserts a section break at the insertion point and starts the section
immediately, without inserting a page break.
Even Page Section Break Inserts a section break at the insertion point and starts the next
section on the next even-numbered page. If the section falls on an
even-numbered page, Word leaves the next odd-numbered page
blank.
Odd Page Section Break Inserts a section break at the insertion point and starts the next
section on the next odd-numbered page. If the section falls on an
odd-numbered page, Word leaves the next even-numbered page
blank.

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134 Microsoft Word 2003

Lesson 4-7: Creating and Working with

Envelopes
Figure 4-14
The Envelope tab of the Insert an address from
Envelopes and Labels Type the the address book.
dialog box
envelope address
Figure 4-15 here. Sets envelope options
such as size, position,
The Envelope Options
and address formatting
dialog box Type the return
address here, if Displays how to feed
necessary. the envelope into your
Uncheck the printer
Omit box if your Figure 414
envelope already
has a return
Add a (postal bar
address.
code), used by the Select the size of the envelope
postal service to here (Size 10 is the most
sort and deliver common).
mail. Based on the Adjust the position of the delivery
zip codethe
Change andfont and return addresses.
address
used on line.
the delivery
address and return
address.

Figure 415

 Instructor Notes If you suffer from terrible handwriting, you can have Word address your envelopes for you.
Est. Time: 4 to 6 minutes Word is great for printing envelopes if your printer can handle envelopes. That’s a big if—
Req. File: Lesson 4C many printers don’t handle envelopes very well, and many others don’t handle envelopes at
all. The only way to really find out if you can print envelopes with your printer is by
Req. Lessons: None
consulting the manual that came with your printer. If you’ve misplaced your printer manual,
Start File: Lesson 4-7 you can try printing several envelopes with the printer to see how they come out—just be
Notes: Before doing this prepared to go through several envelopes before you find out how to feed the envelope into
lesson, make sure your the printer!
printer can print envelopes,
and that you understand how 1. Open the practice file Lesson 4C.
the printer will print the
envelopes. You want to print an envelope for this letter.
2. Select Tools  Letters and Mailings  Envelopes and Labels from
The Envelopes and Labels the menu. If the Envelope tab isn’t in front, click the Envelopes tab.
dialog box may change
according to your printer’s The Envelopes and Labels dialog box appears, as shown in Figure 4-14. Notice that
capabilities. Word automatically inserts the delivery address on the letter into the envelopes dialog
box for you. Neat!
NOTE: Word occasionally gets confused and either inserts a wrong portion of the
document in the delivery address text box or else inserts nothing—another
example of how computers still have a long way to go to catch up with even

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 Chapter 4: Formatting Pages 135

the most basic human reasoning. If Word has problems identifying the
delivery address for an envelope, simply select the delivery address before
opening the Envelopes and Labels dialog box. Or, just type the address in the
Envelopes dialog box.

Clicking the Omit checkbox prints the envelope without a return address for
preprinted envelopes.3. Move the insertion point to the Return
address text box and enter your address.
NOTE: Word uses the User Information that is saved in the Options dialog box to fill-
in the Return address box. You can change the User Information by selecting
Tools  Options from the menu, clicking the User Information tab, and
typing your address in the Mailing Address box.
Next, look at a few envelope options.
4. Click the Options button, and then click the Envelope Options tab if it
doesn’t appear in front of the dialog box.
The Envelope Options dialog box appears with the Envelope Options tab in front, as
shown in Figure 4-15. Here you can specify what size of envelope you are using, font
formatting and placement options for both the return and delivery addresses, and if you
want to include a delivery point barcode on your envelope. The Printing Options tab
lets you change how you feed envelopes into your printer.
NOTE: Expect to ruin a few envelopes the first time you try printing them! Make sure
you look at the Feed preview area on the Envelopes and Labels dialog box to
see how you’re supposed to feed envelopes into your printer. Even then,
chances are you won’t get it right the first time. When you finally do figure
out which side and direction to feed envelopes into your printer, take a blank
envelope, draw an arrow on the envelope indicating the side and direction to
feed envelopes, and keep it by your printer as a reference for the next time.
The default envelope, Size 10, is the most commonly used envelope size, so leave the
envelope size as it is. You do, however, want to include a delivery point barcode on our
envelope.
5. Click the Delivery point barcode checkbox to insert a delivery point
barcode on your envelope.
Notice a delivery point barcode is added to the envelope in the Preview area of the
dialog box. You’ve probably seen a delivery point barcode on some of the commercial
mail you’ve received. Delivery point bar codes help the post office sort and deliver
your mail faster.
6. Click the Printing Options tab.
The Printing Options tab appears in front of the dialog box. Here, you can specify
envelope-loading options.
NOTE: Before printing an envelope, verify that your printer can handle envelopes,
and what size of envelopes it will print on.

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136 Microsoft Word 2003

7. Click OK.
The Envelope Options dialog box closes and you are returned to the Envelopes and
Labels dialog box.
8. Place an envelope in your printer and click Print.
You may have to refer to your printer manual to see how to properly load an envelope
in your printer. Word prints the envelope.
9. Close the document without saving it.

 Quick Reference
To Print an Envelope:
1. Select the address if it
appears in the active
document.
2. Select Tools  Letters
and Mailings 
Envelopes and Labels
from the menu, and click
the Envelope tab if
necessary.
3. If necessary, enter the
delivery and return
address in the indicated
areas.
 Click Options to specify
what size envelope you
are using, if you want a
delivery point barcode
included, or the method
the envelope is fed into
the printer.

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 Chapter 4: Formatting Pages 137

Lesson 4-8: Arranging Text in

Multiple Columns
Figure 4-16
The Break dialog box
Inserts a manual
column break at Continuous Section Figure 4-17
the insertion point Break A continuous section
Inserts a section break allows you to use
break and starts different numbers of
the new section columns on the same
page.
immediately, Figure 417
Figure 416 without inserting Figure 4-18
a page break
The Columns dialog box

Select a common
preset column
format… Add a line
…or specify the between the
number of columns columns.
you want…  Instructor Notes
…and a measurement
for the width of each Est. Time: 3 to 4 minutes
column.
Check to creates Req. File: Lesson 4D
columns of equal Req. Lessons: None
width. Figure 418 Start File: Lesson 4-8
Up until now, you have been working with documents where the text spans the entire width of Notes: It may be easiest to
the page. Newsletters and magazines, however, often arrange text in two or more columns. work with the Show/Hide
button turned on.
This lesson explains how to arrange your document’s text in multiple columns. You will also
learn how to use multiple column formats together on the same page.

1. Open the document named Lesson 4D and save it as Newsletter.

This document is the rough draft of North Shore Travel’s quarterly newsletter. Here’s
how to arrange text in columns:
2. Click the Columns button on the Standard toolbar and drag to select 2
columns. Selecting two
columns
Word reformats the document in two columns. Notice the headline of the newsletter
appears in a column instead of spanning across the page. You can format text in Other Ways to Create
Multiple Columns:
different columns on the same page by separating the document with section breaks.
For example, a headline might appear in one column while the remainder of text on the  Select Format 
page appears in two or more columns. Columns from the
menu.
Since we want the headline to appear in a single column, we need to separate it from
the rest of the document text by inserting a continuous section break (a section break
that doesn’t cause a page break). Again, here is how to insert a section break:

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138 Microsoft Word 2003

3. Place the insertion point immediately in front of the heading “Two Nation
Vacation” and select Insert  Break from the menu.
The Break dialog box appears. You must specify that you want to insert a continuous
section break (so that the section does not cause a page break).
4. Select the Continuous option and click OK.
If you’re in Normal view, the continuous section break will appear as a double dotted
line. If you’re in Print Layout View, you won’t be able to see the continuous section
break—but it’s there. Unless you have moved the insertion point, you should be in
section two. If you’re not sure which section you’re in, take a look at the status bar at
the bottom of the screen.
5. Place the insertion point in the first section (the newsletter headline)  Quick Reference
click the Columns button, and drag to select 1 column.
To Create Multiple
The first section is formatted as one column.
Columns:
You can also create or modify multiple columns by using the Columns dialog box.
 Click the Columns
Here’s how: button on the Standard
6. Select Format  Columns from the menu. toolbar and then drag to
The Columns dialog box appears, as shown in Figure 4-18. The Columns dialog box select the number of
isn’t as fast and easy to use as the Columns button on the Standard toolbar, but it’scolumns you want.
Or…
much more flexible and lets you take advantage of special column formatting options,
such as how wide each of the columns are. You can also use the Columns dialog1.box Select
to Format  Columns
modify the column formatting for existing columns. from the menu.
Look, but don’t touch—the current column formatting is fine the way it is. When 2. Specify the number of
you’ve seen enough, move on to the next step. columns you want to
insert from the Columns
7. Click Cancel to close the Columns dialog box without making any dialog box and any
changes, and then save your work. additional formatting
options, then click OK.
To Use Different Column
Formatting on the Same
Page:
1. Place the insertion point
where you want to
separate the different
formatting options and
select Insert  Break from
the menu.
2. Select the Continuous
option and click OK.

You can now change the

column formatting options
for each section
independently of each
other.
To Modify Existing
Columns:
 Select Format  Columns
from the menu.

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 Chapter 4: Formatting Pages 139

Chapter 4 Review

Lesson Summary
Adjusting Margins
 To Change a Document’s Margins (Using the Menu): Select File  Page Setup from the menu,
click the Margins tab, and adjust the top, bottom, left, and/or right margins as necessary.
 To Change a Document’s Margins (Using the Ruler): Click and drag the Left or Right margin
line on the ruler.

Creating Headers and Footers

 To Add or View a Document Header or Footer: Select View  Header and Footer from the
menu.
 To Switch Views Between the Header and Footer: Click the Switch between Header and
Footer button on the Header and Footer toolbar.
 To Insert a Page Number in a Header or Footer: Display the header or footer and position the
insertion point where you want the page number, and then click the Insert Page Number
button on the Header and Footer toolbar.

Changing the Paper Orientation and Size

 To Change a Page’s Orientation: Select File  Page Setup from the menu, click the Margins tab,
and select Portrait or Landscape in the Orientation section.
 To Change the Paper Size: Select File  Page Setup from the menu, click the Paper tab, and
click the Paper Size list arrow to select from a list of common paper sizes. You can also change
the paper size by entering the paper’s size in the Width and Height text boxes.

Previewing a Document
 To Preview Multiple Pages on the Screen: Click the Print Preview button on the Standard
toolbar or select File  Print Preview from the menu. Click the Multiple Pages button and drag
to select how many pages you want to preview.
 To Prevent a Document from Flowing onto an Additional Printed Page (Shrink to Fit):
Preview the document, then click the Shrink to Fit button while in Print Preview mode.
 Shrink to Fit will work only if a small amount of text appears on the last page of a short document.

Controlling where the Page Breaks

 To Insert a Manual Page Break: Place the insertion point where you want to insert the page break
and press <Ctrl> + <Enter>.
 To Delete a Page Break: Place the insertion point on the line that contains the page break and
press the <Delete> key.
 It's easier to delete a page if you’re in Normal View. Switch to Normal View by clicking the Normal
View button on the horizontal ruler at the bottom of the screen, or select View  Normal from the
menu.

