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MANUAL WORD 2003

CONTENT1. WHAT’S WORD 2003 ?2. GETTING STARTED

Open a Word 2003 document3. WORD 2003 INTERFACE/LAYOUT

Title Bar Options Bar Toolbars

Standard Toolbar Formatting Toolbar Drawing Toolbar

Status Bar Control Pane View Buttons Ruler and Scrollbar

4. MOST COMMON TASKS Save Save as Close

5. PAGE SET UP Margins tab Margins – Gutter –

Orientation Preview – Pages - Default Paper tab

Paper size Layout tab

Border Creating a background

Effects: Gradient – Texture – Pattern – Image

Creating borders Applying themes Capital letter Adding page numbers Font Paragraph formats Indents Bulleted and Numbered lists Language selection and Auto

correction Working with Columns

6. ENTERING DATA & OBJECTS Inserting an Image in Word 2003

Inserting Headers and Footnotes Inserting Comments

7. PRINTING THE DOCUMENT8. SHORTCUTS IN WORD 2003

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WORD 2003 WHAT’S WORD 2003?

Word 2003 is a powerful text processing application that allows us to produce typed documents, from simple letters to reference manuals (like this one) containing columns, graphics, headings, figures… With Word we can write different types of documents: reports, text in columns, titles and so on. It would be very useful to have a Word 2003 document in front of us, so that we can learn and practise at the same time.

Files which have got a .doc extension belong to Word.

Word files are called Documents. These documents are organized in pages which make a book.

GETTING STARTED

OPENING WORD 2003The first thing we must do is open a new Word document. Two different possibilities:

Double click on the icon (shortcut) in the desktop.

Start menu ► All the programs ► Microsoft Office ► Microsoft Office Word 2003

Once the new .doc file is opened we see the interface/layout of Word.

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THE INTERFACE

It is similar to other Microsoft Office programs (Power Point, Excel…). We have some bars and buttons that we can make them visible or non-visible on our screen. Word interface consists on 4 different parts:

1. The different Bars

Title Bar - Menu Bar - Toolbars

Status Bar

2. The Task Pane

3. The View Buttons

4. The Rulers

5. The Scroll Bars

Title Bar ► tells you which application you are using and also the name of the file that is open. If you double click on the PPT logo , the application will close. If you click once, then a menu wil open three common actions: restore, minimize, close

Menu Bar ► offers all the most common tasks within Word 2003

Toolbars ► are a form of shortcut menu. We have different toolbars:

Standard Bar ► contains the most common tasks/actions (open a new file, save, print, preview...)

Formatting Bar ► gives format to both the font and the paragraph (size, colour, family, align to the right, centre...)

Drawing Bar ► lets us enter several shapes, arrows, lines, squares... and gives them format: shadows, 3D, type of line and so on.

Status Bar ► provides the following information (from left to right)

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Blank document

cursor

Standard Bar

Formatting Bar

Drawing Bar

1 2 3 4 5

The page we are currently positioned on ► page 1

The section we are currently

positioned on ► sec 1

The total number of pages ► 1/1

The position of the cursor ► At 3.3cm – Col 1

The language currently selected ► English (U.K)

Task Pane ► is a window on the right side of the interface. It helps you quickly create a new file, make a search, animate an object, view the clipboard…

A task pane is displayed automatically whenever we open a new file. This pane offers the different styles Word has got, apart from other actions, such as asking for help, opening the clipboard, etc. We can easily make it appear or disappear by pressing Ctrl + F1 in our keyboard.

View Buttons ► offers 5 different possibilities to view our document:

To show or to hide any bar you can right click on anywhere of a bar and a pop-up menu will appear offering you all the possible bars in Word 2003. You only have to tick any to make it appear on screen. Another possibility is the following route:

Menu bar ► View ► Toolbars ►

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2. Web layout view

4. Outline view esquema

The Ruler ► Word gives us the possibility to use two rulers: horizontal and vertical. They can be very useful to move a text box, a paragraph or any other element to its correct place.