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140 Microsoft Word 2003

 To Adjust the Line and/or Page Break Settings for a Paragraph: Select the paragraph, select
Format  Paragraph from the menu, and click the Line and Page Break tab. Select the line and/or
page break options for the selected paragraph and click OK.

Working with Section Breaks and Multiple Page Formats

 By separating a document using section breaks, you can apply different page formatting to the
different sections.
 To Insert a Section Break: Select Insert  Break from the menu and select the type of break you
want to insert.

Creating and Working with Envelopes

 To Print an Envelope: Select the address if it appears in the active document, select Tools 
Envelopes and Labels from the menu, and click the Envelope tab if necessary. If necessary,
enter the delivery and return address in the indicated areas.
Click Options to specify what size envelope you are using, to specify if you want a delivery point
barcode included, or to specify the method the envelope is fed into the printer.

Arranging Text in Multiple Columns

 To Create Multiple Columns (Using the Toolbar): Click the Columns button on the Standard
toolbar and then drag to select the number of columns you want.
 To Create Multiple Columns (Using the Menu): Select Format  Columns from the menu.
Specify the number of columns you want to insert from the Columns dialog box and any additional
formatting options, and then click OK.
 To Use Different Column Formatting on the Same Page: Place the insertion point where you
want to separate the different formatting options and select Insert  Break from the menu. Select
the Continuous option and click OK. You can now change the column formatting options for each
section independently of each other.
 To Modify Existing Columns: Select Format  Columns from the menu.

Chapter 5:
Working with
Tables
 Prerequisites
 How to open and save
a document
 How to use menus,
toolbars, dialog boxes,
and shortcut keystrokes
 How to select text
 2005 Velsoft Interactive, Inc.
 Chapter 4: Formatting Pages 141

Chapter Objectives:
 Creating a table
 Adjusting row height and column width
 Inserting and deleting rows and columns
 Formatting a table with borders and shading
 Formatting characters and paragraphs in a table
 Splitting and merging cells in a table
 Sorting information in a table
 Performing calculations in a table
 Working with tables that span over multiple pages
Chapter Task: Create a table that tracks regional ticket
sales

Tables are great: they are ranked right up there with the spell checker as one of the neatest  Instructor Notes
word processing features. In word processing, a table isn’t something on which one eats; it’s Chapter time: 55 to 90
used to present information in an organized, attractive manner. A table neatly arranges text minutes
and data in a grid, organized by columns and rows. Once you have entered information in a Notes: Tables greatly expand
table, you can do all kinds of great things with it. For example, you can sort the information the range of options people
alphabetically or numerically; add and delete columns and/or rows; and make your table stand have to organize document
out by formatting it with a dramatic border and selecting shading, and coloring options. Tables content. They are very useful
can do so many things that many veteran word processing users routinely use them instead of for advanced page layout
tab stops to organize and layout information in an attractive, organized manner. and formatting.
As powerful as tables are, only a few word processor users seem to know how to use them
effectively, if at all. Tables are so important that this entire chapter is devoted to them and to
helping you become an expert with tables.

Your Organization’s Name Here

 Lesson 5-1: Introduction to
Tables
Figure 5-1 Table Uses
Tables are one of Word’s
most powerful features, This
and can be used in a wide information
variety of applications. appears neatly
aligned and
organized…

…because it’s
actually in a
table, which is
hidden from
view.
Align Text… January 2000
SunMonTueWedThuFriSat1234567891011121314151
6171819202122232425262728293031

Track Information…

Create Forms, Calendars,

Figure 51
and More!
 Instructor Notes Taking the time to learn how to use Microsoft Word’s table feature is definitely worth the
Est. Time: 4 to 6 minutes effort. Once you know how to create and work with tables, you will wonder how you
Notes: This lesson will managed without them. You may be surprised by the many ways in which you can use tables.
require more time for people For example, with a table you can:
who have never worked with  Align Text, Numbers, and Graphics: Tables make it easy to align text, numbers, and
tables before. graphics in columns and rows. Many users prefer using tables to align text instead of tab
stops, because text can wrap to multiple lines in a table.
Emphasize the many uses of
tables and go through table  Create a Form: You can use tables to store lists of telephone numbers, clients, and
dialog boxes with those who employee rosters.
have used tables before.  Track Information: Word’s mail merge feature actually stores information, such as
names and addresses, in a table. You can also easily copy and paste a table’s information
into a Microsoft Excel worksheet.
 Create a Publication: Tables allow you to create calendars, brochures, business cards,
and many other publications.
 Chapter Title 143

Tables are such an important feature of Word that they get their very own menu, with a lot of
options to choose from. The following table describes what each of the choices in the Table
menu is for—you’ll get a chance to try most of them throughout this chapter.

Table 5-1: The Table Menu

Command Description
Draw Table Uses a freehand pencil to draw a table and add cells, columns, or
rows.
Insert (Cells, Rows Depending on the location of the insertion point, inserts columns, rows,
Columns, Table) cells, or a new table.
Delete (Rows, Columns) Deletes the selected cells or the cell that contains the insertion point or
the selected column or row.
Merge Cells Combines several selected cells into a single larger cell.
Split Cells Splits the selected cells into a specified number of rows and columns.
Select Row Selects the row that contains the insertion point.
Select Column Selects the column that contains the insertion point.
Select Table Selects the entire table that contains the insertion point.
The Table
Table AutoFormat Automatically applies predefined formatting to a table. menu
Distribute Rows Evenly Changes the selected rows or cells to equal row height.
Distribute Columns Evenly Changes the selected columns or cells to equal column width.
Cell Height and Width Adjusts the height, width, alignment, indents, and other formatting of
rows and columns in a table.
Headings Designates the selected rows to be a table heading that is repeated on
subsequent pages if the table spans more than one page.
Convert Text to Table Converts selected text to a table, or converts the selected table to
delimited text. Text you convert to a table must include separator
characters, such as tab characters or commas.
Sort Arranges the information in selected rows or lists alphabetically,
numerically, or by date.
Formula Performs mathematical calculations on numbers.
Split Table Divides a table into two separate tables and inserts a paragraph mark
above the row that contains the insertion point.
Hide Gridlines Displays or hides dotted gridlines to help you see which cell you're
working in. Table gridlines don't print; if you want to add printable
gridlines to your table, use the Borders and Shading command located
in the Format menu.

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Lesson 5-2: Creating a Table

Figure 5-2
The Insert Table button on Click the Insert Table
the Standard toolbar button and drag to
creates a table. select how many
columns and rows
Figure 5-3
you want.
The Insert Table dialog
box
Figure 5-4
The new table

Figure 52

Figure 53

Figure 54

 Instructor Notes In this lesson, you will learn how to create a table and then enter information into it. To create
Est. Time: 3 to 6 minutes a table, you must specify how many columns (which run up and down) and rows (which run
Req. File: Lesson 5A left to right) you want to appear in your table. Cells are small, rectangular-shaped boxes
where the rows and columns of a table intersect. The number of columns and rows will
Req. Lessons: None
determine the number of cells in the table, which will determine how much information your
Start File: Lesson 5-2 table can contain. If you don’t know how many columns and rows you want in your table,
Notes: Emphasize that you take an educated guess—you can always add or delete columns and rows from a table later.
can also insert tables by
using a dialog box, which 1. Launch Word.
allows you to create a table
with more rows and columns
than the Insert Table button. 2. Find and open the Lesson 5A document and save it as Explore Canada
Table.

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 Chapter Title 145

3. Press <Ctrl> + <End> to place the insertion point at the end of the
document.
This is where you want to insert a table. Like so many other functions in Word, there
are several methods to insert a table. We’ll walk through the quickest and easiest
method—using the Insert Table button on the Standard toolbar.
4. Click the Insert Table button on the Standard toolbar, hold the mouse
button down, and then drag inside the grid to select 4 rows and 5
Insert Table
columns, as shown in Figure 5-2. Release the mouse button when you button
are finished.
Other Ways to Insert a
A blank table appears with four rows and five columns, similar to the one shown in Table:
Figure 5-4, but without any information in it. If you have trouble dragging the Insert  Select Table  Insert
Table button’s grid to create a table, you can also insert a table with the Insert Table  Table from the
dialog box, shown in Figure 5-3. Just select Table  Insert  Table from the menu to menu, enter the number
open it. of columns and rows,
Go ahead and enter some information into the new table. and click OK.
5. Place the insertion point in the first cell (the one in the upper left-hand
corner of the table) by clicking the cell.
6. Type Destination, then press <Tab> to move to the next cell.
The <Tab> moves the insertion point to the next cell in the row. Finish adding the
column headings for your table. Make sure you press <Tab> to move to the next cell.
7. Type Avg. Cost, press <Tab>, type Promotion, press <Tab>, type  Quick Reference
Projected Bookings, press <Tab>, and type Projected Income. To Create a Table:
8. Press <Tab> to move the insertion point to the first cell in the second  Click the Insert Table
row. button on the Standard
toolbar, and then drag
Pressing Tab not only moves to the next row, it inserts a new row if you are at the end inside the grid to select
of the table. That’s how you’ll add rows to complete the Winnipeg and Toronto rows in the number of columns
the next step. and rows you want.
9. Type the following text in the table. Press <Tab> after entering the text in Or…
each cell.  Select Table  Insert 
Ottawa $1,500 Yes 105 $157,000 Table from the menu,
specify the number of
Nova Scotia $1,350 Yes 60 $81,000 rows and columns you
Vancouver $1,600 No 90 $144,000 want, and click OK.

Whoops, you’ve run out of rows! Just press <Tab> to enter To Move from Cell to Cell
a new row at the end of a table. in a Table:
 Press <Tab> to move
10. Press <Tab> to create a new row. Enter the Winnipeg information and forward one field or cell,
press <Tab> again to enter a row for the Toronto information. and press <Shift> +
Winnipeg $1,200 No 50 $60,000 <Tab> to move back one
field or cell.
Toronto $1,050 No 65 $68,250
To Insert a New Row:
When you’re finished, your table should look similar to
the one in Figure 5-4.  In the bottom-right table
cell, press the <Tab> key.
11. Save your work.
To Delete Text in a Cell:
Congratulations! You’ve created your first table! Sorry for all the typing you had to do in this  Select the cell(s) and
lesson, but now you have an idea of how easy tables make it to enter and present information. press the <Delete> key.
Now that you know how to create a table, you will appreciate the upcoming lessons where
you learn how to add and delete columns and rows, how to format the table, and even how to
perform calculations based on the information in a table.