We can make it disappear by clicking on View ► Ruler

The Scrollbar ► We have 2 different scrollbars, horizontal(1) and vertical(2). They let us move easier along our document or along the different pages of our book. We also have some arrows(3) to make our movement faster in the vertical bar.

enables us to go to the previous page

enables us to go to a page, bookmark, footnote, table, comment, graphic, or other location by selecting the item you want

enables us to go to the next page

(1) (2) (3)

MOST COMMON TASKS:

OPEN AN EXISTING DOCUMENT ► two different possibilities:

1. Menu Bar ► File ► Open

2. Standard tool bar ► Open

SAVING a FILE / DOCUMENT ► two different possibilities:

1. Save

2. Save as

The first time you save your file, the menu will be like this. The Save and Save as commands will act the same. Word will save your file in My Documents folder by default, but you can choose to save it in a different folder. Once your document has been saved, you can “save” or “save as”. The difference between these two options is:

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By pressing “save” you always replace the previous file

By pressing “save as” you can choose another place to save your file and give it a new name.

Save Menu Bar ► File ► Save Standard tool bar ► Save

Save as Menu Bar ► File ► Save as

CLOSING A DOCUMENT

Once we have saved our document, we can close it. Several possibilities:

Menu Bar ► File ►Close or

PAGE SET UP

When we first open a blank document in Word, the page values are already given by default. Thus, the best thing we can do is to choose those values ourselves so they fix our project.

Menu Bar ► File ► Configurar pág

Three different tabs:

MARGINS TAB

Margins ► here we can establish the different values to set up our page margins. We can write them down the number directly on the boxes or use the up and down arrows to increase or low the default values.

Top – Bottom – Left – Right

Gutter Encuadernación ► if we want our document to be printed in a specified format, -let’s say this tutorial-, we must leave some empty centimetres for the binding encuadernación. If that is not our intention ► 0 cm

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Dos pag. por hoja Libro plegadoMirrored marginsMárgenes simétricos

Normal

Orientation ► depending on the document’s goal, we can prefer landscape horizontal

mode to portrait vertical. Just click on the desired orientation, but remember the margins will change too.

Preview ► whatever our selection is, we can preview it here. Moreover, we can choose if the new values will be applied to the whole document or just from the selected point on.

However, if we want to apply it to a selected section only ► select the text ►page set up ► Margins ► Preview ►Apply

Pages ► depending on the objective of our document, we can select any of these options and preview them

Default ► if we want to determine our new values for later documents we can press this button

PAPER TAB

Paper size ►we can change the paper size to our desire by writing down the number in the Width and Height boxes. A second option is to choose a default value in the new menu.

LAYOUT TAB

Borders ► we can add a border frame to our pages from this section. Just click on the button Borders and a new menu will appear. Here we can design it to our desire (colour, size, style...) as well as select where we want to apply it, to what sections.

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CREATING A BACKGROUND

We can also modify the slide by creating a personalized background. There are many different options that we can see if we click on:

Menu bar ► Format ► Background

In the pop-up menu below (1), we will click on the colour’s box and the colour menu will appear on screen (2). Now we can choose between: more colours or background effects

If we choose the first option MORE COLOURS, a new menu will appear:

a. Standard b. Personalized

► STANDARD We can choose among a range of different colours

► PERSONALIZED We can choose our colour among a wide range and then add brightness to it, creating a new personalized colour. We can also write the number of the colour on the boxes if we know it.

If we choose the second option BACKGROUND EFFECTS, we will face a new menu screen

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TEXTURE ► choose among different pre-established textures

TRAMA ► choose among different pre-established tramas

IMAGE ► look for an image in your hard drive and click on accept.

Once we have selected the kind of background that we like most, we must decide if that background will be added to all the slides in the presentation or, will be just applied to the active slide.