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Lesson 5-3: Working with a

Table
Figure 5-5
Techniques for selecting a
table’s cells, rows, and
columns
Figure 5-6 Select a Single Cell Select a Column Select a Row Select Several Cells
The Tables and Borders Click the left edge of Click the column's Click to the left of Drag across the cell, row,
toolbar (your Tables and the cell. top border (the the row. or column; or select a
Borders toolbar may be in pointer will change single cell, row, or
a different shape) to a ). column, and then hold
down <Shift> while you
Select the entire table by click another cell, row, or
clicking the next to the column.
table (must be in Print
Figure 55 Layout View).
Distribute Sort
Split Cells Rows Descendin
 Instructor Notes Draw table Evenly Change g
Est. Time: 3 to 5 minutes tool Border Add Insert Table Text
(Freehand) Width Borders Direction
Req. File: Lesson 5B
Req. Lessons: None
Start File: Lesson 5-3 Eraser tool Border Border Cell Align List Table AutoSu
Notes: Communicate that (Freehand) Style Color Shading AutoForm m
there is a difference between Figure 56 Color Merge Distribute
at Sort (Total)
selected the text in a row, Cells Columns Ascending
and selecting a row. The Evenly
techniques in this lesson Working with tables can be a little bit tricky the first few times you try it. You have to be extra
focus on how to select a row. careful when selecting a table’s cells, rows, and columns—and many users have difficulty
Dragging the insertion point selecting information in a table the first few times they try it. You already know that once you
over the cells in a row only select text in a document, you can format it, delete it, move or copy it, or replace it by typing.
selects the cells’ contents. The same rules apply to tables—you have to select cells, rows, and columns if you want to
format, delete, or move them. This lesson explains how to select a table’s cells, rows, and
columns, and how to use the Tables and Borders toolbar to help make working with tables
easier.
Here’s how to select a row in a table…

1. Select the first row in the table by moving the pointer to the far left of the
Tables and table until the pointer changes directions, from to . Click to select the
Borders button first row.
To Display the Tables
and Borders toolbar: If you’re having problems selecting a row using the mouse, you can also select the row
by placing the insertion point in the row you want to select, and select Table  Select
 Right-click any toolbar Row from the menu. If you want to select more than one row, you would click and
or menu and select
Tables and Borders. hold the mouse button, and then drag the pointer down to select the rows.
 Select View  Toolbars Now that you have selected the row, you can format its text.
 Tables and Borders
from the menu.

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 Chapter Title 147

2. With the row still selected, click the Center button and the Bold button
on the Formatting toolbar.
The text in the selected row appears in bold and is centered in each row.
3. Select the last column in the table (Projected Income) by moving the
pointer over the very top of the column, until it changes to a . Click to
select the column.
As with selecting rows, you can also select a column by placing the insertion point in
the row you want to select, and select Table  Select Column from the menu. You can
also select more than one column by holding the mouse button, and dragging the
pointer across the columns you want to select.
4. Click the Bold button twice on the Formatting toolbar.  Quick Reference
The contents of the selected column appear in bold.
To Select a Cell:
5. Select the Ottawa cell by clicking just inside the left side of the cell (the
 Click the left edge of the
pointer should change directions, ).
cell.
Remember that anything you type replaces the current selection—and the contents of a
cell are no exception to this rule. To Select a Row Column:
 Row: Click to the left of
6. Type Montreal and press the <Tab> key.
the row.
The Tables and Borders toolbar, shown in Figure 5-6, can be a big help when you’re  Column: Click the
working with tables. If the Tables and Borders toolbar doesn’t automatically appear column's top border (the
when you create or work on a table, it’s easy to display it. Here’s how: pointer will change to .)
7. Click the Tables and Borders button on the Standard toolbar. If the Or…
Draw Table button is shaded, click it to turn off the Draw Table tool.  Place the insertion point
The Tables and Borders toolbar appears, as shown in Figure 5-6. in the row or column and
select Table  Select 
Selecting cells, rows, and columns might seem very boring to you, but it’s crucial that you get Row or Column from the
it down if you’re going to work with tables. When people have problems doing something menu.
with a table, 90% of the time it’s because they didn’t properly select the table. To Select Several Cells:
 Drag across the cell, row,
or column, or select a
single cell, row, or column
and hold down <Shift>
while you click another
cell, row, or column.
To Select the Entire Table:
 Click the move
handle next to the table
(must be in Print Layout
View).
To Display the Tables and
Borders Toolbar:
 Click the Tables and
Borders button on the
Standard toolbar.
Or…
 Right-click any toolbar or
menu and select Tables
and Borders.

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Lesson 5-4: Adjusting Column

Width
Figure 5-7 Type an inch measurement
or a percentage (for Web
You can adjust column pages).
width using the mouse.
Drag the
Figure 5-8 right edge
The Column tab of the of a
Table Properties dialog border to
box change its
width.

Figure 58
Figure 57 Select the Choose whether
previous or next you want to
column in the measure the
 Instructor Notes table. column width in
inches or as a
Est. Time: 4 to 6 minutes percentage (if the
Req. File: Lesson 5B table will be
Req. Lessons: Lesson 5-3 When you create a table, all of the rows and columns usually appear the same size. in
viewed Asayou
Web
enter information in a table, you will quickly discover that some of the columns
browser).not wide
are
Start File: Lesson 5-4 enough to properly display the information they contain. This lesson explains how to change
Notes: It is easiest to adjust the width of a column.
the width of a column or
height of a row by dragging If you have the Explore Canada Table document open from the previous lesson, you can skip
the edge, instead of using the the first step of this exercise. Otherwise, you will need to open the Lesson 5B file…
dialog box.
1. If necessary, find and open the Lesson 5B document and save it as
Explore Canada Table.
Here’s how to resize the width of a column…
Other Ways to Select 2. Carefully position the pointer over the very last column border, after the
Rows, Columns, or the heading Projected Income, until it changes to a , as shown in Figure
Entire Table: 5-7. Click and hold the mouse button, drag the pointer to left, to the 6
 Place the insertion point inch mark on the horizontal ruler (as shown in Figure 5-7), and then
in the row, column or release the mouse button.
table you want to select
and select Table  The width of the “Projected Income” column is now much smaller.
Select  Table, You’ve just learned how to adjust the width of a column using the mouse, but like
Column, Row, or Cell. many operations in Word, you can also use the menu to do the same thing.

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 Chapter Title 149

Other Ways to AutoFit a

3. Select the last column (Projected Income).
Column:
You learned how to select columns in the previous lesson. Now that the column is  Double-click the right
selected, you can adjust its width using the menu. edge of the column.
4. Select Table  Table Properties from the menu.
The Table Properties dialog box appears.
5. Click the Column tab to bring the column settings to the front of the Distribute
dialog box. Columns
The Column tab appears, as shown in Figure 5-8. Here, you can adjust column width Evenly button
and the amount of spacing between columns. Other Ways to Distribute
Columns Evenly:
6. Type 1 in the Preferred width box.
 Select Table  AutoFit 
This will change the column width to one inch. Notice the “Measure in” to the left of Distribute Columns
the Preferred width box. There are two ways you can measure the width of a column: Evenly.
 Inches: Measure column width with a fixed measurement. Unless you are
using Word to create Web pages, this is the setting you will almost always use.
 Percent: Choose Percent if the table will be viewed in a Web browser. In Web  Quick Reference
Layout view, the column width is measured as a percentage of the screen. Close
the dialog box. To Adjust the Width of a
Column:
7. Click OK.
 Click and drag the
The dialog box closes and Word adjusts the width of the selected column to one inch. column’s right border to
Another fast and easy way to adjust a column’s width is to use Word’s AutoFit feature. the left or right.
AutoFit adjusts the width of a column automatically to fit the text of the column.
Or…
8. Select Table  AutoFit  AutoFit to Contents from the menu. 1. Place the insertion point
Word automatically adjusts the column widths of the table so the text fits in them. in the column.
Another neat trick you should know when adjusting the width of columns is that you 2. Select Table  Table
can distribute columns evenly, which changes the selected columns or cells to equal Properties from the
column width. menu and click the
9. Click anywhere inside the table, then click the move handle in the Column tab.
upper-left corner of the table. 3. Specify the column width
and click OK.
The entire table is selected.
To Adjust the Width of a
NOTE: You must be in Print Layout view or the move handle won’t appear when Column using AutoFit:
you select the table. If you don’t see the table’s move handle, click
 Select the column and
anywhere inside the table. select Table  AutoFit 
When the entire table is selected, any height or width adjustments made will affect AutoFit to Contents from
every column or row in the entire table. Move on to the next step to use the Distribute the menu.
Columns Evenly Command, which changes the selected columns or cells to equal
To Distribute Columns
column width. Evenly in a Table:
10. Click the Distribute Columns Evenly button on the Tables and Borders  Select the columns and
toolbar. click the Distribute
Word adjusts the width of all the columns in the selected table so that they are equal. Columns Evenly button
on the Tables and
Borders toolbar.
Or…
 Select Table  AutoFit 
Distribute Columns
Evenly from the menu.

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Lesson 5-5: Adjusting Row

Height
Figure 5-9
The Row tab of the Cell
Height and Width dialog Enter a measurement for
Select one of the following:
box the
row height.  At Least: Specifies a
Figure 5-10 Select the previous or minimum row height. If the
You can adjust the height next cell contents cause the cell to
of a row using the mouse. row in the table. exceed the height specified,
Word will adjust the height
of the row to fit the contents.
 Exactly: Specifies a fixed
row height. If cell contents
exceed the fixed height,
Figure 59 Word prints only the contents
that fit in the cell.

Drag a row’s bottom border up or down

to change its height (only works in Print
Layout View).

Figure 510

 Instructor Notes In the previous lesson, you learned how to change the width of a column. In this lesson, we’ll
Est. Time: 3 to 6 minutes look at changing the height of a row. You will seldom need to change a row’s height because,
Req. File: Lesson 5B unless you specify otherwise, rows automatically expand to the tallest cell in the table—the
one that contains the most lines of text.
Req. Lessons: Lesson 5-3,
4 If you have the Explore Canada Table document open from the previous lesson, you can skip
Start File: Lesson 5-5 the first step of this exercise, otherwise you will need to open the Lesson 5B file…
Notes: It is easiest to adjust
the width of a column or 1. If necessary, find and open the Lesson 5B document and save it as
height of a row by dragging Explore Canada Table.
the edge, instead of using the Here’s one way of adjusting the height of a row…
dialog box.
2. Place the insertion point anywhere in the first row.
Now you can change the height of the current row.

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 Chapter Title 151

3. Select Table  Table Properties from the menu and click the Row tab.
The Table Properties dialog box appears with the Row tab selected, as shown in Figure
5-9. Here, you can adjust the row height, alignment of text in the cells, and if you want
to allow the row to break across pages or not.
The specify height box is especially important:
 Specify height box unchecked: Automatically adjusts the row height for
the tallest cell in the row (the one with the most text in it). This option makes it Print Layout
easy to change a row’s height—just press <Enter> and the cell will expand to View button
hold the new blank line(s). This is the default setting and the one you will Other Ways to Display
usually want to use. Print Layout View:
 Specify height box checked: Lets you manually adjust the row height by  Select View  Print
entering a value in the “Specify height” box. Layout from the menu.
Let’s try manually changing the row height.
4. Check the Specify height box.
Now you can specify the height of the row.
5. Type .5 in the Specify Height text box.
There are two additional options you can specify when manually adjusting the height
of a row, listed in the “Row height in” combo box:
 At Least: Specifies a minimum row height (enter the minimum height in the
Specify height text box). If cell contents cause the cell to exceed the height
specified, Word will adjust the height of the row to fit the contents.
 Exactly: Specifies a fixed row height (enter the height in the Specify height text
box). If cell contents exceed the fixed height, Word will print only the contents
that fit in the cell.
6. Select At least from the Row Height list and click OK.
The dialog box closes and the height of the selected rows is adjusted to a half-inch. You
can also adjust the width of all the columns or height of all the rows in a table at once
by selecting the entire table, selecting Table  Table Properties from the menu, and
clicking the Row tab, and then specifying the row height.
You can also adjust the height of the row using the mouse, but make sure you are in
Print Layout view first.  Quick Reference
7. Make sure you are in Print Layout view—if you’re not, click the Print To Adjust the Height of a
Layout View button on the Horizontal scroll bar located near the bottom Row:
of the screen. 1. Place the insertion point
in the row.
NOTE: You must be in Print Layout view in order to adjust the height of a row with
the mouse. 2. Select Table  Table
Properties from the
8. Position the pointer directly on the bottom border of the first row, until it menu and click the Row
changes to , Click and hold the mouse button and drag the pointer up tab.
about a smidgen, as shown in Figure 5-10. Then, release the mouse 3. Specify the row height
button. and click OK.
9. Save your work. Or…
As with column width, you can also change selected rows or cells to equal row height. Simply Make sure you are in
select the rows that you want to be the same height, and select Table  AutoFit  Distribute Print Layout View and
Rows Evenly from the menu. Or you can right-click the selected row(s) and select Distribute drag the row’s bottom
border up or down.
Rows Evenly from the shortcut menu.

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Lesson 5-6: Inserting and

Deleting Rows and Columns
Figure 5-11
You can delete a row
using the Table menu.
Figure 5-12
You can delete a column
using the Table menu.
Figure 5-13
Our table with new rows
and columns

Figure 511 Figure 512

 Instructor Notes
Est. Time: 4 to 7 minutes
Time may vary depending on
individuals’ typing skills
Req. File: Lesson 5B
Req. Lessons: Lesson 5-3,
4, 5 Figure 513
Start File: Lesson 5-6
Notes: Clarify that rows and
columns cannot be deleted
with the Backspace or Delete
key.

Emphasize that the location

of your insertion point
depends on where a row or
column will be inserted.

The content of the second

row will differ, depending on
whether you are starting on
this lesson, or if you are
continuing it from previous
lessons.
In the previous lessons, you learned how to adjust the size of rows and columns. In this
lesson, you will learn how to delete entire columns and rows (and any text they contain), and
how to insert new columns and rows into a table.
If you have the Explore Canada Table document open from the previous lesson you can skip
the first step of this exercise. Otherwise, you will need to open the Lesson 5B file…

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 Chapter Title 153

1. If necessary, find and open the Lesson 5B document and save it as

Explore Canada Table.
First, you need to select the column or row you want to delete…
2. Place the insertion point anywhere in the Montreal row.
Here’s how to delete the current row:
3. Select Table  Delete  Rows from the menu.
 Quick Reference
The Montreal row is deleted. Now try inserting a new row.
To Delete a Column or
4. Place the insertion point in the Nova Scotia row. Row:
Now you can insert a row before or after the current row.  Select the column or row
5. Select Table  Insert  Rows Above from the menu. you want to delete. Then
A new row is inserted immediately above the Nova Scotia row. click the right mouse
button and select Delete
6. Place the insertion point in the first cell in the new row, type Quebec, Cells from the shortcut
press <Tab>, and then type the following numbers in the cells in the new menu. Select what you
row: want to delete from the
$2,000 <Tab> No <Tab> 150 <Tab> $300,000. Delete Cells dialog box.
If you’re at the last cell of a table, there is another simple way to insert rows. Or…
7. Place the insertion point in the very last cell in the bottom right-hand  Select the column or row
you want to delete, then
corner of the table.
select Table Delete 
8. Press the <Tab> key. Columns or Rows from
the menu.
Word adds a new row at the end of the table and moves the insertion point to the first
cell in the new row. Normally, pressing the <Tab> key moves to the next cell in a table, To Insert a Column:
but since this is the last cell in the table, Word assumes you need another row in the 1. Select the column that
table and automatically adds one. Don’t worry about the blank row at the end of the you want the new column
table—we’ll be using it in an upcoming lesson. to be inserted in front of.
Now that you have deleted and inserted a row, try deleting and inserting a column. 2. Click the right mouse
button and select Insert
9. Place the insertion point anywhere in the Promotion column. Columns from the
Here’s how to delete the current column: shortcut menu.
10. Select Table  Delete  Columns from the menu. Or…
The Promotion column is deleted. Now try inserting a column. Select Table  Insert 
Columns to the Left or
11. Place the insertion point anywhere in the Avg. Cost column. Columns to the Right.
Move on to the next step to insert a new column. To Insert a Row:
12. Select Table  Insert  Columns to the Right from the menu. 1. Select the column that
A new column appears to the right of the Avg. Cost column. Go ahead and type some you want the new column
information in this new column: to be inserted in front of.
13. Place the insertion point in the top cell of the new column and type Avg. 2. Click the right mouse
Days. button and select Insert
Rows from the shortcut
14. Press the Down Arrow Key <> to move down to the next empty cell in menu.
the column. Or…
Complete the rest of the column. Select Table  Insert 
Rows Above or Rows
15. Type 2.5 Weeks, press the Down Arrow Key <> to move down to the Below from the menu.
next empty cell in the column, type 1.5 Weeks, press <>, type 2
Weeks, press <>, type 1.5 Weeks, press <>,and type 1 Week.
Compare your table to the one in Figure 5-13.
16. Save your work.

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Lesson 5-7: Adding Borders to

a Table
Figure 5-14
Add borders from
The Borders tab of the
Borders and Shading one of the preset Select the
dialog box settings… border’s line
…or by clicking style.
Figure 5-15
the sides of the Select the
The table with the diagram or border’s line
modified borders clicking the color.
Select the
border buttons to
add or remove border’s line
the currently width.
selected Figure 514
border(s).

Add borders to a table by

selecting the cells and
selecting the type of
borders you want to add
from the Border button.

Figure 515

 Instructor Notes Borders improve tables appearance, giving them a polished, professional image. Borders can
Est. Time: 4 to 7 minutes often make it easier to read the table’s information, especially when the information is in
Req. File: Lesson 5B numbers. When you create a table, Word automatically adds borders or lines around every cell
in the table, but it’s very easy to change, add, or remove your table’s borders. The easiest way
Req. Lessons: Lesson 5-3,
to add borders to your tables is to use the Border button on either the Formatting or Tables and
4, 5, 6
Borders toolbars.
Start File: Lesson 5-7
Notes: Focus on the fact that This lesson will give you some practice working with borders. For the purpose of this
you can not only apply exercise, we’ll start by removing all the borders that Word automatically adds whenever you
borders to the entire table, create a new table.
you can also apply borders to
If you have the Explore Canada Table document open from the previous lesson you can skip
selected cells.
the first step of this exercise, otherwise you will need to open the Lesson 5B file…

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 Chapter Title 155

1. If necessary, find and open the Lesson 5B document and save it as

Explore Canada Table.
First we want to remove the original borders from this table—and we will have to
select the entire table in order to do that.
2. Select the entire table by clicking the move handle in the upper-left
corner of the table.
In order to practice adding borders to a table, you’ll need to remove the table’s default
borders.
NOTE: If you don’t see the table’s move handle, click anywhere inside the table.
3. Click the Border button arrow on either the Formatting toolbar or the
Tables and Borders toolbar.
A list appears with several border options.
4. Select the No Border option from the border list.
No border
Word removes all the borders from the table. The table’s gridlines remain, however, to
help you see what cell you’re working on. Unlike borders, gridlines don’t print. Some
people like to use tables without any borders to help them align text.
5. Select the table’s top row, click the Border button arrow, and select the
Outside Border option. Word adds a border around the selected cells.
If the Tables and Borders toolbar is displayed, you can also change the border’s style,
width, and color.
6. Select Toronto’s Projected Income cell—the cell that contains
$68,250.
You want to add a thick, dark border to the bottom of this cell. Here’s how to change
the border’s width:
7. Click the Line Weight button arrow on the Tables and Borders toolbar
and select 2¼pt. from the list. Line Weight
button
Now that you’ve selected the border’s width (or weight), you can add the border.
8. Click the Border button arrow and select the Bottom Border option.
Word adds a thick border to the bottom of the cell.  Quick Reference
9. Select Table  Hide Gridlines from the menu. To Add a Border to a
Table:
Word hides the table gridlines, so you can easily see the borders you’ve added to the
table. Table gridlines don't print and they help you see which cell you're working in, so 1. Select the cells where you
it’s usually best to display them. want to apply the borders.
2. Click the Border
10. Select Table  Show Gridlines from the menu. Style list arrow on the
The table gridlines reappear. The Border button is the fastest and easiest method to add Formatting toolbar or
borders to your tables. However, if it doesn’t have the border option you want, you’ll theTables and Borders
have to use the Borders and Shading dialog box. toolbar and select the
11. Select Format  Borders and Shading from the menu. Click the border option you want.
Borders tab if necessary. Or…
The Borders and Shading dialog box appears, as shown in Figure 5-14. Here you can Select Format  Borders
find every conceivable option for adding, removing, and configuring your table’s and Shading from the
menu, click the Borders
borders.
tab and add the borders
12. Click Cancel to close the Borders and Shading dialog box. by clicking the preview
The Borders and Shading dialog box closes. area.

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Lesson 5-8: Adding Shading

and Patterns
Figure 5-16 Fill Color
The Shading tab of the Select the fill color you want
Border and Shading dialog for the shading or click None
box to remove the shading color.
Figure 5-17 Shade
Click the shading style you
The table with the new
shading options want to apply "over" the fill
color. Click Clear to apply
only the fill color (no pattern
color). Click Solid to apply
only the pattern color (no fill
Color
color).
Click a color for the lines and Figure 516
dots in the selected shading
pattern. The Color box is
unavailable if you click Clear
in the Style box.
 Instructor Notes
Est. Time: 2 to 3 minutes
Req. File: Lesson 5B
Req. Lessons: Lesson 5-3,
4, 5, 6, 7
Start File: Lesson 5-8
Add shading to a table’s
Notes: Color, shading, and cells by selecting the
patterns can be applied to an cells and selecting the
entire table, or only to
color you want to add
selected cells.
Figure 517 from the Shading button.

Adding shading, colors, and patterns to a table is similar to adding borders—you select the
Shading button cells and then select the shading options from either the Shading button on the Tables and
Borders toolbar, or by selecting Format  Borders and Shading from the menu and clicking
Other Ways to Apply
Shading: the Shading tab. This lesson will give you some practice adding colors, shading, and patterns
to your table.
 Select Format 
Borders and Shading If you have the Explore Canada Table document open from the previous lesson you can skip
from the menu, click the the first step of this exercise, otherwise you will need to open the Lesson 5B file…
Shading tab, and
specify the shading 1. If necessary, find and open the Lesson 5B document and save it as
options. Explore Canada Table.
First, you need to select the column(s) or row(s) where you want to apply shading.
2. Select the top row of the table.
This is where you want to apply shading.

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3. Click the Shading Color button arrow on the Tables and Borders
toolbar.
A color palette appears below the Shading button.
4. Select the yellow color.
The selected row is shaded with a yellow color. As with borders, you can also apply
shading to a table using the Borders and Shading dialog box.
5. Select Format  Borders and Shading from the menu and click the
Shading tab.
The Shading tab of the Borders and Shading dialog box appears, as shown in Figure 5-
16. The Borders and Shading dialog box gives you more colors, patterns, and shading
options than the Shading toolbar.
6. Click the Style list, scroll all the way down to familiarize yourself with the
available shading and patterns, and then scroll back up and select the
10% option. Click OK.
The Borders and Shading dialog box closes, and Word formats the selected cells with
the specified 10% shading.