GRADIENT IMAGE TRAMA TEXTURE

*Note: we can format any autoshape in the same way.

CREATING BORDERS

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GRADIENT ► we can choose 2 different colours and create a gradient. We can give each colour a different transparency. At the bottom of the menu we have different types of shadow. Any created gradient and its correspondent style will be showed in the Preview Box.

If we choose the option Pre-establish a new menu offering us different styles will appear on screen

We can apply borders to a selected text, to a page, to tables and graphics, to text boxes, etc.

Format ► Borders and Shading Bordes y Sombreado

Border and Page Border offer the options for line style, border colour and width. However, Border option is

used to apply a border to a selected element, such as a paragraph, a title, a single word... The only thing we need is previously highlight that part ► click at the beginning of the paragraph or title ► format ► borders and shading ► borders ►choose ►OK

If we want to add a border to our page, we must follow the same steps but we do not need to have any element selected. The border we create now will be for this page only; the option Apply to lets us add our new border to the whole document (all the pages) or to this section (page) only. It is up to you.

If we click on Horizontal Lines, we get a lot more lines, but all of them will be horizontal, not vertical.

The last tab refers to Shading; we can apply shading to a selected paragraph only.

This is an example of applying shadowing to a paragraph. In fact, the only possibility.

APPLYING A THEME

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This is a graphic example of how you can easily add a border to a selected paragraph.

Do you catch it?

Word 2003 gives us the possibility to choose among many different themes. A theme tema is a group of design elements which give our document a determined aspect depending on its goal; we can choose from fax to curriculum vitae (CV). Almost all kinds of printed document have their correspondent field here. Word 2003 uses colour, fonts and graphics to format your document. So, depending on the kind of document we want to elaborate, here we can choose it. Format►Tema

► by pressing Galería de estilos ►

We can also predetermine our choice for future documents

DROP CAP CAPITAL LETTER

e can insert a capital letter which can cover as many lines as we want. The current “W” for instance, is covering two lines. This is something we can easily

find in books such as novels, manuals, also in newspapers and magazines, and so on. W

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Professional fax Modern fax Modern report

We can choose our capital letter to be wrapped with the text or just in the margin. We can also select the style of the letter as well as the lines it will occupy. Finally, we can decide the distance from the capital letter to the text.

We must have our text selected before we go to Format ► Drop Cap

FONTWord 2003 gives us the possibility of choosing among many different font styles. Depending on the kind of text we are writing, we can select one or another style. Besides, we can also download different font styles from the web. Just look for them in Google!!

If we only want to select a different style for our current document, as well as a particular size and colour, we can do it by using the standard bar

We can select Bold, Italic and Underline

However, if we want to have more and different options to format our font style and, what is more important, to predetermine our selected font, we must go to Format ► Font

Here we can determine

Font – Character Spacing – Text Effects

You already know about the style, Font Style and Size, as well as the colour. We can select any of the different Underline Styles which correspond to the different line styles that we have already studied. You can also try the different Effects and preview them in the chart below. Finally, if you want to use your selected options not only in this document but also in future documents, press the button Default. Next time, you will not have to re-select the options again.

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Comic FontsAnother comic

Font

PARAGRAPH FORMATSAlignment

You cannot format a paragraph in the same way as you format font, but we have some options on the Formatting toolbar to align a paragraph. First, we must select the paragraph; double click on the left of the paragraph to select the whole paragraph when the cursor turns into an arrow. With the paragraph selected

► formatting bar ►

Click this button if you want to left-align paragraphs.

Click this button to centre paragraphs. Both the left and right edges of the paragraph will be at the same distance.

Click this button to right-align paragraphs.

Click this button to justify paragraphs. This option ensures that both the left-hand and right-hand edges of the lines in the paragraph begin and end at the same position; Word will make it possible by lengthening some words or character spacing.