 Quick Reference
To Add Shading to a
Table:
1. Select cells where you
want to apply the shading.
2. Click the Shading
Color button arrow on
the Tables and Borders
toolbar and select the
shading color you want.
Or…
Select Format  Borders
and Shading from the
menu, click the Shading
tab, and select a shading
option.

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Lesson 5-9: Using AutoFormat

Figure 5-18
The Table AutoFormat
dialog box Select from a list
of preset formats.
Figure 5-19
The table after being
formatted with the Colorful
2 Table AutoFormat
setting

Specify these
options
to emphasize the
heading rows, first Figure 518
column, first row,
 Instructor Notes and last column.
DestinationAvg. CostPromotionProjected BookingsProjected
IncomeOttawa$1,500Yes105$157,000Nova
Scotia$1,350Yes60$81,000Vancouver$1,600No90$144,000Winnipeg$1,200No50$60,000Toronto$1,
Est. Time: 1 to 2 minutes 050No65$68,250
Req. File: Lesson 5B
Req. Lessons: Lesson 5-3,
4, 5, 6, 7, 8
Start File: Lesson 5-9
Notes: AutoFormat can only
be applied to the entire table, Figure 519
not selected cells.
This lesson explains how Word can automatically format your tables with the Table
AutoFormat command. AutoFormat is a built-in collection of formats—including font sizes,
patterns, and alignments—that you can quickly apply to a table. AutoFormat lets you select
from 40 different preset formats, and is a great feature if you want your table to look sharp
and professional but don’t have the time to format it yourself.
 Quick Reference
To Format a Table using 1. Place in the insertion point anywhere in the table and select Table 
AutoFormat: Table AutoFormat from the menu.
1. Place in the insertion The Table AutoFormat dialog box appears, as shown in Figure 5-18. The 40 preset
point anywhere in the formats are listed in the Formats list. To see what a preset format looks like, select it
table and select Table  from the Format list and look at the Preview area of the dialog box.
Table AutoFormat from 2. Select the Table Colorful 2 option from the Table format list.
the menu.
The format is shown in the Preview area of the dialog box. You can further format the
2. Select a preset format
from the list. table for emphasis in the “Apply special formats to” area at the bottom of the dialog
box.
3. Check the Heading row and First column boxes and click Apply.
The dialog box closes and the table is formatted with the Table Colorful 2 formatting,
and the heading row and first column are specially formatted, as shown in Figure 5-19.

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 Chapter Title 159

Lesson 5-10: Totaling

Numbers in a Table
Figure 5-20
Click the AutoSum button
on the Tables and Borders
toolbar to add the
numbers in a column or
row.

 Instructor Notes
The sum of the Est. Time: 1 to 2 minutes
numbers in the Req. File: Lesson 5B
Figure 520 column. Req. Lessons: Lesson 5-3,
4, 5, 6, 7, 8, 9
Start File: Lesson 5-10
Here’s another quick and easy lesson. If your table contains numbers, you don’t have to dig
out your calculator to find the total of a column or row—let Word make the calculation for Notes: Word tables can
perform simple calculations,
you! With the click of a single button, Word will add together all of the numbers in a column but Excel can perform almost
or row. all calculations. For
advanced tables, import an
1. If necessary, click the Tables and Borders button to display the Tables Excel spreadsheet into Word
and Borders toolbar. instead.
To total a column or row, simply place the insertion point in the last cell in the column
or row and click the AutoSum button.
2. Click the empty cell in the last row under the Projected Income column
and click the AutoSum button on the Tables and Borders toolbar.  Quick Reference
Word totals the numbers in the Projected Income column—$653,250.00. Notice the To Total Numbers in a
total appears gray, because it’s a field, a placeholder for information that changes. Column or Row:
Let’s see what happens if we change some of the numbers in the table.  Place the insertion point
in a blank cell below or to
3. Change the 300,000 amount in the second row of the Projected Income the right of the cells you
column to 200,000. want to total, and click the
Unlike its cousin Microsoft Excel, Word doesn’t automatically recalculate any totals, AutoSum button on
until you print or reopen the document, or manually command Word to recalculate. the Tables and Borders
toolbars.
4. Right-click the total field in the last cell and select Update Field from the
shortcut menu.
Word recalculates and displays the new column total.: $553,250.00.

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Lesson 5-11: Sorting

Information in a Table
Figure 5-21
The table sorted in
descending alphabetical
order
Figure 5-22
The Sort dialog box Figure 521
Select the type of data
Figure 5-23 you want to sort—text,
The table sorted in numbers, or dates (you
Sort first by this can usually leave this
ascending alphabetical
order column… alone).

… then by this Specify the sort order.

column
(optional).

 Instructor Notes Select so the first

Est. Time: 2 to 5 minutes header row is not
Req. File: Lesson 5B included in the
Figure 522
sort.
Req. Lessons: Lesson 5-3,
4, 5, 6, 7, 8, 9, 10
Start File: Lesson 5-11
Notes: Tables can only sort
in columns, not rows.

You do not have to select a

column to sort a table by it,
just make sure the insertion Figure 523
point is in it.

The Projected Income

column total will change,
depending on which file you
use.
Another of Word’s many useful functions is its ability to sort information. Word can sort items
in a list alphabetically, numerically, or chronologically (by date). In addition, Word can sort
information in ascending (A to Z) or descending (Z to A) order. You can sort an entire table, or
a portion of a table by selecting what you want to sort. You can even sort information that
isn’t in a table at all, as long as you select it first. This lesson will show you several
techniques you can use to sort information in your tables.

1. If necessary, open the Lesson 5B in your Practice folder, save it as

Explore Canada Table, and click the Tables and Borders button to
display the Tables and Borders toolbars.
First, you need to select the column you want to sort.

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2. Click any cell in the Destination column.

You want to sort the table by this column.
3. Click the Sort Descending button on the Tables and Borders toolbar.
The table is sorted descending alphabetical order, from Z to A, based on the values in Sort
the Destination column. The Winnipeg row should appear in the first row (after the Descending
headings row). button
You can also sort information with the Sort dialog box, which offers more sorting
options.
4. Click any cell in the table and select Table  Sort from the menu.
The Sort dialog box appears, as shown in Figure 5-22. The Sort dialog box lets you
specify how you want to sort the information in your table. You can specify which
column to sort by, specify the sort order, and specify whether you want to sort the table
by any additional columns. For example, you could sort a table by last name, and then
by first name.
5. Make sure Destination appears in the “Sort by” box and click the
Ascending option.
This will sort the table in ascending alphabetical order, from A to Z.
NOTE: To sort the table by numeric or chronological order, you must select the
column’s heading in the “Sort by” box. For example, to sort this table in
numeric order, “Projected Bookings” or “Projected Income” would have to
appear in the “Sort by” box.
6. In the “My list has” section, make sure the Header row option is
selected.
This option ensures that Word does not sort the first row of the table, the column
heading row.
7. Click OK.
The dialog box closes and the table is sorted in ascending order based on the values in
the Destinations column. Compare your table to the one in Figure 5-23.
8. Save your work and close the Explore Canada Table document.
 Quick Reference
Table 5-2: Sort Examples To Sort Information in a
Table:
Order Alphabetic Numeric Date
1. Select the cells or
Ascending A, B, C 1, 2, 3 1/1/99, 1/15/99, 2/1/99 information you want to
sort.
Descending C, B, A 3, 2, 1 2/1/99, 1/15/99, 1/1/99 2. Select Table  Sort from
the menu, then specify
the order you want to sort
(ascending or
descending).
Or…
Depending on how you
want information sorted,
click either the Sort
Ascending button or the
Sort Descending
button on the Tables and
Borders toolbar.

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Lesson 5-12: Using the Draw Table and

Eraser Buttons
Figure 5-24
Using the Draw Table tool.
Figure 5-25
Use the Draw Table tool () the way you use a To remove a cell line, click the Eraser (),
Using the Eraser tool. pen to draw a table. First, draw from one and then click and drag the eraser along
Figure 5-26 corner to the diagonal corner of the table to the line.
Figure 525
define the extent of the entire table, and then
You can add a row to a draw the 524
Figure column and row lines inside.
table with the Draw Table
tool.
Figure 5-27
You can erase a column
from a single row using
the Eraser.
Figure 5-28
Figure 526 Draw table cells by Figure 527
The completed table. You can add a dragging the Draw Table
Erase cell lines by
row to a table tool.
with the Draw
dragging the Eraser along
Table tool. the line.
Figure 527
You can erase
a column from
a single row
using the
Eraser. 528
Figure
Figure 528
 Instructor Notes The Draw Table and Eraser tools on the Tables and Borders toolbar let you draw and modify
Est. Time: 3 to 4 minutes tables the same way you would use a pencil to draw a table on a piece of paper. Some people
Req. File: None prefer the Draw Table tools to Word’s menus and toolbar commands, especially when creating
or modifying complicated and irregular tables.
Req. Lessons: None
Start File: None This lesson will give you some practice using the Draw Table and Eraser tools.
Notes: The Draw table tool is
great for unusually shaped 1. Create a new blank document.
cells and tables, but it is not
as convenient as simply
2. Click the Draw Table button on the Tables and Borders toolbar.
inserting a table. You might The Draw Table button on the Tables and Borders toolbar shades, and the cursor
want to use this tool instead changes to the Draw Table tool .
of splitting a cell, but it is rare
that you will want or need to
3. Click and drag the pointer to create a box about 4 inches wide and 2
use this tool. inches tall.
This is the outside border of a new table. Next, you can use the Draw Table tool to
create the smaller cells inside the table.

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 Chapter Title 163

4. Click the middle of the left side of the table, and drag the pointer
straight across to the right side of the table, as shown in Figure 5-26.
Release the mouse button.
As you drag the pointer across the table, a dotted line shows where the new cell border
will appear.
Eraser button
5. Click the top of the table in the middle and drag the pointer straight
down to the bottom border of the table. Release the mouse button.
Another tool you can use to modify tables is the Eraser tool. By clicking the Eraser
button and dragging across a cell line with the pointer, you remove the cell line from
the table.
6. Click the Eraser button on the Tables and Borders toolbar. Then click
the top of the table, at the column line that splits the table. Drag the
pointer straight down to the bottom of the first row, as shown in Figure 5-
27, then release the mouse button.
Use the Draw Table tool to add one more row to your table and you’re finished.
7. Click the Draw Table button on the Tables and Borders toolbar. Then
split the bottom row in half; click in the middle of the left side of the table,
and drag the pointer straight across to the right side of the table.
Release the mouse button.
Compare your table with the one in Figure 5-28.
8. Close your document without saving any changes.

 Quick Reference
To Use the Draw Table
Tool:
 Click the Draw Table
button on the Tables and
Borders toolbar and drag
to create a table. Repeat
to add cells to the table.
To Use the Eraser Tool:
 Click the Eraser
button on the Tables and
Borders toolbar and erase
table lines by clicking and
dragging across them.

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Lesson 5-13: Creating Table

Formulas
Figure 5-29 ABC1A1B1C12A2B2C23A3B3
C34A4B4C4
Cells are referenced as
A1, A2, B1, B2, and so on,
with the letter representing
a column and the number
representing a row. Figure 529
Figure 5-30
Cell references for the
Note: These column and row
Two-Year Cash Flow
Projection table headings are for reference
use only—they do not
Figure 5-31 actually appear in Microsoft
The Formula dialog box Word.
Figure 530

Enter formula
here Specify a number format (i.e.
 Instructor Notes 1000, $1,000, or $1,000.00).
Est. Time: 4 to 6 minutes
Select a function Select a one of your document’s
Req. File: Lesson 5C from a list to use bookmarks to be used in the
Req. Lessons: None in your formula calculation
Figure 531
Start File: Lesson 5-13
Notes: You should only Word can do many more calculations on the numbers in a table than simply adding them
perform a few simple together—you can add, subtract, multiply, divide, and find averages of the data in a table.
calculations inside a table. If
you want to perform Make no mistake, Word is not a spreadsheet program, like Microsoft Excel, which is made to
numerous or more complex perform calculations and formulas, but it can do some rudimentary arithmetic.
calculations, you should To enter your own calculations, you need to use Word’s formula dialog box, and you must
consider using an embedded refer to the cells in a table using cell references. A cell reference identifies where the cell is
Microsoft Excel spreadsheet located in a table. Every cell reference contains a letter (A, B, C and so on) to represent its
instead of a table. Excel is
column and a number (1, 2, 3 and so on) to represent its row. Look at Figure 5-29 to see how
much faster and easier to
use when working with a a table’s cells are referenced.
numbers and calculations.
1. Open the Lesson 5C document, save it as Two Year Cash Flow, and, if
necessary, click the Tables and Borders button to display the Tables
and Borders toolbar.
Most of the formulas in this table have already been entered.
Though a grid for cell 2. Place the insertion point in the blank cell in the last column, under the
references does not 12,000 cell (cell I18).
appear in Word, you
The reference for this particular cell would be I18 (refer to Figure 5-30 to see why). All
can still use cell
the other expense columns have already been totaled. It’s almost always easier to total
references in
values in a table by clicking the AutoSum button on the Tables and Borders toolbar, but
formulas. here we will manually enter the formula instead.

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 Chapter Title 165

You should only

perform a few simple
calculations inside a
table. If you want to
perform numerous or
more complex
calculations, you
should consider
using an embedded
Microsoft Excel
spreadsheet instead
of a table. Excel is
much faster and
easier to use for
working with
numbers and
calculations.

3. Select Table  Formula from the menu.

The Formula dialog box appears, as shown in Figure 5-31. Word suggests a formula for
this cell, based on its location in the table. This is the formula we want, but before we
move on, let’s learn more about formulas.
A formula performs calculations, such as adding, subtracting, and multiplying.
Formulas are actually a type of value, like the numerical values you worked with in the
previous lesson. Unlike the values in the previous lesson that contained only numbers,
formulas contain information to perform a numerical calculation, such as adding,
subtracting, multiplying, or even finding an average. A cell with the formula =5+3
would display the result: 8.
All formulas must start with an equal sign (=). The equal sign tells Word you want to
perform a calculation. Once you have entered an equal sign, you must specify two
more types of information: the values you want to calculate, and the arithmetic
operator(s) or function name(s) you want to use to calculate the values. Formulas can
contain explicit values, such as the numbers 5 or 8, but more often they will reference
the values contained in other cells. For example, the formula =A5+A6 would add
together whatever values were in the cells A5 and A6. Arithmetic operators include
math symbols such as the plus sign (+) to perform addition between values and the
minus sign (-) to perform subtraction. Functions, such as the SUM function, are used to
perform calculations that are more complicated. The table at the end of this lesson
gives some examples of operators and functions.
4. Click OK.
The Formula dialog box closes, and Word totals the expenses.
5. Place the insertion point in the blank cell in the last column of the
Difference row (cell I20) and select Table  Formula from the menu.
Here, you want to calculate the difference between the projected income and expenses
for the fourth quarter of the year 2000. Move on to the next step to enter the formula.
6. In the Formula text box, type =I8-I18 and click OK.
The Formula dialog box closes, and Word subtracts the total fourth quarter income, in
cell I8, from the total fourth quarter expenses, in cell I18.

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Table 5-3: Examples of Formulas, References, and Operators in Tables

Operator or
Function Name Purpose Example
= All formulas must start with an equal sign.
+ Performs addition between values.
=A1+B1
- Performs subtraction between values.
=A1-B1
* Performs multiplication between values.
=B1*2
/ Performs division between values.
=A1/C2
SUM Adds all the numbers in a range of fields.
=SUM(ABOVE)
AVERAGE Calculates the average of all the numbers in
=AVERAGE(A2,B1,C3)
a range of fields.
COUNT Counts the number of items in a list.
=COUNT(A2:C3)

 Quick Reference
To Add a Formula to a
Cell:
1. Place the insertion point
in a blank cell where you
want to insert the formula
and select Table 
Formula from the menu.
2. Enter the formula in the
Formula box.
Remember: All formulas
start with a =, followed by
the numbers and cell
references you want to
include in the formula.

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 Chapter Title 167

Lesson 5-14: Merging and Splitting Cells

. Figure 5-32
1. Select the cells you want to
merge. Cells merging
Figure 5-33
2. Click the Merge Cells button on
the Tables and Borders toolbar (or Cells splitting
use any of the alternative
Figure 5-34
methods).
The selected cells are merged
The re-formatted table
into a single, larger cell.
Figure 532

 Instructor Notes
Est. Time: 4 to 7 minutes
Req. File: Lesson 5C
Req. Lessons: Lesson 5-13
1. Select the 2. Click the 3. Specify the number The selected cells
cell(s) you want Split Cells of columns and/or are split into several Start File: Lesson 5-14
to split.533
Figure button on the rows you want to split smaller cells. Notes: When splitting cells
Tables and the cell(s) into. with text in them, the text will
Borders fall in the cell according to its
toolbar. alignment.

Do not merge cells with text

in them.

Merge Cells
Other Ways to Merge
Cells:
 Select cells you want to
merge and select Figure
Table 534
 Merge Cells from the
menu. If you have been working with tables for a while, you may find times when you wish you
could have a single, large cell that spanned several smaller columns. The Merge Cells
 Select cells you want to
command allows you to do this. This command merges or combines several smaller cells into
merge and click the
selection with thearight
single larger cell that spans the space the previous cells occupied. Merged cells and non-
mouse button and merged cells can also be broken-up into several smaller cells by using the Split Cells
select Merge Cellscommand. Merging and splitting cells sounds more confusing than it really is, so let’s get
from the shortcut started
menu. with this lesson and it will make more sense to you.
 Use the Eraser button
on the Tables and1. If necessary, open the Lesson 5C document, save it as Two Year Cash
Borders toolbar to erase Flow. If necessary click the Tables and Borders button to display the
the lines between cells. Tables and Borders toolbar.
First, we need to select the cells we want to merge.

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168 Reference Title

2. Select all the cells in the top row.

Once you select several cells, you can merge them or combine them into a single,
Split Cells larger cell.
button
Other Ways to Split 3. Click the Merge Cells button on the Tables and Borders toolbar to
Cells: merge the selected cells.
 Select cell(s) you want The selected cells are merged into a single cell that spans across the entire table, as
to split and select Table shown in Figure 5-32.
 Split Cells from the 4. Select the 1999 cell and the following three cells in the second row, and
menu.
merge them into a single cell that spans across all four quarters.
 Select cell(s) you want
to split. Click the 5. Select the 2000 cell and the following three cells in the second row, and
selection with the right merge them into a single cell that spans across all four quarters.
mouse button and The procedure for splitting a single cell into several smaller cells is almost as easy as
select Split Cells from
the shortcut menu. merging cells.
 Use the Draw Table 6. In the first column, select five cells beginning with Flights and ending
button on the Tables with Total, as shown in Figure 5-33.
and Borders toolbar to You want to split the selected cells into several smaller cells.
draw lines to create
new cells.
7. Click the Split Cells button on the Tables and Borders toolbar.
The Split Cells dialog box appears, as shown in Figure 5-33.
8. Verify that the number 2 appears in the Number of Columns box, and
uncheck the Merge cells before split box.
This will split the selected cells into two columns. You may notice that in the Split
Cells dialog box there is a Number of Columns text box and a Number of Rows text
box. If you wanted to split a cell into multiple rows, you would type the number of
rows here.
 Quick Reference
The Merge cells before split option, when selected, would merge the selected cells into
To Merge
a single, larger cell, before splitting them into multiple cells. Checking the “Merge cells Cells:
before split” option makes it easy to quickly reconfigure a table (for example, to Select the cells you want
change a 3-by-3 table to a 4-by-4 table) if it doesn’t contain any information. to merge, then select
You should remove the check from “Merge cells before split” if the cells you wantTable to  Merge cells from
split already contain information. the menu
9. Click OK. Or…
 Select the cells you want
The dialog box closes and the selected cells are each split into two smaller cells, as
to merge, then click the
shown in Figure 5-33. Merge Cells button on
10. Using either the cut and paste method or drag and drop method, move the Tables and Borders
the headings from the first column (Flights, Tour Packages, Cruises, toolbar.
Other Income, Total) into the newly created second column. To Split a Cell:
Now let’s merge the empty cells into a single larger cell.  Select the cell you want
11. In the first column, select the five blank cells, beginning with the cell totosplit, then select
the left of the Flights cell, ending with the cell to the left of the Total Table cell.  Split cells from
Then click the Merge Cells button on the Tables and Borders toolbar. menu. the
The five empty cells become one large cell. Now see if you can do the same to the Or…
expense accounts.  Select the cell you want
12. Select the nine cells in the first column, starting with Advertising andtoSplit split and click the
Cells button on the
ending with Total, and repeat Steps 7-11, splitting the cells, moving Tables their and Borders
contents, and creating a single large cell. toolbar.
Compare your table with Figure 5-34.