INDENTS Sangrías

Indents allow us to control the space at the left hand side of a paragraph. First of all, we must have the cursor inside the paragraph to indent or, if you want to indent several paragraphs at the same time, highlight them beforehand. Click the increase indent button on the formatting toolbar to increase the space and click again if you want to make the space bigger. Once you have pressed the increase indent button, you can use the decrease indent button to take the line to its previous position.

increase indent button decrease indent button

We can also use the ruler to indent the paragraphs to our convenience.

As we can see in this picture, we have a right-indent marker, so now we can also indent the paragraph from the right.

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To indent a whole paragraph place the cursor on any part of it and press the

Left indent ► drag to the right and drop at your convenience.

First line indent marker ► only the first line of the paragraph moves.

Hanging indents marker ► if the first line of the paragraph needs to start further back than the other lines. Select the paragraphs or position the cursor on the paragraph ► Ctrl + T

BULLETED AND NUMBERED LISTS

It is here where we first see the left indent, when we want to create a list. Word 2003 offers the possibility of choosing different styles for both bulleted and numbered lists.

BULLETED LIST NUMBERED LIST

To create a bulleted or numbered list: write the different lines ► formatting bar ► select

This way, we cannot choose the style of bullet ourselves; we have to use the default one. If we want to customize our list ► menu bar ► format ► bullets and numbering

Now we can choose among the different styles and, if we want to enter a new symbol for our list ► customize personalizar

You can format the font to use in your list if you want, choose a symbol, a predefined image or even one from your hard disk! For instance, if you click on Symbol, this is what you will get.

If we wanted to change the Bulleted List Indents, we would have to use the two buttons on the Formatting bar

To increase the indent To decrease the indent

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Also, we can create a new multi-level list. Click on list styles ► Add

Properties ► Give a name to your style

Format ► Iniciar en: choose the line you want your list to start ► Aplicar formato a: select the line to change the symbol. You can apply a different symbol or style of number to each of your lines (you can establish up to nine)

Agregar a la plantilla ► save your style for future documents by pressing this button.

LANGUAGE SELECTION AND AUTO CORRECTION

As we have already explained in this tutorial, we can choose a determined language for our documents. Click on the language square which is on the Status bar and a window will open. Here we can select the language we want and we can also turn it into the default language; just press

Word 2003 uses its own corrector based on dictionaries. This way, Word itself will correct our errors or mark all our errors underlying them. However, if you do not want Word to revise your text, tick the box “Do not check spelling or grammar”.

There can be two types of mistakes:

Spelling mistakes ► in red

Grammar mistakes ► in green

Spelling errors are underlined in red. If we right-click on the underlined word, a series of words which intend to be the correct option, will appear. Let’s see

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an example: the word series does not exist in singular, this is what we would get if we wrote down “serie” instead of “series”.

In the first square you find the words that pretend to be your word; you can choose the correct word here.

However, sometimes you may want that word to stay as you originally wrote it; if so, you can choose to ignore the underlying (the word will remain as it is now) or you can add the word to the dictionary inside Word 2003 and will not be identified as an error any more.

You can also choose the auto-correct option, which will show us the same words you had in the first square.Grammatical errors are underlined in green and show the same options as the spelling errors do.

An example

We can choose any of the different options or just ignore the error in this word (ignore once) or in all the text (ignore all). The third option (grammar) will give us a grammatical rule as well as the best option to fix the mistake

WORKING WITH COLUMNS

If you want your document to have a “newspaper style”, with all the text written in columns, you can click on the toolbar and you will have your text showed in two columns (default option).When the first column is full, the text will move on to the top of the second column, just as in newspapers. However, if you want to establish more than two columns, you must take this route

Menu Bar ► Format ► Paragraphs and ColumnsChoose the number of columns from the list or select from the list.Give your columns a specified width and spacing among them by using the arrows. You can give each a different width but not different spacing. If that is not your goal, tick the “equal column width” square, all your columns will have the same width.

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If you want a line between your columns, tick the square “line between”.Decide whether you want to apply your changes to this section only or to the whole document.If you want to end a column before the end of the page, you need to insert a column break.All the different options can be previewed in the preview box.

INSERTING IMAGES IN WORD 2003You can insert two sorts of images to our Word document and wrap them with the text.

Menu Bar ► Insert ► Design Image (included in Microsoft Office)

► Image from file (your own images)

The image will be placed where the cursor is. Once it is inserted, we can start managing its toolbar. To work out the image, it is necessary to be selected. We know it is selected because it is surrounded by the image border (the square in red).

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In line with textSquareTightBehind textIn front of textTop and Bottom

RESIZEWe can resize our image by dragging and drop its different points at the image border

FORMATWith the Image toolbar on screen

Insert an image

Colour ► Automatic ► Grey scale

► Black and white ► Water mark

Contrast + Contrast –

Brightness + Brightness –Cut the image

Rotate the image

Line Style

Compress the image to reduce its weightWrap ► there are many different options to wrap image with text as we can see in these pictures.

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ENTERING DATA and OBJECTS

ADDING PAGE NUMBERSWe can easily add a page number to our book.

Insert ► Page number

In the Position box we must decide where to place the number:

Top of the page parte superior – Bottom of the page parte inferior

The alignment can be: to the left, centre, right, inside, outside. Depending on your first selection (top or bottom of page), the number will take a different position. We can also choose a style for our number; just click on Format and a new menu will appear.

Here we can select our font style and also where we want our page numbers to start, this is, which page must be page number 1

INSERTING HEADERS AND FOOTNOTESWe can use Header and Footnotes if we want some items to appear in all our pages.Headers appear in the top marginFootnotes appear in the bottom marginWe can insert different things, such as text and images, corporative logos and even the current date. The most common item is the page number, already seen in this tutorial. To insert a header or footnote Menu Bar ► View ► Header / Footnote

There exists a Headers and Footnotes Toolbar. Show it on screen by clicking on 20

Menu Bar ► View ►Toolbars ►Header and Footnote

When working with the Header and Footer, most of the page remains unavailable to write on it. Once you have finished entering your Header and Footer data, click on Close to restore the whole page.

Current Date and Time (will be updated whenever you print or save the document)

INSERTING COMMENTSComments are added texts which cannot be seen when printing out. Comments

leave a yellow corner to remind you a comment is on that object. Just drag your cursor over that yellow corner and you will be able to read the existing comment.

Menu Bar ► Insert ► Commentor with the object already selected

Right click ► Insert Comment

PRINTING THE DOCUMENTWhen the document is finished, it is time to print it

Menu Bar ► File ► Print

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11. Select the printer

2. Select the Page range Here we select the range we want to print out.

a) All refers to the whole document

b) Current page refers to the active page (where the cursor is)

c) Pages refer to the page number. If you want to establish a number of pages to be printed, write the numbers here.

d) Selection refers to the text previously marked or selected.

5, 6, 9, 13 only these pages will be printed► 5-12 this series will be printed►

4,6,7,8, 9-15 pages and series►

We can choose the number of copies we want to print on

the right of the menu. Rise up the value and print as many

copies as you want; the Collate square will print the series in

a row or will alternate depending on the number of printed

pages you have selected.

Here we tell the computer how many pages we want to print on each page. Word will try to fix the selected number of pages on one page.

Press OK when everything is ready.

Another possibility is the Preview icon in the Menu Bar. Here you can manually change the margins, the page

order when printing and the scale and so on. It is the best view you can have before printing your document.

There are some other options in the printing menu but they refer to the printer’s properties.

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Some SHORTCUTS IN WORD 2003

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Selection KeysTo select a word double click on it►

To select one line click on the left margin pointing to the line►

To select a whole paragraph double click on the left margin pointing to the paragraph►

To select the whole document click three times on the left margin►

Movement Keys

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