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 Chapter Title 169

Lesson 5-15: Orienting,

Aligning, and Spacing Cell
Contents
Figure 5-35
The Text Direction dialog
box
Figure 5-36
Use the Spacing Before
and After boxes in the
Paragraph dialog box to
specify how much space
Figure 535
should appear before and
after the text in a cell.
Figure 5-37
Figure 536
The completed table

 Instructor Notes
Est. Time: 4 to 7 minutes
Req. File: Lesson 5C
Req. Lessons: Lesson 5-13,
Figure 537 14
Start File: Lesson 5-15
In this lesson, you will learn how to align text horizontally and vertically in a cell. You can
even change the text direction in a cell. For example, you could change the text direction in a Notes: Focus on the
difference between vertical
cell from horizontal orientation to vertical orientation. Like other table operations, aligning and horizontal alignment in a
and orienting cell contents is easiest if you use the Tables and Borders toolbar. cell.
1. Drag the left border of the table to the right 0.75 inches. Cell spacing works just like
You can also change the width of a cell by placing the insertion point in the cell, line spacing; explain the
selecting Table  Table Properties from the menu, clicking the Column tab, and similarities and differences.
specifying the column width.
2. Place the insertion point in the first merged cell (to the left of the income
accounts) and click the Change Text Direction button on the Tables
and Borders toolbar two times, so the button appears like this .
Clicking the Change Text button has three different text orientations. You will choose
the third one.
Change Text
Direction
button

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170 Reference Title

3. Type Income.
Notice the text appears in a vertical direction, from the bottom of the cell to the top.
You may find it easier to orient text using the Text Orientation dialog box.
4. Place the insertion point in the second merged cell (to the left of the
expense accounts) and select Format  Text Direction from the menu.
The Text Orientation dialog box appears, as shown in Figure 5-35. The Text
Orientation dialog box allows you to preview and select a text orientation.
5. Select the vertical bottom-to-top text orientation and click OK.
The dialog box closes and Word vertically orients the text from the bottom-to-top of
the cell.
6. Type Expenses.
Alignment Again, the text appears in a vertical direction, from the bottom of the cell to the top.
button Align Here’s how to align the contents of a cell horizontally and vertically.
Center option
7. With the insertion point still in the second merged cell, click the
Alignment button arrow on the Tables and Borders toolbar and select
the Align Center option.
The Align Center button centers the text between the top and bottom borders andthe Quick Reference
left and right borders of the cell.
To Horizontally Align a
8. Place the insertion point in the first merged cell and repeat Step 7 to Cell’s Contents:
vertically and horizontally center the text within the cell.  Select the cell(s) and click
You can also align a paragraph inside of a cell. the Align Left, Center,
9. Select both of the merged cells in the second row that contain the years or Align Right button on
1999 and 2000 and click the Center button on the Formatting toolbar. the Formatting toolbar.
Or…
The cell contents are centered horizontally in the cell. If you want to specify how much
space appears between the cell contents and the top and bottom of the cell, use the  Select Format 
Format  Paragraph command and adjust the spacing Before and After the paragraph. Paragraph from the
menu and select the
10. With the two cells still selected, select Format  Paragraph from thealignment.
menu. To Vertically Align a Cell’s
The Paragraph dialog box appears, as shown in Figure 5-36. Contents:
11. Change the Before box to 12 pt. and the After box to 6 pt.  Select the cell(s) and
select an alignment from
This will add a 12 pt. space before the paragraph and a 6 pt. space after the paragraph.
the Alignment button on
12. Click OK. the Tables and Borders
The dialog box closes, and the spacing before and after the contents of the selectedtoolbar.
paragraphs is adjusted. To Change Text Direction:
13. Compare your table with the one in Figure 5-37.  Click the Change Text
Direction button on the
Tables and Borders
toolbar to toggle between
three different text
directions.
Or…
 Select Format  Text
Direction from the menu
and select the text
direction.

 2001 Velsoft Courseware

 Chapter Title 171

Lesson 5-16: Working with

Tables that Span Multiple
Pages
Figure 5-38
A table without a heading
vs. a table with a heading
Figure 5-39
You can allow table rows
to break across pages.

Without Heading Row(s)

The heading rows appear  Instructor Notes

at the top of the table, Est. Time: 3 to 5 minutes
even if it spans across
several pages. Req. File: Lesson 5C
Req. Lessons: None
Start File: Lesson 5-16
Notes: Heading rows are
necessary in a table that
spans multiple pages,
because it is not readable
Figure 538 With Heading Row(s) otherwise.

Check to permit the text in a

row to split across a page
break.

Figure 539

If you’re working with a larger table, you might have problems when it spans over a single
page. One problem is that the column headings only appear on the first page, which makes it
difficult to read and understand the table on subsequent pages. Another problem with multiple
page tables is that their rows can break across a page when you don’t want them to. For
example, a table can break across a page in the middle of a row, separating the row’s contents
onto two pages.

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172 Reference Title

Fortunately, the people at Microsoft came up with solutions for these multiple page table
problems. This lesson explains how to create heading rows that appear on top of each page in
a table, and how to keep from breaking across pages.

1. Click the Next Page button on the vertical scroll bar to go the next page
of the document.
Notice the portion of the table on the second page does not have any column headers—
they’re on the first page. This makes it somewhat difficult to read the table, doesn’t it?
There is a way to make sure the column headers appear on top of a table even when it
spans multiple pages.
2. Go to the previous page and select the table’s first three rows.
Since this table contains several merged cells, selecting its cells can be a little tricky. If
you’re having trouble, place your cursor in the left margin and click and drag to select
the three rows.
The selected rows will be the table’s column heading. You want these column headers
to appear above the table’s columns, even if the table breaks across several pages.
3. Select Table  Heading Rows Repeat from the menu.
The selected rows are set as the table’s headings and will appear at the top of every
page of the table.
4. Click the Next Page button on the vertical scroll bar to go the second
page of the document.
Notice the headings appear above this section of the table.
You may notice that the information from the last row on the first page spills over onto
the next page. You can prevent this problem by telling Word not to let this row break
onto a new page.
5. Place your insertion point in the last row on the first page.
This is the row we want to keep together.
To apply this property to more than one row at a time, select the rows.
6. Select Table  Table Properties from the menu, and click the Row tab.
 Quick Reference
You only have to change one option here to prevent the table’s rows from breaking
across pages. To Add a Heading to a
Table:
7. Uncheck the Allow row to break across pages box.
 Select the table’s heading
This will prevent the selected rows from breaking across pages. row, and select Table 
8. Click OK. Heading Rows Repeat
from the menu.
The dialog box closes and the row adjusts.
To Keep a Row from
9. Save your work and close the current document. Breaking across Pages:
1. Select the table or row,
select Table  Table
Properties from the
menu, and click the Row
tab if necessary.
2. Uncheck the Allow row
to break across pages
option and click OK.

 2001 Velsoft Courseware

 Chapter Title 173

Lesson 5-17: Resizing,

Moving, and Positioning a
Table
Figure 5-40
How to resize an entire
table proportionally
Figure 5-41
1. Click inside the table and position How to move a table
the pointer over the resize handle.
1. Click inside the table and position
the pointer over the resize handle.

2. Click and drag the table’s resize

handle in the lowerright corner of a
table. 2. Drag the table to a new position
in the document.

3. Release the resize handle with the

table reaches the desired size.
Figure 540
3. Release the mouse button when
the table is in the desired position.
Figure 541

In the past, table layout commands were very confusing. For example, if you wanted to  Instructor Notes
change the overall size of a table, you needed to change the height of every row and the width Est. Time: 3 to 5 minutes
of every column. Req. File: Lesson 5D
In Word 2003, you don’t have to worry about confusing table layout commands, because Req. Lessons: None
Microsoft has done everything it can to make changing the position and size of a table as easy Start File: Lesson 5-17
as possible. Notes: It is not necessary to
 To move a table, simply click inside the table and then drag it to the new position on the select a table before resizing
page, using the table move handle, located in the upper-left side of the table. or moving it. Just use the
 To resize a table, click inside the table and then resize the table by clicking and dragging resize or move handle in the
corner of the table.
the table resize handle, located in the bottom right of the table.
In this lesson, you will practice table moving and table resizing. Text automatically wraps
around a table when it is
resized or moved.

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174 Reference Title

1. Open Lesson 5D and save it as Survey Table.

You must be in Print Layout View in order to use Word’s new move and size
commands for tables.
2. Verify that you are in Print Layout View.
This document contains some text and a simple table. Before you can resize or move a
table, you need to click somewhere inside the table.
3. Click anywhere inside the table.
The table move handle and table resize handle appear when the insertion point is
located inside the table. Here’s how to proportionally resize a table:
4. Click the table resize handle in the lower-right corner of the table, and
then drag it up and to the left about two inches, as shown in Step 2 of
Figure 5-40.
That’s all you have to do to resize a table in Word 2003.
Moving a table in Word 2003 is just as easy. Once again, the insertion point must be
located somewhere in the table so that the move and resize handles appear.
5. Click inside the table.
You can use the table move handle to select a table and to move a table to a new
position on the page.
6. Click the table move handle in the upper-left corner of the table, and
then drag it up and to the right about two inches, as shown in Step 2 of
Figure 5-41.
The table is moved to a new position on the page. Since you’ve finished the chapter,
you can hide the Tables and Borders toolbar for the time being.
7. Click the Tables and Borders button on the Standard toolbar to hide
the Tables and Borders toolbar.
You can also hide the Tables and Borders toolbar by right-clicking the menu or any
toolbar and selecting Tables and Borders from the shortcut menu.
8. Exit Microsoft Word without saving your work.
 Quick Reference
To Resize a Table:
1. Make sure you are in
Print Layout View.
2. Click anywhere inside the
table.
3. Click and drag the table
resize handle until the
table is the desired size.
To Move a Table:
1. Make sure you are in
Print Layout View.
2. Click anywhere inside the
table.
3. Click and drag the
table move handle to a
new location on the page.

 2001 Velsoft Courseware

 Chapter Title 175

Chapter 5 Review

Lesson Summary
Creating a Table
 To Create a Table (Using the Toolbar): Click the Insert Table button on the Standard toolbar and
drag inside the grid to select how many columns and rows you want.
 To Create a Table (Using the Menu): Select Table  Insert  Table from the menu, specify the
number of rows and columns you want, and click OK.
 To Move from Cell to Cell in a Table: Move between cells by pressing <Tab> to move forward
one field or cell; <Shift> + <Tab> to move back one field or cell.
 To Insert a New Row: In the bottom-right table cell, press the <Tab> key.
 To Delete Text in a Cell: Select the cell(s) and press the <Delete> key.

Working with a Table

 To Select a Cell: Click the left edge of the cell.
 To Select a Row or Column: To select a row, click to the left of the row. To select a column, click
the column's top gridline or border (the pointer will change to a ). Or, place the insertion point in
the row or column and select Table  Select  Row or Column from the menu.
 To Select Several Cells: Drag across the cell, row, or column (or select a single cell, row, or
column) and then hold down <Shift> while you click another cell, row, or column.
 To Select the Entire Table: Click the move handle next to the table.
 To Display the Tables and Borders Toolbar: Click the Tables and Borders button on the
Standard toolbar, or select View  Toolbars  Tables and Borders from the menu, or right-click
any toolbar or menu and select Tables and Borders.

Adjusting Column Width

 To Select a Column: Click the top of a column to select it. You can also select a column by placing
the insertion point anywhere in the column and selecting Table  Select  Column from the menu.
 To Select an Entire Table: Make sure the insertion point is located somewhere inside the table,
and then select Table  Select  Table from the menu.
 To Adjust the Width of a Column: Click and drag the column’s right border to the left or right. You
can also adjust a column’s width by selecting the column, selecting Table  Table Properties from
the menu, clicking the Column tab, entering the width of the column, and clicking OK.
 AutoFit: You can use AutoFit to adjust a column’s width to fit the column’s widest entry. To use
AutoFit, select the column and select Table  AutoFit  AutoFit to Contents from the menu.
 To Distribute Columns Evenly in a Table: Select the columns and click the Distribute Columns
Evenly button on the Tables and Borders toolbar. Or, select Table  AutoFit  Distribute Columns
Evenly from the menu.

Adjusting Row Height

 To Select a Row: Click to the far left of the row. You can also select a row by placing the insertion
point anywhere in the row, and selecting Table  Select  Row from the menu.

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 To Adjust the Height of a Row: Select the row, select Table  Table Properties and click the
Row tab, enter the height of the row, and click OK. You can also adjust a row’s height by being in
Print Layout View and dragging the row’s bottom border up or down.

Inserting and Deleting Rows and Columns

 To Delete a Column or Row (Using the Right Mouse Button): Select the column or row you
want to delete. Then click the right mouse button and select Delete Cells from the shortcut
menu. Select what you want to delete from the Delete Cells dialog box.
 To Delete a Column or Row (Using the Menu): Select the column or row you want to delete, then
select Table Delete  Columns or Rows from the menu.
 To Insert a Column: Select the column that you want the new column to be inserted in front of,
click the right mouse button, and select Insert Columns from the shortcut menu. Or, select Table
 Insert  Columns to the Left or Columns to the Right.
 To Insert a Row: Select the column that you want the new column to be inserted in front of, click
the right mouse button and select Insert Rows from the shortcut menu. Or, select Table  Insert
 Rows Above or Rows Below from the menu.

Applying Borders to a Table

 Adding Borders (Using the Formatting Toolbar): Select the cell(s), column(s), or row(s) where
you want to apply the border(s) and click the Border Style list arrow on the Tables and Borders
toolbar. Select the border(s) you want.
 Adding Borders (Using the Menu): Select the cell(s), column(s), or row(s) where you want to
apply the border(s), select Format  Borders and Shading from the menu, click the Borders tab,
and add the border by clicking the preview area of the dialog box.
 You can view the Tables and Borders toolbar by clicking the Tables and Borders button on the
Standard toolbar or selecting View  Toolbars  Tables and Borders from the menu.

Adding Shading and Patterns

 Adding Shading (Using the Formatting Toolbar): Select the cell(s), column(s), or row(s) where
you want to apply the shading, click the Shading Color button arrow on the Tables and Borders
toolbar, and select the shading you want.
 Adding Shading (Using the Menu): Select the cell(s), column(s), or row(s) where you want to
apply the border(s), select Format  Borders and Shading from the menu, click the Shading tab,
and enter the shading options.

Using AutoFormat
 AutoFormat lets you quickly format all elements of a table, including its fonts, borders, and shading
option by selecting from 40 preset formats.
 To AutoFormat a Table: Make sure the insertion point is located in the table, and then select
Table  Table AutoFormat from the menu. Select the pre-set formatting you want to apply to your
table.

Totaling Numbers in a Table

 To calculate the total of a row or column, select the last cell in the row or column and click the
AutoSum button on the Tables and Borders toolbar.

Sorting Information in a Table

 Using the Menu: Select the cells or information you want to sort, select Table  Sort from the
menu, and specify the order you want to sort (ascending or descending).

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 Chapter Title 177

 Using the Toolbar: Click either the Sort Ascending button or the Sort Descending button on
the Tables and Borders toolbar.

Using the Draw Table and Eraser Buttons

 Use the Draw Table and Eraser buttons on the Tables and Borders toolbar to create a table like you
would on a piece of paper.
 To Use the Draw Table Tool: Click the Draw Table button on the Tables and Borders toolbar and
drag to create a table and add cells to a table.
 To Use the Eraser Tool: Click the Eraser button on the Tables and Borders toolbar and erase cell
lines by clicking and dragging across them.

Creating Table Formulas

 To Add a Formula to a Cell: Select the cell where you want to place the results of the calculation,
select Table Formula from the menu, and enter the cell formula in the Formula box.
 All formulas must start with an equal sign (=), and usually contain the values or bookmark names
you want to calculate and the arithmetic operator(s) or function name(s) you want to use to
calculate the values (such as + or SUM).

Merging and Splitting Cells

 To Merge Cells: You can merge multiple cells into a single, larger cell by selecting the cells you
want to merge and selecting Table  Merge cells from the menu, or by clicking the Merge Cells
button on the Tables and Borders toolbar. You can also use the Eraser button on the Tables and
Borders toolbar to merge cells by erasing the lines between them.
 To Split a Cell: You can split a cell into several smaller, multiple cells by selecting the cell you want
to split and selecting Table  Split cells from the menu, or by clicking the Split Cells button on the
Tables and Borders toolbar. You can also use the Draw Table button on the Tables and Borders
toolbar to split cells by drawing lines between them.

Orienting, Aligning, and Spacing Cell Contents

 To Horizontally Align a Cell’s Contents: Select the cell(s) and click the Align Left, Center,
or Align Right button on the Formatting toolbar, or select Format  Paragraph from the menu and
select the alignment.
 To Vertically Align a Cell’s Contents: Select the cell(s) and select an alignment from the
Alignment button on the Tables and Borders toolbar.
 To Change Text Direction: Click the Change Text Direction button on the Tables and Borders
toolbar to toggle between the three different text directions, or select Format  Text Direction from
the menu and select the text direction.

Working with Tables that Span Multiple Pages

 To Add a Heading to a Table: Select the table’s heading row, and then select Table  Heading
Rows Repeat from the menu.
 To Keep a Row from Breaking across Pages: Select the row, select Table  Table Properties
from the menu, and click the Row tab if necessary. Uncheck the Allow row to break across
pages option and click OK.

Resizing, Moving and Positioning a Table

 To Resize a Table: Make sure you are in Print Layout View. Click anywhere inside the table. Click
and drag the table resize handle until the table is the desired size.

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 To Move a Table: Make sure you are in Print Layout View. Click anywhere inside the table. Click
and drag the table move handle to a new location on the page.

 2001 Velsoft Courseware

 Index 179

Index
A Undo...................................................72
AutoFormatting....................................154 View...................................................50
What's This.........................................38
B Zoom..................................................50
Backspace key........................................29
borders C
paragraph..........................................110 calendars...............................................137
table..................................................150 cells
bullets...................................................108 aligning.............................................164
buttons merging............................................162
AutoSum..........................................155 orienting...........................................164
Bold....................................................88 spacing.............................................164
Border List........................................110 splitting.............................................162
Bullets..............................................108 Click and Type.......................................74
Change Text Direction.....................164 Close command......................................26
Close...................................................26 color
Columns...........................................132 paragraph shading............................112
Copy...................................................56 columns................................................132
Cut......................................................54 adjusting width.................................143
Decrease Indent..................................96 deleting.............................................148
Draw Table.......................................158 inserting............................................148
Eraser...............................................158 selecting...........................................141
Format Painter....................................90 copying
Increase Indent...................................96 text......................................................56
Insert Date........................................120 using drag and drop............................58
Insert Page Number..........................120 Ctrl key...................................................24
Insert Table.......................................139 cutting
Italics..................................................88 text......................................................54
New....................................................26 using drag and drop............................58
Numbering.......................................108
Paste.............................................54, 56 D
Print....................................................40 decimal tab stop...................................100
Print Preview..............................40, 124 Delete key..............................................29
Redo...................................................72 delivery point bar code.........................130
Select Browse Object.........................48 dialog boxes
Shading Color...................................112 using...................................................22
Show/Hide..........................................50 document
Shrink to Fit.....................................124 previewing..........................................40
Underline............................................88 printing...............................................40

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180 Microsoft Word 2003

document views H
Normal View......................................50 headers.................................................120
Outline View......................................50 help
Print Layout View..............................50 Contents tab........................................38
Reading Layout View.........................50 Office Assistant..................................38
Web Layout View...............................50 task pane.............................................36
documents What's This button..............................38
closing................................................26 hidden characters....................................50
columns............................................132
creating...............................................26 I
navigating...........................................48 indents
opening...............................................32 first line..............................................98
page breaks.......................................126 hanging...............................................98
previewing multiple pages...............124 left......................................................96
saving...........................................34, 46 paragraphs..........................................96
saving as.............................................46 right....................................................96
section breaks...................................128 special.................................................98
viewing...............................................50 inserting
working with multiple........................52 symbols..............................................70
dragging and dropping text....................58 insertion point........................................17

E K
envelopes keyboard.................................................24
printing.............................................130 keystroke shortcuts.................................24
common shortcuts..............................25
F selecting.............................................31
F1 key.....................................................36
file management.....................................76 L
files line spacing..........................................104
deleting...............................................76
renaming.............................................76 M
finding margins
text......................................................60 adjusting...........................................118
fonts page..................................................118
color...................................................92 menus.....................................................18
copying formatting.............................90 shortcut menus...................................24
Font dialog box..................................92 using...................................................18
formatting.....................................88, 92
size.....................................................88 N
type.....................................................88 numbered lists......................................108
footers...................................................120
foreign characters, inserting...................70 O
formatting Office Assistant......................................38
bullets...............................................108 changing.............................................38
line spacing......................................104 hiding.................................................38
numbered lists..................................108 Office Online..........................................36
spacing between paragraphs.............106 Open dialog box.....................................34
Formatting toolbar..................................88 orientation
formulas...............................................160 landscape..........................................122
portrait..............................................122
G
grammar checking..................................64 P
page breaks...........................................126
page formatting

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 Index 181

columns............................................132 T
footers...............................................120 tables
headers.............................................120 adjusting column width....................143
margins.............................................118 adjusting row height.........................145
orientation........................................122 aligning contents..............................164
preventing rows from breaking over 166 AutoFormat......................................154
shrinking to a single page.................124 borders..............................................150
Page Setup dialog box..................118, 122 changing text direction.....................164
paragraphs creating.............................................139
alignment............................................94 description........................................137
borders..............................................110 drawing.............................................158
color shading....................................112 formulas...........................................160
indenting.............................................96 heading rows....................................166
line spacing......................................104 merging cells....................................162
spacing above and below.................106 moving.............................................168
special indenting................................98 positioning........................................168
pasting resizing.............................................168
text................................................54, 56 selecting...........................................141
printing...................................................40 shading.............................................152
envelopes..........................................130 sorting...............................................156
splitting cells....................................162
R totaling numbers...............................155
redo command........................................72 uses...................................................137
repeat command.....................................72 tabs
replacing text..........................................60 adjusting...........................................102
right-click...............................................24 aligning.............................................100
rows aligning text with.............................106
adjusting height................................145 center align...............................100, 106
deleting.............................................148 clearing.............................................102
headings...........................................166 decimal align............................100, 106
inserting............................................148 default tab stops.......................100, 106
selecting...........................................141 leaders..............................................102
Ruler.......................................................17 left align...................................100, 106
right align.................................100, 106
S setting.......................................100, 106
Save dialog box......................................34 text
scroll bars...............................................48 deleting...............................................28
section breaks.......................................128 entering...............................................26
shading formatting...........................................88
paragraph color.................................112 inserting..............................................28
tables................................................152 replacing.............................................30
spacing selecting.............................................30
between paragraphs..........................106 selection shortcuts..............................31
double...............................................104 thesaurus.................................................68
line....................................................104 Title bar..................................................17
paragraph..........................................104 toolbars
single................................................104 Formatting..........................................88
spell checking.........................................64 Header and Footer............................120
Standard toolbar.....................................17 Tables and Borders...........................141
Status bar................................................17 using...................................................20
symbols, inserting..................................70
U
undo command.......................................72

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182 Microsoft Word 2003

W exiting.................................................40
windows program screen...................................16
working with......................................52 starting................................................12
Word what’s new..........................................14
word count..............................................68

 2005 Velsoft Interactive, Inc.